Public Relations Chairman Handbook

Transcription

1 Public Relations Chairman Handbook THE PI KAPPA ALPHA FRATERNITY PROPERTY OF CHAPTER

2 Foreward The contents of this handbook are the result of a compilation of information from various chapters and various brothers affiliated with the Pi Kappa Alpha International Fraternity for the use by any chapter which is interested in establishing or improving its public relations program. It should be understood that each chapter is self-governing and solely responsible for its day-today, week-to-week and month-to-month operation and nothing herein is intended as or should be deemed as supervision, direction, monitoring, oversight or as an effort to control the local chapter by the Pi Kappa Alpha International Fraternity, which is a fraternal affiliation of over 200 chapters, over 10,000 active undergraduate members and over 200,000 alumni and several nonprofit corporations, including, but not limited to Pi Kappa Alpha Corporation, a Tennessee nonprofit corporation which serves as a clearinghouse and an administrator for purposes of organizing meetings and conventions, publishing fraternal publications and performing other functions for the entire International Fraternity. This handbook is an educational guideline only which contains suggestions and recommendations developed by various chapters which were able to develop successful public relations programs. It is published and available to any chapter through the clearinghouse in Memphis as a form of brotherly advice for whatever use one wants to make of it. All ideas herein are optional and nothing is mandatory. Participation as public relations chairman is by the voluntary choice of each chapter and each member with the understanding that one generally gets out of something what one is willing to put into it. Thus, any language contained herein which could possibly be construed as mandatory such as do this or do that is only in the form of a recommendation that if one wishes to get the most benefit out of using the suggestions in the handbook, then the suggestions can be utilized with the understanding that any handbook is, at most, a guide and that the users should substitute their own experience and judgment to use, adapt or modify the suggestions and recommendations contained herein. In other words, the handbook is a guide from which the users can use to establish, improve or build their own programs, using their own knowledge, common sense, ideas and experience and to assist the users from time to time as a reference for ideas and suggestions. In turn, each chapter is encouraged to share good ideas with other chapters by advising the administrative clearinghouse for possible inclusion in future publications.

3 Table of Contents Job Description... 3 Outline of Position... 3 Narrative Description... 3 Major Responsibilities... 4 Public Relations Checklist... 4 General Information About Press Releases... 5 Resources... 6 Sample Press Release... 7 Explanation of Press Release... 8 Sorority Founder Day Presentation... 9 Chapter Written Program Financial Report Past Week s Expenditures Chapter Objectives Event Summary Contacts Committee Reports Weekly Committee Reports Notes to Successor

4 Job Description Outline of Position The Public Relations Chairman is charged with promoting and maintaining the proper image of Pi Kappa Alpha. He is also primarily responsible for maintaining good sorority relations by sending flowers and candy on holidays and organizes times for the chapter to serenade. He is also responsible for producing a campus newsletter, parents newsletter, coordinating an annual parents event, and organizing a faculty reception. The Public Relations Chairman also maintains an organized notebook, fills out event summary forms, and reports to the External Vice President on a weekly basis. Narrative Description The Public Relations Chairman is one of the most crucial parts of managing a successful chapter. He is in charge of promoting a positive image of the chapter, as well as the image of Pi Kappa Alpha on an International level. With the Greek community consistently under the spotlight, it is the Public Relations Chairman that the potential to maintain a positive image on the campus as well as within the community. In order to properly inform the public of the many contributions of Fraternities, it is up to the Public Relations Chairman to promote all positive aspects of fraternity life. Some of these aspects may include: community service events, monetary donations to charities, high scholastic achievements, and student leaders within and outside the organization. Chapters do so many great things within the campus and around the community every year, yet many of them go unreported. Some medias to promote the positives of fraternity life are: the campus newspaper, community newspaper, radio stations, and even local news stations. It is beneficial for the chapter to submit pictures and articles to these medias. For example, get a picture of the chapter building a house for Habitat for Humanity on the front page of the campus or local newspaper. Also consider having the Principal of a local Elementary School on the news describing a big brother program that was pioneered by members of the chapter. While promoting the good deeds of the chapter is helpful, the Public Relations Chairman must also be aware of events that can hinder the image of fraternities. The Public Relations chairman needs to educate the chapter on the importance of upholding a positive image. For example, wearing T-shirts with inappropriate slogans that are derogatory or promote alcohol simply reinforces the negative stereotypes of fraternities. 3

5 Major Responsibilities A. Publish Events in Student Newspaper B. Publish Major Events on News or Community Newspaper C. Create a Parents Newsletter D. Circulate a Campus Newsletter E. Present to Sororities for Founder Days F. Maintain Contact List - Printing store - Radio - News Stations - Newspapers G. Maintain Notebook H. Attend Cabinet Meetings Public Relations Checklist Semester ˆ Completed parents newsletter ˆCompleted two campus newsletters ˆRecognized appropriate Sorority founder days ˆOrganized a faculty reception ˆPublicly recognized members for high GPA s ˆDelivered appropriate cards and flyers every month Monthly ˆDelivered appropriate flyers and cards ˆRecognized sorority founder days ˆSubmitted all appropriate news articles, and press releases Weekly ˆAttended cabinet meeting ˆCompleted event summary report ˆHeld committee meeting ˆPresented report at chapter meeting 4

6 General Information About Press Releases Send press releases to the editors of local newspapers, Industry newsletters, radio talk shows, magazines, radio and television stations, and Pi Kappa Alpha Memorial Headquarters. The contact person is the individual who will be contacted by editors and others receiving the press release to get more information. Always include the date to give the release a sense of timeliness and urgency. The headline should read like a newspaper headline. Effective press releases sound newsworthy not like an advertisement for your company. Mention the benefits of a product or service editors like to provide information that is useful to their audiences. Use your letterhead. Keep press releases to one page if possible or a maximum of two pages. Always double-space a press release. Customize the press release to the audience you want to impact. Individuals mentioned in the text of a press release should be named only for the purpose of being quoted or mentioned in an article. In general, make the press release user-friendly for the editor by including all the information he or she will need to create a story from your release. The easier it is for the editor to read and use the press release, the more likely it is that your news will be published. Follow up with editors by phone. Personal contact will help ensure that your news is noticed and gives you the opportunity to emphasize important points. 5

7 Resources I. College/University A. Student Activities Office - Greek Advisor - Event Planner - Grant/Fund distribution coordinators - Web Master - Leadership Development Professionals - Cultural Affairs - Secretary (has inside scoop on each organization) B. Other University Departments - Programs agains sexual violence - Learning Center (Tutoring/study skills) - Counciling Office - Admissions Office - New Student Programs/Orientation - Health Center - Sports and Recreation - Bookstore (gifts, prizes and incentives) - University Security/Police C. Other Student Groups - Student Government - Event Committees - Community Service Organizations - Cultural Groups - Athletic Council - Student Newspaper/Yearbook II. Community A. City/Town Departments - Police - Fire - Building/Zoning Inspectors - Board of Health - City Council Representatives B. Neighborhood Groups - Especially Immediate Neighbors C. Local Businesses and Volunteer Groups - Bars, Restaurants, etc. - Pool Halls, Bowling, Golf Courses, etc. - Rotary, Business Association - Hardware Stores 6

8 October 28, 2002 For Immediate Release: Sample Press Release Contact Adger Smythe at: (901) L.DSSD $OSKD )UDWHUQLW\ 2PHJD 2PHJD &KDSWHU 6SRQVRUV 7KUHHRQ7KUHH %DVNHWEDOO 7RXUQDPHQW WR %HQHILW WKH 0XV XODU '\VWURSK\$VVR LDWLRQ0'$ The members of Pi Kappa Alpha International Fraternity, Omega Omega Chapter, are preparing for their third annual Three-on-three Basketball Tournament. The one hundredman chapter has spent the last five weeks working with the Muscular Dystrophy Association (MDA) in preparation for the large event. To date, over forty (40) teams have signed-up and prepaid the thirty-five ($35) dollar entry fee. The money generated from this event will be donated to the MDA to be used for research purposes. Last year Pi Kappa Alpha helped raise over $3500 for the charitable organization. Adger Smythe, president of the chapter, expects this year s tournament to be more successful than years past. We have been working hard to make this years event even more successful than last year. It is a good feeling knowing that our hard work will have a positive effect on somebody s life, Adger said. The Fraternity will be registering teams through tip-off time, which is this Saturday, November 2 nd 2002 at 10:00 a.m. All teams must arrive at Central Park by 9:00 a.m. to sign-in and for pre-game warm-up pictures. Each team member will receive a tee shirt and will participate in at least two games. Prizes will be awarded to the top three teams in each age group. 7

9 Explanation of Press Release Person to Contact and Telephone Letterhead Date Effective Release Date October 28, 2002 For Immediate Release: Contact Adger Smythe at: (901) Headline Pi Kappa Alpha Fraternity, Omega Omega Chapter, Sponsors Three-on-Three Basketball Tournament to Benefit the Muscular Dystrophy Association (MDA) The members of Pi Kappa Alpha International Fraternity, Omega Omega Chapter, are preparing for their third annual Three-on-three Basketball Tournament. The one Body (double spaced) hundred-man chapter has spent the last five weeks working with the Muscular Dystrophy Association (MDA) in preparation for the large event. To date, over forty (40) teams have signed-up and prepaid the thirty-five ($35) dollar entry fee. The money generated from this event will be donated the MDA to be used for research purposes. Last year Pi Kappa Alpha helped raise over $3500 for the charitable organization. Adger Smythe, president of the chapter, expects this year s tournament to be more Quote for use in news articles successful than years past. We have been working hard to make this year s event even more successful than last year s. It s a good feeling to know that our hard work will have a positive effect on somebody s life, Smythe said. The fraternity will be registering teams through tip-off time, which is this Saturday, November 2, 2002 at 10:00 a.m. All teams must arrive at Central Park at 9:00 a.m. to sign in and for pre game warm-up pictures. Each team will receive a tee shirt and will participate in at least two games. Prizes will be awarded to the top three teams in each age group. 8

10 Sorority Founder Day Presentation One great way to recognize sororities on their founders day is to give them a short presentation about their history. The Public Relations chairman needs to call the president of the sorority a week ahead of time in order to set up a time to present to the chapter. Before presenting, be sure to go to the sorority Headquarters website in order to research some of their history. In addition, find out what their flower is, and see if it s possible to purchase it at a local florist. Rally up the Public Relations committee to dress in suits and present the flowers to the sorority. Below is a sample presentation. Good evening ladies. One hundred and twenty-five years ago five women came together at the University of in order to form the sorority you are a part of today. They formed this sorority on the principles of and. We are certain that your founders would be very proud to see that you ladies are now a part of that wholesome tradition, and have done a wonderful job preserving their integrity. The men of Pi Kappa Alpha are honored to have you on this campus, and we look forward to sharing many more memories with you. Happy Founders Day! 9

11 Chapter Written Program The chapter written program or playbook should be created specifically for your chapter. The committee chairman or executive officer should insert the description of the day-to-day activities in this section for current and future use. The program should entail the specific guidelines of the position and other information needed for programming such as the following: Programs specific to your chapter (e.g., annual alumni events, scholarship awards, etc.) ¾List of required tasks for each semester/quarter ¾Budget (chapter & respective committee/council position) ¾Goals (chapter & respective committee/council position) ¾Chapter by-laws ¾Event summaries (steps in planning, expenses, evaluations, and improvements) ¾Weekly reports (future expenditures, tasks completed, and upcoming events) ¾Contacts (phone numbers, addresses) ¾Notes for successor (projects still in progress, upcoming events, and helpful hints) A chapter written program provides each new chairman/council member with the tools needed to successfully accomplish goals, tracks the progress of the specific position, and helps in the organization of the tasks. 10

12 Financial Report Committee: Semester/Quarter Budget Expenditures Through Past Week $ $ Past Week s Expenditures DATE ACTIVITY ITEM (S) PURCHASED FROM COST Total, Week $ Cumulative, Semester/Quarter $ Balance Remaining, Semester/Quarter $ WHEN YOUR SEMESTER/QUARTER BALANCE REACHES ZERO, YOUR SPENDING FOR THE SEMESTER/QUARTER IS FINISHED 11

13 Chapter Objectives Position/Committee The following goals and objectives will be achieved by this Committee: z To be completed by: z z z 12

14 Event Summary Date Event Committee and Chairman Date and Time of Event Description Steps in Planning Needed Supplies, Cost, Attendance, etc., Persons to Contact, Addresses, Phone Numbers Suggestions for Improvement Your Name 13

15 Contacts Phone Name Organization Address Phone Name Organization Address Phone Name Organization Address Phone Name Organization Address 14

16 Committee Reports Weekly Committee Reports Committee Members (Chairman) Report: Submitted by: Approved? Yes No Vice Presidents Comments: Date: 15

17 Notes to Successor The Notes to Successor is meant as a guide for the next executive member/chairman to use during and after a successful transition retreat. It should include current projects, upcoming events, suggestions for improvement, and a personal note from the outgoing chairman on the direction the chapter is going. Fraternally, (Name), position 16