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Page 4 GO TO GUIDE - ARMY EARTH DAY Delegating Responsibilities Choose a coordinator for each of the following event areas: 1. Exhibitors, volunteers, and sponsors (remember your MWR representative is the only one who can procure sponsorship or accept donations) 2. Entertainment 3. Production 4. Publicity Make a list of action items for each coordinator and a schedule for completing those actions. If available, use checklists and "lessons learned" from past major public events, such as the installation's community appreciation day. Action items include: 1. Confirm a date for your event. A week-long celebration can have the greatest impact, especially if it ends with a parade, festival, or luncheon. If you are going to open your event to the public, you may choose to stage your event over the weekend rather than on the traditional Earth Day of April 22. When setting the date, avoid competing events, such as Arbor Day festivities or other community events. Get your date on the installation calendar as soon as possible to avoid potential conflicts. 2. Reserve a location based on:  The number of people you expect to attend  Climate (don't pick a picnic shelter if it's still cold in your part of the country)  Availability (reserve locations ahead of time whenever possible)  Suitability (Can you set up booths or tables? Is electricity available? Are restrooms nearby? Is parking available?) 3. Prepare a draft schedule, keeping in mind that it is likely to change. Have speakers and entertainers commit early to appearance dates and times. Do the same for exhibitors, and give them time to set up and tear down their booths. 4. Coordinate your agenda with the post Security and Protocol offices as soon as possible. Security can help with on-post access and other security concerns. Protocol can help with distinguished visitors and other protocol issues. Promoting your Program Work with your Public Affairs office to publicize your event through the local media and the post newspaper and bulletins. See if Public Affairs can assign a staff person to coordinate your event publicity. Include pertinent information about your events, such as the who, what, when, where and why. Also include the name and phone number of a committee contact person. Submit news releases to newspapers and radio, local TV, and cable stations at least a month in advance and plan to follow up to confirm their attendance. Coordinate national coverage with the HQDA Office of the Chief of Public Affairs after initiating the process through your installation Public Affairs office. To further promote your program, your Public Affairs office can: • Host a media day and invite local media to the installation to show off innovative, Earth-friendly systems and processes. Provide the media with a diverse summary of program initiatives and accomplishments. Include an installation tour to show how your post incorporates environmental concerns when meeting its mission objectives. Provide photo opportunities that show success in pollution prevention, conservation, cleanup, or compliance. • Submit articles on the history of Earth Day and previous installation events to army.mil, installation or local newspapers, or via social media . Send short, informative sound bites to local radio stations. • Submit weekly "Did You Know?" environmental trivia briefs, or environmental tips to the installation newspaper or publish using social media. For more information on promoting your Earth Day event, see Appendix A. 5. Compile an invitation list. Let the post Protocol and Public Affairs offices help you identify your target audience. This can be as simple as inviting all installation personnel, local radio and TV stations, the local newspaper and city officials. 6. Order Earth Day posters and flyers. USAEC’s Public Affairs Office has a limited amount of Army Earth Day supplies, including an annual Army Earth Day poster and message. Posters can be ordered from January through mid-February for delivery in April. Your installation printing office may also be available to reproduce your own version of Earth Day materials. USAEC’s PAO can provide the electronic version. 7. Reserve the post marquee through MWR. Determine ahead of time what you want to say, and include event locations and times. 8. Make site arrangements based on your needs. Do traffic cones need to be set out? Will you need recycling bins as well as trashcans? Determine the people responsible for these items on your installation and make arrangements to obtain what is needed.

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