The communication templates below will make the process of communicating with youth organizations much less time consuming, and will ensure you have all of the information you need, and can easily share the information the groups will need. As you are going through this process, feel free to reach out to publiced@akc.org with any questions.
Initial Invitation
Dear (insert name) OR To Whom It May Concern (if name unknown):
My name is (insert here) and I am a member (or insert officer info if applicable) of (insert Club name). Our upcoming dog show is scheduled for (insert time and date) at (insert location). We will be hosting the AKC Patch Program at this event and we are inviting local youth groups to attend. The AKC Patch Program takes place at a dog show and allows youth to learn about purebred dogs, the 7 AKC breed groups, events at the AKC dog show, responsible dog ownership, and more. This program has been enjoyed by various youth organizations all over the country and we would like to host (insert name of invited group).
This program is an interactive, hands-on learning experience that emphasizes the importance of being a responsible dog owner and good citizen. This program would be appropriate for students of any age. Each participating youth will receive a free patch and the youth and accompanying adults will receive free admission to the show. There is no cost to attend this program. Please let me know if you are interested in attending this program or if you have any questions.
Sincerely,
(insert name)
Following Up (If you don’t get a response within one week)
Dear (insert name) OR To Whom It May Concern (if name unknown):
I am writing to follow up with you regarding my email on (insert date first email sent) about the AKC Patch Program at (insert name of dog show). We still have spots available and would love for (insert name of organization) to join us. Please let me know if you have any questions. I look forward to hearing from you.
Sincerely,
(insert name here)
RSVP (Send immediately once organization has agreed to come)
Dear (insert name):
We are so glad that (insert name of organization) will be joining us for the AKC Patch Program on (insert event date). Please RSVP no later than (insert date 2* weeks before event date). At the time of your RSVP, please let us know how many children and adults you will bring and if there are any special needs that will require accommodations. Once we receive your RSVP, we will send specifics regarding where to meet and what to expect. Thank you for your interest in the AKC Patch Program. We look forward to seeing you!
Sincerely,
(insert name here)
Logistics (Send 2 weeks before event)
Dear (insert name):
Thank you for your RSVP. We look forward to seeing you on (insert date). Please share this information with any adult that will be accompanying the youth to the event.
Please plan to meet (insert meeting place you chose) no later than (insert time 5-10 minutes before the time you designated as the start time). Each child should bring a copy of the AKC Patch Program that is attached to this email, as well as a pencil. (Insert any rules you feel they must know i.e. bringing bags, food, water, etc. It is up to you and your Club to determine these rules).
(Include if you plan to take photos) Your group may be photographed during the AKC Patch Program. Those photos may be used to by our club or American Kennel Club in order to promote this program and may be featured on either website. The parent/guardian of every child attending should fill out this form. If there is a child in the group who should not be photographed, please let us know when you arrive.
Please let me know if you have any questions. We look forward to welcoming you on (insert date) for the AKC Patch Program.
Sincerely,
(insert name)
Thank You/Feedback (send within one week AFTER event)
Dear (insert name):
Thank you for attending the AKC Patch Program at (insert show name) on (insert date). We hope that you found the program to be fun and educational. We would love your feedback.
We invite you to fill out the following survey about your experience: www.surveymonkey.com/r/AKCPP.
Thank you again for your interest in the AKC Patch Program.
Sincerely,
(insert name)