WOMEN’S HEALTH AND WELLNESS

PROTOCOL FOR CONFIRMING SPEAKERS, SEMINAR HOSTS, AND

TABLERS, AND DONATION OF GOODS.

1. Compile a list of contact persons from Lavender Listings,

Yellow Pages, personal contacts, on-line resources, etc.
This list should be divided into categories based on
services provided (i.e. cancer prevention, gen. health
care, child services (adoption/insemination, etc.)
2. Make sure to email contact list to other volunteers the
day prior to contacting list to ensure there are no
duplication of phone calls.
3. Continue to update contact list and email to keep other
volunteers apprised of progress.
4. Working from this list, make introductory phone calls,
establish contact with key person in the organization
that approves company participation in community
events and donation of materials.
5. Once contact has been established, continue with ‘first
ask’ (under 15 minutes to respect time constraints of
individual.)

-Sample First Ask:

‘Hi my name is Melissa Reed, co-chair of Girl Spot
Columbus, a local women’s social group. Together with
Stonewall LGBT Community Center, we are hosting a
women’s health and wellness fair on July 14th from 11-
4pm.

We are currently seeking local health care providers to

table, speak and conduct seminars and workshops at the
fair.
 By participating in this event you will be donating the
valuable resources you provide and reaching an at risk
group of women

In addition, this event will provide your organization with

the unique advantage of reaching a large collection of
women who are by their participation in the fair,
demonstrating their need for health care services and
information.

We would like to extend your organization a personal

invite to this event. Space is limited at this point, but we
feel the services you provide to the community are
invaluable.

Every effort will be made to accommodate the type of

space you deem necessary for the promotion of your
organization.

What type of presentation would best suit the

information you will be sharing?’
6. Regardless of response, ask for email address for key
contact handling this type of request. Tell them you
would appreciate their continued consideration of the
importance of their involvement. You would like to send
them a formal invitation to the event, detailing its scope
and structure as well as a registration form.
7. Inform individual that you will be contacting them in 2-3
business days to follow-up.
8. Email formal invitation and registration form.
9. Log details collected from conversation on ‘Phone log’
Remember to keep only one list going and document all
calls made. As your contacts grow so should your list.
However, you may mark off those that have said they
aren’t interested. This organizational style will give you
a clearer indication of the time you have invested and a
completed list of participants to contact for next year’s
fair.
10.Once you have organization interested in participating,
make sure you have emailed the invite and registration
 form. You must secure a completed registration form to
officially register them for the event.
11. Email a list (to be created) of required materials, i.e.
table, chair, materials to present, 10X10 tent (offer if
they don’t have) This email will also document set-
up/tear-down procedures, sign-in times, help desk
services provided and other key details yet to be
determined. (rain contingency plan)
12.Send out letter of thanks immediately, for commitment
to participating. Letter will specify a date that G-Spot
will be following up with organization and going over any
last minute questions/details regarding the event. (at
least 2 weeks prior to event date)
13.Perform the follow-up 2 weeks prior to event.
14.Create temporary map of event set-up and change based
on cancellations from 13.
15.Call 48 hours prior to event to confirm…handling any last
minute needs and provide participant several cell phone
contact numbers and directions to FAC.