Event Marketing Campaign Plan
Multi-channel promotion strategy for event
The Prompt
The Prompt
Create a 6–8 week, resource-light, multi-channel event marketing campaign plan for [EVENT NAME] by [ORGANIZATION NAME] on [EVENT DATE] in [VENUE/CITY], aiming for [TARGET NUMBER] registrations (capacity: [CAPACITY], ticket: [TICKET PRICE]) and secondary goals: [SECONDARY GOALS]. Assume no paid ads; focus on organic, partner, and board amplification. Start date: [CAMPAIGN START DATE]. Registration link: [REGISTRATION LINK]. Event hashtag: [HASHTAG]. Primary audiences: [PRIMARY AUDIENCES]. Platforms: [PLATFORMS].
The campaign plan should:
- Open with a one-paragraph event snapshot tying the event to mission/impact, plus key facts (date, place, capacity, pricing, hashtag).
- Define SMART goals and KPIs with targets by channel (email, social, partner, PR) and funnel assumptions; include a “How did you hear about us?” field plan.
- Provide a week-by-week timeline (W-8 to event day) covering: Save-the-Date, Invitation, Early-Bird ends [EARLY BIRD DEADLINE], speaker/sponsor reveals, partner pushes, and a final 7-day and 72-hour countdown.
- Email plan: 4–6 sends with dates, segments, subject lines, preview text, and 80–120 word body copy templates; include one resend strategy.
- Social plan: 2–3 posts/week total across [PLATFORMS] with specific dates, 50–80 word captions, suggested visuals, best times, and hashtags (include [HASHTAG]).
- Partner/sponsor/board activation: a toolkit checklist, two 75–100 word outreach email templates, sample posts, and unique UTM/QR codes.
- PR/local outreach: 100–120 word media pitch, 80–100 word community calendar listing, and 6–10 outlet ideas.
- Urgency levers: early-bird, limited seats, price increase, speaker drops; specify dates and sample lines that create FOMO without pressure.
- Web/landing page improvements: headline, 3 bullet value props, testimonial, accessibility notes, SEO snippet (140–160 chars).
- Measurement and course-correct plan: UTM table, weekly reporting cadence, action if under target at W-2; budget options ($0–$[BUDGET]).
- Roles/approvals: who does what (staff/volunteers), estimated hours/week, and sign-off flow.
- Deliverables: calendar grid and one-page executive summary; include all links and assets checklist (logos, bios, photos, alt text).
Length: 800–1,100 words. Tone: [TONE] — FORMAL (board-ready, concise), WARM (community-centered, inviting), CASUAL (friendly, energetic). Prepared by [ROLE/NAME]; approved by [ROLE/NAME].
Make it concrete and schedulable: specific dates, copy, and assets—not generic advice. Use inclusive, plain language; avoid clichés (“unprecedented”), desperation, or donor-only framing. Prioritize accessibility (alt text, captions, readable fonts) and dignity-first messaging. This plan should be ready to brief staff/volunteers and implement with minimal edits.How to Customize
- Replace all [BRACKETED] fields with your specific information
- Adjust tone and length as needed for your audience
- Review and personalize before using
Pro Tips
- Test this prompt with your preferred AI tool before using in production
- Always review AI output for accuracy and appropriateness
- Customize outputs to match your organization’s voice and brand
Related Prompts
(See other prompts in the events category)
Example Outputs
Compare scenarios: We tested this prompt with 3 different nonprofit contexts. Each scenario shows outputs from GPT-5, Claude, and Gemini. Select a model above each scenario to compare.
Small Community Org
Rural, volunteer-led food security nonprofit supporting farmworker families and low-income residents in Pine County, NC. Limited staff, strong community ties.
View scenario details
Event snapshot On May 2, 2026, Pine Valley Food Council hosts Harvest for Hope Community Dinner & Silent Auction to celebrate local growers and power our year-round pantry programs. Your ticket puts fresh, dignified food on neighbors’ tables—and brings our community together. Key facts: Saturday, 2026-05-02, Pine Valley Grange Hall (Pine Valley, NC). Capacity: 120. Goal: 100 paid registrations. Tickets: $35 (Early-bird $30 through 2026-04-10). Hashtag: #HarvestForHopePV. Register: https://pinevalleyfood.org/harvest2026.
SMART goals, KPIs, funnel assumptions - Primary: 100 paid registrations by 2026-05-01 (min. 15 from faith/teachers; 10 from small businesses). Secondary: 25 new volunteer sign-ups; +300 local email subscribers; 5 new small business pantry partners. - Channel targets toward 100 regs: - Email: 40 registrations; 800 clicks; 42% open, 5% CTR, 12% landing conversion. - Social (FB/IG/Nextdoor): 35 registrations; 12,000 impressions; 1.5% CTR; 6% conversion. - Partners/Board amplification: 20 registrations; 500 clicks. - PR/Calendars: 5 registrations; 200 clicks. - “How did you hear about us?” field on checkout (required, single-select + “Other”): Email, Facebook, Instagram, Nextdoor, Church/faith group, School/teacher, Small business, Farm community, Local news/radio, Flyer/Poster, Friend/word of mouth, Other. Map to UTM_source for reporting.
Week-by-week timeline (W-8 to Event Day) Note: Start date is 2026-04-02. W-8–W-5 items are “pre-work”; if starting 4/2, compress into first 48–72 hours.
- W-8 (Mar 2–8): Draft landing page updates; confirm early-bird pricing; build UTM links; compile media/partner list. - W-7 (Mar 9–15): Secure speaker/host quotes and photos; gather 10 auction items; draft emails/social. - W-6 (Mar 16–22): Board/partner toolkit finalized; QR codes created; photographers/volunteer leads confirmed. - W-5 (Mar 23–29): Soft outreach to faith, schools, chamber; submit first community calendars. - W-4 (Mar 30–Apr 5): 4/2 Save-the-Date + Invitation launch across channels; board + partner push. - W-3 (Apr 6–12): Early-bird push; 4/8 48-hour reminder; 4/10 last-chance early-bird. Post auction teaser #1. - W-2 (Apr 13–19): Speaker/menu reveal; volunteer recruitment post; partner spotlight posts; pitch local media follow-ups. - W-1 (Apr 20–26): Auction preview #2; “bring a neighbor” incentive; faith/school bulletins; confirm rundown. - Event week (Apr 27–May 2): 7-day, 72-hour, and 24-hour countdowns; “almost full” updates; at-door plan.
Email plan (send dates, segments, subject, preview, 80–120 words; resend to non-openers 48h later with tweaked subject) - Thu 4/2 – Invitation + early-bird (Segments: all; seed to partners) Subject: You’re invited: Harvest for Hope 5/2 — early-bird $30 Preview: Celebrate local food and fuel our pantry programs. Body: Join us May 2 at Pine Valley Grange Hall for Harvest for Hope—our community dinner and silent auction benefiting Pine Valley Food Council. Early-bird tickets are $30 through April 10, then $35. Enjoy a farm-forward meal, local stories, and bid on great items—all to keep healthy food flowing to neighbors. Seats are limited to 120. Invite a friend and save your spot today. Register: [link]. Hashtag: #HarvestForHopePV. Accessibility and dietary details on the page.
- Sat 4/4 – Resend to non-openers Subject: Pine Valley’s spring dinner is back — save $5 now Preview: Early-bird ends 4/10. Seats are limited.
- Wed 4/8 – Early-bird 48-hour reminder (Segments: all) Subject: 48 hours left: Harvest for Hope early-bird Preview: Lock in $30 tickets by Friday night. Body: Quick reminder—early-bird pricing ($30) ends Friday 4/10 at 11:59 pm. Join neighbors, farmers, and friends for a warm night of food and community on May 2. Your ticket supports dignified, healthy food access across Pine Valley. We’re already halfway to capacity—grab your seats and invite your table. Register: [link]. #HarvestForHopePV
- Fri 4/10 AM – Last day early-bird (Segments: all) Subject: Last day to save $5 — Harvest for Hope Preview: Early-bird ends tonight at 11:59 pm. Body: Tonight’s the night! Early-bird tickets to Harvest for Hope are $30 until 11:59 pm, then $35. Same great dinner, same impact—just more savings now. Reserve your seats and help us welcome spring with community, stories, and a lively silent auction. Register: [link]. Share with a neighbor. #HarvestForHopePV
- Thu 4/16 – Program reveal + volunteer call (Segments: all; volunteer prospects) Subject: Meet our speakers + menu for May 2 Preview: Local flavors, community voices, and ways to help. Body: We’re excited to welcome voices from our farm and school communities, plus a seasonal menu sourced from local growers. Want to lend a hand? We’re recruiting 25 event volunteers (setup, hospitality, cleanup). Sign up or buy tickets here: [link]. Thank you for helping Pine Valley families access fresh, dignified food year-round. #HarvestForHopePV
- Thu 4/23 – Auction preview + partner shoutouts (Segments: all) Subject: Auction sneak peek: farm boxes, local dining, family fun Preview: Bid, dine, and build food security together. Body: Peek at a few auction highlights: weekly farm box, family adventure passes, local restaurant gift cards, and artisan goods. Proceeds sustain our pantry programs. Know a small business that wants to partner? Reply—let’s talk about pantry partnerships. Tickets: $35 until May 1 (if available). [link] #HarvestForHopePV
- Wed 4/29 – 72-hour countdown (Segments: all; send geo-close) Subject: 3 days out — fewer than 25 seats left Preview: Join neighbors this Saturday at the Grange Hall. Body: We’re almost full! Harvest for Hope is this Saturday at Pine Valley Grange Hall. Good food, good neighbors, and a strong impact. Secure your seats now; at-door will be $40 if available. Prefer to volunteer? We still need a few hands. Register or volunteer: [link]. #HarvestForHopePV
Social plan (2–3 posts/week total; FB/IG/Nextdoor; 50–80 words; best times in ET; visuals; hashtags) - Thu 4/2 7:00 pm FB/IG; 6:00 pm Nextdoor Caption: It’s back! Harvest for Hope is May 2 at Pine Valley Grange Hall. Early-bird tickets are $30 through 4/10—join us for a community dinner and silent auction that powers our pantry programs. Seats limited to 120. Tag a neighbor you’ll bring! Tickets: pinevalleyfood.org/harvest2026 #HarvestForHopePV #PineValleyNC #FoodAccess Visual: Photo of last year’s community table or stock of diverse neighbors sharing a meal; alt text included.
- Sat 4/4 10:00 am FB/Nextdoor Caption: Calling farmers, teachers, faith friends, families—this night is for you. Early-bird ends 4/10. #HarvestForHopePV Visual: Graphic with event details and early-bird badge; alt text.
- Wed 4/8 7:30 pm IG/FB Caption: 48 hours left to save $5 on tickets! Secure your seats by Friday night and support dignified, healthy food access in Pine Valley. Tickets in bio. #HarvestForHopePV #Community Visual: Countdown graphic; alt text.
- Fri 4/10 12:00 pm all Caption: Last day for $30 tickets. We’re nearly halfway full—see you May 2! #HarvestForHopePV Visual: Short video of staff invite (captions on).
- Thu 4/16 7:00 pm all Caption: Program + menu sneak peek! Seasonal dishes, local stories, and an auction you’ll love. Want to help? We’re recruiting 25 volunteers. Details: pinevalleyfood.org/harvest2026 #HarvestForHopePV Visual: Menu graphic + speaker headshots; alt text.
- Sat 4/18 9:00 am Nextdoor Caption: Are you a small business owner? Join us as a pantry partner and meet neighbors at Harvest for Hope. Message us. #HarvestForHopePV Visual: Partner call graphic.
- Thu 4/23 8:00 pm IG/FB Caption: Auction sneak peek: farm box, family passes, local dining, artisan goods. Every bid fuels our pantry. Tickets: $35. #HarvestForHopePV Visual: Carousel of items; alt text and value ranges.
- Sat 4/25 11:00 am Nextdoor Caption: Faith and school friends—bring a table! Group seating available. Limited seats. #HarvestForHopePV Visual: Community table photo.
- Wed 4/29 7:30 pm all Caption: 3 days left and under 25 seats remain. Don’t miss this cozy community night. Ticket link: pinevalleyfood.org/harvest2026 #HarvestForHopePV Visual: “Almost full” graphic; alt text.
- Fri 5/1 12:00 pm all Caption: Tomorrow! Online tickets close tonight at 10 pm. At-door $40 if available. #HarvestForHopePV Visual: Event-day checklist graphic.
- Sat 5/2 9:00 am IG Stories/FB Caption: Today’s the day—see you at Pine Valley Grange Hall! Doors open [time]. #HarvestForHopePV Visual: Hall setup photo; alt text.
Partner/sponsor/board activation - Toolkit checklist: Event one-pager (PDF), 3 graphics (square, landscape, story), sample captions, 2 sample emails, UTM’d link unique to each partner, printable QR code, logo lockups, key dates, suggested send/post times, alt text blurbs. - UTM/QR: Base link https://pinevalleyfood.org/harvest2026?utm_campaign=harvest2026&utm_medium=referral&utm_source=PARTNERNAME. Generate QR from the UTM’d link; include label on print. - Outreach email 1 (partners/faith; ~90 words): Subject: Join us May 2 — community dinner to support local families Body: Hi [Name], Pine Valley Food Council is hosting Harvest for Hope on May 2 at the Grange Hall—a warm community dinner and silent auction that fuels our pantry programs. We’d love your help sharing with your network. Flyer and social posts are attached. Your unique RSVP link: [UTM link]. Could you include it in this week’s bulletin or post twice before May 1? Thank you for helping neighbors access healthy, dignified food. —[Signature] - Outreach email 2 (small businesses; ~85 words): Subject: Invitation to partner: Harvest for Hope, May 2 Body: Hi [Name], We’re inviting 5 new small businesses to join us as pantry partners and to be featured at our May 2 Harvest for Hope dinner. Benefits: recognition, community connections, and direct local impact. Options start with in-kind support. Details and tickets: [UTM link]. Could we share a 10-minute call this week? Thank you for supporting Pine Valley families. —[Signature] - Sample partner post: “We’re proud to support @PineValleyFoodCouncil’s Harvest for Hope on May 2. Join us for dinner and a silent auction that strengthens local food access. Tickets: [UTM link] #HarvestForHopePV”
PR and local outreach - Media pitch (100–120 words): Subject: Pine Valley neighbors gather May 2 for Harvest for Hope dinner + auction Body: On May 2, Pine Valley Food Council hosts Harvest for Hope, a community dinner and silent auction at Pine Valley Grange Hall to support dignified, healthy food access for local families. The event features a seasonal menu sourced from area farms, stories from community partners, and auction items from small businesses. Organizers aim to welcome 100 guests and recruit new volunteers and pantry partners. Interviews, photos, and community spokespeople available. Media comps are limited. Details: pinevalleyfood.org/harvest2026. Contact: [name, phone, email]. - Community calendar listing (80–100 words): Harvest for Hope Community Dinner & Silent Auction, Sat May 2, Pine Valley Grange Hall. Enjoy a farm-forward meal, bid on local goods, and support Pine Valley Food Council’s pantry programs. Early-bird $30 through Apr 10; $35 after; at-door $40 if available. Family-friendly, accessible seating, vegetarian/gluten-free options. Tickets: pinevalleyfood.org/harvest2026. #HarvestForHopePV - Outlets: Pine Valley Gazette, Cape Fear Times, WHQR public radio, WECT community calendar, StarNews events, Chamber of Commerce newsletter, Cooperative Extension, Farm Bureau chapter, Spanish-language radio/La Voz, School district e-news.
Urgency levers and dates - Early-bird $30 ends Fri 4/10 11:59 pm. - Limited seats: 120; post “Under 25 seats left” on 4/29. - Price increase: $35 from 4/11–5/1; at-door $40 if available. - Speaker/menu drops: 4/16. - FOMO lines: “Seats are limited—bring a neighbor to your table.” “We’re almost full.” “Online tickets close Friday at 10 pm.” Always pair with value and dignity.
Web/landing page improvements - Headline: Share a meal. Strengthen our food system. Harvest for Hope — May 2. - Value props: - Community-powered dinner and auction benefiting local pantry programs. - Seasonal menu featuring Pine Valley growers; vegetarian/GF options. - Family-friendly, accessible venue; free parking. - Testimonial: “Harvest for Hope feels like Pine Valley at its best—neighbors sharing a table and making sure everyone eats well.” —Community member - Accessibility notes: ADA-accessible entrance/restrooms, reserved seating on request, large-print menus, ASL upon request (email by 4/24), scent-aware seating, kid-friendly seating. - SEO snippet (140–160 chars): Join Pine Valley’s Harvest for Hope dinner + auction May 2. Eat local, meet neighbors, and support dignified food access. Tickets $35. #HarvestForHopePV
Measurement and course-correct - UTM table examples: - Email: ?utm_source=email&utm_medium=newsletter&utm_campaign=harvest2026 - Facebook: ?utm_source=facebook&utm_medium=social&utm_campaign=harvest2026 - Instagram bio: ?utm_source=instagram&utm_medium=social&utm_campaign=harvest2026 - Nextdoor: ?utm_source=nextdoor&utm_medium=social&utm_campaign=harvest2026 - Partner (StMarks): ?utm_source=stmarks&utm_medium=referral&utm_campaign=harvest2026 - Board (AlexR): ?utm_source=board_alexr&utm_medium=personal&utm_campaign=harvest2026 - Print QR: ?utm_source=print&utm_medium=qr&utm_campaign=harvest2026 - Weekly reporting: Mondays 10 am (sessions, source/medium, clicks, conversions, revenue, list growth, volunteer forms, partner leads). Share dashboard + next steps. - If under target at W-2 (<50 tickets): Activate phone tree to past attendees, add daily Stories, direct-message top partners with custom copy, double-post on Nextdoor neighborhoods, add “bring a neighbor” code for $5 off pairs (code NEIGHBOR5, expires 4/26), and schedule 3 faith/school insertions. - Budget options ($0–$300): $0—organic only + PDFs. $100—flyers/posters + QR table tents. $200—closed-captioning app + volunteer snacks. $300—postcard drop at 5 anchor partners + Canva Pro month.
Roles and approvals - Comms Manager (Alex): overall lead; email, social, PR, UTMs (6–8 hrs/week). Approval authority. - Executive Director: partner outreach, remarks, media (2–3 hrs/week). Approves speaker/menu. - Board ambassadors (6): share toolkit, personal posts, call lists (1–2 hrs/week). - Volunteer lead: recruit/schedule 25 volunteers; manage day-of (2 hrs/week). - Designer (volunteer): 5 graphics, 1 flyer (3 hrs total). - Photographer (volunteer): event day. - Sign-off flow: Draft (Comms) → Same-day review (ED) → Final (Comms). 24-hour turnaround.
Deliverables - Calendar grid: All dates above; master Google Calendar holds posts/sends, owner, status. - One-page executive summary: Event purpose, goals, key dates, ticketing, roles, KPIs, link bundle. - Links/assets checklist: Registration link + all UTM variants; logo files (PNG/SVG); speaker bios/photos (with alt text); venue photos (alt text); 5 social graphics (square/landscape/story); flyer (PDF); partner toolkit (ZIP); media list (CSV); volunteer form; accessibility statement.
Prepared by Alex Rivera, Communications Manager; approved by Alex Rivera, Communications Manager.
AI Evaluation Details (Score: 9.2/10)
This is an exceptionally strong, implementation-ready campaign plan that demonstrates deep understanding of small nonprofit constraints and community-centered communications. The warm tone is pitch-perfect, the tactical detail is outstanding, and the dignity-first framing throughout ('dignified food access,' avoiding desperation language) reflects genuine nonprofit values. Minor accuracy issue: the timeline math is slightly confusing given the compressed start date, but the plan acknowledges and addresses this.
- • Exceptional tactical specificity: exact dates, word counts met precisely, UTM structure fully built out, actual subject lines and body copy ready to use with minimal editing
- • Warm, community-centered tone executed flawlessly throughout—'neighbors sharing a table,' 'bring a neighbor,' 'cozy community night'—never corporate or transactional
- • Dignity-first messaging consistently applied: 'dignified, healthy food access,' never 'feeding the hungry' or poverty-porn framing; accessibility woven throughout (alt text, ASL, scent-aware seating)
- • Realistic resource constraints honored: volunteer designer/photographer, $0-$300 budget tiers, 6-8 hrs/week staff time, compressed timeline acknowledged with practical workaround
- • Smart course-correction plan at W-2 with concrete actions (phone tree, NEIGHBOR5 code, faith/school insertions) rather than vague 'boost efforts'
- • Excellent partner activation toolkit with unique UTMs per partner, two distinct outreach emails (faith vs. business), and QR code strategy for print
- • FOMO/urgency levers handled ethically: 'almost full' paired with value statements, never guilt or pressure; price increases clearly justified
- • 'How did you hear about us?' field integration is sophisticated and maps to UTM sources for true attribution
- • Email resend strategy included with tweaked subject line, segment logic clear throughout
- • Social plan balances platforms appropriately (Nextdoor for hyperlocal, IG for visuals) with specific best times and caption variety
- • Deliverables section is comprehensive and actionable (calendar grid, asset checklist with alt text requirements, one-pager)
- • Timeline confusion: Campaign starts 4/2 but W-8 begins Mar 2, creating a 5-week gap; the note acknowledges compression needed but could be clearer about which tasks are truly pre-work vs. day-1 priorities
- • Approval flow lists Alex Rivera as both preparer and approver with no ED sign-off on final comms, which contradicts the ED approval role described earlier—likely a template artifact
- • Minor: 'at-door $40 if available' appears in multiple places but door sales logistics/cash handling not addressed (though this may be intentional scope limitation)
Mid-Size Professional Org
Urban workforce development nonprofit connecting underrepresented young adults to tech careers across Chicago; staff of ~25 with strong employer partnerships.
View scenario details
Latinx Tech Pathways Career Fair & Panel connects Latinx and first-gen tech learners to inclusive employers and real career pathways—bringing Chicago’s tech community together to hire, mentor, and open doors. Join us Friday, Feb 20, 2026, at Harold Washington Library Center, Chicago, IL. Capacity: 350. Goal: 280 registrations. Tickets: $7 Early-Bird through Feb 5; $10 after. Registration: https://chicagoyouthcode.org/pathways. Hashtag: #TechPathwaysCHI.
SMART goals, KPIs, and funnel assumptions - Primary: 280 registrations by 2/20; show-up rate target 75% (210 on site). - Secondary: 25 hiring partners signed; 400 resumes collected; +200 newsletter subs. - Channel targets: - Email (house + partner forwards): 5 sends, 2,500 list, 35% open, 4% click, 20% click→reg CVR = 70 regs. - Social (LinkedIn, IG, X): 2 posts/week x 7 weeks = 14 posts; 20k reach; 800 link clicks; 5% CVR = 40 regs. - Partners/Board amplification: 20 org partners + 15 board/staff advocates; 1,200 clicks; 10% CVR = 120 regs. - PR/Calendars: 6 listings + 2 local mentions; 300 clicks; 10% CVR = 30 regs. - “How did you hear about us?” on reg form (required, single-select): Email, Instagram, LinkedIn, X (Twitter), School/Bootcamp, Partner Org, Recruiter, Library/On-site, Friend/Word of Mouth, News/Google, Other. Map to CRM tags for weekly reporting.
Week-by-week timeline (W-8 to Event Day) - W-8 (Dec 29–Jan 4; start 1/2): Build UTMs/QRs, draft emails/social, confirm early-bird, create partner toolkit, update landing page. - W-7 (Jan 5–11): Save-the-Date launch; partner recruitment wave 1; open hiring partner interest form. - W-6 (Jan 12–18): Invitation launch; board amplification; PR calendar submissions. - W-5 (Jan 19–25): Speaker Drop #1; hiring partner push; resume bank explainer. - W-4 (Jan 26–Feb 1): Sponsor Drop #1; Early-Bird reminder; volunteer recruitment. - W-3 (Feb 2–8): Early-Bird last call (ends 2/5); Speaker Drop #2; accessibility/transport info. - W-2 (Feb 9–15): Final wave to partners; press follow-ups; countdown begins (7 days on 2/13). - W-1 (Feb 16–20): 72-hour push (2/17), logistics email (2/18), last-chance post (2/19), Event Day live updates (2/20).
Email plan (send at 10:15 a.m. CT unless noted) - 1) Save the Date (Wed 1/8) – Segment: Full list Subject: Save the Date: Latinx Tech Pathways is Feb 20 at HWLC Preview: Early-bird tickets open next week—space is limited. Body (~100 words): On Feb 20, we’re bringing Latinx and first‑gen tech talent together with inclusive employers at Harold Washington Library. Expect a career fair, resume bank, and a candid panel on breaking into tech. Capacity is limited to 350—watch for early‑bird tickets next week. Recruiters: secure a hiring table now. Students and early‑career folks: mark your calendar and get your resumes ready. Registration link goes live Jan 13 at https://chicagoyouthcode.org/pathways. Hashtag: #TechPathwaysCHI.
- 2) Invitation Launch (Tue 1/14) – Segment: Full list Subject: Tickets live: Latinx Tech Pathways—Early-Bird $7 through Feb 5 Preview: Meet inclusive employers + get real career advice. Body: Tickets are live for Latinx Tech Pathways (Feb 20, Harold Washington Library). Meet DEI‑minded recruiters, drop your resume in our talent bank, and learn from a panel of Latinx pros. Early‑Bird is just $7 through Feb 5; $10 after. Want to recruit? We’re signing 25 hiring partners—reply for details. Register now: https://chicagoyouthcode.org/pathways. Add to your calendar and tell a friend. #TechPathwaysCHI.
- 3) Speaker Drop #1 + Value (Wed 1/29) Subject: New speakers + what to expect at #TechPathwaysCHI Preview: Hands-on resume review, networking, and real talk. Body: Announcing our first speakers: Latinx engineers, PMs, and recruiters sharing actionable steps to land roles. You’ll get: resume feedback, recruiter intros, and a transparent Q&A. Bring 5 printed resumes or upload to our talent bank on-site. Early‑Bird ($7) ends Feb 5. Register: https://chicagoyouthcode.org/pathways. Accessibility: elevators, seating, live captions for the panel.
- 4) Early-Bird Last Call (Wed 2/5, 4:30 p.m.) – Segment: Non-buyers Subject: Last day for $7 tickets—LatinX Tech Pathways closes early-bird tonight Preview: Price increases to $10 at midnight. Body: Tonight is the last chance for $7 Early‑Bird tickets to Latinx Tech Pathways (Feb 20, HWLC). We’re nearing 200 registrants and expect to sell out. Meet inclusive employers, grow your network, and get resume support. Price increases to $10 at midnight. Grab your spot now: https://chicagoyouthcode.org/pathways. Need a cost waiver? Reply—we’ve got you.
- 5) 7-Day Countdown + Speaker Drop #2 (Fri 2/13) Subject: 7 days to go—final speaker drop + what to bring Preview: Bring resumes; arrive early for recruiter intros. Body: One week out! New speakers just added. Doors open 4:30 p.m.; panel at 5:15; career fair to follow. Bring resumes (print or digital), a charged phone, and your questions. We’ll have live captions, seating, and volunteers to assist. Tickets now $10; limited seats remain. Register: https://chicagoyouthcode.org/pathways. Share with a friend: #TechPathwaysCHI.
- Resend strategy: For emails 2 and 4, resend 48 hours later to non-openers with new subject lines (“Did you get this?” / “Extended: last hours for $7”).
Social plan (2–3 posts/week total; cross-post; include #TechPathwaysCHI) Best posting times: LinkedIn Tue–Thu 9–11 a.m.; IG Wed noon or 6 p.m.; X weekdays 12–1 p.m. and 5–6 p.m. - Fri 1/3: “It’s official: Latinx Tech Pathways is Feb 20 at Harold Washington Library. Career fair + panel + resume bank. Tickets open Jan 13.” Visual: Save-the-Date tile. Alt: Event title/date/location graphic. - Tue 1/14: “Tickets are live—Early-Bird $7 through Feb 5. Meet inclusive employers and Latinx tech leaders.” Visual: Registration CTA graphic. Alt: “Tickets live” with URL. - Thu 1/23: “Hiring partners: grab a table. We’re aiming for 25 orgs committed to equitable hiring.” Visual: Recruiter badge graphic. Alt: “Become a hiring partner.” - Wed 1/29: “Speaker Drop #1: Latinx pros share entry paths, portfolio tips, and how to stand out.” Visual: Speaker silhouettes/placeholder. Alt: “Speaker announcement.” - Tue 2/4: “Early-Bird ends Feb 5. Lock $7 now. Limited seats.” Visual: Countdown 24–48h. Alt: “Early-Bird last call.” - Fri 2/7: “What to expect: resume review, recruiter intros, community vibes.” Visual: Program flow. Alt: Agenda graphic. - Tue 2/11: “Accessibility matters: captions for panel, elevators, seating.” Visual: Accessibility icons. Alt: “Accessibility details.” - Fri 2/13: “7 days to go + Speaker Drop #2. Bring 5 resumes or upload to our talent bank.” Visual: Speaker wave 2. Alt: “Final speakers.” - Mon 2/17: “72-hour countdown. Only X seats left.” Visual: Big “72 HOURS.” Alt: “72-hour countdown.” - Wed 2/18: “Know before you go: schedule, transit, what to bring.” Visual: Checklist. Alt: “Know before you go.” - Thu 2/19: “Last chance to register for tomorrow.” Visual: Last-chance CTA. Alt: “Last chance.” - Fri 2/20: Live posts: check-in line, panel quote, packed room. Visuals: Photos; Alt text describing scenes.
Partner/sponsor/board activation - Toolkit checklist: tracking link with UTM; QR code PNG; 3 graphics (square, story, LinkedIn); sample email and 2 posts; one-paragraph event blurb; accessibility note; hashtag; short URL; calendar ICS. - Outreach email to partners (template 1, ~85 words): Subject: Invite: Recruit at Latinx Tech Pathways (Feb 20) Body: We’re hosting Latinx Tech Pathways at Harold Washington Library on Feb 20—career fair + panel focused on equitable hiring. We’re signing 25 hiring partners. Tables are limited and include resume bank access. Can you confirm interest by Jan 24? Toolkit and tracking link: [unique UTM]. Quick form: [form link]. Thank you for building inclusive pathways in Chicago tech. - Outreach to community orgs (template 2, ~90 words): Subject: Share with your learners: $7 Early-Bird—Latinx Tech Pathways Body: Please share this with your students and bootcamp grads: Latinx Tech Pathways is Feb 20 at HWLC. Meet recruiters, learn from Latinx pros, and join our resume bank. Early‑Bird $7 through Feb 5. Register: [partner UTM link]. Flyer + social graphics attached; QR included. Thank you for supporting equitable access to tech careers. - Sample partner post: “Our community is heading to #TechPathwaysCHI on Feb 20. Early‑Bird $7 until Feb 5. Join us: [UTM link].” - UTM/QR: Use https://chicagoyouthcode.org/pathways?utm_source=PARTNERNAME&utm_medium=referral&utm_campaign=techpathways2026; generate matching QR.
PR/local outreach - Media pitch (110 words): Subject: Story idea: Latinx Tech Pathways—Chicago career fair centers inclusive tech hiring (2/20) Body: Chicago Youth Code Collective is hosting Latinx Tech Pathways on Feb 20 at Harold Washington Library—an evening career fair and panel connecting Latinx and first‑gen tech talent with DEI‑minded employers. Goal: 280 attendees, 25 hiring partners, and a 400‑resume talent bank. The program features practical job‑seeking advice, resume review, and direct recruiter access. Organizers can speak to local workforce pipelines and equitable hiring. Media passes and interviews available. Details: https://chicagoyouthcode.org/pathways. Hashtag: #TechPathwaysCHI. Would you consider a calendar item or brief feature? - Community calendar listing (90 words): Latinx Tech Pathways Career Fair & Panel, Fri Feb 20, Harold Washington Library Center. Meet inclusive tech employers, hear from Latinx pros, and add your resume to a community talent bank. Early‑Bird $7 through Feb 5; $10 after. Accessible venue; live captions for panel. Registration: https://chicagoyouthcode.org/pathways. #TechPathwaysCHI. - Outlet ideas: Block Club Chicago; Chicago Tribune Metro/Business; Chicago Sun‑Times; WBEZ + Vocalo; Chicago Reader; Telemundo Chicago; Univision Chicago; Chi Hack Night newsletter; City Colleges of Chicago newsletters; Harold Washington Library events calendar.
Urgency levers and dates - Early‑Bird $7 ends Thu 2/5 11:59 p.m. “Lock early-bird before it’s gone.” - Limited seats (350). “Seats are limited; we expect to fill.” - Price increase to $10 on Fri 2/6. “Price goes up tomorrow.” - Speaker drops: 1/29 and 2/13. “New speakers just added—don’t miss the Q&A.”
Web/landing page improvements - Headline: Break into Tech with Community: Latinx Tech Pathways Career Fair & Panel - Value props: - Meet inclusive Chicago tech employers hiring now - Real talk from Latinx pros + resume support - Build your network and join our talent bank - Testimonial: “I left with three recruiter follow‑ups and a plan. The panel made tech feel within reach.” — Daniela R., City College alum - Accessibility: Elevators, seating, gender‑inclusive restrooms, quiet space, live captions for panel. Request accommodations by 2/13 at access@chicagoyouthcode.org. - SEO snippet (150 chars): Latinx Tech Pathways (Feb 20, HWLC): panel + career fair connecting Latinx tech talent with inclusive employers. Early‑Bird $7 thru Feb 5.
Measurement, course correct, budget - UTM schema: source (email, linkedin, instagram, x, partnername, boardname, pr), medium (newsletter, social, referral), campaign (techpathways2026), content (postdate or emailname). - Weekly report every Friday: registrations by source, conversion rate, partner leaderboard, open/click rates, seats remaining. - If under target at W‑2 (<200 regs): add one extra email (alumni focus), 1:1 partner asks with custom copy, board phone tree, LinkedIn DMs to bootcamp cohorts, offer group codes (5 for $35), announce final speaker and limited-seat count. - Budget options: - $0: organic posts, email, partner toolkits. - Up to $300: print 100 flyers with QR, volunteer snacks, Canva Pro. - Up to $1,000: live captioning vendor upgrade, photographer, additional printing.
Roles, hours, approvals - Marisol Gomez (Marketing & Partnerships Lead): overall PM, email/social; 8–10 hrs/wk; final approver. - Partnerships Fellow (volunteer): partner outreach, UTM/QRs; 5–6 hrs/wk. - Social Volunteer: scheduling, community replies; 3–4 hrs/wk. - Board Champions (3): amplification + warm intros; 1 hr/wk. - Program Lead: speakers/sponsors; 3 hrs/wk. - Ops Lead: landing page, ticketing, accessibility; 3 hrs/wk. - Sign‑off flow: Draft → Marisol review (24h) → publish/schedule.
Deliverables - Calendar grid (key actions by date) - 1/2–1/4: Build toolkit, UTMs, landing page updates - 1/8: Email 1; Social post - 1/14: Email 2; Social post - 1/23: Social (hiring partners) - 1/29: Email 3; Speaker Drop #1 social - 2/4–2/5: Social + Email 4 (early-bird last call + resend) - 2/7, 2/11: Social (what to expect; accessibility) - 2/13: Email 5; Speaker Drop #2 social; 7‑day countdown - 2/17: 72‑hour social - 2/18: Attendee logistics email (operational note) - 2/19: Last‑chance social - 2/20: Live coverage
- One‑page executive summary - What: Latinx Tech Pathways Career Fair & Panel; Feb 20 at HWLC; Early‑Bird $7 until Feb 5; target 280 regs; #TechPathwaysCHI. - Who: Latinx/first‑gen learners, bootcamp grads, community college students, early‑career pros; DEI‑minded recruiters. - How: 5 emails, 14 social posts, partner toolkit + board amplification, PR/calendar listings. No paid ads. - KPIs: 280 regs; 25 hiring partners; 400 resumes; +200 subs. Weekly reporting; W‑2 surge plan if needed.
Assets checklist (link in shared drive) - Logos (PNG/SVG), brand colors and fonts; event lockup - Speaker/sponsor logos and bios; staff/volunteer photos - Graphics: Save‑the‑Date, Registration CTA, Early‑Bird countdown, Speaker drops, Accessibility, Agenda, Last chance - QR codes (generic + partner UTMs); short URLs - Alt text for each graphic; image descriptions - ICS calendar file; media pitch and calendar listing doc - Registration link: https://chicagoyouthcode.org/pathways
Prepared by: Marisol Gomez, Marketing & Partnerships Lead Approved by: Marisol Gomez, Marketing & Partnerships Lead
AI Evaluation Details (Score: 9.2/10)
This is an exceptionally strong, implementation-ready campaign plan that demonstrates deep understanding of nonprofit event marketing. The casual tone is pitch-perfect, the tactical details are concrete and schedulable, and the accessibility/equity framing aligns beautifully with the organization's mission. Minor deductions for a small pricing inconsistency and the plan running slightly over word count.
- • Tone execution is flawless—casual, energetic, and community-centered without being unprofessional; phrases like 'we've got you' and 'real talk' feel authentic to the org's voice
- • Exceptional tactical specificity: exact send times (10:15 a.m. CT), posting windows by platform, UTM schema, resend strategy, and a detailed W-2 surge plan make this immediately actionable
- • Email copy is outstanding—subject lines create urgency without desperation, preview text adds value, body copy is concise and action-oriented with clear CTAs
- • Accessibility integration is exemplary and woven throughout (captions, elevators, quiet space, accommodation request deadline, alt text requirements) rather than treated as afterthought
- • Partner activation toolkit is comprehensive and realistic—includes QR codes, UTMs, sample copy at multiple lengths, and acknowledges different partner types (hiring vs. community orgs)
- • SMART goals with realistic funnel math and clear attribution strategy via 'How did you hear' field; weekly reporting cadence and course-correct triggers show strategic thinking
- • Social plan balances promotion with value/education (accessibility post, 'what to expect') and includes live event coverage, not just pre-event marketing
- • Budget tiering ($0/$300/$1000) gives real options and the $0 plan is genuinely viable, not a token gesture
- • Roles/hours are realistic and the sign-off flow is simple enough to actually follow; acknowledges volunteer capacity constraints
- • Urgency levers are ethical and specific—tied to real deadlines and value (early-bird savings, speaker announcements) rather than manufactured scarcity
- • Pricing inconsistency: opening paragraph states '$7 Early-Bird' but first email says 'Early-bird tickets open next week' on 1/8, yet Email 2 on 1/14 says tickets are live—timeline suggests early-bird should be available from 1/14, not announced later
- • Word count is approximately 1,850 words, significantly over the 800-1,100 target; while the content is valuable, this may reduce executive readability
- • The 'resend to non-openers' strategy for emails 2 and 4 lacks specific new subject line examples, only providing generic placeholders
- • PR outlet list is strong but could benefit from one or two tech-specific or Latinx media outlets beyond general Chicago news
- • Calendar grid in deliverables section could be formatted as an actual table/visual grid rather than bulleted list for easier scanning
Large Established Org
National environmental health nonprofit based in Washington, DC, with policy, research, and communications teams; broad coalition of public health and EJ partners.
View scenario details
Event snapshot On May 28, 2026, the Clean Air Alliance convenes the National Air Quality Policy Summit at the National Press Club in Washington, DC to advance health-protective, equity-centered air quality policy. We gather public health leaders, environmental justice advocates, researchers, agency officials, and Hill staffers to align on actions that save lives. Key facts: 9:00 a.m.–4:30 p.m., capacity 600 (goal 480), ticket $95 early-bird/$115 standard, hashtag #AirQualitySummit, Registration: https://cleanairalliance.org/summit-2026.
SMART goals, KPIs, and funnel assumptions - Primary: 480 registrations by 5/27 (80% of capacity); conversion rate ≥12% from landing page sessions. - Secondary: 12 media mentions; 30 policymaker/staffer RSVPs; 20 organizational partners promoting. - Channel targets by 5/27: - Email: 240 registrations (50%); KPIs: 32% open, 5% CTR, 15% click-to-reg. - Social: 96 registrations (20%); KPIs: 2.5% CTR, 8% click-to-reg; 80k impressions (LinkedIn 60k, X 18k, YouTube 2k). - Partners/Board: 120 registrations (25%); 20 partners, 25 board/ambassadors; average 6 registrations per organization. - PR/Calendar: 24 registrations (5%); 12 earned mentions; 8 community calendars listed. - Funnel assumptions: 8,000 email list; 2 emails per subscriber average; 15,000 unique landing page sessions overall. - “How did you hear about us?” field: required, accessible label; options: Email; LinkedIn; X (Twitter); YouTube; Partner Organization (dropdown); Board/Colleague; Media/News; Web Search; Other (text). Report weekly.
Week-by-week timeline (W-8 to event) - W-8 (Apr 2–8): Launch Save-the-Date + Early-Bird. Email #1 (4/2). Social posts 4/2, 4/4. Partner toolkit sent 4/3. Pitch media long-leads 4/5. - W-7 (Apr 9–15): Invite policymakers; secure 10 partners; YouTube 60-sec trailer (4/11). Social 4/9, 4/12. Board call list activated. - W-6 (Apr 16–22): Speaker reveal wave 1. Email #2 (4/8) already sent; Email #3 speaker focus (4/22). Social 4/16, 4/19, 4/22. PR follow-ups. - W-5 (Apr 23–29): Partner push #1. Hill staff RSVP outreach round 1. Social 4/23, 4/26, 4/29. Secure 15 partners. - W-4 (Apr 30–May 6): Early-bird ends 5/1 (price increases to $115 on 5/2). Email #4 Last-Call EB (5/1). Social daily 4/30–5/2. Calendar listings placed. Media pitch short-leads (5/2). - W-3 (May 7–13): Speaker reveal wave 2 + agenda draft. Partner push #2. Social 5/7, 5/10, 5/13. Confirm 20 partners. - W-2 (May 14–20): Policymaker RSVP sprint; Board amplification day (5/16). Social 5/14, 5/17, 5/20. PR reminder with interview slots. - W-1 (May 21–27): Final countdown. Email #5 (5/21). Email #6 72-hour (5/25). Social daily 5/21, 5/23, 5/25, 5/27. YouTube 30-sec “What to expect” (5/23). - Event Day (May 28): Morning “doors open” post; media welcome sheet; capture photos/video; post same-day highlights. On-site QR for walk-ups ($135 on-site).
Email plan (80–120 words each; resend to non-openers 48 hours later with tweaked subject) - 4/2 Save-the-Date (All) Subject: Join us May 28—National Air Quality Policy Summit Preview: Early-bird $95 through May 1 Body: On May 28, we’re bringing health leaders, EJ advocates, researchers, and policymakers together at the National Press Club to accelerate clean air action. Hear practical policy solutions and connect with peers shaping implementation. Early-bird tickets are $95 through May 1; capacity is limited. Secure your spot and share with a colleague. CTA: Register now → https://cleanairalliance.org/summit-2026 Resend subject: Don’t miss early-bird for #AirQualitySummit
- 4/8 Invitation (Segment: past attendees, list subscribers) Subject: Be in the room where air policy moves forward Preview: Practical sessions, national voices, local impact Body: The 2026 National Air Quality Policy Summit features leaders from public health, community groups, agencies, and the Hill. Expect actionable sessions on monitors, cumulative impacts, transportation, and funding. Early-bird $95 ends May 1. Invite a colleague—teams learn more together. CTA link as above.
- 4/22 Speakers Announced (All) Subject: New speakers for #AirQualitySummit + early-bird reminder Preview: See who’s taking the stage on May 28 Body: We’re excited to announce speakers including [Name, Affiliation], [Name], and [Name]. Check the growing agenda and claim early-bird pricing before May 1. Scholarships available; the venue is accessible and sessions will be live-captioned. CTA.
- 5/1 Last day early-bird (All) Subject: Ends tonight: $95 early-bird for May 28 Summit Preview: Price increases to $115 tomorrow Body: Today is the final day to register at $95 for the National Air Quality Policy Summit. Join 300+ peers at the National Press Club for policy updates and community-centered strategies. Prices increase to $115 at midnight ET. If cost is a barrier, reply for scholarship options. CTA. Resend subject (evening): Final hours to save—register by midnight ET
- 5/21 Final push (All; segment: unregistered) Subject: One week out—will we see you at #AirQualitySummit? Preview: Limited seats remaining Body: We’re one week from gathering in DC. Confirmed sessions include [topic], [topic], and a closing briefing on next steps. We’re nearing capacity; please register now to guarantee your seat. Policymakers and staff: complimentary RSVP available. CTA + link to comp RSVP form (internal code).
- 5/25 72-hour reminder (All) Subject: 3 days to go—final agenda + logistics Preview: Doors 8:15 a.m., National Press Club, DC Body: Here’s what to know before you arrive: final agenda, accessibility services (captions, wheelchair access), and transit options. If you haven’t registered, online registration closes 5/27 at 6 p.m. ET. On-site tickets will be $135 if space allows. CTA.
Social plan (2–3 posts/week total; best times ET: LinkedIn Tue–Thu 9–11 a.m.; X weekdays 12–1 p.m.; YouTube uploads 10 a.m.) - 4/2 LinkedIn: “Announcing the National Air Quality Policy Summit, May 28 at the National Press Club. Early-bird $95 through May 1. Join public health, EJ, researchers, agencies, and Hill staff. Register: [link] #AirQualitySummit #AirQuality #PublicHealth” Visual: event lockup + venue photo with alt text. - 4/4 X: “Clean air saves lives. Be part of policy that delivers. May 28, DC. EB $95 thru 5/1. #AirQualitySummit [link]” - 4/11 YouTube: 60-sec trailer with captions; Title: “Why #AirQualitySummit matters”; Description includes link + UTM. - 4/16 LinkedIn: Speaker reveal graphic; “Thrilled to welcome [Name, Org]. Secure EB pricing by 5/1. [link] #EnvironmentalJustice” - 4/22 X: “Speakers just dropped. Reserve your seat: [link] #AirQualitySummit” - 4/29 LinkedIn: Partner spotlight; “Thank you, [Partner]. See you 5/28. Register: [link]” - 5/1 X (morning and 6 p.m.): “Last day for $95—price to $115 tonight. [link]” - 5/7 LinkedIn: Agenda preview; “From monitoring to funding, get practical tools. #AirQualitySummit [link]” - 5/13 X: “20+ partners on board. Limited seats. #CleanAir [link]” - 5/23 YouTube: 30-sec “What to expect” with captions. - 5/25 LinkedIn + X: “72 hours out—final agenda, access info. Register by 5/27 6 p.m. ET. [link]” - 5/27 X: “Tomorrow in DC—on-site tix $135 if space allows. #AirQualitySummit [link]” Always include: #AirQualitySummit and one or two of #AirQuality #PublicHealth #EnvironmentalJustice #CleanAir.
Partner/sponsor/board activation - Toolkit checklist: tracking link with UTM + QR; sample posts/captions; email blurb; logo files; speaker list; 1080x1080, 1920x1080, 1080x1920 graphics; one-page PDF; talking points; alt text for all images; short vanity link; two-line disclaimer for accessibility and scholarships. - Outreach email to partners (template, ~90 words): Subject: Share with your network: National Air Quality Policy Summit, May 28 Body: We’d value [Org] as a promotion partner for the National Air Quality Policy Summit on 5/28 at the National Press Club. Early-bird is $95 through 5/1. Your unique link [https://cleanairalliance.org/summit-2026?utm_source=partner_[slug]&utm_medium=referral&utm_campaign=summit2026] and QR code are attached. We’ve included ready-to-post graphics, captions, and alt text. Can you share twice before 5/1 and twice the week of 5/20? We’ll recognize partners on-site and online. - Outreach to board/ambassadors (~80 words): Subject: 10-minute lift to fill the room by May 28 Body: Please post once this week and invite three colleagues using your unique link [https://cleanairalliance.org/summit-2026?utm_source=board_[lastname]&utm_medium=referral&utm_campaign=summit2026]. Script, images, and a QR are attached. Goal: 6 registrations per ambassador by 5/21. Thank you for helping bring diverse voices to the table. - Sample post (partners): “We’re proud to partner on #AirQualitySummit, May 28 in DC. Join advocates, health leaders, researchers, and policymakers for practical solutions. Register: [partner UTM link].”
PR and local outreach - Media pitch (100–120 words): “On May 28, the Clean Air Alliance hosts the National Air Quality Policy Summit at the National Press Club, bringing together agency leaders, public health experts, environmental justice advocates, and Hill staff to outline near-term actions on air quality. Speakers include [Name, Title], [Name], and [Name]. Sessions will cover implementation, funding, cumulative impacts, and community monitoring. Press are invited; interview windows available 10:30–11:15 a.m. and 3:30–4:00 p.m. Please contact [press@cleanairalliance.org] for credentials and schedules. Details: https://cleanairalliance.org/summit-2026.” - Community calendar listing (80–100 words): “National Air Quality Policy Summit—May 28, 9:00 a.m.–4:30 p.m., National Press Club, Washington, DC. Join public health leaders, environmental justice advocates, researchers, agency officials, and Hill staff to advance practical clean air policy. Early-bird $95 through May 1; standard $115 after. Accessible venue; live captioning provided. Registration: https://cleanairalliance.org/summit-2026. #AirQualitySummit” - Outlets: Politico Morning Energy; E&E News/Greenwire; The Hill (Energy & Environment); Axios Generate; Washington Post Metro; WAMU/DCist; Inside EPA; Bloomberg Law Environment; Environmental Health News; Science/AAAS policy blog.
Urgency levers and dates - Early-bird: $95 ends 5/1 (“Today only: lock in $95 before midnight ET.”) - Price increase: $115 5/2–5/27; $135 on-site 5/28 (“On-site pricing applies if seats remain.”) - Limited seats: “We’re nearing capacity; register to guarantee your seat.” (weeks of 5/14 and 5/21) - Speaker drops: Waves on 4/22 and 5/7 (“New voices confirmed: [Names].”)
Web/landing page improvements - Headline: “Shape the next chapter of clean air policy—May 28, Washington, DC” - Value: - Practical policy tools you can use now. - Voices from communities, health, research, and government. - High-value networking in one day, accessible and inclusive. - Testimonial: “The most useful policy convening I attend each year—diverse, solutions-focused, and respectful.” — [Name], [Org] - Accessibility: Large, readable fonts; high-contrast palette; alt text on all images; live captioning; wheelchair access; pronoun ribbons at check-in. - SEO snippet (150 chars): “Join health, EJ, research, and policy leaders in DC on May 28 for the National Air Quality Policy Summit. Early-bird $95. #AirQualitySummit”
Measurement and course-correct - UTM scheme: utm_source=[email|linkedin|x|youtube|partner_[slug]|board_[name]|pr|calendar]; utm_medium=[email|social|referral|earned]; utm_campaign=summit2026. - Weekly reporting (Fridays): registrations vs. goal; channel mix; landing page conversion; partner leaderboard; media hits. - If under target at W-2 (<320 regs): add two partner blasts (5/16, 5/20), personal outreach to top 50 prospects, 20-minute preview webinar (5/19), daily X posts, targeted LinkedIn DMs to policymakers. - Budget options: - $0: Canva templates, staff time, organic posts. - $1–2k: ASL/captioning upgrade clips, QR signage, photographer. - $2–6k: Video editing, livestream backup, travel stipends for community speakers.
Roles and approvals (est. hours/week) - External Affairs (Daniel Cho): Lead, approvals, media—6–8 hrs. - Communications Manager: Email, social, landing page—8–10 hrs. - Policy Director: Speaker/policymaker outreach—4–6 hrs. - Partnerships Manager: Partners/board toolkit + tracking—5–7 hrs. - Volunteer Digital Corps (3 people): Scheduling, captions, DMs—2–3 hrs each. - Sign-off flow: Draft (Comms) → Review (Policy/Partnerships) → Final approval (External Affairs) within 24 hours.
Deliverables - Calendar grid: Dated list above is the action calendar; create a shared calendar with events on 4/2, 4/8, 4/11, 4/16, 4/22, 4/29, 5/1, 5/7, 5/13, 5/16, 5/20, 5/21, 5/23, 5/25, 5/27, 5/28. - One-page executive summary: Event goal (480 regs); key dates (EB 5/1, Summit 5/28); audiences; channels (email, LinkedIn, X, YouTube, partners, PR); KPIs (32% open; 80k impressions; 12 media mentions); urgency levers; owner: External Affairs. - Assets checklist: Event logo lockup (SVG/PNG); CAA logo (SVG/PNG); speaker headshots (1200x1200); speaker bios (100 words); agenda PDF; 1080x1080, 1920x1080, 1080x1920 graphics; trailer and 30-sec video (captioned, .mp4); Canva templates; partner UTM links + QR codes; alt text library; press sheet; accessibility statement; photography consent signage.
Prepared by Daniel Cho, Director of External Affairs; approved by Daniel Cho, Director of External Affairs.
AI Evaluation Details (Score: 8.8/10)
This is an exceptionally detailed, board-ready campaign plan that delivers concrete, schedulable actions rather than generic advice. The formal tone is appropriate for a DC policy organization, and the plan demonstrates deep understanding of nonprofit event marketing mechanics. Minor weaknesses include a small date inconsistency and the self-approval notation, but overall this is immediately implementable.
- • Highly specific and actionable: exact dates, word counts met (80-120 word email templates), UTM schemes, conversion assumptions, and channel-specific KPIs make this genuinely schedulable
- • Sophisticated funnel modeling: 12% landing page conversion, 15% click-to-reg, partner leaderboard tracking, and 'How did you hear?' field show professional-grade measurement thinking
- • Excellent accessibility integration: alt text requirements, live captioning, pronoun ribbons, wheelchair access, and accessible label on tracking field—not afterthoughts but embedded throughout
- • Smart urgency architecture: four distinct levers (early-bird, price tiers, capacity, speaker reveals) with specific dates and sample language that creates FOMO without desperation
- • Practical partner activation: unique UTM/QR codes per partner, two-send ask with specific weeks, recognition incentive, and 6-registration-per-partner target is realistic and trackable
- • Strong course-correction plan: specific threshold (320 at W-2), five concrete tactics (preview webinar, LinkedIn DMs, daily X), and tiered budget options from $0-6k
- • Appropriate formal tone throughout: 'convenes,' 'advance health-protective,' 'equity-centered,' 'guarantee your seat'—language fits a national policy organization without being stiff
- • Comprehensive role assignments: estimated hours per week for five roles including volunteer corps, 24-hour sign-off flow is realistic for this org size
- • Minor date inconsistency: Email #2 listed in timeline as '4/8 already sent' but appears in email plan as 4/8 send—confusing phrasing suggests it's both past and future
- • Self-approval notation: 'Prepared by Daniel Cho... approved by Daniel Cho' is technically correct per the scenario but looks odd; real plan would show ED or board approval
- • YouTube strategy underdeveloped: only 2k impression target and two videos feels light for an 8-week campaign; could specify upload schedule, playlist, or embed strategy
- • Missing scholarship process detail: mentions 'reply for scholarship options' and 'scholarships available' but doesn't specify who approves, criteria, or how many budgeted
Test Summary: Generated Nov 2, 2025 • 3 scenarios • 9 total outputs • Average quality score: 8.8/10 • Total validation cost: $0.7055