Organizational

Membership

Finances

CHAPTER HANDBOOK

One of the primary reasons for publicity is to get our message out, to articulate our mission. When our students compete, when we sponsor a regional or local master class, seminar, or institute, that wonderful work does not reach a wider audience if we do not promote it.

Guidelines for Media Outreach

1. Press Releases - This is a standard, hard copy, typed release, short in nature (approximately one page), which is sent to the major news outlets, press, radio, TV and/or cable stations announcing a major event, concert, conference, etc. Today, press releases are often faxed rather than mailed. You can create a "boiler plate" release on the computer, and easily update the specific information for the particular event.

2. Public Service Announcements (PSA's) on radio - If you are sponsoring a conference or seminar, PSAs are free and each radio station must donate so much air time to free Public Service Announcements. The PSAs cannot be a commercial. Often they are aired at odd times; but they are free and are only 15 to 20 seconds in length. Newspapers often print free cultural announcements in a weekly calendar of events supplement. If you set up a standard release on the computer, you can print it off each month for meetings and recitals.

3. Personal Contacts - If a chapter is really interested in receiving ongoing coverage, begin to "court" your local arts reporter, or the editor or publisher of the local newspaper "rag." Invite them to a recital, chapter meeting when you are featuring students, and especially to a concert or large event. Harps are guaranteed photo opportunities so once you have "educated" a reporter, s/he may really become interested in covering the AHS events/chapter on a regular basis.

4. Internet - The American Harp Society has a website at www.harpsociety.org.

5. Other - There are many other ways of publicizing our activities. Local chapters could share their ideas through their regional directors.

Nuts and bolts - the 'seven commandments' of
press outreach

1. It is not a mystery! It takes work and follow through, much like learning a difficult piece.

2. Articulate within the chapter what your "vision" is. What do you want to accomplish by media coverage?

3. Follow through - Keep at it. It is very important. The first time you send out a release, or call a reporter, possibly nothing will happen. Keep at it; persistence is worth it.

4. One spokesperson, please, for the contact person. With each release or call, there must be someone to follow through and be accessible for a statement, or to answer questions. Prepare a short, boiler plate page about the AHS, its purpose, its mission, how many members, what you do. After the first flurry of press, there is often a spate of calls regarding harpists for weddings, where can we find a teacher, etc. Be prepared. If you want more actual harp work, generating publicity can do that. Be sure to provide your media contacts with enough information so that they can easily write a story. Provide press kits if you are having a really large event.

5. Keep a notebook of contacts so that you (and those who follow you in this work) do not reinvent the wheel - This notebook should be easy to keep up (ideally the information should be kept in a data base), with phone numbers, faxes, e-mail addresses; and date your entries so you know how old they are.

6. Set a short term, attainable goal (e.g. announcement in the local paper for an event) and a long term goal. And when you see yourself in print, celebrate! It is a great feeling.

7. The "Ws" - Who, what, where, why, and when. Answer these questions succinctly and clearly before sending out a release or speaking with a reporter.

TO: WABC FM Radio Station
FROM: Fermata Trilling, President, American Harp Society-Harptown Chapter
RE: Public Service Announcement
DATE: January 1, 1998

FOR IMMEDIATE RELEASE

The Harptown Chapter of the American Harp Society will be featuring an ensemble program by seven harp students from the greater Harptown area on Sunday, January 5, at 2:30 at the Glissando Recital Hall. For more information, please call Fermata Trilling at: (123) 456-7891.

The American Harp Society (AHS) is the professional organization which represents over 3000 harpists throughout the United States and Canada. The Portland Chapter of the AHS has over 50 members and includes area harp teachers, students, professionals, amateurs, and harp music lovers from the Greater Portland area. The mission of the Society is to foster the professional development of its members, the Society, further harp education, and promote harp music and harp education throughout the United States and the world.

For more information on the Portland Chapter, please contact the Chapter President, Heloise Harpist, at _____________________________.

TO: Ms. Culture Maven Portland Gazette

FROM: American Harp Society, Portland Chapter

CONTACT: Heloise Harpist, President Phone: (000) 123-4567

DATE: November 5, 1997

FOR IMMEDIATE RELEASE

LOCAL HARP SOCIETY HOSTS REGIONAL CONFERENCE

The Portland Chapter of the American Harp Society (AHS) will host a one-day regional conference at the Sunnyside Conference Center on December 2, 1997, highlighting well-known harpists and harp educators from the six-state area. the conference kick-off will be an evening recital on December 1, featuring Lydia Lyra performing an all Debussy program. Ms. Lyra is Professor of Harp at the New England Institute of Music and has performed throughout the United States, Canada, and Europe. The recital will be held at the Portland Recital Hall and is open to the public. Following the recital, there will be a gala reception in the foyer of the Hall.

The conference will feature four workshops on all aspects of harp music, including: ensemble playing, folk harp music, pop and jazz, and student performances. This is the first regional harp conference to be held in the Portland area and over 100 harpists, students, teachers, amateurs, and professionals are expected to attend both the conference and recital.

Tickets for the Debussy recital are $12.00 and reservations are available by calling ___________. For conference registration, please call Daphne Salvi at ____________.

Chapters can bring the harp to the public by...

Presenting harp programs of the highest quality

Encouraging the media (TV and radio) to highlight the harp and expressing appreciation to the media when such requests are honored.

Participating in the AHS Concert Artists Program

Encouraging local composers to write for the harp.

Performing for senior citizen activities and retirement communities.

Suggesting the use of the harp in worship services.

Offering presentations and demonstrations in schools.

Chapters can serve the membership by....

Encouraging attendance at regional and national conferences.

Sponsoring AHS Music Education Auditions

Arranging Master Classes and student recitals

Holding workshops on harp care and maintenance, repertoire and performance, stage presence, AHS library tapes.

Developing scholarship funds for talented harp students.

Publicizing chapter activities through regional newsletters.

Having members play for each other, in solos and ensembles.

Borrowing items from the video or tape libraries for chapter events.

Chapters can raise money by....

Encouraging contributions

Sponsoring benefit events such as concerts, musicales, dinners.

Preparing items for sale at a booth at national conferences.

Applying for local arts grants to sponsor public programs such as a Concert Artist event.

Fund Raising projects which have been successful for various chapters (chapter names removed)

1. Sponsor a Dinner-Banquet in a Church Hall, where members donate buffet platters. Chinese food was ordered to complement the donated offerings. The highlight of the evening was the background harp music played by "entertaining harpists." Tickets sold for $15. The chapter made $1800.00.

2. Have a "Grandjany Centennial" concert with Grandjany fans playing his works. Included as the first number was three small students playing the "Dancing Lambs." The Chapter made more than $2000.00 in this event.

3. Use a holiday as a special harp event. St. Patrick's Day, Valentine's Day, Halloween, Cinco de Mayo, etc. can be used for money making events. A Halloween auction featured articles from national harp vendors and services from members. One chapter featured "Folk Harpists" in a St. Patrick's Day concert.

4. Sponsor an annual "Harper's Bazaar." The Bazaar opens with a student recital followed by a sale of items donated by members and friends. Donated items included books, harp tapes, records, music, works of art, games and toys. Refreshments were served and there was a drawing for a door prize. This is the chapter's main fund raising event and usually clears between $300.00 and $400.00.

5. Boston Editions Music Sale. This fund raiser opened with a recital given by students in the chapter. Following the recital, refreshments were served along with a sale of Boston Editions music and a drawing for a door prize. The chapter took a percentage from the sale of the music. The chapter cleared about $300.00.

6. Sponsor fund raising events to establish or enhance a scholarship fund. This chapter has a variety of events to raise funds for scholarship awards given to deserving students to help toward continuing study. A sentimental name was chosen for the name of the fund and monies to seed the fund were persistently sought over a period of two years. Wealthy patrons of the society started things out and encouraged others that a larger goal could be met. $10,000 was raised in the two year period.

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