Site Coordinators Notebook

Odyssey Overview

Goals and Objectives

Heighten awareness and enthusiasm for AFVs and advanced technology vehicles

  • Showcase available local AFV options and local refueling locations
  • Present economic advantages
  • Focus attention on the environmental benefits of AFV and advanced technology vehicles
  • Highlight successful AFV user experiences
  • Illustrate clean-fueled and energy efficient vehicles as a practical choice for consumers
  • Spread message through additional national media exposure for National AFV Day Odyssey and its mission

Strengthen partnerships among industry related organizations

  • Encourage selected partners to participate and promote the use of alternative fuel and advanced technology vehicles through National AFV Day Odyssey
  • Initiate collaboration between partners and inform them of Odyssey’s overall goals and desired outcomes to perpetuate further success
  • Emphasize the support of the NAFTC and other Odyssey partners and sponsors to the AFV industry
  • Increase unity among AFV industry players by providing a platform through National AFV Day Odyssey for further dialogue and collaboration

Establish the role of the NAFTC and our partners and sponsors as leaders in the AVF industry.

  • Showcase the AFV expertise and success of the NAFTC and its Odyssey partners
  • Feature the importance of the innovations developed by the NAFTC and its National Training Center automotive programs, Clean Cities Coalitions, and other Odyssey partners in striving for cleaner air and independence from foreign oil
  • Accentuate the role of the NAFTC and its Odyssey partners in supporting the AFV industry
  • Expand the relationships between the NAFTC, Clean Cities Coalitions, and other AFV industry players

Support Odyssey events at the national and local levels to ensure that Odyssey will again be the largest one-day event promoting the use of alternative fuels and energy efficient vehicles.

    It is Odyssey’s mission in 2017 to:

  • Enlist more than 100 sites across the United States
  • Attract more than 100,000 attendees
  • Reach more than 200 million Americans through media outlets

Print Goals and Objectives(.pdf)

Look and Feel

The Odyssey logo is designed to evoke a progressive idea of leadership and determination. The road-like swoop was created to provide a feeling of forward momentum, while still having a well-grounded basis.

The Odyssey logo and graphic theme are provided in a variety of digital formats, including both color and black and white versions. If you need an additional format or have questions about usage, please contact us.

The Odyssey logo and NAFTC logo are provided to you in TIF and JPEG formats, at 300 dpi for printing purposes and in GIF. format at 72 dpi, which is suitable for the Web. These images are also provided in a vector format (EPS) that can be made any size, large or small. If you need a specific format in a specific size, please let us know and we will provide it.

We also ask that you put the NAFTC logo on all AFV Day Odyssey materials.

The emerging road image alone can be used in a variety of ways. It has the Odyssey look but should not be used in place of the logo. Usually it is used as a lightly screened visual element in a background.

Graphics Supplied for National AFV Day Odyssey

The following are Odyssey graphics which are located in the coordinator section of the Odyssey website at www.afvdayodyssey.org


1. Odyssey logo

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2. Odyssey logo with NAFTC logo

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3. Odyssey logo with tagline

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4. Tagline

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5. Tagline

Download Image

6. Emerging Road

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7. National Alternative Fuels Training Consortium Logo

Download Image

Templates will been created for Adobe InDesign, Adobe Acrobat, or Microsoft Word. They will be included in the Coordinators’ Corner section of the Odyssey website.

  • Label template
  • Banners
  • Flyers
  • Post Cards
  • Pamphlet for Agenda or Advertising
  • Odyssey PowerPoint
  • Html Email

Please contact us if you need help with your outreach and marketing needs. We will be more than happy to help.

Font Usage

We have chosen to use the Helvetica Nue Font family because of its excellent readability. If you do not have this font please use a similar san serif font such as Arial or Fruitiger.

Attribution Guidelines

Please remember to credit the NAFTC on all materials and use the NAFTC logo when applicable.

When possible please use:
National AFV Day Odyssey is developed and coordinated by the National Alternative Fuels Training Consortium (NAFTC) in partnership with these participating sponsors- (and/or add: current national sponsors can be found at www.afvdayodyssey.org)

Where there is limited space, please use:
National AFV Day Odyssey is developed and coordinated by the National Alternative Fuels Training Consortium in partnership with participating sponsors and partners.

Attributing local support
National AFV Day Odyssey is developed and coordinated by the National Alternative Fuels Training Consortium in partnership with these participating sponsors-Sponsor 1, Sponsor 2, etc., and list other national-level sponsors. Our local Odyssey event is coordinated by (name of host organization) in conjunction with (list a main partner if applicable- Clean Cities program?) in partnership with (list sponsors you wish to acknowledge).
OR
National AFV Day Odyssey is developed and coordinated by the National Alternative Fuels Training Consortium with participating national partners and is coordinated locally by (name of school or organization) in conjunction with the (list a main partner if applicable -- Clean Cities program?) in partnership with (list sponsors you wish to acknowledge)

Print Look and Feel(.pdf)

Planning Committee

Overview

Organizing a local planning committee is optional. These guidelines should be consulted if you plan to do so.

Committee Members

In addition to yourself, the Odyssey Site Coordinator, your planning committee would ideally have at least four additional members, with one or more individuals being from outside your organization. Consider asking the following people and/or representatives from these groups:

  • Local Fuel Suppliers/Energy Companies
  • Clean Cities Executive Director
  • Local Fleets that use AFVs- request the Director of Transportation
  • State Energy Department
  • Environmental Advocates
  • Department of Education
  • State Department of Transportation
  • Dealerships that sell AFVs
  • Government Representatives
  • Representatives from other departments in your organization
  • Public Affairs Department
  • Local Media Representative

Ways to Recruit Committee Members

  • Through Personal Contacts
  • Through other Planning Committee Members
  • Through email/mail invitation and follow-up letters

Suggested Items for Meeting(s)

To help maximize the efficiency of your committee, consider the following:

  • Create and follow a meeting agenda
  • Develop a solid target audience list and consult the tactics mentioned for attracting audiences
  • Consult event format suggestions and sample agendas

Suggested Ways Committee Members can Lend Support:

  • Offer ideas for event agenda and activities lend their names to enhance reputation for event
  • Promote event within their organization and through their organization’s publicity vehicles
  • Donate supplies and/or funds
  • Help build email/mailing/phone lists
  • Help with direct personal marketing, by making personal contacts
  • Help recruit exhibiters, speakers, vendors, and others to participate in event
  • Help secure materials for event
  • Use Social media to invite, update and inform contacts

Committee Meeting Aids:

To assist in recruiting individuals for your committee, the following information is provided for you in this notebook:

  • Aid for recruiting Planning Committee members
  • Goal, objectives, outcomes work sheet – fact sheet for external use
  • Template of thank-you letter for serving on the local planning committee
  • Sample news release to announce committee

Print Overview(.pdf)

Aid for Recruitment

Print Friendly, PDF & Email

The information outlined below is intended to help you contact prospective planning committee members. While you may think of other talking points that are relevant to your situation, this list will help you organize your thoughts when making initial calls.

1) Purpose of the call (Exactly how you handle this depends on how familiar you are with the prospect, etc. The items below are suggested talking points.)

  • Our organization supports the use of alternative fuel vehicles.
  • NAFTC is coordinating a national day that will feature regional events to showcase cleaner, more energy efficient choices in transportation.
  • We have signed on with the NAFTC as a participating site for this nation-wide event.
  • The event is called National Alternative Fuel Vehicle Day Odyssey, and will be held on [DATE.]
  • The event’s goal is to build awareness and enthusiasm for alternative fuel vehicles.
  • The DOE is supporting our cause.
  • We are hosting this region’s event.
  • I would like to invite you to be part of the planning committee for our region’s event.

2) Rationale for the request (“Why we want you!”)

  • You are a recognized leader in this area..
  • You possess special expertise.
  • We feel you can help our cause because…
  • We want you because…

3) Committee functions (“What you can expect to do”)

  • Attend scheduled planning meetings. (Each meeting should last 1-2 hours.)
  • Provide general guidance and help with selection of activities and program personnel.
  • Help make personal contacts for speakers. (Or, do you want this individual to be part of your local event?)
  • Help attract attendees by helping us to improve our mailing list and by making personal contacts.
  • Help find additional underwriting for various aspects of the event such as hospitality, special activities, and giveaways.
  • Help promote the event within your organization.
  • Help with media contacts.

4) Benefits ( “What you can expect to gain”)

  • Increased exposure for your program through recognition in event materials
  • An expanded network of personal business contacts
  • An expanded list of prospects
  • Possible exposure through the news media

5) Acceptance (“Will you accept the invitation?”)
6) First meeting (“When can you meet, or can you meet on this specific date?”)

Download Aid for Recruitment(.doc)

Thank You Letter Template

[DATE]

[COMMITTEE MEMBER]
[ADDRESS 1]
[ADDRESS 2]
[CITY], [STATE] [ZIP CODE]

Dear [COMMITTEE MEMBER]:

Thank you for agreeing to participate in our planning committee for our National AFV Day Odyssey event. Our local AFV Day Odyssey will be one of many events held across the country on [DATE] to showcase cleaner, more energy efficient choices in transportation and build awareness and enthusiasm for alternative fuel and advanced technology vehicles. The nation-wide event is being coordinated by the National Alternative Fuels Training Consortium (NAFTC), headquartered at West Virginia University. The NAFTC strives to improve air quality and decrease national dependence on foreign oil by promoting, supporting, and expanding the use of alternative fuel and advanced technology vehicles.

Your participation as a member of our local AFV Day Odyssey reinforces the importance of this event to those within the industry and heightens the overall credibility of AFVs as a viable transportation option for our region.

We look forward to your general guidance in planning the event. Your ability to help us identify appropriate event activities and obtain the necessary people and resources will ensure the event’s success. We will outline our needs as one of the agenda items at our first committee meeting.

We are planning our first meeting for [DATE] at [TIME] at [LOCATION]. Parking can be found [WHAT LOCATION], [WITH OR WITHOUT A PERMIT]. (OR: I will be in touch with you to schedule our first meeting.)

We hope you will find that your participation in the planning of this event presents you with new opportunities to enhance your network of contacts and your effectiveness in promoting AFVs. Your organization’s involvement on the advisory committee for National AFV Day Odyssey will be noted in event materials. Those whom we want to bring into the AFV community will become familiar with your leadership in this area.

Again, thank you for agreeing to be a Planning Committee member. I look forward to working with you on this exciting event. Together we can make a difference!

Sincerely,

[YOUR NAME],

[YOUR TITLE]

Download Thank You Letter Template(.doc)

Potential Audiences

Consumers

What They Do

Consumers in this sense refers to the general public. Consumers’ knowledge about vehicles will vary with their personal experience. Most likely they know a bit about traditional vehicles, but not enough to be considered an expert. Lately, more and more people are becoming interested in and consequently knowledgeable about alternative fuel vehicles.

Where They Work

Consumers can be found doing what most of us do: working, relaxing, and spending time with friends and family. Because we are referring to the general public when we talk about this audience, work places are essentially “everywhere.”

Work Characteristics

Because the consumer audience is so broad, you should assume that everyone is a potential consumer. This is perhaps the most important audience for gaining AFV support. Without the belief of consumers that AFVs are necessary and viable options for transportation, consumers will not be interested in purchasing them, and they will not flourish.

Why Alternative Fuel and Advanced Technology Vehicles Should be of Interest

Consumer interest in alternative fuel and advanced technology vehicles is growing as a result of many factors, including rising conventional fuel costs, more AFV options, improved AFV technology and reliability, and an increasing concerns for national energy security and the environment.
Ensuring that consumers are properly informed about AFVs is essential to the continued success of these vehicles.

Methods to Reach (Advertising)
  • print or radio advertisements
  • press releases
  • calendar notices
  • social media
Event Formats

Fair

Suggested Activities

Note: these suggested activities include most of the potential activities listed in the Site Coordinators’ Notebook. Use your discretion and knowledge of your local population when choosing from these activities or others.

  • Live radio remote. Contract for a live remote radio broadcast with a station whose listeners match your audience according to age, sex, etc. (Radio stations can share their demographics with you).
  • Interview an AFV expert on the live remote radio broadcast as part of the suggested fair or gala formats. Supply the radio personality with specific questions regarding the importance of AFVs.
  • Have “spokes-character” give-away, AFV information and small premiums while telling attendees about AFVs.
    • Have the character hand out an environmentally friendly treats and information about AFVs.
  • “AFV Race Auto Game.” Develop this as a way to compare and contrast vehicles and fuel types:
    • Label a toy car for each type of alternative fuel available in your area.
    • o Create a track with multiple lanes.
    • o One lane matching each fuel/car; divide the lanes into spaces.
    • Develop a set of cards for each fuel that describe fuel characteristics, vehicle characteristics, etc., of that fuel and that give directions for the player to follow, such as receive state tax credit for your natural gas vehicle—move ahead two spaces; include penalty cards such as trapped behind old diesel bus—cough and move two spaces back or forgot to have cylinder inspected—lose one turn while it is completed.
    • Shuffle the cards for each fuel and place them face down one card per each space in its fuel lane.
    • Use a spinner to advance toy AFVs down the matching lanes.
    • Player turns over card on the space on which he or she has landed and follows the instructions.
    • First player to cross finish line wins Odyssey cash or points for a chance to win a grand prize.
  • Have a local AFV expert dress as a fortune-teller and meet one-on-one with individual attendees to “foretell" what kind of AFV could be in the attendee's future. This could be individualized to each attendee—individual or fleet manager. Appropriate literature can be on hand to distribute.
    • Example: "Otto" can explain to a fleet manager the "fortunes" he can save by implementing an AFV plan that would work best for that fleet's present and future situation. Include information on tax incentives (and possible penalties for failure to comply with local, state, or federal mandates), operation and maintenance, infrastructure needs, vehicle availability, initial capital costs, etc.
  • Drawing for free rental of an AFV.
    • Use to encourage attendance.
    • Use as an incentive for motivating participants to complete evaluations and survey questions.
    • Use as a grand prize in a game (see below for several game suggestions).
  • AFV Game Shows.
    • Question-and-answer or matching games modeled after popular game shows in which contestants match AFV facts or answer AFV-related questions.
    • Example: A contestant from a panel of three contestants selects one of the 8 levels of difficulty under five main topics. Each contestant races to be the first to answer. Get points for correct answer and chance to select another topic and level. Main topics could be AFV Options, AFV Economic, Clean Air AFVs, AFV Refueling, and Saving Domestic Energy.
  • Invite your local ice rink to display its Zamboni ice-grooming equipment or a local landscaper display a propane mower to demonstrate current uses of AFVs.
  • Display cutaways of various fuel systems such as compressed natural gas cylinders, etc.
  • Provide expert AFV consultation at the event.
  • Ask an independent AFV expert to provide individualized consultation to attendees about owning AFVs. This will give them enough basic information to point them in directions that will likely work for them.
  • Have a pamphlet or flyer that lists local dealers that sell AFVs.
  • Develop/locate a product that shows the difference between various AFVs and display as an AFV comparison chart or information poster or make a handout.
  • Invite several AFV dealers to speak about options currently available in your area.
  • Invite a panel of fuel providers to speak about local fueling options.
  • Have an AFV auto show as part of your event. Let attendees meet sales people at a booth with actual cars or images of AFVs; include heavy-duty equipment, too.
  • Obtain a speaker who has positive, first-hand experience with owning and operating an AFV or interview an AFV owner as part of a live remote radio broadcast.
  • Make a poster with pictures and quotes from satisfied AFV owners.
  • Invite AFV owners to be part of an AFV car show or ride-and-drive event; give them the option to showcase their AFV.
  • Obtain a speaker who has positive, first-hand experience with owning and operating an AFV or interview an AFV owner as part of a live remote radio broadcast.
  • Make a poster with pictures and quotes from satisfied AFV owners.
  • Invite AFV owners to be part of an AFV car show or ride-and-drive event; give them the option to showcase their AFV.
  • Have a booth or a presentation featuring the Alternative Fuel Station Locator found at http://www.afdc.energy.gov/afdc/locator/stations/
  • For each fuel available in your area, create local map(s) showing the location of refueling stations to distribute to participants.
  • Demonstrate various connectors for refueling stations in your area and explain how they work.
  • Fueling station ring toss game.
    • Take a large map of your area and cover the toss board; affix pins and name tags to the map to show where all local fueling stations are located. Or, display a map with locations marked and simply use a tag with fuel name and location on the toss board.
    • Have participants toss rings over the pins. Earn points toward a prize for ringing stations.
    • For a more challenging game, match the rings (color coded) to type of fueling station and have participants toss the designated "fuel" ring onto the matching fuel station pin. You can use car parts for rings and pins.
    • Use the Alternative Fuel Station Locator (www.afdc.energy.gov/afdc/locator/stations/) to print tables of the fuels available in your area.
    • Distribute to attendees
  • • “Scavenger hunt” for refueling sites for a fair format or event with displays.
    • Distribute blank maps of your area to attendees.
    • Distribute a list of clues to sites that they are to mark on the map. For example:
    • “Find 8 compressed natural gas sites—2 on the city’s north side, 2 on the west side, 2 on the east side, 2 on the south side); find 2 liquid natural gas sites near a major transportation hub; find 4 electric vehicle recharging sites at popular shopping areas;” etc. (Embellish with details as desired.)
    • Assign a refueling site to each display booth; have display booth attendants reveal where their refueling site is when attendees ask. For example, “Do you have a compressed natural gas site on the north side?” The attendant will show them the place to mark on the map and can even distribute a color-coded sticker (e.g., green for natural gas) as markers. This will also enhance interaction between the participants and those who have displays. Note: As an alternative, you can also provide answers silently; just have answers posted at various places at your event.
    • Instruct attendees to turn in completed maps for a prize
  • Display the NAFTC poster provided by NAFTC Headquarters (required).
  • Distribute NAFTC literature provided by NAFTC Headquarters.
  • Have a sign-up sheet for the NAFTC’s eNews.
  • Ride-and-drive: Invite local dealers to display their AFVs and allow attendees to test drive them on a predetermined route.
  • Demonstrate cost effectiveness of AFVs by having a locally knowledgeable individual demonstrate the Clean Cities Fleet Managers Guide (available at http://www.eere.energy.gov/afdc/fleets/ using local volunteers and local data on fuels and tax credits).
  • Demonstrate that costs are lower for AFVs by showing jars containing oil from gasoline or diesel-powered vehicles alongside oil from various AFVs with the same mileage (showing that the oil does not have to be changed as frequently with AFVs).
  • For fair format, turn this into a matching game asking participants to identify which vehicle produced which oil.
  • Testimonials—ask a happy AFV owner to talk about vehicle operating costs as part of a seminar or as part of an interview on a live radio broadcast.
  • Distribute literature about costs/effectiveness for AFVs—from manufacturers/dealers, perhaps fuel providers, etc.
  • Distribute information about federal and state tax incentives for owning AFVs
    • Poster charts
    • Brochures
    • Panel of agency experts

Fleet Managers

What They Do

Fleet management allows companies that rely on transportation to remove or minimize the risks associated with vehicle investment, improving efficiency and productivity, and reducing their overall transportation and staff costs.

Where They Work

Public and private companies or organizations that use a transportation fleet; public and private entities that design, build, and oversee facilities.

Work Characteristics

Fleet managers are responsible for the specification, acquisition, maintenance and repair, fueling, risk management, and marketing of vehicles for public or private entities. These managers are key decision makers who need to have thorough skills in the following areas: management, organizational ability, strong financial control, and information technology to oversee operations.

Why Alternative Fuel and Advanced Technology Vehicles Should be of Interest

More and more fleets, from school buses to emergency vehicles, are transitioning to alternative fuel vehicles to reduce fueling and maintenance costs. Fleet managers need solid data on vehicle and fueling costs, maintenance schedules, shop prep, and required certifications, to make an informed decision about AFVs.

Methods to Reach (Advertising)
  • Specialized fleet publications
  • Local and regional vehicle and auto-trader publications
  • State auto dealer associations
  • Local media, particularly through earned media
  • PSAs on public access
  • Local sporting events
  • Local and regional car shows
  • Trade shows
  • Chamber of Commerce
  • Direct mail or email
Event Formats

Fair and Conference

Suggested Activities
  • Drawing for free rental of an AFV.
    • Use to encourage attendance.
    • Use as an incentive for motivating participants to complete evaluations and survey questions.
    • Use as a grand prize in a game (see below for several game suggestions).
  • AFV Game Shows.
    • Question-and-answer or matching games modeled after popular game shows in which contestants match AFV facts or answer AFV-related questions.
    • Example: A contestant from a panel of three contestants selects one of the 8 levels of difficulty under five main topics. Each contestant races to be the first to answer. Get points for correct answer and chance to select another topic and level. Main topics could be AFV Options, AFV Economic, Clean Air AFVs, AFV Refueling, and Saving Domestic Energy.
  • Display cutaways of various fuel systems such as compressed natural gas cylinders, etc.
  • Provide expert AFV consultation at the event.
  • Develop/locate a product that shows the difference between various AFVs and display as an AFV comparison chart or information poster or make a handout.
  • Use a car care clinic to draw participants, then invite them to test drive AFVs and compare mileage and emissions of AFVs to their own cars.
  • Develop and display a chart comparing costs and driving ranges for various fuels and vehicles.
  • Ride-and-drive: Invite local dealers to display their AFVs and allow attendees to test drive them on a predetermined route.
  • Demonstrate that costs are lower for AFVs by showing jars containing oil from gasoline or diesel-powered vehicles alongside oil from various AFVs with the same mileage (showing that the oil does not have to be changed as frequently with AFVs).
  • For fair format, turn this into a matching game asking participants to identify which vehicle produced which oil.
  • Testimonials—ask a happy AFV owner to talk about vehicle operating costs as part of a seminar or as part of an interview on a live radio broadcast.
  • Distribute information about federal and state tax incentives for owning AFVs.
  • Provide brochures for people to peruse later.
  • Have a panel of agency experts.
  • Obtain a speaker who has positive, first-hand experience with owning and operating an AFV or interview an AFV owner as part of a live remote radio broadcast.
  • Make a poster with pictures and quotes from satisfied AFV owners.
  • Invite AFV owners to be part of an AFV car show or ride-and-drive event; give them the option to showcase their AFV.
  • Have a booth or a presentation featuring the Alternative Fuel Station Locator found at http://www.afdc.energy.gov/afdc/locator/stations/
  • For each fuel available in your area, create local map(s) showing the location of refueling stations to distribute to participants.
  • Demonstrate various connectors for refueling stations in your area and explain how they work.
  • Fueling station ring toss game.
    • Take a large map of your area and cover the toss board; affix pins and name tags to the map to show where all local fueling stations are located. Or, display a map with locations marked and simply use a tag with fuel name and location on the toss board.
    • Have participants toss rings over the pins. Earn points toward a prize for ringing stations.
    • For a more challenging game, match the rings (color coded) to type of fueling station and have participants toss the designated "fuel" ring onto the matching fuel station pin. You can use car parts for rings and pins.
  • Use the Alternative Fuel Station Locater (http://www.afdc.energy.gov/afdc/locator/stations/) to print tables of the fuels available in your area.
    • Distribute to attendees
  • “Scavenger hunt” for refueling sites for a fair format or event with displays.
    • Distribute blank maps of your area to attendees.
    • Distribute a list of clues to sites that they are to mark on the map. For example:
    • “Find 8 compressed natural gas sites—2 on the city’s north side, 2 on the west side, 2 on the east side, 2 on the south side); find 2 liquid natural gas sites near a major transportation hub; find 4 electric vehicle recharging sites at popular shopping areas;” etc. (Embellish with details as desired.)
    • Assign a refueling site to each display booth; have display booth attendants reveal where their refueling site is when attendees ask. For example, “Do you have a compressed natural gas site on the north side?” The attendant will show them the place to mark on the map and can even distribute a color-coded sticker (e.g., green for natural gas) as markers. This will also enhance interaction between the participants and those who have displays. Note: As an alternative, you can also provide answers silently; just have answers posted at various places at your event.
    • Instruct attendees to turn in completed maps for a prize.
  • Display the NAFTC poster provided by NAFTC Headquarters (required).
  • Distribute NAFTC literature provided by NAFTC Headquarters.
  • Have a sign-up sheet for the NAFTC’s eNews.

Automotive Technicians and Collision Repair Technicians

What They Do

Automotive technicians and mechanics inspect, maintain, and repair cars, trucks, and other vehicles.
Collision repair technicians fix damaged bodies and body parts of vehicles.

Where They Work

Automotive repair facilities, automotive maintenance facilities, and fleet facilities.

Work Characteristics

Categorized by the U.S. Department of Labor as realistic and investigative. Realistic occupations involve work activities that include practical, hands-on problems and solutions. The occupations do not involve a lot of paperwork or working closely with others. Investigative occupations frequently involve searching for facts and figuring out problems mentally. Technicians stand for long periods while working and are exposed to contaminants.

Why Alternative Fuel and Advanced Technology Vehicles Should be of Interest

As the number of alternative fuel vehicles on U.S. roads increases, so does the need for qualified technicians to maintain and repair them. Automotive technicians must be properly trained to work on these vehicles safely. Odyssey events are a good way to make sure that technicians in your area are aware of available training.

Methods to Reach (Advertising)
  • Direct mail or email
  • Local and regional vehicle and auto-trader publications
  • State auto dealer associations
  • Local media, particularly through earned media
  • PSAs on public access
  • Local sporting events
  • Local and regional car shows
  • Trade shows
  • Targeted mailing
Event Formats

Workshop/Training, Fair, or Conference




Suggested Activities
  • AFV Game Shows.
    • Question-and-answer or matching games modeled after popular game shows in which contestants match AFV facts or answer AFV-related questions.
    • Example: A contestant from a panel of three contestants selects one of the 8 levels of difficulty under five main topics. Each contestant races to be the first to answer. Get points for correct answer and chance to select another topic and level. Main topics could be AFV Options, AFV Economic, Clean Air AFVs, AFV Refueling, and Saving Domestic Energy.
  • Display cutaways of various fuel systems such as compressed natural gas cylinders, etc.
  • Provide expert AFV consultation at the event.
  • Develop/locate a product that shows the difference between various AFVs and display as an AFV comparison chart or information poster or make a handout.
  • Use a car care clinic to draw participants, then invite them to test drive AFVs and compare mileage and emissions of AFVs to their own cars.
  • Develop and display a chart comparing costs and driving ranges for various fuels and vehicles.
  • Distribute NAFTC literature provided by NAFTC Headquarters.
  • Have a sign-up sheet for the NAFTC’s eNews.

Government Officials and Decision Makers

What They Do

Someone who holds an official function in an organization or government and participates in the exercise of authority or represents a person/office of authority.

Where They Work

Elected Positions, government entities, and company heads

Work Characteristics

Often work in an office setting. May have several superiors to report to and rules that govern purchasing decisions.

Why Alternative Fuel and Advanced Technology Vehicles Should be of Interest

Unstable fuel prices, coupled with concerns for the environment and air quality, have led many Americans to seek alternatives to conventional vehicles. Government officials and other decision maker need to hear facts and experiences of AFV owners to make sound judgements about emerging technologies.

Methods to Reach (Advertising)
  • Specialized government publications
  • Local and regional vehicle and auto-trader publications
  • PSAs on public access
  • Direct mail or email
Event Formats

Fair, Conference, or Gala




Suggested Activities
  • Live radio remote. Contract for a live remote radio broadcast with a station whose listeners match your audience according to age, sex, etc. (Radio stations can share their demographics with you).
  • Interview an AFV expert on the live remote radio broadcast as part of the suggested fair or gala formats. Supply the radio personality with specific questions regarding the importance of AFVs.
  • AFV Game Shows.
    • Question-and-answer or matching games modeled after popular game shows in which contestants match AFV facts or answer AFV-related questions.
    • Example: A contestant from a panel of three contestants selects one of the 8 levels of difficulty under five main topics. Each contestant races to be the first to answer. Get points for correct answer and chance to select another topic and level. Main topics could be AFV Options, AFV Economic, Clean Air AFVs, AFV Refueling, and Saving Domestic Energy.
  • Display cutaways of various fuel systems such as compressed natural gas cylinders, etc.
  • Provide expert AFV consultation at the event.
  • Develop/locate a product that shows the difference between various AFVs and display as an AFV comparison chart or information poster or make a handout.
  • Ride-and-drive: Invite local dealers to display their AFVs and allow attendees to test drive them on a predetermined route.
  • Demonstrate cost effectiveness of AFVs by having a locally knowledgeable individual demonstrate the Clean Cities Fleet Managers Guide (available at http://www.eere.energy.gov/afdc/fleets/ using local volunteers and local data on fuels and tax credits).
  • Demonstrate that costs are lower for AFVs by showing jars containing oil from gasoline or diesel-powered vehicles alongside oil from various AFVs with the same mileage (showing that the oil does not have to be changed as frequently with AFVs).
  • For fair format, turn this into a matching game asking participants to identify which vehicle produced which oil.
  • Testimonials—ask a happy AFV owner to talk about vehicle operating costs as part of a seminar or as part of an interview on a live radio broadcast.
  • Distribute literature about costs/effectiveness for AFVs—from manufacturers/dealers, perhaps fuel providers, etc.
  • Distribute information about federal and state tax incentives for owning AFVs
    • Poster charts
    • Brochures
  • Recruit a panel of agency experts
  • Obtain a speaker who has positive, first-hand experience with owning and operating an AFV or interview an AFV owner as part of a live remote radio broadcast.
  • Make a poster with pictures and quotes from satisfied AFV owners.
  • Invite AFV owners to be part of an AFV car show or ride-and-drive event; give them the option to showcase their AFV.
  • Have a booth or a presentation featuring the Alternative Fuel Station Locator found at http://www.afdc.energy.gov/afdc/locator/stations/
  • For each fuel available in your area, create local map(s) showing the location of refueling stations to distribute to participants.
  • Demonstrate various connectors for refueling stations in your area and explain how they work.
  • Fueling station ring toss game.
    • Take a large map of your area and cover the toss board; affix pins and name tags to the map to show where all local fueling stations are located. Or, display a map with locations marked and simply use a tag with fuel name and location on the toss board.
    • Have participants toss rings over the pins. Earn points toward a prize for ringing stations.
    • For a more challenging game, match the rings (color coded) to type of fueling station and have participants toss the designated "fuel" ring onto the matching fuel station pin. You can use car parts for rings and pins.
    • Use the Alternative Fuel Station Locator (www.afdc.energy.gov/afdc/locator/stations/) to print tables of the fuels available in your area.
    • Distribute to attendees
  • Use the Alternative Fuel Station Locater (http://www.afdc.energy.gov/afdc/locator/stations/) to print tables of the fuels available in your area.
    • Distribute to attendees
  • “Scavenger hunt” for refueling sites for a fair format or event with displays.
    • Distribute blank maps of your area to attendees.
    • Distribute a list of clues to sites that they are to mark on the map. For example:
    • “Find 8 compressed natural gas sites—2 on the city’s north side, 2 on the west side, 2 on the east side, 2 on the south side); find 2 liquid natural gas sites near a major transportation hub; find 4 electric vehicle recharging sites at popular shopping areas;” etc. (Embellish with details as desired.)
    • Assign a refueling site to each display booth; have display booth attendants reveal where their refueling site is when attendees ask. For example, “Do you have a compressed natural gas site on the north side?” The attendant will show them the place to mark on the map and can even distribute a color-coded sticker (e.g., green for natural gas) as markers. This will also enhance interaction between the participants and those who have displays. Note: As an alternative, you can also provide answers silently; just have answers posted at various places at your event.
    • Instruct attendees to turn in completed maps for a prize
  • Display the NAFTC poster provided by NAFTC Headquarters (required).
  • Distribute NAFTC literature provided by NAFTC Headquarters.
  • Have a sign-up sheet for the NAFTC’s eNews.

First Responders

What They Do

First responders work in emergency situations where life, property, or the environment is at risk. Police, fire fighters, and emergency medical service workers make up this category.

First responders’ duties may change several times while they are at the scene of an emergency. In some cases they remain at disaster scenes for days, for example, rescuing trapped survivors and assisting with medical treatment.

Where They Work

When on the scene of accidents and other emergencies, the work can be strenuous and dangerous. When not responding to an emergency, first responders have a central place (usually a fire station) where they maintain equipment and stay up-to-date with training.

Work Characteristics

As noted above, accident scenes are stressful situations. When not on the scene of an emergency, first responders can remain on call during shifts that often last 24 hours. Many work more than 40 hours per week.

Why Alternative Fuel and Advanced Technology Vehicles Should be of Interest

Rising concerns about the effects of fossil fuels on the world’s environment combined with their increased cost when compared with alternative fuels are making AFVs more common on our nation’s roadways. With increased vehicle use, the chance of these new technologies being involved in a vehicular accident also increases.

Methods to Reach (Advertising)

First responders can be reached through a targeted direct mail or e-blast campaign. Of course, follow up phone calls assist with garnering additional support.

  • State first responder associations
  • Local media, particularly through earned media
  • PSAs on public access
  • Direct mail or email
Event Formats

Fair and Conference


Suggested Activities
  • AFV Game Shows.
    • Question-and-answer or matching games modeled after popular game shows in which contestants match AFV facts or answer AFV-related questions.
    • Example: A contestant from a panel of three contestants selects one of the 8 levels of difficulty under five main topics. Each contestant races to be the first to answer. Get points for correct answer and chance to select another topic and level. Main topics could be AFV Options, AFV Economic, Clean Air AFVs, AFV Refueling, and Saving Domestic Energy.
  • Display cutaways of various fuel systems such as compressed natural gas cylinders, etc.
  • Provide expert AFV consultation at the event.
  • Develop/locate a product that shows the difference between various AFVs and display as an AFV comparison chart or information poster or make a handout.
  • Display the NAFTC poster provided by NAFTC Headquarters (required).
  • Distribute NAFTC literature provided by NAFTC Headquarters.
  • Have a sign-up sheet for the NAFTC’s eNews.

Towing and Automotive Recycling Professionals

Demo Content

Code Officials/ Authorities Having Jurisdiction/ Inspectors/ Facility Designers and Managers

What They Do

Examine buildings, businesses, and other facilities to detect hazards and ensure that federal, state, and local fire codes are met. May work to determine the origin and cause of fire and or other incidents. Designers and managers of facilities oversee the creation and maintenance of facilities where AFV work is performed, including the conversion of existing facilities to accommodate these vehicles.

Where They Work

An organization, office, or individual responsible for enforcing the requirements of a code or standard, or for approving equipment, materials, an installation, or a procedure. These officials and designers work both in offices and in the field. In the field, inspectors examine public buildings, such as museums, and multifamily residential buildings, such as high-rise condominiums. Facility designers spend time in the field to oversee facility construction.

Work Characteristics

Inspectors work both in offices and in the field. In the field, inspectors examine public buildings, such as museums, and multifamily residential buildings, such as high-rise condominiums. They may also visit and inspect other structures, such as industrial plants and automotive facilities. Investigators must visit the scene where an accident has occurred. They may be exposed to poor ventilation, smoke, fumes, and other hazardous agents. Designers and managers of AFV facilities have responsibilities for ensuring that these facilities are efficient, safe, and meet legal requirements.

Why Alternative Fuel and Advanced Technology Vehicles Should be of Interest

Alternative fuel vehicle require proper infrastructure to support their use. Specialized fueling equipment, charging structures, and adequate utility services must be in place and adhere to appropriate codes to be used safely. Designers and managers of AFV facilities must remain up-to-date about developments and how they impact infrastructure.

Proper enforcement of these codes is an essential component for AFV sustainability.

Methods to Reach (Advertising)
  • Local media, particularly through earned media
  • PSAs on public access
  • Direct mail or email
Event Formats

Fair or Conference


Suggested Activities
  • “AFV Race Auto Game.” Develop this as a way to compare and contrast vehicles and fuel types:
    • Label a toy car for each type of alternative fuel available in your area.
    • Create a track with multiple lanes.
    • One lane matching each fuel/car; divide the lanes into spaces.
    • Develop a set of cards for each fuel that describe fuel characteristics, vehicle characteristics, etc., of that fuel and that give directions for the player to follow, such as receive state tax credit for your natural gas vehicle—move ahead two spaces; include penalty cards such as trapped behind old diesel bus—cough and move two spaces back or forgot to have cylinder inspected—lose one turn while it is completed.
    • Shuffle the cards for each fuel and place them face down one card per each space in its fuel lane.
    • Use a spinner to advance toy AFVs down the matching lanes.
    • Player turns over card on the space on which he or she has landed and follows the instructions.
    • First player to cross finish line wins Odyssey cash or points for a chance to win a grand prize.
  • AFV Game Shows.
    • Question-and-answer or matching games modeled after popular game shows in which contestants match AFV facts or answer AFV-related questions.
    • Example: A contestant from a panel of three contestants selects one of the 8 levels of difficulty under five main topics. Each contestant races to be the first to answer. Get points for correct answer and chance to select another topic and level. Main topics could be AFV Options, AFV Economic, Clean Air AFVs, AFV Refueling, and Saving Domestic Energy.
  • Display cutaways of various fuel systems such as compressed natural gas cylinders, etc.
  • Provide expert AFV consultation at the event.
  • Develop/locate a product that shows the difference between various AFVs and display as an AFV comparison chart or information poster or make a handout.
  • Display the NAFTC poster provided by NAFTC Headquarters (required).
  • Distribute NAFTC literature provided by NAFTC Headquarters.
  • Have a sign-up sheet for the NAFTC’s eNews.

Elementary School Students (Grades K-6)

What They Do

Elementary school students study basic academic learning and socialization skills, including a broad range of knowledge, skills, and behavioral adjustments they need to succeed in life. In general, a student learns basic arithmetic and sometimes rudimentary algebra in mathematics, English proficiency, science (often including environmental subjects), and fundamentals of other subjects.

Where They Are

Elementary schools (sometimes referred to as grade schools), private schools, and homeschool co-ops. Students often remain in one classroom throughout the school day.

Special Characteristics

Developing new skills and gaining an appreciation for knowledge and learning can be very rewarding.

Why Alternative Fuel and Advanced Technology Vehicles Should be of Interest

Elementary school children will experience the effects of our actions today. When these students learn to drive and purchase their first vehicle, AFVs will have been on the market for their entire life. By introducing AFVs to these children at a young age, they will seem commonplace by the time they grow up. This familiarity may lead to increase AFV use.

Methods to Reach (Advertising)

To reach elementary school students, Odyssey coordinators should plan to target teachers and parents. Children of this age are typically not given much freedom outside of these jurisdictions.

Event Formats

Fair or Classroom



Suggested Activities
  • Have spokes-character give-away AFV information and small prizes while telling attendees about AFVs.
    • Have the character hand out an environmentally friendly treats and information about AFVs.
  • Have a picture contest. Ask participants to draw vehicles of the future. This works especially well with young children who may be attending a fair type event with their parents.
    • Have small prizes for those who participate (candy, crayons, stickers, etc.)
  • “Spin an AFV Fact”
    • Create a spinning wheel with clicker.
    • Sections of the wheel are outfitted with facts about energy and air quality as related to vehicle emissions and fuel independence and the impact AFVs could have.
    • Ask participants to spin the wheel and win or lose points depending on which “fact" they land on. (Positive facts have high points; negative facts lose points or turn, etc.)
    • Award prize points toward a prize.
  • Play “hang man” or similar word game.
    • Have participants guess the letters in a phrase having to do with AFVs and energy or the environment.
  • Display the NAFTC poster provided by NAFTC Headquarters (required).
  • Distribute NAFTC literature provided by NAFTC Headquarters.

Middle and Secondary School Students (Grades 7-12)

What They Do

Students in these grades continue to study more advanced academic learning and socialization skills that were begun in elementary school.

Many high schools in the United States offer a choice of vocational or college prep curriculum. Schools that offer vocational programs include a very high level of technical specialization, e.g., auto mechanics or carpentry, with a half-day instruction/approved work program in senior year as the purpose of the program is to prepare students for gainful employment without a college degree. The level of specialization allowed varies depending on both the state and district the school is located in.

Where They Are

Secondary schools, private schools, homeschool co-ops. Upon arrival in middle school (sometimes referred to as junior high school and often beginning in grade 6), students begin to enroll in class schedules where they take classes from several teachers in a given day. They will continue to study with individual teachers focusing on a specific subject for the remainder of their education.

Special Characteristics

As with elementary school students, developing new skills and gaining an appreciation for knowledge and learning can be very rewarding.

Why Alternative Fuel and Advanced Technology Vehicles Should be of Interest

These students are close to purchasing their first vehicles. By showing them the cost and environmental benefits of AFVs, we may be able to increase the likelihood that their first vehicle purchase is an AFV.

Methods to Reach (Advertising)

Older children begin to have some autonomy outside of school and home. However, Odyssey coordinators should still plan to partner with teachers to reach the maximum number of students with their event.

Event Formats

Fair or Classroom


Suggested Activities
  • “AFV Race Auto Game.” Develop this as a way to compare and contrast vehicles and fuel types:
    • Label a toy car for each type of alternative fuel available in your area.
    • Create a track with multiple lanes.
    • One lane matching each fuel/car; divide the lanes into spaces.
    • Develop a set of cards for each fuel that describe fuel characteristics, vehicle characteristics, etc., of that fuel and that give directions for the player to follow, such as receive state tax credit for your natural gas vehicle—move ahead two spaces; include penalty cards such as trapped behind old diesel bus—cough and move two spaces back or forgot to have cylinder inspected—lose one turn while it is completed.
    • Shuffle the cards for each fuel and place them face down one card per each space in its fuel lane.
    • Use a spinner to advance toy AFVs down the matching lanes.
    • Player turns over card on the space on which he or she has landed and follows the instructions.
    • First player to cross finish line wins Odyssey cash or points for a chance to win a grand prize.
  • AFV Game Shows.
    • Question-and-answer or matching games modeled after popular game shows in which contestants match AFV facts or answer AFV-related questions.
    • Example: A contestant from a panel of three contestants selects one of the 8 levels of difficulty under five main topics. Each contestant races to be the first to answer. Get points for correct answer and chance to select another topic and level. Main topics could be AFV Options, AFV Economic, Clean Air AFVs, AFV Refueling, and Saving Domestic Energy.
  • Invite your local ice rink to display its Zamboni ice-grooming equipment or a local landscaper display a propane mower to demonstrate current uses of AFVs.
  • Demonstrate clean tailpipe emissions.
    • Place a handkerchief over the tailpipes of various AFVs versus gasoline and diesel vehicles and display the “soiled” handkerchiefs.
    • For fair format, ask participants to match the handkerchief to the vehicle.
  • Create and play an answer-and-question game focusing on the environmental aspects of AFVs.
  • Create and play an answer and question game focusing on the energy aspects of AFVs.
  • “Spin an AFV Fact”
    • Create a spinning wheel with clicker.
    • Sections of the wheel are outfitted with facts about energy and air quality as related to vehicle emissions and fuel independence and the impact AFVs could have.
    • Ask participants to spin the wheel and win or lose points depending on which “fact" they land on. (Positive facts have high points; negative facts lose points or turn, etc.)
    • Award prize points toward a prize.
  • Play “hang man” or similar word game.
    • Have participants guess the letters in a phrase having to do with AFVs and energy or the environment.
    • Award points toward a prize.
  • Demonstrate various connectors for refueling stations in your area and explain how they work.
  • Display the NAFTC poster provided by NAFTC Headquarters (required).
  • Distribute NAFTC literature provided by NAFTC Headquarters.

Post-Secondary School Students

What They Do

Post-secondary education is an optional final stage of formal learning that occurs after secondary education. This stage includes four-year colleges and universities, as well as junior and community colleges.

Students at this level of education generally devote time to studying specialized information that pertains to their specific career plans.

Where They Are

Universities, academies, colleges, seminaries, and institutes of technology. Higher education is also available through certain college-level institutions, including vocational schools, trade schools, and other career colleges that award academic degrees or professional certifications.

Special Characteristics

Postsecondary schools teach career skills that help students earn a certificate, diploma, or an associate’s degree, and prepare them for a specific job. For example, welding instructors teach students various welding techniques and essential safety practices. They also monitor the use of tools and equipment, and have students practice procedures until they meet the specific standards required by the trade.

Why Alternative Fuel and Advanced Technology Vehicles Should be of Interest

College and other post-secondary school students are often out in the world for the first time, forging their opinions and identities.

Methods to Reach (Advertising)

While you should plan to partner with a faculty member when scheduling any time or space on campus, you should also use social media, signage, and print and radio advertisements to reach the maximum number of students.

Event Formats

Community Fair and Classroom



Suggested Activities
  • Live radio remote. Contract for a live remote radio broadcast with a station whose listeners match your audience according to age, sex, etc. (Radio stations can share their demographics with you).Interview an AFV expert on the live remote radio broadcast as part of the suggested fair or gala formats.
    • Supply the radio personality with specific questions regarding the importance of AFVs.
  • Have “spokes-character” give-away AFV information and small prizes while telling attendees about AFVs.
    • o Have the character hand out an environmentally friendly treats and information on AFVs.
  • AFV Game Shows.
    • Question-and-answer or matching games modeled after popular game shows in which contestants match AFV facts or answer AFV-related questions.
    • Example: A contestant from a panel of three contestants selects one of the 8 levels of difficulty under five main topics. Each contestant races to be the first to answer. Get points for correct answer and chance to select another topic and level. Main topics could be AFV Options, AFV Economic, Clean Air AFVs, AFV Refueling, and Saving Domestic Energy.
  • Invite your local ice rink to display its Zamboni ice-grooming equipment or a local landscaper display a propane mower to demonstrate current uses of AFVs.
  • Display cutaways of various fuel systems such as compressed natural gas cylinders, etc.
  • Provide expert AFV consultation at the event.
  • Develop/locate a product that shows the difference between various AFVs and display as an AFV comparison chart or information poster or make a handout.
  • Operate a glass engine on natural gas and/or propane to demonstrate their properties.
  • Test and compare emissions. Use a gas analyzer to test emissions from participants’ vehicles and then compare those emissions to those from the AFV of their choice
  • Use a gas analyzer to demonstrate emissions from various AFVs vs. gasoline vehicles.
  • Place the analyzer probe near the refueling site of the AFVs and gasoline vehicles to demonstrate volatile emissions released during refueling.
  • Demonstrate various connectors for refueling stations in your area and explain how they work.
  • Display the NAFTC poster provided by NAFTC Headquarters (required).
  • Distribute NAFTC literature provided by NAFTC Headquarters.
  • Have a sign-up sheet for the NAFTC’s eNews.

Resources

When planning your Odyssey event, you should have access to thorough, up-to-date information about alternative fuel vehicles (AFVs). Below is a list of potential AFV information sources. These sources are well-respected within the AFV industry.

The Alternative Fuels Data Center
http://www.afdc.energy.gov/fuels/
http://www.afdc.energy.gov/tools
http://www.afdc.energy.gov/case

U.S. Department of Energy Clean Cities
https://cleancities.energy.gov/technical-assistance/workplace-charging-challenge/
https://cleancities.energy.gov/technical-assistance/green-rides/

Fuel Economy.Gov
http://www.fueleconomy.gov/

Electric Vehicles
http://electricdrive.org/

Natural Gas Vehicles
http://www.ngtnews.com/home.php
http://ngv.com/

Propane Autogas Vehicles
http://propaneautogastraining.com/
http://www.propane.com/
http://www.roushcleantech.com/content/cleantalk

Ethanol Vehicles
http://www.ethanolrfa.org/news/

Biodiesel Vehicles
http://www.biofuelsdigest.com/
http://www.biodiesel.org/news/biodiesel-bulletin

Hydrogen and Fuel Cell Vehicles
http://cafcp.org/getinvolved/stayconnected/blog
http://www1.eere.energy.gov/hydrogenandfuelcells/news.html
http://www.fchea.org/

Using Resources

The age and level of AFV knowledge that your target audiences has will prompt you to use these resources in different ways.

For example, if you are creating lesson plans for elementary school students you may use the information about alternative fuel basics from the Alternative Fuels Data Center. However, when dealing with fleet managers you may wish to have a computer and internet connection set up at your event so that they can input information into the Fleet Tool (https://greet.es.anl.gov/afleet) within the Alternative Fuels Data Center Toolbox.

Automotive technicians may be interested in fact sheets or general information about the different fuels, along with a flyer of upcoming AFV trainings.

When planning your event, customize the information that you present to your audience, location, and local alternative fuel availability.

Again, the staff of the NAFTC will be happy to provide you with additional information or to answer any questions that may arise. Call us at (304) 293-7882 or e-mail Odyssey_planner@mail.wvu.edu.

Event Planning

Overview

Event planning is an important part of making sure that your AFV Day Odyssey is a success. In this section you will find sample event activities and formats for your reference.
You are not required to use these materials.

Planning Tips

  • Choose activities that reflect the goals and objectives of National AFV Day Odyssey.
  • Utilize the individuals you recruited for your Planning Committee. They should be of great assistance to you and provide you with many leads.
  • Make sure all those involved with the event are familiar with the National AFV Day Odyssey goals, objectives, and outcomes listed.
  • Select your target audience (see Audience List).
  • Estimate the number of attendees you anticipate (we suggest a minimum of 200).
  • Select your format (see Format Suggestions).
  • Select activities (see Activity Suggestions):
  • Activities should be available for attendees of all ages.
  • Select activities that help meet the national goals and objectives.
  • Activities should have the NAFTC and national sponsorship posters on display (required).
  • Incorporate ways to encourage attendees to fill out Odyssey survey

Print Overview(.pdf)

Sample Agenda and for Planning Committee Meeting

1. Extend welcome.
2. Make introductions, give name, and speak about organization.
3. Explain NAFTC’s role as national coordinator of Odyssey and distribute NAFTC Flyer.
4. Share the value of promoting alternative fuel vehicles.
5. Ask each committee member to share how he or she hopes to benefit from AFV Odyssey.
6. Pass around Planning Committee Member List and have committee members enter contact information.
7. Review committee roles and ways committee will be asked to help.
8. Pass out and Review Overview and Goals, Objectives and Outcomes of National AFV Day Odyssey
9. Discuss and select audience, format, and activities that will meet National AFV Day Odyssey goals and objectives. (See the Committee Planning worksheet and supplemental lists, audiences list, etc.) It may take a second meeting to complete this item.
10. If needed, use subsequent committee and/or subcommittee meetings to discuss:

  • hospitality/catering
  • personnel
  • materials
  • budget
  • facility needs and reservations
  • program speaker(s)
  • mailing list(s)
  • any additional items

11. Divide the work among the committee members and delegate responsibilities.

Suggested Materials for First Meeting:

  • NAFTC Brochure
  • Odyssey Overview, Goals and Objectives, and Outcomes of National AFV Day Odyssey
  • Committee Planning Worksheet
  • Audience List and Attracting the Audience hints.
  • Camera and someone to take picture
  • Format Suggestions and Sample Agendas
  • Activity Suggestions per goal

Suggested Materials for First Meeting:

  • NAFTC Brochure
  • Odyssey Overview, Goals and Objectives, and Outcomes of National AFV Day Odyssey
  • Committee Planning Worksheet
  • Audience List and Attracting the Audience hints.
  • Camera and someone to take picture
  • Format Suggestions and Sample Agendas
  • Activity Suggestions per goal

Follow-up Actions after the First Meeting

  • Send out a follow-up press release listing members
  • Establish social media presence
  • Write agenda for next meeting

Download Sample Agenda and fro Planning Committee Meeting(.doc)

Sample Event Formats

This section outlines sample agendas for the following three event formats:
Conference, Fair, Banquet/Gala.

Conference Format

This example outlines the schedule for a one day conference that includes options for scheduled speakers and/or panels or demonstrations, poster/exhibits session keynote address, refreshments and lunch, plus optional recreational event. A moderator is needed to stay on schedule and to field questions. This conference can also start in the afternoon followed by a voluntary evening recreation like night golf or with participants having the option to attend an athletic event.)

TIME ACTIVITIES
7:45-8:30 Registration
Complimentary coffee and donuts
8:30-8:50 Introduction
8:50-9:40 Panel: OEMs and Dealers

  • Emphasize showing the AFV options available
  • How each AFV is a good economic choice – taxes, repair, range, etc.
  • Describe built-in safety features
9:40-10:05 Local Dealership Technician Skill Demonstration or Video of Technician Skills with speaker narrating.

  • Demonstrate how to use a gas analyzer
  • Explain emissions
10:05-10:20 Break
Refreshments
10:20-10:35 Speaker: "I Love My AFV"

  • Have a fleet manager or other user give a testimonial as a satisfied AFV owner/user
10:35-11:00 Panel: Fuel Providers.

  • Show options available and local infrastructure that support the AFVs, incentives, and pricing
11:00 Wrap-up/Evaluation
(Please remember to have attendees fill out evaluation forms.)
11:30-12:30 Staffed Exhibits Open

  • Ride and Drive
  • Tour of local dealership and service facility
  • Emissions Exhibit/Poster-Chart/Table for showing positive environmental impact of AFVs
  • NAFTC table with NAFTC brochure and poster
  • Display Odyssey’s national level sponsorship poster
12:30-1:45 Networking Lunch
1:45-2:00 Board Bus for Golf Challenge*
2:00-? Golf Challenge

  • Give AFV prizes for typical golf categories (Examples: Hole in one – year’s free lease on a Honda GX; Longest drive – Organization’s shirt, etc.)

*Many golf courses give weekday discounts on 9 holes of golf. If you have a planning committee, Also, perhaps you could get this part of your event sponsored partially and charge golfers a small fee.

Download Conference Format(.doc)

Fair Format

This example outlines an agenda for a fair that runs approximately four hours. It includes a series of staffed activity booths and scheduled events, raffle and prize drawing that would help draw people to booths and help get evaluations completed, and live Radio remote. Disc jockey or other designated individual would need to announce the scheduled events in a timely fashion.

TIME ACTIVITIES
9:30–1:30 Fair Open
9:30–10:00 Registration begins with morning refreshments

  • Supply map of booth locations
  • Offer bag of giveaways (pens, brochures, stickers, etc.)
  • Provide schedule of events
  • Administer evaluation form (with chance to win a raffle upon returning completed evaluation)
10:00 Announcement made about when each special event will begin
10:05 Kick off – local disc jockey, live remote broadcast

  • Turning over the AFV engine
10:05–1:00 Live remote on stage (continues)

  • Interview honorary Odyssey chairman and/or AFV expert
  • Interview positive AFV user/owner
  • Take Roving Fair Reporter phone reports as he participates in various activities
  • Take callers' and fair goers' responses to disc jockey's AFV, fair, and auto questions
Scheduled Events
10:30 and 12:00 Technical Skills

  • “Pseudo-Demo Timed Contest: How to Vent Down a Cylinder”
11:30 and 12:30 OEM Panel – Options

  • Life cycle costs
  • Fuel type
  • Safety and repair
10:45 and 11:15 Wrap-up/Evaluation
(Please remember to have attendees fill out evaluation forms.)
11:30-12:30 Tours of Dealer Facility (Great “sell” to get sponsors)
9:30–1:30 Ongoing Staffed Booths Open

  • All booths will have appropriate AFV materials for hand out NAFTC Table and Poster
  • Include exhibit brochure and current NAFTC brochure
  • Display National Odyssey Sponsorship Poster (Required)
  • Ride-and-Drive
  • 3 Food Booths
  • 2 Beverage Booths
  • MapQuest-Like Activity Booth (Find the AFV fill station nearest you)
  • Local Infrastructure “Fueling Station Ring Toss”
  • Agency Booth: Find out tax information and credits for AFVs

Emissions Challenge (Booth run by Car Care Council)

  • Get your car gases analyzed for emissions
  • Compare to the emissions of one of four AFVs
1:30 Special Closing event:

  • Announce last chance to complete survey for a raffle ticket
1:35 Drawing (prize examples)

  • One-year lease of an AFV
  • One-year free gasoline
  • Dollar amount off new purchase of alternative fuel vehicle
  • Free lifetime oil changes
  • Gas grill and BBQ tools
  • Weekend getaway

Download Fair Format(.doc)

Banquet/ Gala Format

This example schedule for an evening gala includes three main sections with the last section being optional for a "shorter version.” The event consists of a reception and cocktail hour, a banquet with a speaker and host moderator, and a closing event or upscale recreational activity.

TIME ACTIVITIES
5:30 Registration begins
5:30-6:30 Reception and Cocktail Hour - Selected Exhibits to View

  • Include exhibit brochure
  • Display National Odyssey Sponsorship Poster (Required)
  • Partners Exhibits (OEMs, dealerships, fuel providers, etc., with AFV
    handouts)
6:15 Start prompting attendees to head to the banquet hall
6:30-8:30 Moderated Banquet
6:30 Welcome (Speaker could be the Chair of your local Odyssey Planning
Committee, local sponsor, political figure, athlete, etc.)

  • Should include overview of the evening event, recognition of the sponsors, and brief remarks on the importance of AFVs
6:40-8:00 Dinner

  • Cards to sign up for eNews should be on tables
  • Provide information on your local organization
  • Supply information about your local sponsors
8:00 “Celebrity” Emcee (Could use local athletes, head coaches, politicians, radio personalities, news anchors, etc.)

  • Light humor about AFVs
  • Introduces presenter who will introduce Keynote speaker
8:10 Dignitary Presenter Introduces Keynote Speaker
8:12 Keynote Address

  • Speech should include the importance of AFVs and training
  • Anecdotes of positive user/owner stories
  • Testimony of why speaker is a supporter of AFV use
8:30 “Celebrity” Emcee

  • Thanks Keynote and others, invites all to participate in "Car-Si-No
    Night"
8:40-11:00 “Car-Si-No Night” with cash bar (Monte Carlo Event)
Gaming Areas for “Car-Si-No Night”

  • Win Odyssey dollars playing traditional casino games (blackjack, poker, craps, etc.)
  • Odyssey Dollars include interesting AFV facts
  • Have roving “models” with beverages and snacks for purchase withOdyssey dollars

Ring Toss for Infrastructure

  • Have large map with pins and nametags to show where fill stations are located (or hang poster with locations marked and simply put name and a location tag of where to refuel Alternative Fuels on the toss board)
  • Have rings designated for alternative fuels
  • Use car items for rings and pins
  • Win Odyssey money for ringing the right fuel ring with the correct fill station

Race “AFV Vehicles”

  • 1 toy AFV car for each type of AFV fuel, and a lane on a track for each type of fuel
  • Pack of “cards” for each type of fuel with facts about the fuel/car (These cards will also relate to advancement of the car down the “track”)
  • The “track” has a lane representing each featured fuel
  • Each lane is divided into spaces
  • The cards are shuffled and laid out in each space on the appropriate fuel lane
  • The “track” has starts, several spaces for the cards, and a finish
  • Spinner with numbers advances an AFV down a lane
  • On the space the AFV lands, the card is turned over-player follows its directions-advances, stays, or loses turn or goes back as card says
  • First to cross finish line wins Odyssey money

Wheel of Clean Air

  • Spinning Wheel-outfitted with Environmental/Energy Independence information
  • Player spins the wheel and gets Odyssey money, or loses dollars or turn depending on which fact the pointer is indicating when the wheel stops

Bet-on-the-Tech: A contest of technical skills

  • Timed event held throughout the evening
  • Have players tear down a portion of a car and race to put it back together
  • Have them change the oil

AFV Car(s) on display (lots of lights and sparkle)

  • Spokes models describe advantages of the AFVs being shown

“Car Nak” Booth (Seer/fortune teller spoof)

  • Let the "Expert" tell about your future AFV that’s best for you
  • Include information on tax incentives and related information
  • Have on hand a variety of information to hand out

Artist on hand to draw “Caricatures’”

  • Artist can draw attendees in a variety of settings pertaining to alternative fuels and AFVs and advanced technology vehicles

Cashier/Evaluation booths

  • Receive Odyssey Dollars for filling out survey/evaluation
  • Receive raffle tickets for 50/50 drawing
  • Receive raffle tickets for giveaways
10:30-11:00 Closing event - AFV Jeopardy Contest (Car-Si-No Night still in progress)

  • Hold auction for three contestants’ positions. Bid by using Odyssey Dollar winnings
  • Have information posters with fuel facts throughout the gaming area (Take down posters before game starts)
  • Do contest à la Jeopardy on alternative fuel facts: categories paralleling of Odyssey
  • Winners: 1-year lease on an AFV (first place), Gas grill (second place), Gas light (third place)


Download Banquet/ Gala Format(.doc)

Activity Suggestions

When selecting activities, please evaluate whether your chosen audience would enjoy the activities and whether the activity fits your selected format.

The following suggested Odyssey event ideas and activities are listed under the corresponding Odyssey Goal.

Goal I: Heighten awareness and enthusiasm for AFVs and advanced technology vehicles.
  • Live radio remote. Contract for a live remote radio broadcast with a station whose listeners match your audience according to age, sex, etc. (Radio stations can share their demographics with you).
    • Interview an AFV expert on the live remote radio broadcast as part of the suggested fair or gala formats. Supply radio personality with specific questions regarding the importance of AFVs.
  • Have “spokes-character” give-away, AFV information and small premiums while telling attendees about AFVs.
    • Have the character hand out an environmentally-friendly treat and information on AFVs.
  • “AFV Race Auto Game.” Develop this as a way to compare and contrast vehicles and fuel types:
    • Label a toy car for each type of alternative fuel available in your area.
    • Create a track with multiple lanes.
    • One lane matching each fuel/car; divide the lanes into spaces.
    • Develop a set of cards for each fuel that describe fuel characteristics, vehicle characteristics, etc., of that fuel and that give directions for the player to follow, such as receive state tax credit for your NGV – move ahead two spaces; include penalty cards such as trapped behind old diesel bus – cough and move two spaces back or forgot to have cylinder inspected – lose one turn while it is completed.
    • Shuffle the cards for each fuel and place them face down one card per each space in its fuel lane.
    • Use a spinner to advance toy AFVs down the matching lanes.
    • Player turns over card on the space on which he or she has landed and follows the instructions.
    • First player to cross finish line wins Odyssey cash or points for a chance to win a grand prize.
    • Sponsor a “fortune teller” booth, "Ask Otto the Great."
  • Have a local AFV expert dress as a fortune-teller and meet one-on-one with individual attendees to “foretell" what kind of AFV could be in the attendee's future. This could be individualized to each attendee – individual or fleet manager. Appropriate literature can be on hand to distribute.
    • Example: "Otto" can explain to a fleet manager the "fortunes" he can save by implementing an AFV plan that would work best for that fleet's present and future situation. Include information on tax incentives (and possible penalties for failure to comply with local, state, or federal mandates), operation and maintenance, infrastructure needs, vehicle availability, initial capital costs, etc.
  • Drawing for free rental of an AFV.
    • Use to encourage attendance.
    • Use as an incentive for motivating participants to complete evaluations and survey questions.
    • Use as a grand prize in a game (see below for several game suggestions).
  • AFV Game Shows.
    • Question-and-answer or matching games modeled after popular game shows in which contestants match AFV facts or answer AFV-related questions.
    • Example: A contestant from a panel of three contestants selects one of the 8 levels of difficulty under five main topics. Each contestant races to be the first to answer. Get points for correct answer and chance to select another topic and level. Main topics could be AFV Options, AFV Economic, Clean Air AFVs, AFV Refueling, Saving Domestic Energy.
  • Invite your local ice rink to display its Zamboni® ice-grooming equipment to demonstrate current uses of AFVs.
  • Have a web site display. Set up computers with a set of links already listed so that attendees can explore information available via the Web. Include:
    • http://www1.eere.energy.gov/cleancities/
    • http://www.eere.energy.gov/afdc/
    • http://www.nationalafvdayodyssey.org/
    • http://www.naftc.wvu.edu/alt_fuel_data
    • Honda’s selection of Hybrids http://automobiles.honda.com
    • Toyota’s AFV innovations http://www.toyota.com
    • Nissan’s Green Program http://www.nissanusa.com/about/green-program/index.html
  • Display cutaways of various fuel systems such as CNG cylinders, etc.
    • Provide expert AFV consultation at the event.
  • Ask an independent AFV expert to provide individualized consultation to attendees about owning AFVs. This will give them enough basic information to point them in directions that will likely work for them.
  • Have a pamphlet or flyer that lists local dealers that sell AFVs.
  • Develop/locate a product that shows the difference between various AFVs and display as an AFV comparison chart or information poster or make a handout.
  • Provide literature on the various AFV options.
  • Invite several AFV dealers to speak about options currently available in your area.
  • Invite a panel of fuel providers to speak about local fueling options.
  • Have an AFV auto show as part of your event. Let attendees meet sales people at a booth with actual cars or images of AFVs; include heavy-duty equipment, too.
  • Make the "show" non-staffed as an exhibit (actual or images) of AFVs only.

Print Goal I(.pdf)

Goal II: Strengthen partnerships among industry related organizations.
  • Distribute flyers or lists of salespeople for each local fueling option and for local AFV dealers.
  • Ride-and-drive - Invite local dealers to display their AFVs and allow attendees to test drive them on a predetermined route.
  • Use a car care clinic to draw participants then invite them to test drive AFVs and compare mileage and emissions of AFVs to their own cars.
  • Develop and display a chart comparing BTUs per price and driving ranges for various fuels and vehicles.
  • Demonstrate cost effectiveness of AFVs by having a locally knowledgeable individual demonstrate the Clean Cities Fleet Managers Guide (available at http://www.eere.energy.gov/afdc/fleets/ using local volunteers and local data on fuels and tax credits).
  • Demonstrate that O&M costs are lower for AFVs by showing jars containing oil from gasoline or diesel-powered vehicles alongside oil from various AFVs.
    • For fair format, turn this into a matching game asking participants to identify which vehicle produced which oil.
  • Testimonials--ask a happy AFV owner to talk about O&M costs as part of a seminar or as part of an interview on a live radio broadcast.
  • Distribute literature on O&M costs/effectiveness for AFVs -- from OEMs/dealers, perhaps fuel providers, etc
  • Distribute information on federal and state tax incentives for owning AFVs
    • Poster charts
    • Brochures
    • Panel of agency experts
  • Demonstrate clean tailpipe emissions.
    • Place a handkerchief over the tailpipes of various AFVs versus gasoline and diesel vehicles and display the “soiled” handkerchiefs.
    • For fair format, ask participants to match the handkerchief to the vehicle.
  • Show the video produced by the CNG Cylinder Company of North America, “CNG Cylinder Company: Severe Abuse Test”. Related photos and information can be found at http://ngvcommunity.com/documents/118_engva%20safety%20tests.pdf
  • Demonstrate CNG AFV safety.
    • Contact NAFTC Headquarters for available information.
  • Operate a glass engine on natural gas and/or propane to demonstrate their properties.
  • Create and play an answer-and-question game focusing on the environmental aspects of AFVs.
  • Test and compare emissions. Use a gas analyzer to test emissions from participants’ vehicles and then compare those emissions to those from the AFV of their choice
  • Create and play an answer and question game focusing on the energy aspects of AFVs.
  • Use a gas analyzer to demonstrate emissions from various AFVs vs. gasoline vehicles.
    • Place the analyzer probe near the refueling site of the AFVs and gasoline vehicles to demonstrate volatile emissions released during refueling.
  • Have a picture contest. Ask participants to draw vehicles of the future.
    • This works especially well with young children who may be attending a fair type event with their parents.
    • Have small prizes for those who participate (candy, crayons, stickers, etc.)
  • Spin an AFV Fact.
    • Create a spinning wheel with clicker.
    • Sections of the wheel are outfitted with facts about energy and air quality as related to vehicle emissions and fuel independence and the impact AFVs could have.
    • Ask participants to spin the wheel and win or lose points depending on which “fact" they land. (Positive facts have high points; negative facts lose points or turn, etc.)
    • Award prize points toward a prize.
  • Play “hang man” or similar word game.
    • Have participants guess the letters in a phrase having to do with AFVs and energy or the environment.
    • Award points toward a prize.
  • Have a booth or a presentation featuring the AFDC (Alternative Fuels Data Center) Alternative Fuel Station Locator found at http://www.afdc.energy.gov/afdc/locator/stations/
  • For each fuel available in your area, create local map(s) showing the location of refueling stations to distribute to participants.
  • Demonstrate various connectors for refueling stations in your area and explain how they work.
  • Fueling station ring toss game.
    • Take a large map of your area and cover the toss board; affix pins and name tags to the map to show where all local fueling stations are located. Or, display a map with locations marked and simply use a tag with fuel name and location on the toss board.
    • Have participants toss rings over the pins. Earn points toward a prize for ringing stations.
    • For a more challenging game, match the rings (color coded) to type of fueling station and have participants toss the designated "fuel" ring onto the matching fuel station pin. You can use car parts for rings and pins.
  • Use the AFDC Station Locater at http://www.afdc.energy.gov/afdc/locator/stations/ to print tables of the fuels available in your area.
    • Distribute to attendees
  • “Scavenger hunt” for refueling sites for a fair format or event with displays.
    • Distribute blank maps of your area to attendees.
    • Distribute a list of clues to sites that they are to mark on the map. For example:
    • “Find 8 CNG sites — 2 on the City’s north side, 2 on the west side, 2 on the east side, 2 on the south side); find 2 LNG sites near a major transportation hub; find 4 EV recharging sites at popular shopping areas;” etc. (Embellish with details as desired.)
    • Assign a refueling site to each display booth; have display booth attendants reveal where their refueling site is when attendees ask. For example, “Do you have a CNG site on the north side?” The attendant will show them the place to mark on the map and can even distribute a color-coded sticker (e.g., green for natural gas) as markers. This will also enhance interaction between the participants and those who have displays. Note: As an alternative, you can also provide answers silently; just have answers posted at various places at your event.
    • Instruct attendees to turn in completed maps for a prize.
  • Obtain a speaker who has positive, first-hand experience with owning and operating an AFV or interview an AFV owner as part of a live remote radio broadcast.
  • Make a poster with pictures and quotes from satisfied AFV owners.
  • Invite a panel of speakers consisting of individuals, fleet owners, and business or government decision-makers to discuss their experience with shopping for, owning, and operating AFVs.
  • Invite AFV owners to be part of an AFV car show or ride-and-drive event; give them the option to showcase their AFV.

Print Goal II(.pdf)

Goal III: Establish the role of the NAFTC, its members and partners, sponsors, Clean City Coalitions, and other participants as leaders in the AFV industry.
  • Display the NAFTC poster provided by NAFTC Headquarters (required).
  • Distribute NAFTC literature provided by NAFTC Headquarters
  • Have a sign-up sheet for the NAFTC’s eNews.

Print Goal III(.pdf)

Sample Evaluation Gathering Strategies

Please remember: Having attendees complete evaluations is critical to properly assessing the event.

The data gathered helps

  • determine how well national goals and objectives have been met
  • provide invaluable information for national and local reports that allow feedback to
  • partners and sponsors
  • improve future events
  • better serve our audiences

Below are some ideas for gathering evaluations at your event.

Note: This list is not exhaustive. These are just a few of the ideas that we offer to help you with your evaluation collection process. If you have any ideas you would like to share, please send them to NAFTC headquarters. We will pass those ideas along to all site hosts.

  • If you have a conference-style event, consider having a special time set aside in the schedule for participants to fill out evaluations; have someone designated to answer questions and collect the completed evaluations.
  • Have participants fill out evaluations as a “ticket” for a chance to win a great door prize at the end of the event.
  • Use the evaluation as a "ticket" for entrance into a meal or special event (e.g., ride-and-drive AFV).
  • Have participants fill out an evaluation after a special activity such as a ride-and-drive or a tour.
  • Have a special evaluation table where completed evaluations can be exchanged for an event give-away such as an event poster, pen, hat, etc.

Remember: Be sure to have plenty of pens or pencils for participants to use in filling out the evaluations! We want to make this hassle free!

  • Raffle an Odyssey shirt (great way to get evaluations completed!)
  • Recognize partners during a function, lunch, reception or other function.
  • Feature partners’ capabilities in a live remote radio broadcast by inviting partners to be interviewed during the broadcast.
  • Feature question-and-answer games focusing on partners’ capabilities; award prizes to winners.
  • Have partners present or otherwise demonstrate their capabilities; for example, auto dealers can sponsor a ride-and-drive, or fuel suppliers can demonstrate the features of their fuel, etc.
  • Ask partners to invite their satisfied customers to make presentations or be interviewed during a live remote radio broadcast.
  • Invite partners to exhibit or develop and display posters featuring their accomplishments and expertise in the AFV industry. This option may be particularly effective for coalitions such as the Clean Cities Coalitions or other service-oriented groups.
  • Offer tours of partners’ facilities. Use AFVs to transport participants to tour location(s).
  • Develop and distribute a “Who’s Who” contact list of AFV partners that identifies various partners’ capabilities and gives participants a way to follow up after the event.
  • Invite partners to participate as panel members or speakers for various presentations.
  • Invite partners AFV technicians to demonstrate a skill – a great event for recruiting future technicians or providing consumers with assurance of quality repair available for AFV vehicles.
  • Recruit and use a planning committee made up of interested individuals and organizations to help plan further events.
  • Arrange to have local governing entities declare a National AFV Day.
  • Encourage partners to promote the day within their own organizations' communications network.
  • Recruit key event personnel to participate in the Odyssey event.
  • Recognize partner participation in appropriate publicity and in event materials.
  • Provide end-program recognition, thanks, plaques etc.
  • Have a follow-up meeting with the planning committee and others to discuss the outcome and report results of your event.
  • Add committee and other key personnel to your organization’s database to share your other AFV related efforts in the future.

Print Sample Evaluation Gathering Strategies(.pdf)

Event Logistics

Overview

Items to consider after you identify the audience, format, and activities that meet the goals, purposes, and outcomes of National AFV Day Odyssey.

  • Will there be food and beverages?
  • What kind of facility do we need?
  • Where in the schedule will we solicit evaluations from participants?
  • What kind of safety issues do we need to consider?
  • What should our schedule be (i.e., timeline and order of the event)?
  • What program personnel – exhibitor, speakers, and guests – will be needed to conduct the event?
  • What kind of support and event staff will be needed to prepare, run, and close the event?
  • What equipment and materials will be needed at the event?
  • What other event considerations need to be planned for (i.e., ride-and-drives, decorations)?
  • What are the budgetary needs?
  • Will sponsorships for in-kind or monetary contributions be solicited?

Print Overview(.pdf)

Speaker Recruitment Points

1. Brainstorm potential speakers, exhibitors and other participants.
2. If possible, committee members with personal connections to the desired speaker, etc., should make the initial contact (see # 4).
3. Write a follow-up letter formally inviting the speaker, key exhibitor, etc., to the event (see Speaker Follow-up Letter Template.)
4. After securing them, ask speakers/guests to complete the Speaker Bio form or otherwise gather the information from them. This information will be useful in writing introductions, press releases, and other program materials.
5. Points to consider for recruiters:

  • Know the potential speaker’s connection to the AFV industry or their special expertise; be ready to use this to explain why you are calling. For example, say, "I am calling you because you use many AFVs in your company" or "You are a great advocate of the environment."
  • Briefly explain Odyssey's purpose, philosophy, and approach to the potential speaker. Use information that makes sense to them. Use Philosophy and Goals and Objectives of National AFV Day Odyssey as your guide.
  • Explain that the NAFTC is the key sponsor and tell a little about the NAFTC. NAFTC information, such as the brochure will help here.
  • Explain why your organization is involved with Odyssey. Explain your local Odyssey event's connection to the national day’s objectives and what makes the local event unique.
  • Describe others who are participating, helping, or supporting the local event.
  • Explain exactly what the potential participant’s role will be.
  • Explain how the speaker’s participation will benefit him or her; emphasize benefits that are most important to him or her (for example, reinforce position on environment, establish commitment to certain causes or organization, and obtain better exposure for their products or services to a wider audience).
  • If applicable, explain special considerations that might apply to him or her, such as floor space, time to set up, potential number of attendees that will see the exhibit, etc.
  • If potential speaker is a VIP or national-level celebrity, you may have to seek a special recruiter using the same points above.
    • Note that your organization may have specific recruitment procedures, especially when inviting VIPs. Make sure to check because designated personnel may need to be involved in the process.
    • Also, please check with NAFTC Headquarters for our input if inviting national-level VIPs because we may need to be involved.

Print Speaker Recruitment Points(.pdf)

Speaker Bio Form
Name
Title
Organization
Phone
FAX
E-mail
Address
Educational Background
Employment History
Significant Relevant Achievements
Honors
Other

Download Speaker Bio Form (.doc)

Speaker Follow-up Letter Template

Date

SPEAKER NAME
ADDRESS 1
CITY, STATE ZIP

Dear SPEAKER NAME:

Thank you for agreeing to participate as a (KEYNOTE PRESENTER, PANELIST, EXHIBITOR, EMCEE, OR OTHER FEATURED GUEST) at our National Alternative Fuel Vehicle (AFV) Day Odyssey event. Our local Odyssey event will be one of many across the country that will help to build awareness and enthusiasm for alternative fuel and advanced technology vehicles. We want to showcase alternative transportation technologies and provide a pathway to energy independence.

National AFV Day Odyssey is being coordinated by the National Alternative Fuels Training Consortium (NAFTC), headquartered at West Virginia University, in Morgantown, WV. The NAFTC strives to improve air quality and decrease our nation’s dependence on petroleum by promoting, supporting, and expanding the use of alternative fuel vehicles. Our organization, ORGANIZATION NAME, supports clean air initiatives, and we are excited to be part of this nationwide event.

Your participation in our local National AFV Day Odyssey event reinforces the importance of alternative fuels to those within the industry and heightens the overall credibility of AFVs as a viable choice for consumers.

DESCRIBE BRIEFLY WHAT YOU HOPE THE PERSON WILL BRING OR SAY OR DO. IF KNOWN, INDCATE TIME, PLACE, and LOCATION OF PERFORMANCE; WHO WILL MEET SPEAKER; ETC.

Again, thank you for agreeing to be part of this exciting event. If you have any questions or concerns, please feel free to call me at YOUR NUMBER or e-mail me at YOUR E-MAIL.

Sincerely,

YOUR NAME,
Site Coordinator for the LOCATION AFV Day Odyssey Event
YOUR REGULAR TITLE


Download Speaker Bio Form (.doc)

Points to Consider when Selecting a Facility

As soon as possible, please reserve your facility and necessary equipment. Ideally, request that you can set up the afternoon before the event.

To be able to conduct Odyssey, your facility must have or provide for these items:

Room to seat or hold a targeted number of people (suggest a minimum of 100)

  • Restroom facilities
  • Space for exhibits or literature
  • Space for registration
  • Access to public phone
  • Parking (or transportation to and from parking)
  • If outside–shelter or tent for sun or rain
  • Tables and chairs for exhibitors, attendees, and other participants
  • Access to electricity - check for correct voltage
  • Fire/safety equipment
  • AV and video equipment/system
  • ADA accessibility
  • Security
  • Adequate source of lighting (ability to control idea)
  • Adequate acoustics or sound control

It is extremely important that the facility has:

  • a hotel nearby
  • an area to serve food
  • space for “ride-and-drives”
  • space for cars
  • space for special designated areas such as hospitality, press, and smoking

It is good if the facility has:

  • Air conditioning/heating for tents
  • Easy access to tour your facility
  • Satellite/Internet access
  • Refueling/recharging station
  • On-site kitchen facilities

Print Points to Consider when Selecting a Facility(.pdf)

Local Facilities Check Sheet

Sponsors and Partners

Sponsorship Overview

Before starting any fundraising, please check with the administration of your organization for any particulars of collecting, accounting, and distributing donated funds, etc.

What is a sponsor?
An entity that believes or supports the goals/objectives of National AFV Day Odyssey that can provide one or more of the following:

  • Unrestricted funds to use at the coordinator's discretion
  • Funds for a specified purpose
  • Donated services
  • Donated vehicles/facilities
  • Donated educational material
  • Other donated materials -- e.g., prizes for evaluation completion

Types of potential sponsors

  • Fuel providers
  • Civic organizations
  • Car dealerships
  • Educators
  • Local, federal, state, and municipal agencies
  • Environmental groups
  • TV and radio stations

How funds can be used

  • Unrestricted to use at the coordinator's discretion
  • Sponsor facilities
  • Sponsor a specific item (e.g., giveaways, tent rental, prize incentives, facilities)
  • Sponsor an activity (hospitality: lunch, reception, etc., game, or speaker expenses)
  • Supply a service that the company provides (e.g., limousine service provides drivers and vans for transportation; printing service provides mailing/postage; catering service supplies hospitality; newspaper supplies space for advertising)

Note: Sometimes a particular funding source (e.g., an agency) has restrictions on how funds can be used. Please check with your sponsor to clarify any such requirements.

What do sponsors receive?

  • Local recognition
  • Better exposure to increase sales, services, or products
  • Increased contacts and reputation in community
  • Generally, they may be:
    • Listed in program and/or on signage
    • Listed on local Web site
    • Given naming opportunities-- e.g., the XYZ Car dealer lunch
    • Invited to attend event and special participation benefits
    • Invited to introduce the main speaker
    • Offered free attendance to event and/or free exhibit/vehicle space
    • Given the opportunity to distribute product or program materials

Recruitment Points

  • Make personal contact
  • Be specific:
    • Have identified specific lists of needs (items, services, as well as dollars, etc.) that the organizations can sponsor.
    • Have dollar levels of local sponsorship developed
    • Clearly state your procedure for “how to give.”
    • Demonstrate how host/coordinator and event itself are credible and worthy
    • State how sponsor will benefit generally (see “What do Sponsors receive?” above) and specifically levels of giving
  • Be sure to formally thank them for any interest shown (even if not contributing)
  • Invite them to attend the event

Materials needed

  • Solicitation letter to follow up or to send prior to making personal contacts (It is a good idea to do these individually) (see General Sponsorship Letter in Section 5 of this notebook)
  • Include (briefly):
    • Description of overall reasons for and goals of the event
    • Who and how many the event will reach directly
    • Some specifics highlights of your particular event
    • What the event hopes to accomplish (outcomes/results)
    • Need and how the help is appreciated (this can be tailored to meet a specific request of a certain sponsor) Examples: transportation service, free AFV lease for a year
    • How event sponsorship may help potential sponsor (again this may be tailored to specific sponsor)
    • Others who are supporting (nationally or locally)
    • Information about how to select and make contributions (i.e., how to write the check)
    • Sponsorship levels and premiums: be specific. For examples, see Sponsorship Levels. Please alter prices and/or package contents as you need.
  • Have sponsor return the sponsorship form and information about naming opportunities, specific needs, and how to select and make contributions
  • Final “Thank You” letter include:
    • What their specific contribution was
    • How contribution will help specifically, and recap general goal accomplishments for program
    • What level of sponsorship they are
    • Recap a few of the benefits for their level and general benefits of contributing
    • Invite them to the event (if applicable remind them that they have free registrations and/or invite them to come and pick up their award at the appreciation award presentation)
    • Acknowledge if they have offered additional support (see additional support list)
    • Explain that you have included event information, and request that they use them in their newsletter or Web site to help promote the event (and show how they are supporting it)
    • Thank them again for their sponsorship
  • Your institution's sponsorship procedures and related forms (if any)
  • Note

  • Always publicly announce and thank the sponsor during the event as appropriate. Sponsors love to hear their name.
  • Credit NAFTC on materials

Print Sponsorship Overview(.pdf)

Sponsorship Letter Template

[Date]

[Name]
[Company]
[Address]
[City], [State] [Zip Code]

Dear [CONTACT]:

We are writing to ask your help in spreading the news about a great opportunity- one that will benefit you and many others. National Alternative Fuel Vehicle (AFV) Day Odyssey is a biennial nationwide event coordinated by the National Alternative Fuels Training Consortium (NAFTC) at West Virginia University and dedicated to promoting the use of alternative fuel vehicles (AFVs) and advanced technology vehicles. Odyssey educates the country about ways to be free from dependence on foreign oil and motivates individuals to take steps toward energy independence.

Thanks to continued support from the U.S. Department of Energy (DOE), including the Clean Cities Program, and at the request of the numerous individuals, partners, and sponsors who have participated in past Odyssey events, we are conducting the ten year anniversary installment of National AFV Day Odyssey on DATE. With thousands of participants across the nation, this will be the day that many Americans realize the importance of the alternative fuel industry. National AFV Day Odyssey has been an overwhelming success ever since it was instituted in 2002 by the NAFTC.

Being an Odyssey sponsor has many benefits. Odyssey will provide your company with the opportunity to convey its message to new and diverse audiences. The return your company receives as a sponsor will be tremendous.

Consider our most recent success. [In 2012, 152 sites hosted Odyssey events in the United States and Europe. Over 250,000 attendees took part in activities such as ride-and-drives, educational seminars, and AFV training workshops, while being provided with numerous networking opportunities. In addition, Odyssey’s message reached more than 200 million individuals through media coverage.]

We know Odyssey works because it unites the country while putting AFVs on the roads. Many event attendees have said they purchased an alternative fuel vehicle after attending an Odyssey event. Clearly, we have consumers’ attention. National AFV Day Odyssey gives your company opportunities to make new sales and gain new customers, possibly for life.

By supporting this nationwide event, your company will find itself in a win-win situation. People are taking notice of the dire circumstances we find ourselves in, and they want to see who can help them make a difference. Your sponsorship will establish you as the company that gives back by providing real alternatives.

Odyssey will not be successful without the commitment and participation of national sponsors and partners. To support a nationwide event of this magnitude, we need all who are concerned with the alternative fuel industry to get involved and show consumers how to make a difference. Please consider providing funding for site support and coordination, nationwide promotion and publicity, recruitment, national initiatives, and the final report.

By becoming a nationwide sponsor and leader in promoting the AFV industry, your company will appear in the [YEAR] Odyssey Executive Summary, which is distributed to Congress and many other locations. Furthermore, your company’s name will be listed on our Odyssey Web site, enhancing its image in the public eye, while building and strengthening your industry connections.

We are excited about the continued opportunities a focused, well-defined, national public awareness event offers for our industry. With your help, Odyssey [YEAR] will reach an even greater number of people, as together we will continue our efforts in educating consumers, policymakers, and students about cleaner choices in transportation.

Enclosed you will find more detailed information about National AFV Day Odyssey and our [YEAR] sponsorship opportunities. The numerous sponsorship levels are designed to best benefit those supporting our cause. I feel certain you will recognize supporting Odyssey helps your company and enhances attainment of your business mission.

We look forward to your tax-deductible sponsorship. If I can be of any assistance, please feel free to contact me at XXX.XXX.XXXX. Again, thank you for your interest in Odyssey and helping to ensure the future of AFVs and advanced technology vehicles.

Sincerely,

[Your Name],

[Your Title]

Enclosures:
[YEAR] National AFV Day Odyssey Sponsorship Forms


Download Sponsorship Letter Template(.doc)

Sponsorship Form
Sponsorship Opportunities Template

Sponsors will enjoy area wide recognition and the opportunity to put your product/product information into the hands of more than ATTENDEE NUMBER potential, under-reached customers in multiple markets. Participating in this event will allow you to partner and network with other leaders committed to the alternative fuels and automotive industries. Your support will continue to be recognized long after the event is over in the widely distributed Odyssey Executive Summary.

Platinum Sponsorship - $10,000

  • Opportunity to provide a keynote address at Odyssey Event
  • Corporate logo prominently displayed at Odyssey Event
  • Special corporate poster tailored with your company information and displayed at Odyssey Event
  • Opportunity to display vehicles or product at Odyssey Event
  • Membership on Odyssey Advisory Committee
  • Listed in key media ads
  • Opportunity to include promotional materials in tote bags to be handed out to participants at all site locations
  • Corporate logo with hyperlink listed on National AFV Day Odyssey Web site
  • Plaque of appreciation and recognition at Odyssey Event
  • Listing in Odyssey agenda
  • Listing on Odyssey poster
  • Included in selected publications including the Final Report distributed to Congress and others

Diamond Sponsorship - $5,000

  • Opportunity to display vehicles or product at Odyssey Event
  • Membership on Odyssey Advisory Committee
  • Listed in key media ads
  • Opportunity to include promotional materials in tote bags to be handed out to participants at all site locations
  • Corporate logo with hyperlink listed on National AFV Day Odyssey Web site
  • Plaque of appreciation and recognition at Odyssey Event
  • Listing in Odyssey agenda
  • Listing on Odyssey poster
  • Included in selected publications including the Final Report distributed to Congress and others

Gold Sponsorship - $3,000

  • Opportunity to include promotional materials in tote bags to be handed out to participants at all site locations
  • Corporate logo with hyperlink listed on National AFV Day Odyssey Web site
  • Plaque of appreciation and recognition at Odyssey Event
  • Listing in Odyssey agenda
  • Listing on Odyssey poster
  • Included in selected publications including the Final Report distributed to Congress and others

Silver Sponsorship - $2,000

  • Opportunity to place company materials at Odyssey site
  • Corporate logo with hyperlink listed on National AFV Day Odyssey Web site
  • Plaque of appreciation and recognition at Odyssey Event
  • Listing in Odyssey agenda
  • Listing on Odyssey poster
  • Included in selected publications including the Final Report distributed to Congress and others

Bronze Sponsorship - $1,000

  • Corporate logo with hyperlink listed on National AFV Day Odyssey Web site
  • Plaque of appreciation and recognition at Odyssey Event
  • Listing in Odyssey agenda
  • Listing on Odyssey poster
  • Included in selected publications including the Final Report distributed to Congress and others

Patron Sponsorship - $500*

  • Company/Organization logo with hyperlink listed on National AFV Day Odyssey Web site
  • Plaque of appreciation and recognition at Odyssey Event
  • Patron listing in Odyssey agenda
  • Patron listing on Odyssey poster
  • Included in selected publications including the Final Report distributed to Congress and others
    • *Patron Sponsor Requirements: Available to small businesses, organizations, and media partners only.
    • ๐ Work with Odyssey Site Coordinator to advertise and promote National AFV Day Odyssey by:
    • – Adding Odyssey logo and link to Odyssey Web site from your Web site
    • – Sending Odyssey email announcements/advertisements to your mailing list
    • – Posting National AFV Day Odyssey date on your calendar(s), and,
    • – Feature Odyssey in pre-event or post-event news article, and/or (2) Provide site coordinators with industry information that can be used for educational purposes at site, i.e., informational posters, DVDs, fuel examples, etc.

Promotional Sponsorship

  • You may also choose to donate “in-kind” promotional materials. In this case, your sponsor status will depend on the value of the in-kind donation. Examples of such “in-kind” donations could be product samples, promotional gifts (bags, mugs, etc.), gift cards for giveaways.

Download Sponsorship Opportunities Template(.doc)

Marketing and Promotion

Overview

One of the most important aspects of hosting an Odyssey event is the marketing and promotion of the event to attract participants and attendees. An overall plan for marketing and promotion will allow your efforts to function much more efficiently.

First, it is important to understand your intended audience when promoting your event.
Who is your event geared towards? Who will benefit most from your event? Detailed information on selecting your audience follows later in this chapter. In the meantime, here are some basics about your audience that you should consider when beginning a marketing and promotion campaign:

  • Know their demographics (age, gender, education)
  • Know what motivates them
  • Know what would prevent them from participating
  • Know who influences or controls their decisions to attend
  • Know what competes for their time
  • Know how they will benefit from the service or activity being provided
  • Know what tone/images would most appeal to them; i.e,
    • conservative/bright; details/simple; high tech/low tech
  • Know how they can be reached most effectively
  • Know when they need the information in order to participate in a timely fashion

Also, you will want to make sure that you include all necessary information in marketing and promotional materials. Some information that you may want to include are:

  • Date
  • Time
  • Location
  • Sponsors
  • Hosting organizations
  • Directions
  • Keynote speakers
  • Main events/displays
  • Benefits of attending

Make sure that you proofread all of your marketing and promotions material. There is nothing more upsetting than opening up your local newspaper to see the ad that you carefully placed and realizing that it includes a typo, or incorrect information.

Print Overview(.pdf)

Audience List

One of the most important aspects of hosting an Odyssey event is the Marketing and Promotion of the event to attract participants and attendees. An overall plan for marketing and promotion will allow your efforts to function much more efficiently.

First, it is important to understand your intended audience when promoting your event. Who is your event geared towards? Who will benefit most from your event?

Here are some basics about your audience that you should consider when beginning a marketing and promotion campaign:

  • Know their demographics (age, gender, education)
  • Know what motivates them
  • Know what would prevent them from participating
  • Know who influences or controls their decisions to attend
  • Know what competes for their time
  • Know how they will benefit from the service or activity being provided

Also, you will want to make sure that you include all necessary information in marketing and promotional materials. Some information that you may want to include are:

  • Know what tone/images would most appeal to them; i.e,conservative/bright; details/simple; high tech/low tech
  • Know how they can be reached most effectively
  • Know when they need the information in order to participate in a timely fashion

Print Audience List(.pdf)

Timeline Template

Finally, you will want to develop a timeline to ensure that your marketing and promotions efforts stay on track. Advertisement development may take several weeks, and a social media campaign should begin several months in advance of your event. Below, you will find a Timeline Template that you may want to use in planning your marketing and promotion plan. Feel free to make changes to suit your needs and budget.

TIME ACTIVITIES
6 months before event Identify your target audience.
Create marketing and promotion plan.
Create social media accounts/website.
Develop a plan to update social media/website frequently.
5 months before event Contact companies with non-traditional advertisement products.
Update social media accounts/website.
4 months before event Contact sign companies or other vendors about production of any signage or promotional items that you might need for your event.
Update social media accounts/website.
3 months before event Meet with graphic designer, sign companies or other vendors to design your signage or promotional items.
Update social media accounts/website.
2 months before event Order signage and promotional items.
Research advertisement requirements with local media outlets. Contact advertising representatives.
Submit your event to all public event calendars.
Update social media accounts/website.
1 months before event Install signage.
Work with graphic designer or advertising representative to create ads.
Send out e-blast or direct mail piece inviting people to attend your event.
Update social media accounts/website.
1 months before event Install signage.
Work with graphic designer or advertising representative to create ads.
Send out e-blast or direct mail piece inviting people to attend your event.
Update social media accounts/website.
3 weeks before event Place order for advertisements.
Send out follow-up e-blast or direct mail piece inviting people to attend your event.
Update social media accounts/website.
2 weeks before event Send out follow-up e-blast or direct mail piece inviting people to attend your event.
Update social media accounts/website.
1 weeks before event Send out follow-up e-blast or direct mail piece inviting people to attend your event.
Update social media accounts/website.
Day of event Update social media accounts/website.
Set up a media relations area of your event to greet media and conduct interviews.
Day after event Send out press release of event highlights to media outlets.
Update social media and/or websites to show event highlights, thank participants and invite people to your next Odyssey event.

Download Sponsorship Letter Template(.doc)

Advertisements

Creating Ads

There will be several advertisement templates available for use in the Coordinator’s Corner on the Odyssey website. However, you will need to work with your advertising representatives to ensure that your submitted ads meet the publication criteria for their newspaper, magazine, radio station, etc. You should receive a proof of your ad before it beginning running. Make sure to thoroughly check it for accuracy, grammar, spelling and readability.

Creating Ads

You may also want to pursue some non-traditional advertising options. Examples are listed below:

  • 1. Billboards
  • 2. Lawn signs
  • 3. Signs in business windows
  • 4. Cable community announcement board
  • 5. Ad in local event programs - sports, plays, etc.
  • 6. Movie theater ads
  • 7. Billboards
  • 8. Use "Want Ad" section to place a small ad for your Odyssey event

Print Advertisements(.pdf)

Social Media

A relatively new media opportunity for Odyssey site coordinators to use to help promote their events is social media. While traditional forms of communication still have merit in engaging your potential audience and generating interest in community events like Odyssey, social media has become the new media of choice for many young people, particularly those who are tech savvy—just the type of individuals who will be interested in learning more about alternative fuel vehicles.

Social media also has some disadvantages:

  • • It is less expensive, free in most cases
  • It is very interactive—you can receive immediate feedback from your efforts
  • It is easy to update and offers an opportunity to modify your message on a weekly, daily or even an hourly basis
  • Social media works well with web sites and new smart phone technologies
  • It is becoming another source for traditional media to generate/find story ideas

Social media also has some disadvantages:

  • It must be updated OFTEN
  • It must be interactive
  • Interactivity must be monitored
  • It does not appeal to as broad a demographic as most mass media

Social media is considered a valuable asset to have as part of the Site Coordinator’s toolbox. Specifically, with the smart use of Social Media Networks such as Facebook, Twitter, and some blogs, you have the unique opportunity to take your message straight to the public and ultimately influence the voice of your city, your county, your state or even the nation depending upon how you position your social media.

Social Media, a few definitions:

A social network is a social structure made of individuals (or organizations) called "nodes," which are tied by one or more specific types of interdependency, such as friendship, kinship, common interest, financial exchange, etc.

Similarly, a social network service focuses on building and reflecting of social networks or social relations among people, e.g., who share interests and/or activities. A social network service essentially consists of a representation of each user (often a profile), his/her social links, and a variety of additional services.

Most social network services are web based and provide means for users to interact over the internet, such as e-mail and instant messaging. Although online community services are sometimes considered as a social network service in a broader sense, social network service usually means an individual-centered service whereas online community services are group-centered. Social networking sites allow users to share ideas, activities, events, and interests within their individual networks.

Let’s look at some of these network services individually and see how they can be used to promote your AFV Day Odyssey event.

Print Social Media(.pdf)

Facebook


Before it opened to all users above the age of 13-years-old in the Fall of 2006, Facebook served as a social networking engine at Harvard, Stanford, Columbia, and Yale Universities and other colleges. Designed as a tool for students to get to know other students, share ideas, respond to study inquiries, etc., Facebook is now used by people the world over to share information about themselves, their beliefs, events, and more. Facebook is a quick, easy, and free way to spread the word about your project. Users can create profiles with photos, lists of personal interests, likes, and contact information. Communicating with friends and other users can be done through private or public messages or a chat feature. Users can also create and join interest groups and “like pages.” A “like page” is a way for users to endorse specific sites and opportunities. It is how social media users vote in the social media realm.

To make a “like page” for your AFV Day Odyssey Event, you must first join Facebook. If you have a valid email address, you are already half way there. Visit www.facebook.com and click on “Create a Page”, as you see at the bottom of the screenshot shown above.

Once you have clicked “Create a Page”, you will be directed to a page containing this information:

You may have another category to list your project under but “Technology Product/Service” seems to best fit the AFV Day Odyssey Events. Choose an appropriate title (e.g. SITE NAME AFV Day Odyssey Event YEAR) and you are set to go. By checking the box, and identifying yourself as the official representative of said project, you will be named an administrator for the page.
From here, simply set up your page. Upload a profile photo (perhaps your logo), write-in some information, and start spreading the word. You can gain users by suggesting this page to friends, if you’re an established Facebook user, or by purchasing a banner ad through Facebook. For those who are not already members of Facebook, you can e-mail invitations to people to join and/or visit your page. Also, be sure to include a “Find us on Facebook” note in any other advertising media you use! Facebook allows you to download their badge for placement on your site.

It is veryimportant to keep your site up-to-date with the latest on your project. You can use Facebook to announce events and send out invitations, have group discussions, release information, and more. It is a very powerful P.R. tool!

Here are some screen grabs of a hydrogen vehicle “like page” on Facebook to show what can be accomplished:
Be sure to include photos from your events, links to articles published on your project, answers to commonly asked questions; and with a Blackberry, you can even send real time updates to your Facebook status as with the “DC Visit” note below.

Uploading photos and videos is very straightforward. In the screenshot above, the arrow is pointing to several icons next to the word “Attach”. The first icon allows you to post a link to your home page or “wall”; the next a photo, an event, and finally, a video. This is a quick and easy way to exhibit new things. In the “DC Visit” note below, you can see that Jason has written text about their trip and attached a link to an article about the bus that was published on http://fastlane.dot.gov. Simply type your text in the “What’s on your mind?” box that is provided. Click the icon for your attachment type. Paste and/or upload the attachment then click “Share”.

Additionally, if you have a series of photos you’d like to add, say from a weekend-long event, go to the “Photos” tab at the top of the page and then click “Create New Album”. Enter your event title, any pertinent details, allowances, then upload your photos.

Facebook has recently started a new service for “like page” administrators. Each week, they send out an email containing page activity stats, like this one:

Hi Rebecca,
Here is this week's summary for the Facebook Page: The Hydrogen Hybrid Bus
+1 Fans this week (165 total Fans)
0 Wall Posts, Comments, and Likes this week (3 last week)
154 visits to your page this week (122 visits last week)

Update your Fans
Visit your Insights Page
Get more Fans with Facebook Ads

You can quickly see how many fans you’ve gained or lost, how much interaction you’ve had with your audience, and how many people have visited your page in the past week. Additionally, you have the option to send a note to your fans, see a full listing of stats, and purchase a banner ad. To send a Note, click the “Note” tab at the top of your wall page. Write your title and text as you would any press release or article, tag related persons, and then select a group to whom you will send the note.

Facebook is a wonderful tool to reach the Generation X-Z crowd and is easily updatable from the nearest computer or cell phone. It’s such a visually rich program that you can really get your message out in words and photos and get your target market excited about your project. Additionally, with wall posts, discussions, notes, and messages*, you’ll be able to interact directly with your audience, answer questions, and spread the word without having to use a traditional medium that may take hours, days, or even weeks to update, correct, encourage, and respond.

  • *1. Wall post: Any note, photo, video, link, etc. that you post directly to your wall using the directions on page 4.
  •  2. Discussions: By clicking on the “Discussions” tab at the top of your wall page, you can post a discussion topic or question to your fans. Fans can then reply directly and have a sort of on-line conference with yourself and other enthusiasts.
  •  3. Notes: See the paragraph above.
  •  4. Messages: Administrators have the option to privately message, or email, Fans with responses to questions, inquiries, etc.

Facebook can also be linked with Twitter, the newest of the social network services. Assuming you have established a Twitter profile (see below), to link Facebook and Twitter together, go on Facebook under Applications and search for the “Twitter Tab”. Using this application will add another tab to the top of your wall page, next to Info, Notes, Discussions, etc. This application will copy your profile settings, including theme and color, directly from Twitter and apply it to your news stream. From here on out, anything you tweet will be featured on your Twitter Tab.

Print Facebook(.pdf)

Twitter

Developed in 2006, Twitter took AOL’s original Instant Messaging to a whole new level. Based on SMS (short message service) texts on cell phones, Twitter users are able to update their followers (those people who subscribe to their updates) at any time, from anywhere. Limited to 140 character-length posts called tweets, Twitter has gained enormous popularity since the beginning of 2009.
You must create a profile to use Twitter, like this one:

Automoblog, a car enthusiast’s profile, tweeted a story about Toyota’s new hydrogen car project, as you can see in the screenshot above. You can also see that the name of the user is actually Automoblog.net, they’re located in North Carolina, and they’re web site is located at http://www.automoblog.net. It is very easy to become a follower of Automoblog’s tweets, as you can see on the upper part of the screenshot. The interested party simply has to click on “Let me in”.

Tweets can be received via email or cell phone, and they can be tied into one’s Facebook page as well. You can use it, like Automoblog has done above, to direct people to your web site for new information, or you can use it to simply tell people what’s going on at any given time.

As an example, say you break the land speed record with your advanced electric drive vehicle. You could log-on to Twitter via your cell phone’s SMS service or the nearest laptop and type in, “Andy Green eat my dust! Advanced electric drive vehicle, 764mph!” And just like that, everyone who follows your profile and/or Twitter in general, has received the first news that your vehicle has broken the land speed record. This is also particularly helpful since many news agencies now follow Twitter in order to stay on top of World events! Twitter is the ultimate tool for front line reporting.

Like Facebook, you will have a photo associated with your profile and as mentioned previously, the photo or logo you have on Facebook and on your print advertisements, should be the same one you have on Twitter. There is a lot of information out there, and the more opportunities you have to tie your information together with a similar look and sound (consistent messaging), the better. There is less of a chance for people to confuse you with another project if everything you publish looks the same…that includes the color, tone, and vision.

In addition to following your project tweets via cell phone and email, the general public, if they happen to find your “Find us on Twitter” note from another source, can do a search for your project using your username with the ampersand symbol before it. For example, if your Twitter name is _______ AFV Odyssey Event YEAR, folks can go to www.twitter.com type in @_______ AFV Odyssey Event YEAR in the search box and find your profile. One can also do a topical search such as the one shown below for “hydrogen vehicle”:

As with Facebook, a Twitter user can restrict his/her information only to those people who are followers, or a user can open their profile and tweets up to the general populace for perusal. Since your goal is to gain as much interest as possible in your AFV Day Odyssey event, make sure your privacy settings are set appropriately! As a default, Twitter almost always makes the information you provide public. To set your privacy settings, and therefore control what is made public and what is not, visit your Twitter Account page and click “Settings”. As a corporation seeking fans, being public is a good thing, but keep in mind that everything you post and publish is broadly and instantly disseminated; is searchable by many search engines; and is immediately delivered via SMS and API’s to a wide range of users and services..

Print Twitter(.pdf)

Web(Blog)

Although not a social network like Facebook or Twitter, blogs can be used to reach a wide variety of people who have shared interests, and the author of the blog can receive direct feedback from his/her readers; so in many ways, the direct marketing avenue is still there.

Wikipedia defines a blog as:

A blog (a contraction of the term "web log") is a type of website, usually maintained by an individual with regular entries of commentary, descriptions of events, or other material such as graphics or video. Entries are commonly displayed in reverse-chronological order. "Blog" can also be used as a verb, meaning to maintain or add content to a blog. Many blogs provide commentary or news on a particular subject; others function as more personal online diaries. A typical blog combines text, images, and links to other blogs, Web pages, and other media related to its topic.

Blogs are useful for filling in your audience about what to expect during your AFV Day Odyssey Event. Whereas Facebook and Twitter are up to the minute, real time, instant feedback media for news headlines (a ticker tape, if you will); a blog gives its reader the full story. There are many, many different blogs out there today; everything from cooking to crafts to the war in Afghanistan to advanced electric drive vehicles. The key is, again, to keep a consistent look and message and direct your users to your blog via Facebook and Twitter (and to reference them to Facebook and Twitter via your blog).

Here’s an example:

Always tie each of your media together! Obviously, you cannot put these icons in everything you do, but if your print ads or published articles direct users to your web site, then your web site should direct them to your blog, to Facebook, to Twitter, and so on.

Let’s take a look at an Advanced Electric Vehicle Blog…

You can see from this posting, there are multiple entries from multiple authors. If your project is being overseen by a team and each member has a different aspect of the project that he/she is capable of expounding better than another, there’s a benefit to blogging in that you can create a variety of authors for the same blog/webzine (on-line magazine). Do not forget to post photos and videos too…not just text! Readers are much more likely to keep reading if they have something interesting to look at in addition to simple written information and data.

Similarly, you can use your event blog as a place to sell sponsorships or t-shirts or event related memorabilia.

Note the blogs below.


In conclusion, social media is an excellent avenue to reach your peers, colleagues, and most importantly the public to get them excited about your AFV Day Odyssey project. Follow a few simple guidelines, and you will not fail:

  • 1. Keep your message and look consistent (this includes any other advertising you may be doing: print, radio, broadcast TV, etc.)
  • 2. With social media especially, keep the news fresh…they call it news for a reason. If it is more than a few days old on the Internet, you are missing out. Whether you have a big story or not, let your followers know you are still out there, getting ready and excited about your event. Update the postings and information regularly.
  • 3. Respond to feedback received and remember social media is, above all else, interactive.
  • 4. Have fun with it!

Print Web(Blog)(.pdf)

E-blasts and Direct Mail

Design Tips

  • Use Odyssey colors and graphic guidelines for font choice, etc.
  • Keep message simple by using bullets and headers
  • Keep card or email visually uncluttered; group similar messages
  • Leave white space to break up text
  • Use complementary colors or various shades of grey and different font sizes to create contrast and visual appeal
  • Use easy-to-read font such as Times New Roman or Arial
  • Use standard sizes for postcard or brochure
  • To get letter rate, stay between 5 inches and 11 1/2 inches in length and between 3-1/2 inches and 6-1/2 inches in height
  • To get flat rate, stay between 11-1/2 inches and 15 inches length and between 6-1/8 inches and 12 inches in height
  • (Self-mailers) On address side, adhere to U.S. Postal Service mailing guideline and address space
  • Check U.S. Postal regulations for other mailing tips; see www.usps.com
    Note: Because bulk mail takes significant time to reach recipient, send materials first class

Save-the-Date Postcard – include the following:

  • National AFV Day Odyssey graphics and tag line
  • Date and times of local event
  • Teasers to attract your audience
  • Local contact information and/or local Web address
  • National Odyssey Web site address: https://www.afvdayodyssey.org
  • Location of local event
  • Local and national sponsors/partners
  • Local organizers: Clean Cities and/or NTC institution
  • Note NAFTC as national coordinator and include NAFTC logo (small)

Print E-blasts and Direct Mail(.pdf)

Media Relations

Developing Media Relationships

  • Identify and select key media outlets that will appeal to chosen audience.
  • Identify key reporter who has an area of responsibility for automotive, science, or environment (use Web site of media or review editorial information found in newspaper to identify this person).
  • Make personal contact (phone call is best). Briefly introduce yourself and explain the purpose of Odyssey. Have points ready that show how the event relates to reporter’s “beat,” or area of interest; share pertinent issues.
  • Invite the reporter to your event; explain that you will be sending follow-up material or information and make sure your event gets on their calendar.
  • Contact the reporter early (Special features or sections often schedule articles a month in advance).
  • Make sure you follow up and deliver whatever information or action was promised.

Tips for Working with Reporters

  • Always be honest.
  • Be willing to show that you recognize the important role they play in your community.
  • Be accountable; make sure your information is accurate and have permanent facts ready.
  • Be reliable; deliver what you promise.

First Meeting

  • First meeting should establish who you are and what you represent.
  • Provide or follow up with contact information and some resources.
  • Save pitch for later but be prepared to respond should reporter ask for story ideas.

Pitching a Story

  • Be ready to share why you believe your Odyssey event is news, i.e., driving more of these vehicles will positively impact energy security, energy efficiency, and the environment. The event is positioned to let people discover the benefits of ownership, dispel myths, try out the vehicles and ask questions!
  • Explain why audience will care (i.e., your city is in a non-attainment area and needs to reduce air pollution; offer statistics; explain that driving alternative fuel vehicles is one solution to improving air quality).

Covering the Event

  • Invite media to cover event.
  • Have press packet available at event.
  • Send media alert to inform reporter of possible key speakers, etc.

Print Media Relations(.pdf)

Post-event and Feedback

Overview Feedback

Timeline

Before Event:
Secure digital camera and/or video camera capable of shooting 300 dpi photos. Make sure that you have all necessary equipment to store and upload photos.

During Event:
Take extensive photos for your own use and to send to NAFTC for inclusion in the Executive Summary.

IMPORTANT: The information you supply on this form will be used in the National AFV Day Executive Summary, which is distributed to all Odyssey hosts, officials in the Department of Energy and members of congress.

Please make sure that your logos and photos are of high quality and meet the desired specifications. Additionally, your photos and summary should highlight the best aspects of your event. If you have any questions, please call us at 304-293-7882. We will be happy to help you.

Some potential photo ideas include:

  • Unique vehicle displays
  • High profile speakers
  • Cutting edge technology
  • Odyssey signage
  • Event attendees, including large crowds
  • Interactive demonstrations

After Event:
Collect links to online news coverage and/scanned copies (300 dpi) of print articles.
Collect scanned copies (300 dpi) or electronic files of all marketing and promotions materials.
Complete Odyssey Host Survey, which is available online through the Coordinator’s Corner of the Odyssey website.

IMPORTANT: All Odyssey Host Surveys are due by
4:00 PM, Wednesday, May 31, 2017.

Odyssey Host Survey

Before completing this survey, gather electronic versions of the following:

  • All Host, Sponsor and Partner logos
  • 100 word description of your event
  • 6 high resolution (300 dpi) photos of the event.
    • Files named as follows:
      • • State abbreviation – Host Organization(s) – Subject
      • • Example: WV – NAFTC – Event Attendees viewing Chevy Volt
  • List of event participants
  • List of media outlets which were sent advertisements, press releases or other media alerts concerning Odyssey.
  • Links to online news coverage, including websites, print newspapers websites, TV news websites or scanned copies (300 dpi) of articles.
  • Scanned copies (300 dpi) or electronic files of all marketing and promotions materials.

Once this information is collected, it should only take 10- 15 minutes to complete the Odyssey Host Survey.

Print Overview Feedback(.pdf)

Attendee Survey
Host Survey
  1. Host Organization(s)
  2. Contact Name(s)
  3. Event Location Name (Business Name, School Name, etc.)
  4. Event Date:
  5. Sponsors/Partners
  6. Participating Organizations:
  7. 100 Word Site Summary:
  8. Host Organization(s), Sponsor and Partner Logos
  9. Six Photos of Event
  10. Please list of media outlets which were sent advertisements, press releases or other media alerts concerning Odyssey.
  11. Please insert links to online news coverage, including websites, print newspapers websites, TV news websites or scanned copies of articles.
  12. Please email scanned copies or electronic files of all marketing and promotions materials.

  13. Download Host Survey(.doc)

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