PUBLICITY CHAIRPERSON

The Publicity Chairperson is responsible for publicizing and advertising concerts, audition periods and special events of the Society.  The Publicity Chair reports to the Vice President for Public Relations.

DEADLINES    DUTIES

June     Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.

August  Obtain audition information from the General Manager and submit to media according to the Media List schedule.

Clarify with the General Manager and VP of Public Relations what grant acknowledgments are required on publicity materials.

Work with the VP of Public Relations to identify plans for paid advertising and possible additional seasonal publicity items. (One example is bookmarks.)

Confirm the contacts, deadlines, and preferred formats for various media. Update the Media List spreadsheet. Notify Computer Services of any changes for media for whom mailing labels are used. 

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Prepare the press releases for the season. Create one comprehensive release for the entire season and individual releases for each concert. Distribute the comprehensive release according to the Media List schedule.

Plan complimentary ticket distribution with the General Manager.

March Review photo file of choir and determine if adequate for the next year's publicity. If needed, arrange for photo sessions at rehearsals or concerts to expand file. (Black and white glossy prints are required by papers.)

3 months prior to each event and continuing through three weeks prior to each event

Send event information to the media according to the Media List schedule.

Update the individual concert press release with any updated information, such as soloist names.

Work with media editors on feature stories.

Send the press release to the VP of Public Relations for posting on the web site.

At least 1 month prior to each event

Request the media labels from Computer Services. Send the concert press release to the General Manager and request copies be made for every media for whom mailing labels are used.

Work with the VP of Public Relations to determine if church notifications are appropriate based on the concert repertoire. If so, prepare a notification that is suitable for a church newsletter or bulletin. Request the church mailing labels from Computer Services. Send the church notification to the General Manager and request copies be made.

On‑going          Follow through on periodic photo session of choir and events.

Keep a record of expenses. Submit bills to Treasurer for reimbursement or payment of services.

Keep track of printed publicity clippings and photos.  Give copies to the Archivist and to General Manager.

Report Gifts-in-Kind to General Manager.

Attend Board meetings.

May      Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.

Revised: Patricia Seidl, August 20, 2006