STEP 1: Identify the right person to assist with the Proclamation
Identify the appropriate contact at least 8 weeks in advance. Check the white pages under city or state government for addresses and phone numbers to write or call for information on requesting a Proclamation.
A city or county website may also list appropriate contacts. If no one deals exclusively with Proclamations, try a public relations or public information officer contact. An office manager or an aide/admin might be able to help as well.
Be prepared to highlight the significance of the event and its impact on project managers and others in the local area.
STEP 2: Ask questions!
Do they want you to draft a Proclamation ready for signature or do they want you to provide just the text for them to format in their style? Do they want a hard copy of the text, electronic copy or both? Could you arrange a signing ceremony and invite media? (See below for details)
STEP 3: Draft necessary documents and submit to appropriate person.
Draft a cover letter and the text for the Proclamation. Mail or hand deliver your cover letter, draft Proclamation and support materials. Once signed, pick up the Proclamation in person – that way, it can’t be damaged or lost in the mail and you can personally thank the person who helped you out – you may want to do this again!
STEP 4: Arrange a "signing ceremony" at the official’s office and invite media.
A “signing ceremony” is a great way to get media coverage at your event. Ask your contact if he/she can assist you in getting the mayor involved in the presentation of the Proclamation or make an appearance at the event itself. If they can’t help, they can tell you who can.
Confirm all details, including whether or not media and photographers can attend. Draft a one-page media alert with all event details and distribute to your local media. While print media may require more advanced notice, a television station may only need the media alert two or three days in advance. A follow up call is always a good idea.