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How to "announce" an event:

[The information below is part of a discussion having to do with the development of an effective handout or flyer.  - Dr. Bill]

In a message dated 7/3/2004 10:42:46 PM Pacific Daylight Time, an event organizer writes:

Hi Everyone!!!
Happy Safe 4th to each one of you guys, Enjoy!
There is signing night this coming Friday the 9th at the Round Table
Pizza off of Elm Ave. in Auburn at 6:30, Hope to see most of you guys
there! :) Gotta Be Lot'a Fun! If I don't see you, have a Happy Trails,
:)
Thank You,
Cynthia / Sue / Marta

Hi Cynthia,
In looking over your announcement I have a few suggestions for information that needs to be added so that it will be more effective.  As an instructor of ASL students I need announcements that have sufficient details to answer all of my student's various questions.
In an effort to be helpful, I've typed up a sample format that answers most of the questions students might have about such an event:
 
What: "Signing Night"  ASL Social
When: 6:30 p.m. to ???  (How long is at least one of the people sponsoring this going to be there for sure?)
Where:  Exact street address, and the name of the city
How to get there:  insert a "map" from yahoo maps (http://maps.yahoo.com)
Why:  (Is this social intended for ASL newbies?  Is it a practice environment where students can feel safe?  Is it attended by patient Deaf people who are willing to sign slow, repeat themselves, and answer a zillion questions from students?  Or is it a Deaf social where many of the Deaf are there for deaf on deaf communication and don't want to be bothered by hearing people?  If this is a religious meeting it needs to be stated up front so that students know ahead of time.)
Who is invited?  Everyone welcome!
Hosted by:   (Who is sponsoring this?  Who are Cynthia / Sue / Marta?  Do they have last names?  What is their contact information? Are they teachers? Is this an "organization?") 
 
Thank you for your efforts and for inviting people to your social.
Cordially,

Bill Vicars
 
___________________________
William Vicars, Ed.D.
Asst. Professor, American Sign Language
California State University, Sacramento
6000 J Street
Sacramento CA 95819-6079
www.Lifeprint.com

Department of Special Education, Rehabilitation, and School Psychology
Office: Eureka 308

[Editor's note: The finished flyer contained the following information. It still contains the "flavor" of the original flyer but now it empowers people to actually attend.  I include it here as an example of the minimum amount of information you should include in your own flyers.]

Event: "Signing Night"  ASL Social
Date:  Friday, July 9, 2004
When: 6:30 p.m. to 8 or 10, (whenever people decide to leave)
Why:  It's fun!  Come get involved and enjoy yourself.  No voice signing for an hour from 7 to 8, it's fun!  Whoever uses their voice pays 10 cents! (hahaha). We are here to help each other how to communicate with others.
Who?  Everyone welcome!
Hosted by:  Cynthia Miller  (And Sue and Marta)
Contact Information:  WstrnCynthiaL@WebTv.Net
Where:  Round Table Pizza, 370 Elm Ave.  Auburn, Ca.
Map:  http://www.mapquest.com/maps/map.adp?country=US&address=370+Elm+Ave+&city=Auburn&state=CA

*  Flyers that get results

Here is my revised and expanded checklist of information to include in a flyer:

What: "The Official Title of the Event"
Who: (Who is invited? Who is this for?  ASL students? Everybody?)
Why:  Is this a social event? Leadership training? ASL practice?
Date:  The day and date of the event:  For example: "Saturday, July 24"
Hours: The starting time and the ending time of the event
Cost: Is there some sort of contribution?
Where:  Exact street address, and the name of the city
How to get there:  insert a "map." For example you could use yahoo maps (http://maps.yahoo.com)
Hosted by: (What organization?)
Contact person: First and last name, phone, and email
Interpreter: Is this event interpreted?  Is it conducted in ASL?
Close captioning:  Will it be captioned?
Dress: Should I wear a tie? Work clothes? Casual? Bring my swimsuit?
Transportation:  Is it provided? Carpool available?
Babysitting:  Is it provided?
Website:  Is there a web page with more information?


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