(March 7, 2012) Mike Gustafson, Executive Director at the College Baseball Hall of Fame, recently posted this question and comment on the International Sports Heritage Association listserv for responses from other ISHA members:
Would any of you be willing to share your communications process and/or materials regarding communicating the news of their induction with the inductees themselves?
I’m interested in hearing about the process you use to inform them, as well as seeing anything you are willing to share in terms of the information you send them about the induction festivities, etc. We’ve sent a small 3-ring binder of info in the past and with each passing year I like it less and less. Sigh. In other words, I’m open to some fresh perspectives and new ideas!
I responded with the process I am most familiar with and wanted to share that response with all my column readers:
At the National Soccer Hall of Fame, communication with the newly s/elected Hall of Famer was a multi-step process.
It began with a congratulatory call by the president of the Hall of Fame. At that point a second call was scheduled with the staff member who handled the detailed communications with the inductee.
The second call had many objectives, from work in preparing a public announcement and press release to confirming addresses, phone and FAX numbers, date of the induction ceremony and the preliminary planning of travel and travel party. Also discussed was who would act as presenter at the ceremony. During this call it was clearly established what the Hall of Fame would pay for during the induction event.
The call was followed up by a letter that outlined the same points in detail and, in essence, put the information given during the call on paper.
What I found to be true was that multiple follow-up calls were necessary to keep the process on time! We presented a ring and jacket – getting sizes was a challenge sometimes as was finalizing travel and housing, for example.
A key point in this was to learn who is the really responsible partner; who does the planning for the inductee and family? Sometimes it is the inductee, but it can also be a spouse, parent, business partner, or…? Strive to identify who keeps the inductee on schedule/grounded as early as possible and include that person in all communications.
It proved to be a never ending process in some cases, while in others the time lines were met and everything went smoothly. Everyone is different.
Jack Huckel, Founder & Principal of J.R. Huckel & Associates, offers election and induction consulting services to Halls of Fame. Jack served the National Soccer Hall of Fame and Museum as Director of Museum and Archives for 9-1/2 years after more than 10 years as a volunteer. More information is available at the firm’s web site. He can be reached at jack@jrhuckel.com or 518/852-3033.
Jack is a member of the International Sports Heritage Association and is also a member of the National Soccer Coaches Association of America Board of Directors’ Executive Committee. He will become president of the NSCAA in January of 2013.
I’m interested in hearing about the process you use to inform them, as well
as seeing anything you are willing to share in terms of the information you send them about the induction festivities, etc. We’ve sent a small 3-ring binder of info in the past and with each passing year I like it less and less. Sigh. In other words, I’m open to some fresh perspectives and new ideas!
I responded with the process I am most familiar with and wanted to share that response with all my column readers:
At the National Soccer Hall of Fame, communication with the newly s/elected Hall of Famer was a multi-step process.
It began with a congratulatory call by the president of the Hall of Fame. At that point a second call was scheduled with the staff member who handled the detailed communications with the inductee.
The second call had many objectives, from work in preparing a public announcement and press release to confirming addresses, phone and FAX numbers, date of the induction ceremony and the preliminary planning of travel and travel party. Also discussed was who would act as presenter at the ceremony. During this call it was clearly established what the Hall of Fame would pay for during the induction event.
The call was followed up by a letter that outlined the same points in detail and, in essence, put the information given during the call on paper.
What I found to be true was that multiple follow-up calls were necessary to keep the process on time! We presented a ring and jacket – getting sizes was a challenge sometimes as was finalizing travel and housing, for example.
A key point in this was to learn who is the really responsible partner; who does the planning for the inductee and family? Sometimes it is the inductee, but it can also be a spouse, parent, business partner, or…? Strive to identify who keeps the inductee on schedule/grounded as early as possible and include that person in all communications.
It proved to be a never ending process in some cases, while in others the time lines were met and everything went smoothly. Everyone is different.
Jack Huckel, Founder & Principal of J.R. Huckel & Associates, offers election and induction consulting services to Halls of Fame. Jack served the National Soccer Hall of Fame and Museum as Director of Museum and Archives for 9-1/2 years after more than 10 years as a volunteer. More information is available at the firm’s web site. He can be reached at jack@jrhuckel.com or 518/852-3033.
Jack is a member of the International Sports Heritage Association and is also a member of the National Soccer Coaches Association of America Board of Directors’ Executive Committee. He will become president of the NSCAA in January of 2013.