Postal Bulletin 22144 - December 23, 2004 - USPS.com

30 POSTAL BULLETIN 22144 (12-23-04)
Black History Month/Marian Anderson
Community Relations Publicity Kit
Participation of Public Officials
Black History Month events are a perfect opportunity to involve elected public officials in an important
and positive local event. They are likely to have a keen interest in the event, as it provides elected representatives
a chance to interact with constituents in a friendly, civic setting with secured media coverage.
You are encouraged to reach out directly to your federal, state, and local elected officials. Government
Relations representatives are available to assist you in coordinating political involvement and would be
pleased to help in any way. Please contact them for guidance.
This publicity kit contains simple guidelines, sample letters, a suggested invitation list, and the names
and telephone numbers of your Government Relations contacts.
Before the Event
Send a written invitation 4 to 6 weeks before the event to your two U.S. senators, your congressional
representatives, the governor of your state, and the mayor of your community. Please include
any other local elected officials you feel would be appropriate. The local postmaster should
sign the invitations.
Follow up the written invitation with a telephone call to the elected official’s scheduler within a
week if you have not received a reply. You may need to call more than once.
Keep in touch with all elected officials who respond. If asked, provide updated information to the
elected official’s staff as it becomes available (e.g., who else is participating, where and when to
meet, what his or her role will be, etc.). Stress that remarks should be brief and limited to the
unveiling of the Marian Anderson commemorative stamp and her achievements, Black Heritage
stamps, and the recognition of the role the U.S. Postal Service continuously plays in celebrating
African-American history with stamps.
Include names of all participating elected officials on the “official program” as honored guests,
and mention them in all media advisories, if applicable.
Provide a courtesy copy of the program to the elected official in advance.
After the Event
Send a written thank you letter to all elected officials who participated in the ceremony, expressing
your appreciation.
Provide copies to their offices of any newspaper articles about the event. Even though they
might see those articles on their own, you can take the opportunity to remind them of the press
coverage the event received.
Provide a supply of extra cacheted envelopes with the special cancellation, if applicable, to
elected officials, even to those who could not attend. These make great giveaways and serve as
a positive reminder of the event.
Obtain and frame a photo of the elected official posing beside the stamp image and make an
appointment to present it in person, if possible. A matted, well-framed photograph stands a good
chance of being hung on the wall of the official’s office, again serving as a positive reminder of the
event.
Keep in touch with your elected officials. Good relationships are built over time.
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