Nine Steps to Setting up IYC Speaking Opportunities with Civic, Business and Community Groups
Civic, business and community organizations may be interested in hosting a speaker on the local importance of research and industry related to chemistry, as well as the ways in which chemistry and chemical engineering benefit our everyday lives.
- Identify Your Target Organization(s) and Appropriate Local Speaker
Identify the organizations you wish to approach. This may include civic organizations (Lions or Rotary Clubs), business groups (local Chambers of Commerce), or community groups engaged in education or development activity (PTAs, museums, church groups, neighborhood councils, etc.). Feel free to send the request to many organizations. Identify an appropriate speaker for each organization (e.g., local chemistry or chemical engineering professor for PTA or local business executive for Rotary Club).
- Determine the Best Point of Contact for the Target Organization
In some cases, this may be the president, chairman, or executive director (if there is a paid staff). The best way to identify your point of contact is to call the office of a prospective organization, tell the person you reach why you are calling and ask for the correct way to proceed.
- Send a Letter of Request to Each Group You Select
Engaging a speaker for such an opportunity may require little more than a few conversations, phone calls, or e-mails, but contacting your target organization will almost certainly require a formal letter explaining the reason for the request and why it serves the host organization’s membership. The letter of request should clearly explain that you are seeking a speaking engagement to discuss the importance of chemical research and the chemical industry to the community and the organization during the International Year of Chemistry. Traditional mail is the best approach.
The following is a draft letter requesting a speaking opportunity. This letter can be modified to approach any organization.
[date]
[name and title]
[Official address]
[City, State and zip]
Dear [official’s name]:
The U.N. General Assembly has declared 2011 the “International Year of Chemistry,” a worldwide celebration of the achievements of chemistry and its contributions to the well-being of people everywhere. With the unifying theme “Chemistry—our life, our future,” the goals of the International Year of Chemistry 2011 (IYC 2011) are to increase public appreciation of chemistry in meeting world needs, encourage interest in chemistry and chemical engineering among young people – especially young women, and generate enthusiasm for the creative future of chemistry.
On behalf of the (local) secion of the American Institute of Chemical Engineers], our members, and the thousands of citizens in our [city or state] who work in or depend on the business of chemistry, I am requesting n opportunity for [speaker’s name]to speak to your group and discuss the impact of chemical research and the chemical industry on the [name of city] community and your members. [Add your section and the chemical industry in the your city and state.)
Chemistry and chemical engineering touch virtually every aspect of our lives, here in [city] and across the nation, and I think your members will be interested in hearing how it affects them and their own professional and personal futures. I’m sure they will be interested to hear about the many vital contributions, including some surprising contributions, that chemistry and chemical engineering make. We are also interested in encouraging young people to seek careers in this important field. I envision a luncheon (or breakfast) program lasting about one hour, including a lively “Q&A.”
Thank you for considering this request. I will contact you shortly to determine how we might proceed. If you prefer, you can reach me at [telephone number] or [email address].
Sincerely,
[name]
[title]
[organization]
- Follow-up
Now that you’ve sent your letter to the organization, please wait a couple of days (a bit longer for traditional mail) before calling your contact to encourage them to take action.
You may wish to schedule a meeting that encourages the recipient to take action. Consider bringing a representative from other groups supporting IYC 2011 – ACS, ACC or others – to demonstrate support for the speaking opportunity.
Please tell your contact you need a firm yes or no response by a date certain. This will allow you to plan your approach to other organizations. Once your officials have reached the deadline you’ve set, give them a final call reminding them of the deadline. If there is still no decision, that’s a negative decision – move on to your next organization.
Repeat as often as necessary.
- Review the Purpose of the Speech with Your Speaker
Make sure your speaker understands both the audience and the purpose of his or her speech. In general, the presentation should provide answers to such basic questions as
• Why are chemical engineering and chemical research the industry important to the community? To the host organization?
• How is chemistry paving the way to a better future, particularly in light of our energy, health and environmental challenges?
• What does your organization hope to accomplish during IYC, and beyond?
• What is being done about the perceived historic downsides of chemistry, such as pollution or concerns about chemicals in food? (Note – the answer here might acknowledge the need for better product stewardship and then note how chemistry is making possible the greener, more sustainable future everyone seeks.)
• Where can audience members find more information?
- Determine if Your Organization’s Members Can Attend, and Alert Your Membership
Once you receive an “OK” from a local group, be sure to inquire if your organization’s members can attend and if there is a fee. Then, inform your members about your success. Through email, your website, newsletters or whatever communication you normally use, make them aware that you’ve received this opportunity to address a local organization and that they are (or are not) invited to attend. If they are invited, explain the “who, what, where, when and how.”
- Alert Your National Organization
Once an official agrees to offer you a speaking platform, alert your national organization and follow their advice about issuing a news release. (See “Ten Steps to IYC Media Relations” for additional guidance.)
- Issue a News Release
Even if your contact’s organization issues a news release, it may be appropriate for your organization to issue one as well. Coordinate activity with the hosting organization.
- Send “Thank You” Notes
Be sure to thank everyone who helped obtain the speaking engagement. A personal thank you note is still the best way to let people know you appreciated their efforts.