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Dear [Participants/Sponsors/Volunteers],
We’re thrilled to update you on the latest developments for the upcoming Hot Springs Poetry Festival! Here’s everything you need to know, plus action items and ways you can get involved.
🗓️ Confirmed Dates
- Festival Dates: November 1–8, 2025
- Key Events:
- Opening Night: ______________
- Featured Readings: ______________
- Workshops: ______________
- Open Mic Night: ______________
- Closing Celebration: ______________
🏛️ Venues & Partners
- Venue Reservations
- Finalize booking with _____________________
- Confirm space availability for workshops, readings, and performances
- Reserve outdoor/indoor spaces as needed (Downtown, parks, galleries, etc.)
- Participating Businesses
- List of confirmed partners:
- _____________________
- _____________________
- _____________________
- Outreach to potential partners (cafes, shops, galleries, etc.)
- Meetings with Community Partners
- Visit Hot Springs
- Emergent Arts
- Cultural Alliance
- Others: _____________________
💼 Sponsor Information
- Sponsor Package
- Create/update sponsor package with:
- Event exposure
- Branding opportunities
- Merchandise inclusion (tote bags, shirts, etc.)
- Social media shoutouts
- Custom requests: _____________________
- Distribute sponsor package to potential sponsors
- Confirm returning and new sponsors
- Confirmed Sponsors:
- _____________________
- _____________________
- _____________________
👥 Volunteers & Participants
- Volunteer Roles Needed:
- Event setup/cleanup
- Event hosts
- Workshop assistants
- Social media team
- Merchandise table
- Other: _____________________
- Sign-Up Links:
- Volunteer Form: ______________
- Participant Registration: ______________
🎨 Merchandise & Swag
- Confirm designs and order quantities for tote bags & shirts
- Add sponsor logos (if applicable)
- Set up pre-order or sales table
- Distribute to volunteers/participants
📣 Promotion & Communication
- Social media campaign calendar
- Press releases to local media
- Flyers/posters for downtown businesses
- Email newsletters (like this one!)
- Website updates
- Update contact info for all participants, sponsors, volunteers
- Ensure everyone is receiving updates
📝 Next Steps / Action Items
- RSVP to this newsletter with your latest contact info
- Let us know if you’re interested in helping with any of the above areas
- Submit your ideas for workshops, readings, or events
- Share our festival with your friends & networks!
We can’t wait to work with you to make this year’s Hot Springs Poetry Festival our best ever!
For questions, ideas, or to get more involved, reply to this email or reach us at:
hotspringspoetryfest@gmail.com
© 2025 Hot Springs Poetry Festival. All rights reserved.
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