To: All NPAC partner organizations

For the Attention of: Executive Directors and heads of Marketing, Public Relations and Web

(Please forward this note to the correct person at your organization, if it's not you.)

Dear Colleagues:

NPAC IS GOING LIVE!

Now that the NPAC website registration is up, it's time to start marketing the Convention to all our constituents. NPAC 2008 should be a wonderful experience for us all and a chance to meet and share experiences with colleagues in all the performing arts and from all over the country. We hope you'll find the time in your busy schedules to communicate with your members at your earliest convenience.

This extraordinary Convention, June 10 – 14 in Denver, CO will be of interest to your constituents, your vendors, students, educators, and anyone who has any interest in the arts. For a reminder about the Convention and its programs – and some language you may want to use in describing the Convention and its purpose, please visit the website at www.performingartsconvention.org. Feel free to register while you're there!

The following information offers suggestions on how you may want to consider promoting NPAC.

PROVIDING MATERIALS AND COPY

We understand that each of you has your own communication vehicles that you use to reach out to your members. The committee will begin sending out regular sample materials that you can adapt to fit your own marketing and PR needs. Please note that some of our communications will be labeled "Critical" – which means we strongly urge you to send it, and within a timeframe that we'll suggest.

Here is our first requested communication:

INITIAL EMAIL LAUNCH

CRITICAL

Date range: Today-1/30/08

Purpose of Email: To drive people to the NPAC website, www.performingartsconvention.org, to register and/or become familiar with the Convention.

We're asking everyone to send out an email as soon as possible this week announcing registration for NPAC is now open. Please send the notice to as many of your constituents as you feel would be interested, and ask them to pass the information along.

We've provided you with style guidelines and a sample email (see below and attachments).

STYLE: The “email style guide” at the bottom of this email outlines the form style, fonts and color that have been designed for you to use whenever possible. You can use these elements in creating targeted, stand-alone emails or Convention-only newsletters for marketing NPAC.

We also suggest that you integrate this style into your own materials when you add a message to an existing newsletter or ad. We will be happy to send you a sample of an integrated ad if you'd like to see one.

Attached to this email you'll also find some key marketing elements: logo, headers, etc. that can be used to build your emails.

SAMPLE COPY: Also enclosed is sample email copy—not a designed email (Annct2).

Wherever you see the orange type, then that is a place where you may want to insert your own NSO/organization copy.

EMAIL headers: At the top of the attached sample email (Annct2) you will notice a header that merges NPAC and the League of American Orchestras (NPAC on top). I've also attached a copy of that header for you. Feel free to use this horizontal format as a guideline, or create your own version.

Note: The material has been sized to fit PatronMail, or you can use on your own as well. It's 500 pixels wide, but can be adapted to your size requirements.

IMAGES

You will most likely want to use your own images to illustrate/support your specific marketing efforts. You will also find some photos on the “Press” page of the NPAC website within the week at www.performingartsconvention.org. If you want images of any other disciplines, or Denver material, just let us know. We're also in the process of creating a way to share images, examples of work, etc. so we can all benefit from each other's creativity. We'll keep you posted.

HELP IS AVAILABLE/ YOUR PRIMARY CONTACTS

If you need help, please feel free to contact us to create email headers with your logo, etc.

Ross Moonie (PR) (rmoonie@gmail.com or 1-917-690-5713) and Sandra Mandel (Marketing) (smandel@americanorchestras.org or 1-646-822-4062) will be your primary contacts for all questions.

· PR folks who also manage marketing issues should check in with Ross and/or committee co-chair Phillip Matthews (pmatthews@tcg.org).

· Marketing folks, please speak to me and committee co-chair Russell Jones at rjones@americanorchestras.org. If you wear both hats, you can just use one of us – but please be consistent.

We need your contact info, too! If this email went to the wrong person and was forwarded to you, please send Sandy an email at your earliest convenience with the correct contact information.

Finally, PLEASE let us know when you're sending the email, so we can keep track of our combined efforts.

And don’t forget to scroll down for the email style guide and sample below.