Alpha Omicron Pi
PR in a Box
Fall 2011
TABLE OF CONTENTS
Included Items...........................................................................................Page 3
Planning Instructions..............................................................................Page 4
Post-Project Instructions ......................................................................Page 4
Timeline .....................................................................................................Page 5
Suggested Items........................................................................................Page 6
Packaging Instructions............................................................................Page 7
Shipping Instructions...............................................................................Page 8
Advertising Ideas ....................................................................................Page 9
Pre-Event Media Release......................................................................Page 10
Post-Event Media Release ...................................................................Page 11
Public Service Announcement.............................................................Page 12
Informational Overview of Sisters for Soldiers..............................Page 13
Solicitation Letters ................................................................................Page 14
Event Evaluation....................................................................................Page 15
SISTERS FOR SOLDIERS
INCLUDED ITEMS
For Print
*All of the graphic design elements can be printed locally or by using an internet printer. AOII uses multiple internet printers that are fast and economical—our recommendations are www.psprint.com and www.acidflyers.com.
Logos: Use this graphic element for electronic communication and social media promotions.
Flyers: This document is designed to be able to print yourself or through a printer in color or grayscale.
Buttons/Stickers: This element can be printed as a button or a sticker—whichever you prefer. If you
have a button maker, your chapter can print this image manually or you can take the design to a local
or internet printer to have stickers printed*.
T-Shirts: No event is ever complete without a t-shirt! The vector image included can be taken to a
t-shirt printer and downloaded for processing. Make sure to use a Greek Licensed vendor--our preferred vendor is Get Some Greek at www.getsomegreek.com.
Table Tents: These can be printed in color or grayscale using your own personal printer with the PDF
version of the image. The 8.5 x11” document has been designed as a trifold, self-standing table tent.
Banners: Because of the size, you will have to use a printer for the banner. Using the size of 3’x 6’, it
will definitely be an attention-grabber.
Postcards: The 5.5 x 4.25” postcard is a great way to get the local alumnae involved in your project.
Newspaper Advertisement: This ad should be forwarded to the local newspaper for print.
For Distribution
Pre-project media release: With the template already written, you will just need to insert the specifics
of the project into the release before distribution. This will need to be mailed at least two weeks prior
to the project deadline.
Post-project media release: With the template already written, you will just need to add the specifics
regarding the outcome of the project. Remember to include pictures of the project, as the newspaper
will be more likely to print a story that is accompanied with a good photo!
Public Service Announcement: This should be forwarded to the local radio station, along with the preproject press release at least two weeks prior to the project deadline.
Letter to Other Organizations: If you want to ask other organizations to participate, you should include a personal letter along with an overview of the project. These should be mailed at least one
month prior to the project deadline.
An Overview of Sisters for Soldiers: The overview is a one-page description of the Sisters for Soldiers
initiative and its connection with Alpha Omicron Pi. It is suggested that you include this overview
with personal letters that your chapter sends for support.
SISTERS FOR SOLDIERS
PLANNING INSTRUCTIONS
Planning
Organization and pre-planning will ensure that your chapter will conduct a successful “Sisters
for Soldiers” project. Use the included resources, timeline, and promotional tools to track the
progress of the event planning.
Committee
Use a committee to help you with the preparations for the project. You should also enlist the
assistance of the Philanthropy Chair and the Vice President of Communications for the chapter.
Planning Your Project
Establish a drop off location for each of the boxes.
Identify a project manager who will be responsible for compiling the boxes and shipping them
to the enclosed address.
Outline the activity level of your project:
What kind of project do you want this to be?
Who do you want to ask to participate?
What role do you want your members to play in the project?
POST PROJECT LOGISTICS
Show Appreciation
Remember to send personal thank-you notes to organizations that participated.
Give Feedback
Complete the enclosed survey and submit to [email protected]
SISTERS FOR SOLDIERS
TIMELINE AND CHECKLIST
Immediately
 Appoint a committee.
 Set a goal of how many boxes you would like to collect.
 Plan the date in which you like to ship your care packages
One Month Prior
 Seek outside participation: Every great project has outside participation. Remember to
send letters to community businesses, other Greek organizations, neighboring alumnae
chapters, and local civic organizations. Make plans to attend their meeting for personal
invitations of participation, if possible.
 Decide which promotional materials you will use. Make arrangements to have these
printed as well. Get permission to hang signs or display table tents, if needed, before
you print anything.
 Send out a teaser e-mail to the chapter to get them excited about the project.
Two Weeks Prior
 Send press release to local news outlets: Utilize the tools in the media kit for your benefit. Send the updated press release to all local newspapers and radio stations.
 Remember to use the sample public service announcements as well. Check with all organizations to whom your chapter sent participation requests in order to see if they are
participating in the event.
 Advertise on campus or in the community: An extensive template of design materials
can be found in the media kit. Samples of signs, flyers, banners, table tents, buttons, and
newspaper advertisements are included in the packet.
One Week Prior
 Make sure to get boxes and labels for the shipment of the care packages.
 Send follow-up reminders to other organizations to continue their interest in participating in Sisters for Soldiers.
SISTERS FOR SOLDIERS
SUGGESTED ITEMS FOR CARE PACKAGES
Helpful tips for packing:
-Always include a “thank you” note from AOII to your soldier—even a card that is signed
by all of the chapter members. Be sure to include your chapter’s mailing address.
-All food items must be in the manufacturer’s original packaging.
-Ziploc bags make sure that potentially leaky items don’t make a mess during shipping,
and service members use them to keep sand out of their things while in the desert.
Reading material:
Magazines
Books
Cross word puzzles
Food:
Small drink mix packets
Candy that will not melt
Trail mix
Clothing:
T-shirts
Pajama Pants
Gym Shorts
Any college-themed t-shirts (Soldiers enjoy having something “not military” to put on during
down time.)
Games:
Any type of board game (Checkers, Chess, Monopoly etc.)
Golf balls and tees (Contact your local golf course to see if they might be willing to donate
these towards the Sisters for Soldiers project)
Frisbees, footballs, soccer balls, used bats and softballs
Decks of cards
Used movies and games from rental stores
Anything remote controlled...planes, helicopters, cars etc. It doesn't have to be anything big
and fancy (these can be found at a low cost at Walgreens, CVS, etc).
Water balloons, sling shots
Miscellaneous Items:
Random calendars (2011 or 2012 calendars of sports, cars, etc.)
Air fresheners for rooms and trucks
SISTERS FOR SOLDIERS
PACKING INSTRUCTIONS FOR CARE PACKAGES
*Courtesy of the United States Postal Service: www.usps.com/supportingourtroops
There are certain factors to consider when sending packages to our troops overseas. To make
sure package contents arrive in good shape, take these into consideration.
Extreme Temperatures: Desert temperatures typically exceed 100 degrees.
The Box: Select a strong box with room for cushioning. On recycled boxes, cover all previous
labels and markings with a heavy black marker or adhesive labels.
Cushioning: Place the cushioning all around your items. Close and shake the box to see
whether you have enough cushioning. Add more newspaper, Styrofoam or cushioning material if you hear items shifting.
Batteries: Battery powered items will sometimes get turned on during shipment. Remove and
wrap the batteries separately.
Sealing: Tape the opening of the box and reinforce all seams with 2 inch wide tape. Use clear
or brown packaging tape, reinforced packing tape or paper tape. Do not use cord, string or
twine.
Include a card describing the contents: Improperly wrapped packages can fall apart during
shipment. Including a card inside, listing the sender’s and recipient’s addresses plus a description of the contents, helps in collecting the items.
BOXING YOUR CARE PACKAGES
Priority Mail® Flat Rate Boxes provide a quick, easy, and convenient way for you to ship Priority Mail packages to military personnel serving overseas. The Priority Mail Flat Rate Box
features predetermined rates regardless of weight (domestically) or destination, similar to our
other Flat Rate products.
If you choose not use a Priority Mail® Flat Rate Box, the following dimensions are recommended: 12” x 12” x 5-1/2”.
SISTERS FOR SOLDIERS
SHIPPING INSTRUCTIONS FOR CARE PACKAGES
All care packages will be shipped to one of three different warehouses associated with Soldiers’
Angels. The boxes will then be distributed overseas to troops with the highest need.
Please include a note inside each box of donations that contains your name, address,
phone number, and an itemized list of contents with estimated value.
Please ship care package items to the warehouse nearest you:
Soldiers' Angels
112 Greenhill Road
Ramseur NC 27316
Soldiers' Angels
1792 E Washington BLVD
Pasadena, CA 91104
Soldiers' Angels
4408 N PanAm Expressway
San Antonio, TX 78218
SISTERS FOR SOLDIERS
ADVERTISING IDEAS
Facebook and Twitter:
 Use your chapter’s visibility on these sites to promote the upcoming service project.
 Use the personal pages of your individual chapter members and alumnae to promote the
project.
 Use the provided Sisters for Soldiers logos in online promotions.
Solicit participation from other Greek organizations, campus and community organization,
local Greek alumnae chapters, local professional chapters, area businesses and churches:
 Attend chapter and alumnae meetings of other fraternities and sororities.
 Attend meetings of other organizations, professional groups, churches, etc.
 Bring copies of the provided Sisters for Soldiers overview and list of suggested items.
Promote the Sisters for Soldiers project on campus:
 Make a sign to hang at campus and local sporting events.
 Sponsor an ad in the local and campus newspapers.
 Use sidewalk chalk and dry erase markers on campus sidewalk and mirrors.
Begin an e-mail invitation chain:
 Have all chapter members send it to at least five people requesting their participation.
Send press releases to all media outlets.
Ask all alumnae that attend other events to invite an AOII friend to participate.
Invite the participation of the local collegiate/alumnae chapter.
SISTERS FOR SOLDIERS
PRE-EVENT PRESS
RELEASE
FOR IMMEDIATE RELEASE
Contact: Name
Vice President of Communications
Alpha Omicron Pi Fraternity
Phone
E-Mail
News Release
Date
Members of <Insert Chapter Name> Serve as “Sisters for Soldiers” Overseas
Name of City, State- The sisters of the <Name of the Chapter> of Alpha Omicron Pi at <Name
of University> are showing their gratitude and support to soldiers stationed overseas.
Inspired by a young woman’s desire to serve as a sister to soldiers stationed in Iraq, the “sisters
for soldiers” program allows members to make care packages for overseas troops. The program
helps to bring a sense of joy to each soldier who is constantly preoccupied with the emotions associated with war. While including basic necessities, sisters are encouraged to personalize their
boxes with handheld games, golf balls, cards, puzzles, etc. This unique twist to the standard care
package is aimed at showing our appreciation to our armed forces.
<Insert collection information here>
Members in the organization, as well as individuals in the campus and community, are gathering
items to send to over <insert number> soldiers stationed overseas.
<INSERT QUOTE about the PROJECT>
For more information about how you can help AOII in their efforts to support the United States
Armed Forces, please contact (INSERT NAME OF EVENT CONTACT) at (PHONE OF CONTACT).
Alpha Omicron Pi was founded in 1897 at Barnard College of Columbia University in New York
City. AOII has over 151,000 initiated members in 190 collegiate chapters and over 250 alumnae
chapters across the United States and Canada. Alpha Omicron Pi is an international women’s fraternity promoting friendship for a lifetime, inspiring academic excellence and lifelong learning,
and developing leadership skills through service to the Fraternity and community.
###
SISTERS FOR SOLDIERS
POST-EVENT PRESS
RELEASE
FOR IMMEDIATE RELEASE
News Release
Contact: Name
Vice President of Communications
Alpha Omicron Pi Fraternity
Phone
E-Mail
Date
Members of <Insert Chapter Name> Serve as “Sisters for Soldiers” Overseas
Name of City, State- The sisters of the <Name of the Chapter> of Alpha Omicron Pi at <Name of
University> sponsored a “Sisters for Soldiers” event to support deployed military personnel stationed overseas.
Inspired by a young AOII’s desire to serve as a sister to soldiers stationed in Iraq, the “Sisters for
Soldiers” program allows members to make care packages for overseas troops. As an international
service initiative, the <INSERT CHAPTER NAME> Chapter of AOII at <INSERT SCHOOL
NAME> was joined in their “Sisters for Soldiers” initiative by chapters across North America.
Partnered with Soldiers’ Angels, the program was designed to distract deployed soldier who is constantly preoccupied with the emotions associated with being deployed. While including basic necessities, sisters are encouraged to personalize their boxes with handheld games, golf balls, cards,
puzzles, etc. This unique twist to the standard care package is aimed at showing our appreciation to
our armed forces.
<INSERT COLLECTION INFOMRATION HERE>
Members in the organization, as well as individuals in the campus and community, have gathered
items to send to over <insert number> soldiers stationed in overseas.
<INSERT QUOTE about the PROJECT>
Alpha Omicron Pi was founded in 1897 at Barnard College of Columbia University in New York
City. AOII has over 151,000 initiated members in 190 collegiate chapters and over 250 alumnae
chapters across the United States and Canada. Alpha Omicron Pi is an international women’s fraternity promoting friendship for a lifetime, inspiring academic excellence and lifelong learning, and
developing leadership skills through service to the Fraternity and community.
###
SISTERS FOR SOLDIERS
PUBLIC SERVICE
ANNOUNCEMENT
For Release on (INSERT DATE 2 WEEKS PRIOR TO PROJECT BEGINNING)
60 Seconds
Alpha Omicron Pi
ANNCR: AOII is showing their appreciation to the men and women protecting our freedom
by sending personalized care packages to soldiers stationed around the world. The “Sisters
for Soldiers” program helps to bring a sense of joy to each soldier who is constantly preoccupied with the emotions associated with deployment. While including basic necessities, sisters
are encouraged to personalize their boxes with handheld games, golf balls, cards, puzzles, etc.
This unique twist to the standard care package is aimed at showing our appreciation to our
armed forces.
Participate in the “Sisters for Soldiers” and brighten up a soldier’s day. If you would like to
learn more about the “Sisters for Soldiers” contact (INSERT NAME) at (INSERT PHONE
NUMBER or EMAIL).
###
SISTERS FOR SOLDIERS
SISTERS FOR SOLDIERS OVERVIEW
Alpha Omicron Pi is committed to not only striving to exceed the expectation within
our fraternity, but also when we turn our attention to the world around us. One of the founding principles of AOII is to be of service to others - to bring into the world around us a spirit
of love, as an opportunity to give something back to the communities where we are citizens.
Our sisterhood is a gift, and we share our gift of friendship through philanthropic events and
community service.
Spearheaded by an AOII member of the Delta Delta Chapter at Auburn University,
“Sisters for Soldiers” debuted in 2007. Inspired by a young woman’s desire to serve as a sister
to soldiers stationed in Iraq, the program allows members to make care packages for overseas
troops to help bring a sense of joy to each soldier who is constantly preoccupied with the emotions associated with war. While including basic necessities, sisters are encouraged to personalize their boxes with handheld games, golf balls, cards, puzzles, etc. This unique twist to the
standard care package is aimed at showing our appreciation to our armed forces.
Alpha Omicron Pi Fraternity launched the international “Sisters for Soldiers” campaign in 2011 in partnership with Soldiers’ Angels. Founded in 2003, Soldiers’ Angels is a volunteer based nonprofit organization that provides aid and comfort to the men and women of
the United States Army, Marines, Navy, Air Force, Coast Guard, and their families. Through
their partnership with Alpha Omicron Pi, Soldiers’ Angels provides shipping labels with the
names and addresses of soldiers stationed throughout the world.
For more information about how you can help AOII in their efforts to support the
United States Armed Forces, please contact (INSERT NAME OF EVENT CONTACT) at
(PHONE OF CONTACT).
SISTERS FOR SOLDIERS
LETTER TO OTHER
ORGANIZATIONS
<INSERT DATE>
Alpha Omicron Pi <INSERT Chapter Name>
Name of Contact
Street Address
City, State, and Zip Code
Dear Partner:
To support those who are serving our country overseas, the <INSERT CHAPTER NAME>
of Alpha Omicron Pi will be collecting items for care packages to send to soldiers stationed
overseas. We will be hosting a care package item drive <INSERT DATE> on. We would
love to have your assistance in order to make this collaborative effort a complete success!
The Delta Delta Chapter at Auburn University debuted “Sisters for Soldiers” in 2007. Inspired
by a young woman’s desire to serve as a sister to soldiers stationed in Iraq, the program
allows members to make care packages for overseas troops to help bring a sense of joy to each
soldier who is constantly preoccupied with the emotions associated with war. While including
basic necessities, sisters are encouraged to personalize their boxes with handheld games, golf
balls, cards, puzzles, etc. This unique twist to the standard care package is aimed at showing
our appreciation to our armed forces.
Alpha Omicron Pi Fraternity launched the “Sisters for Soldiers” campaign internationally in
2011 in partnership with Soldiers’ Angels. We provided the chapters with an outline of the
campaign, as well as all promotional materials that were needed to ensure the campaign’s success. To illustrate the magnitude of the project, AOII will be writing a feature for “Sisters for
Soldiers” in the upcoming issue of our magazine, To Dragma. Although we expect to have a
variety of chapters to feature, AOII wanted to show our participation in the project as well.
Therefore, AOII International Headquarters will be hosting our own care package project as
well.
As a valued vendor, we wanted to involve you in our service project to ensure its success. We
will be collecting care package items through <INSERT TIMELINE>, and would welcome
your help! We appreciate your consideration and look forward to completing a successful
philanthropic event for a very deserving organization!
Sincerely,
Courtney Dillard, Director of Communications
SISTERS FOR SOLDIERS
SISTERS FOR SOLDIERS
SURVEY
Name of Chapter
Position Within Chapter
E-Mail Address
PLANNING (Rate the following 1-5, with 1 being the worst and 5 being the best)
1 2 3 4 5 Rate how well-received the idea of the event was from the chapter
1 2 3 4 5 Rate the effectiveness of materials provided for the event
1 2 3 4 5 In comparison to other events, rate the ease of planning
Identify the chapter’s use of the following materials provided:
Yes or No Press Releases
Yes or No Letter to other organizations
Yes or No Newspaper Advertisement
Yes or No Radio Public Service Announcement
Yes or No Table Tents
Yes or No Buttons
Yes or No T-Shirts
Yes or No Signs
Yes or No Banners
IMPLEMENTATION
Number of AOII Participants in the event
Number of non-AOII Participants in the event
Estimated number of boxes collected from the event
CONCLUSION
1 2 3 4 5 Rate the chapter’s overall success with the project
Are there any changes that your chapter would make to the overall logistics of this event?
Yes or No Will your chapter participate in this event again?
Yes or No Would your chapter consider participating in other philanthropic events that are initiated through
AOII International Fraternity?
Additional Comments
**Please remember to send pictures to To Dragma, as they will be needed for an upcoming magazine article. These
should be e-mailed to To Dragma at [email protected] or mailed to: AOII International Headquarters,
Attn: Mariellen Sasseen, To Dragma Editor; 5390 Virginia Way; Brentwood, Tennessee 37027
SISTERS FOR SOLDIERS