USAID/Vietnam Media and Event Planning Guidelines

assistance programs in Vietnam. The guidelines are intended to improve coordination of media relations and public events related to U.S. assistance activities. Implementing partners are expected to discuss, promote, and attract positive publicity for joint activities with USAID. Media Relations USAID encourages activity managers, contractors, and grantees to keep local and foreign media well-informed about assistance activities. When a media outlet requests an interview, contractors and grantees must inform the Cognizant Technical Officer (CTO) and the Mission's Development Outreach and Communications Advisor (DOC). The DOC will then coordinate with the U.S. Embassy Public Affairs Officer (PAO) or Public Information Officer (PIO) as necessary. Interviews should be limited to activities under a USAID contract or grant. Questions involving U.S. foreign policy should be politely declined, as these are questions that only an official representative of the Embassy can address. Journalists may be referred to the PAO or PIO in Dakar. Attribution to USAID/U.S. Government Contractors and grantees must make it clear that they work on a contract or grant for USAID and that funding for their activities comes from the U.S. government. Many contracts and grants require all publications and information products to contain specific mention of USAID funding. Standard provisions state that USAID shall be prominently acknowledged in all publications, videos, or other information/media products funded or partially funded through this award. Public Events USAID encourages contractors and grantees to solicit the participation of officials, as well as public opinion makers in project-related events. Guidelines for planning press events on USAID-funded activities are presented below. Events with high-level State Department USAID or other U.S. government participation will require additional briefing materials, planning, and coordination time. To better prepare for high-profile public events, the following activities are recommended: 1. Event Calendar All entries to the calendar should be made 14 days in advance of the event. A monthly calendar of events highlighting all public activities or significant milestones should be provided to the CTO and DOC. Activity managers, contractors, and grantees should update the calendar at least weekly via email. 2. Request for Official Participation Requests for official participation should be made two weeks before events involving senior State Department or other U.S. government officials. The email should contain the purpose of the event, the agenda, the date, time, and location of the event, and a list of expected participants, as well as other speakers. 3. Press Materials Press releases and media advisories should be ready five days before events with high-level participation and four days before other events. The press release should answer the fundamental questions: Who, what, when, where, and why? A quote from a beneficiary or official may also be included. 4. Talking Points and Scenario Talking points and scenario should be provided a week before the event. Senior USAID/State Department or other U.S. government officials should receive talking points five days in advance of the event. The DOC will be responsible for working with implementers or CTO to draft talking points.