SAMPLE EMAILS

 

SAMPLE CONFIRMATION EMAIL

 

Subject: See you tonight!

 

Hi there --I’m excited that you’ll be joining us tonight for our [EVENT] at [EVENT TIME]

You will be able to join the event by clicking on this [LINK]

 

To ensure we’re able to start on time, I recommend hopping on a few minutes early and testing out your camera/audio. Let me know if you have any questions before then, and feel free to invite your friends to join as well. My phone number is [CELL PHONE] See you soon!

 

Democratically Yours,

[FIRST NAME]

[FULL NAME]

[POSITION & ORGANIZATION]

 

SAMPLE THANK YOU EMAIL

 

When to send it: Immediately after the conclusion of the event.

Who to send it to: Send to everyone who participated in the event.

Subject: Thanks for joining us! Tell me how it went.

 

Hi there -- First of all, thank you so much for joining us at [EVENT] on [EVENT DATE]. I know these are unusual times and it’s been just amazing to see the [CAMPAIGN’s] supporters give back so much to the community and the campaign. Thank you. 

 

I hope you’ll take a few minutes to respond to this email on how it went and how we can make the volunteer experience better: What was your overall experience? Did the technology we were using work well? Is there anything else we need to know about your experience?

 

We have a lot of great opportunities coming up. You can see them here:  [HYPERLINK MOBILIZE LINK] 

 

I’m looking forward to receiving your feedback. If you want to discuss this further, please don’t hesitate to call me! Let's win the White House/Senate/ House (again)/etc... in 2020!

 

Democratically Yours,

[FIRST NAME]

[FULL NAME]

[PHONE]

SPEAKER INVITATION TEMPLATES

 

REGULAR VIRTUAL EVENT

 

*Insert Logo of Your Organization*

Office of [NAME]/Organization

 

To Whom it May Concern:

 

The [INSERT ORGANIZATION NAME] would like to extend an invitation to ​[NAME WITH FORMAL TITLE],​ to address our membership at [INSERT EVENT NAME] on [INSERT DATE] via Zoom. [INSERT BRIEF DESCRIPTION ABOUT EVENT AND PROPOSED SPEAKER ROLE]

 

The work that ​[FORMAL NAME] has done to advance causes long championed by [INSERT ORGANIZATION NAME] has given young people hope. From their commitment to engaging with young people in the political process, to their fight for equality for all, all of us have admired ​[FORMAL NAME] as a dedicated fighter for the values we hold dear, and we would be honored to have them deliver an address at our event. Our members, whether they are just beginning their journeys in community activism, or are seasoned campaign professionals, would benefit greatly from ​[FORMAL NAME]’s unique perspective on politics as it stands today. 

 

Now more than ever, we need young voices to be heard, and we're confident ​[FORMAL NAME]​ is a leader who feels the same way. The remarks are scheduled to be delivered on [DATE & TIME]. If that day or time does not work, we understand and would be happy to accommodate in any way we can and find an alternative that works. We hope that ​[NAME] is able to attend, and we look forward to working with you to make that a reality.

 

Sincerely,

Your Name

Your Full Name

Your Title 

Organization Name

 

**for this blanket template we used singular pronoun “they” to refer to the perspective speaker**

 

VIRTUAL CONVENTION/LARGER EVENT

 

*Insert Logo of Your Organization*

 

Office of [NAME]/Organization

To Whom it May Concern:

 

The [INSERT ORGANIZATION NAME] would like to extend a cordial invitation to ​[TITLE AND FORMAL NAME],​ to address the attendees of our [CONVENTION NAME] on [DATE(S)] via Zoom. The Convention is the annual gathering of over [# OF MEMBERS] members/progressives/volunteers/activists from all around the country for training and workshops where our members are equipped and empowered to promote progressive values on their campuses and in their communities. 

 

The work that ​[FORMAL NAME] has done to advance causes long championed by the [NAME OF YOUR ORG] has given young people hope. From their commitment to engaging with young people in the political process, to their fight for equality for all, all of us have admired ​[FORMAL NAME] as a dedicated fighter for the values we hold dear, and we would be honored to have them deliver an address at our conference. Our members, whether they are just beginning their journeys in community activism, or are seasoned campaign professionals, would benefit greatly from ​[FORMAL NAME]’s unique perspective on politics as it stands today. 

 

Now more than ever, we need young voices to be heard, and we're confident ​[NAME]​ is one of the leaders in our Party who feels the same way. The remarks are scheduled to be delivered on [DATE & TIME]. To ensure students have the opportunity to hear from ​[FORMAL NAME],​ we invite them to give remarks at any time during our Convention.  We hope that ​[FORMAL NAME] is able to attend, and we look forward to working with you to make that a reality.

 

Sincerely,

Your Name

Your Name

Your Title 

Organization Name

 

**for this blanket template we used singular pronoun “they” to refer to the perspective speaker**


 

BRIEFING MEMOS FOR SPEAKERS

 

WHAT IS A BRIEFING MEMO?

 

A briefing memo is a concise summary of your organization, event, and what you expect the speaker or speakers to do at said event. 

 

A briefing memo is especially important if you have multiple speakers attending the same event (like a panel discussion). Prior to the event, some of your speakers may be unfamiliar with one another and the work they do and it is up to you to provide everyone with the relevant information on the other. 

 

A briefing memo that exceeds two pages in length becomes tedious to read. Unless the memo is covering multiple speakers there is no reason for your memo to exceed two pages. 

 

WHAT SHOULD BE IN A BRIEFING MEMO?

Top Section

  1. To: Speaker   

  2. Fr: President of Your State Fed or Chapter

  3. Fr: Anyone else in your state fed chapter relevant to your event 

  4. Re: Event Name  

  5. Date

  6. Event: Time (Include Time Zone!)

  7. Staff Contact: Name, email , phone number

First Section: Purpose

Get right to the point here. What is the speaker(s) getting out of the event? How does the audience benefit from hearing from them? The first sentence should contain the name of the event. 

Second Section: Background

Quick few sentences about your state fed or chapter.

 

Third Section: Run of Show

Play by play with time stamps of how things are going to run

 

Fourth Section: Script

List any questions you will be asking the speaker(s) here. Also a good place to include any announcements and intro remarks, if the speaker requests that info too.

 

Fifth Section: Speaker Bio(s)

A very brief bio of your speaker or speakers. You want to make sure you hit on some of your speaker’s accomplishments, what exactly they do, and just a little bit of background information (what they did in the past, educational background if applicable, etc…) 

This is an important section if you are sending the memo to multiple speakers for the same event. This allows each speaker in attendance to know about who they are speaking with. 

 

Sixth Section: Participants

  • List of who will be on the call.

  • Generally you can just put either members of your state fed or members of your chapter

  • But you want to make sure you include the speakers on this list, leadership in your state fed/chapter on the list, and the names of the moderators for the call!