A "How To" Guide to a Successful Event


The same three keys of successful event marketing, are just as important when putting on a successful school event.

Keys to Consider:

  • Planning/Coordinating- Making your connections with the local fire department and school administration.
  • Preparation- Putting in the effort to assure a great event.
  • Participation- Before, during and after the event. Make the most of it!



Planning/Coordinating


Establishing Contacts-
When planning a fire safety rally at a local school, making the initial contact with both the fire dapartment and the school administration are vital.

How to approach your local fire department-

For several reasons, always make the effort to contact the local fire department prior to contacting the school.

Remember, you are there to support the fire department(s) by providing them with a powerful new tool to improve their existing Pub Ed program, not to circumvent their long-standing efforts in the local schools.

  • Fire departments take great pride in their involvement with local schools. This is still "their show," we're just there to help.

  • By contacting the fire department first, you are creating a relationship that will provide you many additional opportunities, and you'll be developing a strong Affinity connection.

  • If your local fire department is close by, going in person, rather than a phone call, can speed up the process of initial introductions and, if they are unfamiliar with the FireFacts Fire Safety CD, providing a copy for their review.

Click here to download an example phone script to use when making contact with your local fire department. It can also be used as a guide if you plan to go in person.


If the fire department is unfamiliar with the FireFacts CD, you may want to print out some of our letters of endorsement. We've posted some of our endorsements here. While they may not be from the state you are in, they still bring credibility to our product and validate your desires to see them used by local schools and students.


Once you have established a relationship with your local fire department, it's time to contact the school administration.


Contacting your local school-

The method used when contacting your local school may vary depending upon several factors:

  • Do you already know a teacher and/or staff member at the school? If you do, allow them to be the initial contact/reference person for you.

  • Do you know any members of the local PTA that are very active within the school? They can be a very strong contact/reference point.

  • Does the local fire department already have a strong relationship with the administration, and if so, do they want to contact the school to set up a date/time for the event?


If the fire department wants to contact the school's administration on your behalf, by all means let them. They already have an established relationship. Use that, but do not leave it to that contact alone. Find out when and to whom they spoke with. Then try to make a follow-up call. Introduce yourself, see if they have any questions, and ask if there is anything you can do to help.

If they haven't seen the FireFacts CD, this is a perfect opportunity to offer to bring one by. Now you have a reason to stop by the school, giving you the ability to make that "face-to-face" connection.

Click the image above to see an example
of a recent school rally.

Preparation


You've set a date for your event, established a great relationship with your local fire department and school staff, and now is the time to bring all your hard work and efforts together. If your event is well planned and executed, both the school and fire department will be looking forward to future events.


Click here for a printable "Event Checklist" (.pdf).


Here are some things to prepare for-


  • At the school, what room will the rally be presented in?

  • What grades are you doing? (We recommend 1st-6th grades for rallies. kindergarten age students seem to do better in smaller classroom style presentations)
  • How many students are there, and how many students will fit comfortably in the assembly area. (We recommend keeping rallies to no more than 200 students at a time)

  • If the local fire department is wanting to use the "FireFacts Rally Outline," have you printed those documents and provided them to the firefighter/officer that will be involved in the rally presentation?
  • Does the school have a projector that can be used for the opening video clip?
  • Have you downloaded the opening video clip and either loaded it onto your computer for use at the rally, or given it to the firefighter/officer to use on his computer?
  • Have you ordered the discs, printed up labels and inserted a "Compliments of" card in each CD?
  • Have you set up your Farmers Web Page so users of the CD can use the "Agent Connect" feature?
  • Have you ordered your FireFacts T-Shirts to wear at the event, letting teachers, staff and parents know who you are?
  • Have you thought about giving a FireFacts T-Shirt to the principal as a "thank you" for allowing you and the local fire department to come and put on this event? Great way to market your business name!
  • HAVE YOU REMEMBERED TO CHARGE YOUR CAMERA AND CAMCORDER SO YOU CAN TAKE PICTURES AND VIDEO TO SEND TO JOHN SLAVINSKI AT THE FARMERS HOME OFFICE?

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These are just some of the things to consider when making your final preparations for the event. The last thing to remember... HAVE FUN!


Participation


Prior to the event, during the event and afterwards, it's important that you participate in the process. From coordinating with the fire department and school, to being at the rally (taking pictures and/or video), to follow up calls thanking the fire department for allowing you to help and calls to the school thanking them and asking when you can drop some pictures of the event off to them.


Please remember, we're here to help. If you have questions at any time while preparing for an event, please call (530) 432-5508 or email us at info@firefacts.org.


Schools are just one avenue to use our CD. You can read about more ways to use our disc by going to either our "Marketing Strategies" or "Creative Concepts" pages.