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NPWW-How to Guide
Special Events & Activities
Special events and activities
provide the opportunity to interact with the community outside the daily work
environment. They are an excellent opportunity to build relationships with
diverse populations and expose the community to public works in a different
light. Use the information that follows to spark creativity within your
organization
There are two primary
considerations when choosing events and activities: the message and the target
audience. Take the time to ensure that the event communicates your intended
message to the target audience. Also make sure each event and activity you plan
will meet at least one of the measurable objectives established for the
celebration. Following are sample events and related activities.
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Proclamation (Back to top)
Ask elected officials to make a proclamation for National Public Works Week.
Thought starters:
- Contact the official's office at least one month in advance.
- Write a brief cover letter and
enclose a draft of the proclamation. In the letter, request a time to
photograph the official presenting the proclamation to the designated public
works representative during a scheduled public works event or a meeting.
Click here to view a sample Proclamation (PDF)
Environmental Campaign (Back to top)
Develop a week of
activities to improve the community's environment. Show the many ways public
works departments contribute to your community's environmental health.
Thought starters:
- Invite garden clubs, civic
groups, historic preservation societies, schools and scouting councils to join
you in an environmental project, or suggest a project of their own.
- Organize a tree-planting
ceremony, recycling drive, public grounds clean-up or free, safe disposal of
oversized items and household hazardous wastes.
- Launch a campaign to solicit organizations to adopt a highway or public park.
Public Works Exhibit (Back to top)
Create an exhibit to spotlight your organization's recent successes and
emphasize how they benefit all citizens. Arrange to display your exhibit at
libraries, community centers and shopping malls. You may be able to take
advantage of a captive audience by exhibiting at a scheduled community event.
Thought starters:
- Feature public works equipment,
display photos of facilities and provide information on upcoming public works projects.
- Show a film or video of public works in action.
- When practical, have a
representative from various departments staff the exhibit to answer questions
and provide information.
Rodeo/Equipment Show (Back to top)
Display equipment your department
uses in day-to-day operations. Give public works employees the opportunity to
show the skill required to operate public works equipment.
Thought starters:
- Select a location with high
visibility such as a parking lot, city park, or public gathering place. Allow
adequate time to research and reserve a location.
- Invite elected officials to participate in an activity during the event.
- Sponsor a regional contest and
challenge other municipalities to a test of skills necessary to operate a
backhoe, garbage pickup, forklift and lawn tractor.
- Emphasize safety; highlight the
cost-effective measures and unique features of your equipment and vehicles.
- Have representatives from various departments show equipment and answer questions.
Open House or Tour (Back to top)
An open house or tour offers
participants a new perspective on public works and gives professionals an
opportunity to discuss the daily operation at their facility. It also is a good
time to gather community members opinions of public works projects and
services.
Thought starters:
- Plan the open house in
conjunction with a dedication ceremony, an anniversary, or a celebration of a
completed project.
- Select employees to serve as ambassadors or tour guides.
- Provide a forum for citizens to learn about various departments and their functions.
- Develop a survey to gather attendees' opinions about a public works project or service of importance to
your organization.
Employee Appreciation Day (Back to top)
Acknowledge the many
accomplishments public works employees contribute throughout the year with a
special recognition event.
Thought starters:
- Sponsor a banquet to recognize
outstanding performance, special achievements, safety records and attendance.
Award honorees with a gift registration to a seminar, an engraved plaque, a
special proclamation or a cash award.
- Include family members of honorees.
- Invite elected officials.
- Hold your event in a public
works facility. For example, host a barbecue in an equipment garage.
Sporting Event (Back to top)
Healthy people are happy people. Promote healthful living by sponsoring a sporting event.
Thought starters:
- Plan the route of a race to end at a facility or project you believe deserves attention.
- Sponsor a golf tournament and
arrange for the proceeds to be dedicated to a public works project, such as the
purchase of playground equipment in a community park.
- Sponsor a public works night at
an organized or professional sporting event. Arrange for a message about public
works to be announced during the game.
Event Enhancers (Back to top)
The following ideas can enhance any event, used alone or in combination.
Slide or Video Presentation (Back to top)
Develop a presentation that visually defines how public works projects maintain, protect and enhance our
quality of life.
Thought starters:
- Show before and after photos of projects and facilities.
- Show the presentation in conjunction with a tour, exhibit or event.
- Offer to present the program to community and civic organizations.
Retrospective (Back to top)
A historical overview of a public works project or service can be a captivating way to draw attention to the
impact of public works on a community.
Thought starters:
- Design the retrospective as a photographic display, slide show, video, booklet or brochure.
- Compare the past with the
present - public works projects and services, community standard of living,
community beautification and preservation.
- Develop a retrospective as part of an anniversary, a rededication, or an open house.
Special Events & Calendar
(Back to top)
Following is an example of a calendar with milestones for an open house and tour of a public works facility.
Two to Three Months Before
- Select event committee and chairperson.
- Review budget allocation.
- Set a date and time; for example, schedule a three-hour open house with tours every 30 minutes.
- Delegate responsibilities for guest list, refreshments, invitations and open house activities and plan
related tasks.
One Month Before
- Order refreshments.
- Address and mail invitations.
- Promote the open house (see Community Outreach section).
- Inform all employees of open house date and time.
- Select tour guides and greeters.
- Purchase name tags for guests, guides and greeters and a good supply of pens.
- Develop and print survey.
Two Weeks Before
- Hold an orientation for tour guides and greeters and conduct a walk-through.
- Confirm refreshments order.
- Arrange for refreshments table.
- Obtain a guest book and guest table.
- Purchase or rent tableware for refreshments.
Day of Open House
- Pick up or accept delivery of refreshments.
- Prepare refreshments table.
- Welcome guests as they enter the facility.
- Ask guests to wear a name tag and sign guest book.
- guests to complete a survey and show them where to turn it in.
- Attend to guests' needs for information, assistance and refreshments.
- Conduct tours.
Following Open House
- Formally thank everyone who contributed to its success.
- Follow up with persons requesting information.
Checklist
- Meet as a committee to begin planning phase.
- Review tasks and responsibilities assigned by Planning Committee.
- Review budget allocation.
- Select events and activities that are appropriate for the target audience and contribute to at
least one objective and goal.
- Plan your event taking the smallest details into consideration. Make sure each detail is an assigned
responsibility.
- Keep written records of planning and event status to share with the Planning Committee.
- Give the Planning Committee event information for evaluation purposes when the event is over.
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How To Guide
How To Guide