Updated July 11, 2012

INTERNAL PUBLIC RELATIONS POLICIES

TRUSTEE ANNOUNCEMENTS

The General Parameters for the Trustee Announcements are:

• Admin Director creates a draft Thursday, Minister reviews and makes changes
• Minister emails to the Trustee on Friday afternoon
• Admin Director prints out a copy on Sunday in case the Trustee does not print one at home.
• Trustee checks in with the Admin Director on Sunday morning to see if there have been any additions.
• Last minute submissions are strongly discouraged but may be accepted in rare cases.
• Items are listed in order by date so that the soonest event is listed first OR in order by priority first. 
• An item is generally only included once (in the case of high priority items it may be twice.)
• The goal is to have no more than five announcements to be read by the Trustee.
• Special Announcements by persons other than trustees are very rare and must be approved by the Minister by Friday at noon. In the Ministers absence, the announcement must be approved by the Sunday Trustee in consultation with the Sunday Worship Associate.
• The Admin Director will follow the guidelines for Trustee Announcements as determined by the Board of Trustees.
• Friday at noon is the deadline for requests to be in the office for Trustee Announcements.

Preference will be given to first use requests and priority will be given in this order:

• Congregational Meetings (e.g. Town Hall)
• Special services (e.g. Xmas Eve and Solstice)
• Church events related to Pledge Drive
• RGL sponsored events/Activities (e.g. Secret Friends)
• Educational Church events sponsored by the Unitarian Church (e.g. WLS, UU History)
• Committee Requests and Announcements (e.g. Worship Associates call for readings)
• Church-sponsored Social Justice Activities (e.g. Standing on the Side of Love, IHC)
• Social Church events sponsored by the Unitarian Church (e.g. UU Movie Night, Souper Supper)

USE OF GALLERY SPACE (TABLE ALLOCATION)

The General Parameters for Table Allocation are:

• The goal is to have no more than four tables (other than the newcomer and RGL table.)
• Card tables are encouraged due to limited space; or sharing of a six foot table by two groups.
• The Admin Director will follow the guidelines for Use of Gallery Space in responding to requests as determined by the Core Staff.
• Making a request in advance is appreciated, but actual determination is not made until after noon on Friday.
• The response to your request will come in the form of an email unless otherwise requested.
• Friday at noon is the deadline for requests to host a table in the Gallery/Fireplace Room for any purpose.

USE OF GALLERY SPACE (TABLE ALLOCATION) continued

Preference will be given to first use requests and priority will be given in this order:

• Congregational Meetings/Mailings (e.g. Contribution statements, Town Hall sign in)
• Congregational Celebrations (e.g. Cake served for 50^th Anniversary)
• RGL sponsored events/Activities (e.g. UNICEF pumpkins, Secret Friends)
• Educational events sponsored or supported by the Unitarian Church (e.g. Wonderful Wednesdays )
• Church-sponsored Social Justice Activities (e.g. Standing on the Side of Love, IHC)
• Fundraising or information related to Share the Plate recipients (e.g. Voices of Hope, Fresh Start)
• Social Church events sponsored by the Unitarian Church (e.g. Chilanthropy; Souper Supper)
• Major Events not sponsored by the Unitarian Church (e.g. Chocolate and Tango,  River City Music Choir)

WEEKLY ALL-CHURCH EMAIL BLASTS (EBLASTS)

The General Parameters for the Eblasts are:

• Admin Director creates a draft Tuesday, Minister reviews and gives feedback
• Emailed on Wednesday or Thursday each non-newsletter week. 
• Contains no more than five separate items/events which will occur in the following two weeks.
• An item is only included once. Items are listed in order by date so that the soonest event is listed first OR in order by priority first.
• Items should be linked to the website as often as possible to reduce the text in the email.
• The goal is to have the email be one page when opened, i.e. no scrolling required.
• The Admin Director will follow the guidelines for Eblasts as determined by the Core Staff.
• Tuesday at noon is the deadline for requests to be in the office for Email blasts.

Priority will be given in this order:

• Congregational Meetings (e.g. Town Hall)
• Special services (e.g. Xmas Eve and Solstice)
• Church events related to Pledge Drive
• Memorials for Members or Pledge Friends
• Educational Church events sponsored by the Unitarian Church (e.g. Winter Lecture Series)
• Church-sponsored Social Justice Activities (e.g. Standing on the Side of Love, IHC)
• Social Church events sponsored by the Unitarian Church (e.g. UU Movie Night)
• Major Educational Events not sponsored by the Unitarian Church  but held here (rare)
• Major Social Events not sponsored by the Unitarian Church but held here (these are very rare)

POSTED NOTICES

Overall goals: 1) To encourage our members and friends to seek out information within the building on the bulletin spaces which we have provided, 2) to reduce the look and feel of clutter within the building, and 3) to change the overall aesthetic in the Gallery to create a greater focus on the artwork.

The General Parameters for Posted Notices are:

• ·         A “Notice” is a general term used to cover any printed materials (flyers, business cards, advertisements, posters, announcements, etc.)
• ·         Notices must be given to the Church Office to be dated and initialed before posting
• ·         Notices shall remain posted until the date of the event has passed or for a minimum of two weeks
• ·         Notices shall be posted in the designated spaces (on the bulletin kiosk on the South side of the Gallery or on the bulletin board inside the front doors)
• ·         Notices shall not be posted on the fireplace, on the steel support beams in the Gallery, on the windows or the doors, on the bathroom stalls, on the bathroom walls, on the bathroom mirrors, on the bathroom doors, or in the kitchen
• ·         The upkeep of the bulletin boards shall be the responsibility of Office Posse Volunteers

If Church Event space is at a premium, priority will be given in this order:

• ·         Congregational Meetings (e.g. Town Hall)
• ·         Church events related to Pledge Drive
• ·         Educational Church events sponsored by the Unitarian Church (e.g. Winter Lecture Series)
• ·         Church-sponsored Social Justice Activities (e.g. Standing on the Side of Love)
• ·         Social Church events sponsored by the Unitarian Church (e.g. Way Station Concerts)

If Local Community Events space is at a premium, priority will be given in this order:

• ·         Major Educational Events not sponsored by the Unitarian Church but held here
• ·         Major Social Events not sponsored by the Unitarian Church but held here
• ·         Major Educational Events in the community at large
• ·         Major Social Events in the community at large

Designated Spaces:

• ·         The Bulletin Board inside the front doors has three spaces labeled: Members in the News, UUSC/UUA/PSD, and Board of Trustees
• ·         The Bulletin Kiosk on the South side of the Gallery has four spaces/sides labeled: LGBTA/SSOL, Local Community Events, Church Events (educational), Church Events (social)

Other Publicity Options: