ARCHIVAL DELIVERABLE / MARCH 2023 Event promotion · community participation
BOARD & COMMUNITY SERVICEHOSPICE CUP / COMMUNITY COMMUNICATIONS
Give people a reason to take part.
The art-selection invitation connects the annual event’s visual identity with a clear opportunity to participate: join the reception and vote for the official artwork.
The piece brings the date, gallery location, and action into one compact promotion. A specific invitation gives the community an immediate role in the event, with the information needed to attend and participate.
My role: Communications Director and board member, 2022–2024.
Original invitation sourced from Canva. Featured paintings belong to their respective artists. Attendance and fundraising results are not claimed.
COMMUNICATIONS ANALYSIS
A specific invitation lowers the barrier to participation.
The invitation gives readers a concrete role: attend the reception and help select the artwork. The featured art connects the event to a creative community, while the date, time, and location make the next step practical.
This original piece demonstrates community-facing communication within my nonprofit board role. It supports a conversation about audience, message, and execution; the artifact alone does not establish attendance, donations, or retention.
A fuller communications plan built around the March 2023 art-selection reception. The original invitation is archival work; the sequence and copy below are newly developed portfolio examples.
Communication challenge
The invitation needs to answer both “Why should I care?” and “What do I do next?” Art selection creates a specific reason to engage before the main event and gives attendees a voice in its visual identity.
Audience hypothesis
Connect existing event supporters with local arts audiences and people new to Hospice Cup. These are proposed audience groups, not a claim about the original mailing list.
Message & action
Help choose the art that represents Hospice Cup. Lead with participation, support it with the event details, and give readers one next step: attend the reception and vote.
Ownership & coordination
My documented role was Communications Director and board member. For this extended plan, I would coordinate dates and voting details with event organizers, confirm artwork credits and usage, and secure approval before distribution.
Proposed communications sequence
Moment
Asset & purpose
Action
Two weeks before
Email invitation and event page with consistent logistics
Save the date
One week before
Social artwork preview, with artist permission and credits
Plan to attend and vote
One day before
Brief reminder for the approved audience
Check time and location
At the reception
Clear voting instructions and an optional future-updates sign-up
Participate; choose whether to stay connected
Within three days
Thank-you and selected-art announcement, once approved
Follow the next event update
RECONSTRUCTED EMAIL / PORTFOLIO WRITING SAMPLE
Help choose the art for Hospice Cup.
Subject: Your vote. This year’s Hospice Cup artwork.
Preview: Join the Art Selection Reception on March 30.
Come for the art. Have a say in what comes next.
Join us at MFA Circle Gallery in Annapolis on March 30, 2023, from 6 to 8 p.m. for the Hospice Cup Art Selection Reception. Explore the featured artwork and vote for the piece that will represent this year’s event.
Call to action: Join us and cast your vote.
New writing using the archival invitation’s details. This is not a current event notice or a claim about the original email copy.
Measurement that fits the event
Separate promotion from participation: track email delivery and event-page clicks, then use check-in and valid-ballot counts to describe attendance and voting. Record new update subscriptions only where people explicitly opt in.
To assess change over time, compare the same measures with the previous equivalent reception and document differences in venue capacity, promotion, or counting method. Attribute donations to this campaign only if gift records support that connection.
What the evidence establishes
An original event invitation, a defined participation action, and my communications and board role. The expanded plan demonstrates how I would connect audience, sequencing, approvals, and measurement.
What remains unverified
Original distribution channels, approval history, attendance, votes, opt-ins, donations, and changes versus prior years. These should be added only when campaign records can substantiate them.
Elizabeth Carpenter