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

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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. # # #
POSTAL BULLETIN 22144 (12-23-04) 31 Community Relations Publicity Kit Black History Month/Marian Anderson [INSERT DATE] [INSERT NAME] [INSERT TITLE] [INSERT ORGANIZATION] [INSERT ADDRESS] [INSERT CITY, STATE, ZIP+4] Dear [INSERT TITLE AND NAME]: SAMPLE INVITATION TO PUBLIC OFFICIALS Employees of the [INSERT NAME] Post Office invite you to be an honored guest at a special ceremony celebrating Blank History Month on [DATE] at [TIME]. During our ceremony, the U.S. Postal Service will dedicate the Marian Anderson [AND/OR Black Heritage series] commemorative stamp [OR stamps IF DEDICATING ENTIRE SERIES]. The Postal Service values its role as a community leader, and we believe that our stamp program gives us an opportunity to connect with customers in a very personal and informative way. During our ceremony, children and adults alike will have an opportunity to learn about the achievements and contributions of African-American leaders, inventors, educators, scientists, entrepreneurs, entertainers, and sports figures. At the stamp ceremony, you will be invited to say a few words about the Marian Anderson commemorative stamp and any comments you may have about African-American history. We expect significant press coverage of the ceremony and a good size crowd. We hope you will join us for our stamp dedication and special Black History Month celebration. Please confirm your participation by calling [NAME OF CONTACT] at [TELEPHONE NUMBER] as soon as possible. Sincerely, [SIGN] [INSERT POSTMASTER’S NAME] Postmaster U.S. Postal Service [INSERT CITY, STATE, ZIP+4]
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Postal Bulletin 22144 - December 23, 2004 - USPS.com

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