Communications Sent Prior to Assessment

“Teaser Email”
Email Subject: Creating State/Territory Videos on Underage Drinking Prevention
Date Sent: September 15
Method Sent: Individually
Recipients: All NPNs whose States/Territories had not previously participated in the project.
Dear (name of NPN),
Since 2006, the Substance Abuse and Mental Health Services Administration Center for Substance Abuse
Prevention (SAMHSA/CSAP) has funded videos for 23 States and 2 Territories that highlight successes in
underage drinking prevention, share ideas, and support local prevention communications efforts. By
2014, CSAP aims to produce videos for every State, Territory, and the District of Columbia.
In a few weeks, you will receive an official invitation to produce a video of your own within the next 3
years. At that time, we will ask you to state your preference for which calendar year (2011, 2012, or
2013) you anticipate would work best for your team. Based on these preferences, CSAP will create a
comprehensive, 3-year video production plan for all States and Territories that wish to take advantage
of this opportunity.
In the meantime, please review the frequently asked questions (FAQs) below and consider joining us in
an upcoming conference call so that we can answer any other questions you may have. Details are at
the bottom.
Sincerely,
Emily Novick, M.P.P.
Public Health Advisor
SAMHSA / CSAP
FAQs
Why should we participate in this initiative?
Video is an incredibly effective medium for communicating critical underage drinking prevention
messages to the target audience of your choice. However, many States and Territories lack the
resources and/or experience necessary to create a captivating video. This initiative provides States and
Territories the opportunity to create a tailor-made video that augments current prevention efforts or
addresses a previously identified gap. Videos produced thus far have proven effective in educating
audiences about the dangers of underage drinking, increasing awareness of local prevention efforts, and
encouraging citizens, including youth, to get involved in local underage drinking prevention activities. In
addition, the production process itself has created and/or strengthened relationships among agencies,
law enforcement, coalitions and community groups, parents, youth, policymakers, and other key
stakeholders. It has also increased the capacity of States and Territories to undertake future multimedia
activities.
We don’t have any/much experience with video production. Who will help us?
CSAP has enlisted ICF International’s team of experienced, professional video producers to assist in this
effort. Your team will work directly with an ICF producer, who will guide you along every step of the
process, from preproduction through on-location field production to postproduction. In addition, we will
provide you with a short guide that will introduce you to the production process.

How long does it take to produce one of these videos?
The 3-year plan will be structured so that each State/Territory will have its own 6-month timeline in
which to produce its video.
How much work will my staff and I have to do?
State/Territory teams are most involved in the preproduction (i.e., planning) phase, which involves
determining the target audience and main messages for the video, creating an outline for the video,
reaching out to potential participants, and creating a field production schedule. During field production,
which typically occurs over 2–3 consecutive days, we ask that one representative from your team be on
hand to guide our production crew between locations and approve content being filmed. In
postproduction, your team will be expected to provide feedback on initial and revised versions of the
video. Your producer will be available to answer questions and assist you with any of the tasks during
each step of the process.
How many copies of our video will we get?
Upon completion and approval of your video, your producer will send you three copies of the master
DVD (for duplication) along with a data CD that contains a version of the video suitable for uploading to
the Internet. Further distribution and dissemination will be the responsibility of each State or Territory.
Where can I see videos that have already been produced under this initiative?
All completed videos can be seen at www.stopalcoholabuse.gov/StateVideos.aspx.
How have other States and Territories distributed or disseminated their videos?
Videos produced through this initiative have been uploaded to Web sites, shown at conferences and
Town Hall Meetings, distributed as DVDs to key stakeholders, and shown on local TV. Some States and
Territories have opted to use shorter versions of their videos – 30 second clips, for example – as public
service announcements (PSAs) or movie trailers.
I have questions that weren’t answered in the FAQs. Where can I get answers to these questions?
We will hold two open conference calls that you and your team members can join at your convenience.
These conference calls will be held on Monday, September 27 @ 2:00 PM and Friday, October 1 @
10:00 AM. You may join either call by dialing 1-877-423-6338 (passcode: 768935). These calls will also
give you an opportunity to meet the CSAP contract director, ICF International’s project manager, several
members of the production team, and representatives from States that have already participated in this
initiative. If you are unable to call in at either of these times, please contact Chris Phillips
(cphillips@icfi.com; 240–747–4946) to make other arrangements.

“Reminder Email”
Email Subject: Reminder: CSAP State/Territory Videos Open Conference Calls
Date Sent: September 23
Method Sent: en masse
Recipients: All NPNs whose States/Territories had not previously participated in the project.
Dear NPNs,
This is a friendly reminder to you that SAMHSA/CSAP and the ICF International Studio Group will be
holding two open conference calls next week about the State/Territory Underage Drinking Prevention
Videos Project.
The first call will take place on Monday, September 27 @ 2:00 PM EDT and the second will be on Friday,
October 1 @ 10:00 AM EDT. We expect that each meeting will last about an hour, and you may join
either call by dialing 1-877-423-6338 (passcode: 768935).
These calls will give you an opportunity to speak with ICF International’s project manager, several
members of the production team, and representatives from States that have already participated in this
initiative. We are delighted that some of you have already informed us that you will be joining us for one
of the calls. If you are unable to call in at either of the times above, please contact Chris Phillips
(cphillips@icfi.com; 240–747–4946) for more information.
Sincerely,
Emily Novick, M.P.P.
Public Health Advisor
SAMHSA / CSAP

NOTE: We held two open conference calls, one on September 27th and the other on October 1st.

“Official Invitation”
Email Subject: RSVP State/Territory Videos Project
Date Sent: October 7
Method Sent: individually
Recipients: All NPNs whose States/Territories had not previously participated in the project.
Dear (name of NPN),
It takes a collaborative effort to prevent underage drinking, and we at SAMHSA/CSAP recognize and
appreciate the important role you and your constituents play in addressing this very serious health
issue.
As you may know, video is an incredibly effective medium for communicating critical underage drinking
prevention messages to your community. That is why participating in the SAMHSA/CSAP State/Territory
Videos project is a great way to help get the word out about your statewide underage alcohol use
prevention efforts and encourage all citizens, including youth, to get involved.
Since 2006, the Substance Abuse and Mental Health Services Administration Center for Substance Abuse
Prevention (SAMHSA/CSAP) has funded videos for 23 States and 2 Territories that highlight successes in
underage drinking prevention, share ideas, and support local prevention communications efforts. By
2014, CSAP aims to produce videos for every State, Territory, and the District of Columbia.
Three weeks ago you should have received a brief, informative email about the State/Territory Videos
project, including answers to some Frequently Asked Questions (FAQs). Additionally, I hope you were
able to take part in one of our open conference calls so you could meet the project team and have any
additional questions answered. If you still have questions about this exciting initiative, please contact
Chris Phillips, State/Territory Videos Project Coordinator (cphillips@icfi.com or 240–747–4946) or
include them in your response to this email.
To take advantage of the resources and support SAMHSA/CSAP is offering for this project, please click
here and indicate:




Whether you intend to participate;
Which year (2011, 2012, or 2013) would work best for you; and
Your primary contact person (name, email and phone number).

You can also RSVP by replying to this email or by contacting Chris Phillips directly.
Once we hear from you, we will create a comprehensive, 3-year plan for all States and Territories and
provide you with a 6-month timeline for your video. For inspiration, you can view the completed videos
at www.stopalcoholabuse.gov/StateVideos.aspx or on SAMHSA’s YouTube Channel.
We are also excited to announce that, starting in October, we will be sending out a quarterly enewsletter filled with news, insight and tips to help make your video project the best that it can be.
Thank you again for your interest in participating in this dynamic video initiative. We look forward to
working together to help you achieve your underage drinking prevention goals.

Sincerely,
Emily Novick, M.P.P.
Public Health Advisor
SAMHSA/CSAP
Please take a minute to RSVP by clicking here, calling 240–747–4946 or sending Chris Phillips an email
at cphillips@icfi.com.

“YouTube Notice”
Email Subject: State/Territory Videos on SAMHSA's YouTube Channel
Date Sent: October 1
Method Sent: en masse
Recipients: All NPNs whose States/Territories have already produced videos through the project.
Dear National Prevention Network Members,
SAMHSA/CSAP is proud to announce that by this Friday, October 1, we anticipate that all the completed
underage drinking prevention videos produced through the State/Territory Videos project will be
available on SAMHSA’s YouTube channel at http://www.youtube.com/user/SAMHSA. As additional
videos are completed through 2013, they too will be added to the channel.
By uploading these videos, SAMHSA/CSAP aims not only to celebrate the incredible success of this
initiative, but also to help raise awareness about each States’ efforts to prevent underage drinking.
In other exciting news, in mid-October we expect to send out the first e-newsletter about the
State/Territory Videos project. The quarterly e-newsletter will share news and information about the
project, highlight what States and Territories are doing with their videos, and include insight and tips
from ICF Macro Studio Group producers as well as previous participants—such as you—to assist others
in making their videos as dynamic and effective as possible.
Please be on the lookout for both of these exciting new developments in the SAMHSA/CSAP
State/Territory Videos project.
Sincerely,
Emily Novick, M.P.P.
Public Health Advisor
SAMHSA/CSAP