COMMUNITY ENGAGEMENT RESOURCES: 

Event Planning Toolkit 

Thank you for your interest in organizing a “Talk. They Hear You.”® educational event in your 

community. To help you implement a successful event, this event planning toolkit and 

customizable materials will make preparation and implementation as easy and seamless as 

possible. 

This document includes everything you need to know, from identifying and inviting speakers 

and audience members to creating an event agenda, organizing logistics, and inviting media. 

Contact the campaign at Underage.Drinking@samhsa.gov if you need additional information or 

have questions. 

Event Planning Toolkit Sections Include: 

Planning It All Out 

• An overall timeline for planning and hosting an event 

Hosting an Event 

• How to plan and execute an event 

• A sample event agenda 

• Handouts for attendees 

• A feedback form 

Invitations & Crowd Building 

• How to approach a local partner or organization 

• A sample e-newsletter article 

• Social media engagement 

• A promotional flyer 

• An email invitation 

Reaching Out to Local Media 

• Notifying media about event 

• How to contact a local reporter 

• A sample media advisory to alert reporters of the upcoming event 

• A sample news release summarizing the outcome of the event 

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Final Preparations for Event 

• Organizing a pre-event call with speakers 

• Sending email reminders 

• Creating a day-of-event timeline 

• Capturing the event in photos 

Post-event To-Do List 

• Sample thank-you notes 

• Social media engagement 

Planning it All Out 

Timeline for Planning and Hosting Your Event 

The following is a step-by-step timeline for planning and hosting a “Talk. They Hear You.” 

educational event from beginning to end. Think of this as a checklist to ensure everything that 

needs to happen is done on time, leaving no surprises or missed tasks. Keep in mind that this 

timeline is simply a suggestion of activities/tasks that can change based on your unique event. 

PRE-EVENT TACTICS 

10–12 Weeks 

Before 

Outreach to 

Determine Event 

Host 

A local campaign representative or individual advocate 

reaches out to the community to determine a host for 

the educational event. 

10 Weeks 

Before 

Identify 

Attendees 

Identify whom you will invite and how you will reach out 

to them (e.g., parents, caregivers, educators, parent– 

teacher associations [PTAs], youth-based 

organizational leaders, volunteer first responders, local 

religious communities, youths). 

10 Weeks 

Before 

Identify Speakers 

Build a speakers list, including a campaign 

spokesperson, parent and/or caregiver, educator, 

student, etc. 

10 Weeks 

Before 

Distribute personal invitations to speakers from the 

event host. 

8 Weeks 

Before 

Suggested deadline for confirming speaker 

acceptance. 

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PRE-EVENT TACTICS 

8 Weeks 

Before Select Venue 

Select and confirm event venue. It could be a local 

school, house of worship, organization headquarters, 

or living room in someone’s home. Consider the size of 

the room, audiovisual (AV) needs, ease of travel for 

speakers and attendees, etc. 

8 Weeks 

Before 

Speaker & 

Agenda 

Preparation 

Hold a conference call with confirmed speakers to 

discuss the potential agenda and topics for each 

speaker. 

8 Weeks 

Before 

Based on the conference call, develop an event 

agenda from the template (provided below), including 

timing for the event. 

6 Weeks 

Before 

Review informational materials housed on the 

campaign website, and send a link to the materials to 

all speakers who will be participating in the event. 

6 Weeks 

Before 

Event Invitations 

& Attendance 

Building 

Using the template (included), create a flyer that can 

be printed and/or emailed to promote the event. 

6 Weeks 

Before 

Mail and/or email flyer to schools, PTAs, houses of 

worship, community organizations, etc., for distribution 

to build audience attendance. 

4 Weeks 

Before 

Post event information on social media, including 

Facebook and Twitter, and share with 

followers/friends/like-minded organizations for crosspromotion. 

3 Weeks 

Before 

Customize the email invitation using the template 

(included), and send it to potential event attendees. 

2 Weeks 

Before 

Tailor the media advisory template to your event 

(included), and email the advisory to local reporters 

and media outlets. Follow up with phone calls. 

2 Weeks 

Before 

Prepare packets for event attendees, including 

campaign fact sheets and other selected campaign 

materials. 

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PRE-EVENT TACTICS 

2 Weeks 

Before 

Materials 

Preparation & 

Attendee and 

Speaker Followup 

Prepare sign-in sheet(s) for event attendees. 

2 Weeks 

Before Send a follow-up email invitation to potential attendees.

 2 Weeks 

Before 

Continue to share event details and the invitation on 

social media. 

2 Weeks 

Before 

If needed, convene a call/meeting with speakers to 

finalize roles/responsibilities and the timing of event. 

2 Weeks 

Before 

Send follow-up pitch emails to media and confirm their 

attendance. 

1 Week 

Before 

Email final event invitation to potential attendees who 

have not RSVP’d. 

1 Week 

Before 

Prepare news release from template (included) for 

distribution after the event. 

1 Week 

Before 

Identify and contact an attendee who might be willing 

to take pictures during the event. 

1 Week 

Before Food, Beverage, 

& Room 

Preparation 

Determine and order food and beverages. 

1 Week 

Before 

Finalize number of chairs and tables needed, as well 

as the timing for setup. 

EVENT TACTICS 

Day Before 

Launch Event 

Send a reminder email to all attendees, speakers, and 

media members. 

2 Hours 

Before Finalize room setup. Check AV. Put out refreshments. 

1 Hour 

Before 

Set up registration, displaying the sign-in sheet and 

packets of registration materials. Prepare to receive 

guests. 

Start Time Check in attendees and greet media; speakers present. 

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POST-EVENT TACTICS 

Immediately 

After 

Wrap Up 

Send press release about event to media, and make an 

event spokesperson available for interviews. 

Immediately 

After Transcribe sign-in sheet to make note of who attended. 

2–3 Days 

After 

Distribute personalized thank-you notes to speakers 

and attendees, inviting them to visit the campaign 

website. 

Up to 1 Week 

After 

Share event photos with speakers and others as 

appropriate, and post on social media and the website. 

Pending 

Newsletter 

Content 

Deadline 

Write up a few paragraphs about the event as a debrief 

that can help with future event planning. Include how 

many people attended, what was discussed, how it was 

received, etc. Send this to the campaign team at 

underage.drinking@samhsa.gov. 

Hosting an Event 

How to Plan and Execute Your Event 

Overview 

The purpose of a “Talk. They Hear You.” educational event is to increase awareness of the 

resources to help parents, caregivers, and adult role models engage with their children/youths 

about the dangers of drinking and drug use. It may be many people’s first introduction to 

exploring effective ways to talk with young people about these issues. 

A well-timed and organized event with compelling speakers is crucial to setting a proper tone 

and conveying the overarching message: that parents, caregivers, and adult role models have 

a significant influence on children’s decision to experiment with alcohol and other drugs. 

Helping others learn about the resources and information provided by the “Talk. They Hear 

You.” campaign and how these materials can be used effectively will make them better 

equipped to engage in conversations with young people. Your educational event needs to be 

enthusiastic while also underscoring the serious consequences of underage drinking and drug 

use. 

Convening Speakers & Determining an Agenda 

Developing an informative and emotionally compelling agenda is central to creating a 

successful and memorable event. Once you have identified and confirmed your event 

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speakers, convene an introductory planning conference call with all of them to walk through 

the event process, goals, and speaking topics/roles. Detailed below is a template agenda that 

can be used as a guide to develop a successful event. 

When thinking through the timing of speaker presentations, make sure that every speaker talks 

for no more than 20 minutes. Keeping presentations brief will keep the audience engaged. At 

the end of the event, be sure to allow time for questions and answers. 

Setting an Event Date and Time 

When choosing a date for your event, we recommend taking stock of your speakers and 

potential invitees’ availability. We have found that a Wednesday or Thursday evening from 

6:00–7:30 works well. Alternatively, a breakfast or “lunch and learn” could be considered. 

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Sample Event Agenda 

“TALK. THEY HEAR YOU.”® EDUCATIONAL EVENT 

MONTH, YEAR 

6:00–7:30 P.M. 

LOCATION 

ADDRESS 

CITY, STATE ZIP CODE 

Presented by [NAME] 

AGENDA 

6:00–6:15 p.m. Registration, refreshments, mingling 

6:15–6:20 p.m. Jane Doe, Event Host 

• Welcome 

6:20–6:40 p.m. “Talk. They Hear You.” Campaign Representative 

What is “Talk. They Hear You.”? 

• Introduces the campaign 

• Explains why the campaign was created by the Substance Abuse and 

Mental Health Services Administration, explains how campaign 

information and materials can be used, and shares a number of 

selected print, audio, and/or video PSAs 

6:40–7:00 p.m. Charles Parent/Caregiver 

How I Have Used Campaign Information & Materials 

• Shares personal insight into the various ways he/she has used 

campaign information and materials to engage in conversations 

with young people 

7:00–7:15 p.m. Q&A Session 

7:15–7:20 p.m. “Talk. They Hear You.” Campaign Representative 

• Provides closing remarks and thanks event host 

7:20–7:30 p.m. Networking 

To learn more: 

underagedrinking.samhsa.gov 

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Handouts for Attendees 

Event attendees should be equipped to engage in conversations with their children after the 

event. In addition to pointing them to the “Talk. They Hear You.” website, the following 

materials can be provided: 

• GO TO THE WEBSITE AND PRINT OUT THE INFORMATION & MATERIALS THAT 

REFLECT THE CONTENT OF YOUR EVENT, AND PROVIDE THEM IN A PACKET 

TO YOUR GUESTS 

• Event attendee feedback form 

Feedback Form 

It is always helpful to obtain feedback from attendees to improve future events. Below is a 

sample feedback form to include in the event information packets. Be sure to remind attendees 

to take a moment before leaving to complete the form and leave it with the event host. 

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___________________________________________________________________________ 

___________________________________________________________________________ 

___________________________________________________________________________ 

Event Feedback Form 

Thank you for your attendance at the “Talk. They Hear You.”® educational event today! Please 

take a moment to complete this form and leave it with your event host. Your insight is valued 

and helpful to us. Please answer the questions with numbers by circling “5” for the highest 

rating and “1” for the lowest rating. 

Were today’s presentations informative? 

1 2 3 4 5 

Were the presentations beneficial to you? 

1 2 3 4 5 

Did you receive the information you expected? 

Yes _____ No _____ Explain _______________________________________________ 

Was sufficient time provided for the presentations? 

Yes _____ No _____ Explain _______________________________________________ 

Was sufficient time provided for Q&A and networking? 

Yes _____ No _____ Explain _______________________________________________ 

Would you like to become more involved in the “Talk. They Hear You.” campaign? 

Yes _____ No _____ How? ________________________________________________ 

Would you like for us to contact you about upcoming “Talk. They Hear You.” activities? 

Yes _____ No _____ 

Do you have any additional suggestions? 

Name: _____________________________________________________________________ 

Email: 

Phone: 

Mailing address: 

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Invitations & Crowd Building 

How to Approach a Local Partner or Organization 

It is time to start building a crowd and enthusiasm for your educational event! 

There are templates in this section for the following resources to promote your event: a brief enewsletter article, social media posts, an event flyer for distribution and posting, and an email 

invitation to help build event attendance. Share the resources with your networks and other 

relevant organizations to promote your event. 

Outreach to supportive community partners and other organizations is essential to building an 

audience for your event. Remember that asking these groups to promote your event is a small 

request with a potentially large return! 

Sample Organization/Partner Outreach Email Seeking Support: 

Subject line: Need Your Help to Spread Word About Substance Misuse Prevention Event 

Body of email: 

Hello [NAME], 

My name is [NAME], and I am involved with [NAME of YOUR ORG], which is a partner of the national “Talk. They 

Hear You.”® campaign, sponsored by the Substance Abuse and Mental Health Services Administration. 

The “Talk. They Hear You.” campaign is built on the premise that the first step toward preventing underage 

drinking and substance use is engaging in conversation with our young people. The campaign provides easy and 

actionable guidance and information for use in talking with kids about these dangers. 

Because of your commitment to our nation’s youth and well-being, I ask that you inform your members and 

constituents about our upcoming educational event. We are seeking to spread the word to parents, caregivers, 

educators, and others about the excellent resources available through the campaign. Attached are an enewsletter article and social media posts that can be tailored and shared with your networks. 

Lastly, please contact me if you would like to engage in a collaborative effort to inform your audiences about the 

upcoming event and/or “Talk. They Hear You.” in general. 

Thank you for your support of this important initiative, and I hope to see you at the event. 

Sincerely, 

NAME 

TITLE, AFFILIATION 

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Sample E-newsletter Article 

This newsletter template can be tailored and provided to local organizations and individuals 

who may be willing to promote your event via their newsletters and other communications 

vehicles: 

Learn How to Engage With Youths About the Dangers of Underage Drinking and Substance Use

Research suggests that one of the most important factors in healthy child development is a strong, open 

relationship with a parent or trusted caregiver. In fact, over 80 percent of young people ages 10–18 say their 

parents are the leading influence on their decision about whether to drink alcohol. People in every state are 

affected, prompting teachers, parents, caregivers, and medical, health, and public safety professionals to work 

together to tackle this emergency. 

We are excited to host an educational event on [DATE] at [TIME] at [LOCATION] to discuss how parents and 

caregivers can start the conversation and engage with young people about the dangers of underage drinking and 

drug use. During this event, supported by the Substance Abuse and Mental Health Services Administration’s 

“Talk. They Hear You.”® campaign, we will share information, materials, and personal stories aimed at providing 

easy and actionable guidance. 

If you are interested in learning more about the event and to RSVP, please contact [EVENT CONTACT] at 

[EMAIL] or [PHONE NUMBER]. 

Social Media Engagement 

Social media, such as Facebook and Twitter, can be a powerful tool for raising awareness 

about causes and events. We have put together sample content for you to customize and 

share online to let your communities know the educational event is taking place. 

Composing Facebook Posts: 

Facebook posts don’t have the same limits as Twitter, but that doesn’t mean you should go 

overboard. Here are some tips on composing Facebook posts: 

• Stand out! Remember that users are scrolling through a lot of content on Facebook; 

your post needs to be clear and focused to stand out. 

• Focus on a single topic. If you have multiple items you want to address on Facebook, 

put each in its own post. This will help focus the content and give you more to post. 

• Tag like-minded groups and pages. Are there other organizations or individuals on 

Facebook you can tag in your posts? Tagging helps draw their attention to posts and 

bring them into the conversation. 

• Leverage visuals. Pictures, videos, infographics, and other visual content are great for 

Facebook posts. Include them in your posts to make content stand out and improve 

engagement. 

• Plan ahead. You should plan your Facebook posts in advance, coordinating with your 

tweets and regular external communications. 

• Be frequent—but not too frequent. Announce the event and post reminders and 

updates beforehand, including information such as confirmed speakers. Respond to 

questions and comments quickly. But don’t post so often that you annoy others. 

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• Highlight activities. Consider promoting posts, starring stories, or pinning posts to 

highlight or emphasize your event. 

• Keep it concise. Try to keep posts at 250 characters or fewer to allow them to be 

viewed in their entirety in the news feed. 

Sample Facebook Posts: 

• Learn how to get in the habit of having small conversations about underage drinking 

and substance use with your children. Please join us at a “Talk. They Hear You.” 

educational event on [DATE] at [TIME] at [LOCATION]. RSVP at [link]. 

• Did you know that kids as young as 12 are trying marijuana? Learn how you can 

engage in conversations with your kids about the dangers of substance use and 

impaired driving. Come to a “Talk. They Hear You.” educational event on [DATE] at 

[TIME] at [LOCATION]. RSVP at [link]. 

• Talking to your children about underage drinking and substance use directly and 

honestly makes them more likely to respect your rules about alcohol and other drugs. 

Learn how to start the conversation at a “Talk. They Hear You.” educational event on 

[DATE] at [TIME] at [LOCATION]. RSVP at [link]. 

• The odds that children will use alcohol increases as they get older. Learn how to help 

your children make smart decisions by talking with them early about underage drinking. 

Please join us at a “Talk. They Hear You.” educational event on [DATE] at [TIME] at 

[LOCATION]. RSVP at [link]. 

Composing Tweets: 

Tweets are limited to 280 characters, so they are intentionally brief. Here are some tips on 

composing tweets: 

• Use only one tweet per topic. If you have multiple items you want to address, put 

each in its own tweet. It’s OK if you tweet them within a few minutes of each other. 

• Leverage your relationships. 

o Retweet. If you see a tweet that is relevant to your event, retweet it. This 

strengthens your relationship with the original tweeter and is faster than coming 

up with new content. 

o Use mentions. When you refer to another organization in a tweet, the 

organization is notified that you have mentioned it. This helps build your 

relationships and get you noticed. 

o Monitor your campaign/organization. Click your notifications tab to see who 

has mentioned you. Retweet relevant tweets to your followers, and include this in 

your planning. 

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o Twitter trends. Piggyback on Twitter’s trending topics if they relate to your event 

or underage drinking and drug use. Be sure to read about the trend first, to make 

sure it’s appropriate. 

o Use different Twitter formats. Organize or join Twitter events, such as Twitter 

chats and town halls. Be sure to include the event’s hashtag to delineate 

conversation. 

• Use hashtags. Hashtags help categorize tweets. When you type “#drugmisuse” or 

“#health” in your tweet and you have a public account, anyone who does a search for 

drug misuse or health topics may find your tweet. 

• Shorten URLs. Twitter counts any link as 23 characters, but using longer links— 

especially for news articles—can look ugly. To save space for the content of tweets, try 

to use a URL shortener. Free URL shorteners include Bitly and Google URL 

Shortener. 

o Frequency. Optimally, you should tweet several times per day, and tweets about 

your event should be a part of a larger dialogue. A tweet has a lifespan of about 

an hour, so be sure to space them out. 

o Make it manageable. Because Twitter content is ideally posted several times a 

day, it can seem like an overwhelming endeavor. We found it is helpful to have a 

number of people contribute content with a single manager in charge of posting 

it. 

o Planning. Planning your tweets in advance can also help you be strategic in your 

communication and managing the workload. Tweets can be written in advance, 

and a program such as Hootsuite can be used to schedule them to post 

automatically. 

Sample Tweets (double-check that your final tweet is no more than 280 characters) 

• Did you know that kids as young as 12 are trying marijuana? Come to a “Talk. They 

Hear You.” educational event on [DATE] at [TIME] at [LOCATION]. RSVP to the #TTHY 

event at [link]. 

• Get in the habit of having small conversations about #underagedrinking and 

#substanceuse with your children. Learn how at a “Talk. They Hear You.” educational 

event on [DATE] at [TIME] at [LOCATION]. RSVP to the #TTHY event at [link]. 

• Talking to children about #underagedrinking and #substanceuse directly & honestly 

makes them more likely to respect rules about alcohol & other drugs. Come to a “Talk. 

They Hear You.” educational event on [DATE] at [TIME] at [LOCATION]. RSVP to the 

#TTHY event at [link]. 

• Odds that children will use alcohol increase as they get older. Learn how to talk with 

kids about underage drinking at a “Talk. They Hear You.” educational event on [DATE] 

at [TIME] at [LOCATION]. RSVP to the #TTHY event at [link]. 

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Promotional Flyer 

This promotional flyer can be adjusted, printed/emailed, and distributed in advance of your 

event. Try to distribute it far and wide to let as many people know about your event as 

possible. 

Consider placing the flyer in schools, recreational centers, community centers, houses of 

worship, fitness clubs, grocery stores, and anywhere else you think is appropriate. 

Suggested copy (for design) 

Heading of Flyer: 

You’re Invited! 

Body of Flyer: 

Learn How to Talk About the Dangers of Underage Drinking & Substance Use 

In partnership with the national “Talk. They Hear You.”® campaign, sponsored by the Substance Abuse and 

Mental Health Services Administration, [Name of Local Campaign] is excited to host an educational event. Learn 

how to start the conversation and engage with young people about the dangers of underage drinking and 

substance misuse. 

Join us on [DATE] at [TIME] at [LOCATION]. RSVP by calling [NUMBER] or sending an email to [EMAIL 

ADDRESS]. 

Hope to see you there! 

Email Invitation 

Below is an email template to use for your educational event. We recommend sending the 

email invitation to your list of invitees at least 3 weeks prior to the event and then sending 

weekly follow-up invitations to those who have not responded. 

[MONTH] [DATE], [YEAR] 

Dear friends, 

Research suggests that one of the most important factors in healthy child development is a strong, open 

relationship with a parent or trusted caregiver. In fact, over 80 percent of young people ages 10–18 say their 

parents are the leading influence on their decision about whether to drink alcohol. People in every state are 

affected, prompting teachers, parents, caregivers, and medical, health, and public safety professionals to work 

together to tackle this emergency. 

We are excited to host an educational event on [DATE] at [TIME] at [LOCATION] to discuss how parents and 

caregivers can start the conversation and engage with young people about the dangers of underage drinking and 

drug use. During this event, supported by the Substance Abuse and Mental Health Services Administration’s 

“Talk. They Hear You.”® campaign, we will share information, materials, and personal stories aimed at providing 

easy and actionable guidance. 

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I hope you will join me at this important event! Please RSVP by [DATE] to [email address] to confirm your 

attendance. 

Sincerely, 

[NAME] 

[CONTACT INFORMATION] 

[REPEAT EVENT INFORMATION WITH FULL ADDRESS] 

Reaching Out to Local Media 

Notifying Media About Your Event 

Reaching out to local media outlets so they can report on your educational event is a great 

way to raise awareness within your community. We encourage you to offer reporters access to 

your event. 

Don’t worry if you haven’t reached out to media before; the “Talk. They Hear You.” 

communications team is always available to support you and answer any questions along the 

way. We have many additional resources and materials outside of what’s outlined in this event 

planning toolkit to help you effectively communicate about the campaign. 

Included below is a step-by-step guide on how to reach out to media, including templates for 

tools such as a pitch email and an event advisory. This email should go to media about a week 

before your event, with follow-up occurring by phone in the days leading up to your event. 

After your event, adjust the template press release and send it to media members with relevant 

details. Including photos and quotes from speakers is a must. If possible, make an event 

spokesperson available for interviews. 

Please keep in mind that media outlets that do not attend your event could still be interested in 

covering issues facing underage drinking and substance use. Establishing and fostering 

relationships with members of the media will be beneficial, and you can start by keeping local 

media outlets informed. 

How to Contact a Local Reporter 

1. Determine which reporter(s) to pitch. 

Identify the outlet(s) that you want to reach, and then seek out the health reporter’s 

contact information. If the outlet is small, it may not have a dedicated health reporter. In 

that case, you can reach out to the newsroom contact with your story idea. You’ll also 

want to send an email to the calendar or daybook editor informing him/her of your event 

beforehand. 

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2. Prepare to send your pitch. 

Equipped with your list of contacts (prepare a separate email for each contact), write a 

brief note as suggested below. 

Email subject line: 

Event for Parents/Caregivers: Talking with Kids about Drinking & Drug Use 

Body of email: 

Hello [Reporter Name], 

Research suggests that one of the most important factors in healthy child development is a strong, open 

relationship with a parent or trusted caregiver. In fact, over 80 percent of young people ages 10–18 say 

their parents are the leading influence on their decision about whether to drink alcohol. People in every 

state are affected, prompting teachers, parents, caregivers, and medical, health, and public safety 

professionals to work together to tackle this emergency. 

We are excited to host an educational event on [DATE] at [TIME] at [LOCATION] to discuss how parents 

and caregivers can start the conversation and engage with young people about the dangers of underage 

drinking and drug use. During this event, supported by the Substance Abuse and Mental Health Services 

Administration’s “Talk. They Hear You.”® campaign, we will share information, materials, and personal 

stories aimed at providing easy and actionable guidance. 

For more information and to RSVP, please contact [NAME] at [EMAIL] or [PHONE NUMBER]. Thank you 

for your consideration. 

[Email Signature] 

3. Send the email pitch. 

As mentioned in step 2, send a separate email to each contact on your list. Make sure 

you have included your phone number and email address for follow-up questions. 

Personalize the email as you see fit, especially if you know the reporter. 

4. Call to follow up. 

Follow-up is important. A mention of or story about your event is unlikely to materialize 

unless you call and make a compelling pitch, which includes offering an interview with a 

spokesperson/parent and offering suggestions for visuals. An effective follow-up call will 

stress why talking with young people about the dangers of underage drinking and 

substance use is important and interesting to readers/viewers/listeners. 

5. Work with the reporter, and prepare your spokesperson. 

Once you get the green light from a reporter, work with him/her to fully understand the 

angle that he/she wishes to pursue. As the media contact, you are the designated 

liaison between the reporter and any requested interview subjects—campaign 

spokesperson or parent/caregiver. It’s your responsibility to alert the interview subject of 

the request and to help prepare him/her for the interview. 

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6. In the event you are pressed for time. 

You can send a media advisory to a large list of reporters notifying them about the 

event. The following is a template event advisory that you can email. It is slightly less 

personal but still an excellent way of letting the media know about your event. 

Sample Media Advisory to Alert Reporters of the Upcoming Event 

EVENT FOR PARENTS/CAREGIVERS: TALKING WITH KIDS ABOUT DRINKING AND SUBSTANCE USE 

What: Research suggests that one of the most important factors in healthy child development is a strong, open 

relationship with a parent or trusted caregiver. In fact, over 80 percent of young people ages 10–18 say their 

parents are the leading influence on their decision about whether to drink alcohol. People in every state are 

affected, prompting teachers, parents, caregivers, and medical, health, and public safety professionals to work 

together to tackle this emergency. 

Why: Parents and caregivers don’t always know how to start the conversation and engage with young people 

about the dangers of underage drinking and drug use. During this event, supported by the Substance Abuse and 

Mental Health Services Administration’s “Talk. They Hear You.”® campaign, attendees will be provided with 

information, materials, and personal stories aimed at providing easy and actionable guidance. 

When: 

[DATE] 

[TIME] 

Where: 

[ADDRESS] 

[CITY], [STATE] [ZIP] 

Who: 

Speakers include the following: 

[NAME], [TITLE], [TOPIC SPEAKING ON] 

[NAME], [TITLE], [TOPIC SPEAKING ON] 

RSVP: 

To RSVP or to learn more, contact [NAME] at [EMAIL] or [PHONE NUMBER]. 

### 

Sample News Release Summarizing the Outcome of the Event 

A short, compelling news release is an effective way to share the success of your event after it 

happens. Sending a news release immediately after your event provides an opportunity to 

follow up with media outlets that did not attend. It also provides an opportunity to offer 

interviews and/or spokespeople as resources for future stories related to underage drinking 

and drug use. The following is a template news release. 

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Sample news release: 

Contact: 

[CONTACT NAME] 

[CONTACT PHONE NUMBER] 

[CONTACT EMAIL ADDRESS] 

[NAME OF COMMUNITY] MEMBERS GATHER TO LEARN TIPS FOR TALKING WITH KIDS ABOUT 

DANGERS OF UNDERAGE DRINKING AND DRUG USE 

The “Talk. They Hear You.”® campaign provides information and resources to get the conversation 

started. 

[Local City, State] – [Date of Release] – Local parents, caregivers, educators, youth leaders, and concerned 

citizens met today at [LOCATION OF EVENT] in [CITY] to learn about the Substance Abuse and Mental Health 

Services Administration’s “Talk. They Hear You.”® campaign. This national initiative provides information and 

resources to help parents and caregivers get the conversation started in order to engage with young people about 

the dangers of underage drinking and drug use. 

Research suggests that one of the most important factors in healthy child development is a strong, open 

relationship with a parent or trusted caregiver. In fact, over 80 percent of young people ages 10–18 say their 

parents are the leading influence on their decision about whether to drink alcohol. People in every state are 

affected, prompting teachers, parents, caregivers, and medical, health, and public safety professionals to work 

together to tackle this emergency. 

The gathering brought together a cross section of citizens seeking to learn how to better engage with our 

community’s youths. They learned a number of startling facts, including that less than 8 percent of 12–13-yearolds say they have tried alcohol and less than 2 percent have tried marijuana but by ages 16–17, those 

proportions jump to almost half and nearly one-third, respectively. 

“The bottom line is that by talking early and often with our children about the risks of underage drinking and drug 

use, we have a greater chance of influencing their positive decisions,” said EVENT HOST/SPOKESPERSON. 

“Meeting together as a community gave us a chance to share information, role-play, and learn about the 

campaign’s terrific resources.” 

Visit the “Talk. They Hear You.” campaign’s website, at www.underagedrinking.samhsa.gov, to find easy-to-use 

and actionable guidance, information, and resources needed to get the conversation started. 

About SAMHSA 

The Substance Abuse and Mental Health Services Administration (SAMHSA) is the agency within the U.S. 

Department of Health and Human Services (HHS) that leads public health efforts to advance the behavioral 

health of the nation. SAMHSA’s mission is to reduce the impact of substance abuse and mental illness on 

America’s communities. 

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Final Preparations for Event 

Pre-event Call with Speakers 

In addition to the initial conference call held with speakers at the beginning of the event 

planning process, it is a good idea to host another speaker call a few days prior to the event. 

During this call, you can review the agenda, determine a speaking order, and answer any 

questions the speakers may have. 

Email Reminders 

Draft and send email reminders for confirmed attendees, speakers, and members of the 

media. This email should be sent a few days before the event, as well as on the morning of the 

event, as appropriate. 

Sample RSVP confirmation email: 

Subject line: [DATE]: – Confirmed “Talk. They Hear You.”® Educational Event 

Good [morning/afternoon], 

We are excited to see you at the “Talk. They Hear You.”® campaign educational event on [DATE] at [TIME] at 

[LOCATION]. Together, we will learn about the information and resources provided by the campaign to help 

parents and caregivers get the conversation started in order to engage with young people about the dangers of 

underage drinking and drug use. 

We look forward to having you. If you can no longer attend, please let us know at [PHONE NUMBER] or [EMAIL]. 

See you on [EVENT DAY], 

[NAME] 

[CONTACT INFORMATION] 

Day-of-event Timeline 

Create a day-of timeline for your event to keep you organized on the day of the event. The 

document can be as simple as a one-pager consisting of time stamps to ensure you know the 

timing for the following: 

• Putting refreshments out; 

• Testing the microphones and other AV/computer equipment; 

• Speakers’ arrival; 

• Displaying the informational materials; 

• Guests’ arrival; 

• Reporters’ arrival and who will greet them; and 

• Sending the news release after the event. 

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Capturing the Event in Photos 

Taking photos of your event is incredibly important in spreading the word about how parents 

and caregivers can start the conversation and engage with young people about the dangers of 

underage drinking and drug use. The campaign welcomes photos of presenters, attendees, 

posters, and more. Caption photos with the name of your event, the names of people in the 

photos, and the date and location of the event. 

By sharing your photos, your event becomes a part of our national awareness-raising effort. 

Don’t forget to also share your photos on social media. 

Post-Event To-Do List 

Sample Thank-you Notes 

Just because your event is over doesn’t mean the work is done! Now is the time to follow up 

and capitalize on the momentum from your event to underscore the importance of talking with 

young people about the dangers of underage drinking and drug use. 

It is important to send tailored thank-you notes to speakers and partners and a blanket thankyou email to attendees. Be sure to include the campaign’s web address. These 

communications should be sent within 72 hours of the event. Also consider thank-you posts on 

social media that include event photos. 

Sample Thank-You Notes (Speakers and Attendees) 

To show your appreciation for those who participated in your event, don’t forget to thank them. 

This is also a great opportunity to follow up and remind your attendees of the resources 

provided by the campaign. 

Attendee Thank-You Note: 

Dear [NAME], 

Thank you so much for attending the “Talk. They Hear You.”® educational event [last week]. We appreciate your 

interest and commitment to reaching out to our community’s young people about staying healthy and safe. 

Please continue to help us spread the word about the campaign and its resources. We encourage you to share 

your experience with your family, friends, and colleagues! Please remind them to check out the campaign 

website: www.underagedrinking.samhsa.gov. 

Thank You, 

[NAME] 

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Speaker Thank-You Note: 

Dear [NAME], 

Thank you once again for participating as a speaker at the “Talk. They Hear You.”® educational event [last week]. 

By helping others learn about the informational and useful resources provided by the campaign, we are actively 

working toward keeping our community’s young people healthy and safe. 

We welcome your efforts to continue sharing your experience with your family, friends, and colleagues. Please 

remind them to check out the campaign website: www.underagedrinking.samhsa.gov. 

Thank you, 

[NAME] 

Social Media Engagement 

After your event, please don’t forget to share highlights with your friends and followers on 

social media. Below are a few sample Facebook posts and tweets you can tailor as 

appropriate. 

Facebook Post 

It was great to see so many of you at the “Talk. They Hear You.” educational event! Together, 

we learned how to talk with young people about the dangers of #underagedrinking and 

#substanceuse. We’d love to hear from you. Please send us your news and pictures. #TTHY 

Sample Tweets 

• Thanks for attending our #TTHY educational event! Together, we can learn how to 

engage with our kids to keep them healthy & safe from #underagedrinking & 

#substanceuse. [Photo from Event] 

• Commitment, dedication, & passion for protecting our kids & keeping them healthy & 

safe from #underagedrinking & #substanceuse. Thanks for joining us! [Photo from 

Event] 

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