PACIFIC COAST REGION/WOCN

PROCESS DOCUMENT

PUBLIC RELATIONS

Date: July 2010

Duty

Implementation Method

Target Date

Personnel Involved

Responsibility

Equipment/Supplies

Press Releases

1. Develop Press Releases for each conference site city: Before event to promote event and CWOCN nursing specialty.

After event to highlight award winners and CWOCN nursing specialty.

2. Develop Press Release for each PCR award winner and new officier

1. Identify newspapers in cities where conference is to be held. Write Press Release before, during and after the conference as appropriate.

(Refer to PR Coordinator Notebook for more details on press releases and guidelines for submitting stories.)

2. Write separate press release for individual award winners. Give the stories to each award winner and encourage them to submit them to their local newspapers, as well as their employerπs newsletters. Provide them with a copy of Guidelines for Submitting Stories to Newspapers (in PR Coord. Guideline)

4 to 6 weeks prior to the event

2 weeks after the event

PR Coordinator

Any local PCR Members to help identify appropriate newspapers for submission of Press Releases.

PR Coordinator and PCR award recipient

PR Coordinator

Computer with e-mail capability, or Fax

PR Coordinator

Notebook

Computer with e-mail capability, or Fax

3. Submit PCR stories to WOC News for the promotion of our region within the national org.

4. Photos and Press Release developed and sent to PCR members to submit to their local newspaperπs city editors as appropriate

Timely Topics

5. Develop and edit Timely Topics Newsletter twice a year

3. Establish contact with editor at WOCN for deadlines and other instruction re: copy materials for submission.

Submit stories, articles, pertinent information about PCR activities via e-mail or fax to the editor (or contact person). Stories may cover newly elected officers, award winners, new programs, conference highlights, etc.

4. Contact PCR Members who may have newsworthy stories and help submit press release for their local newspaper. Provide "Guidelines for Submitting Stories" and write release for recipient to send to the paper.

5. Anticipate about a month to put all copy together Follow the PR guidelines, Keep file folder with ideas and stories for upcoming issues. At regional or national conferences, take photos of people related to stories, (award winners, new officers, new members and first time attendees, etc.

5c. Solicit information from BOD and other PCR members (etc. Government Affairs, Nominations, Membership, etc. Also include letter from PCR President.)

5d. Send the timely topics to the President for approval.

5e. Once approved send to communication coordinator to be put on web page.

Ensure the deadlines for WOC News

As needed

July and January

December & June

PR Coordinator

WOCN Editor:

www.wocn.org/

advertising/index

PR Coordinator

PCR Members

PR Coordinator

Education Coord. and Vendor Chairperson

PR Coordinator

PCR Members

PCR BOD

PR Coordinator

President

Communication Coordinator

PR Coordinator

Computer, e-mail

PR Coordinator

Guideline for sample

news releases

Digital camera,

Computer, e-mail

Computer (CD burner helpful for saving large files and photographs.

Computer, e-mail

Computer, email

PCR Web Site

6. Contribute to PCR Website, including solicitation for fall awards, awards criteria, and nomination form.

6. Review PCR Web Site and update award criteria and information as needed. Submit articles and other information about award winners or other newsworthy PCR membership info to Communications Coordinator for Web site.

As needed and on-going

PR Coordinator

Communications Coordinator

PR Coordinator

Computer, e-mail

Social at National Conference

Awards and Lamps

8.Solicit nominees for awards Revise award criteria as appropriate. Needs BOD and Membership approval.

8a.Select committee for PCR members or BOD to review nominees and select winners based on criteria.

8b. Recognize award nominees.

8c. Keep record of all award recipients.

8d.. Purchase oil lamps for out-going officers, presented at each spring meeting.

Provide Out-going officer salute

Budget

10a. Accounts for expenses

10b. Prepare annual budget.

8a. Will reserve a room for the PCR social at the WOCN conference.

8b. Will send out a mass mailing with the help of the communication coordinator to members to obtain count of attendees of the social and to notify members of the date, location and time of social

8c. Will obtain menu from the hotel and with the President will decide on the menu

8d. Will sign contact with the hotel for social and will make sure that all foods and drinks are as ordered

8. Via general membership meetings, support groups, PCR Web Site, Timely Topics, encourage awards nominations. Provide criteria for awards as needed. (Refer to PR Coordinator guideline PCR WEB SITE

8a Fax or e-mail awards nomination forms to the committee members for review. Purchase awards plaques for award recipients. Deliver awards to the conference and request "testimonies" about the award recipient. (Refer to guidelines in PR guidelines)

8b. Create or purchase certificates to recognize award nominees

8c. Record save to disk or CD, the names and year of award for all awards received. We donπt want to lose this historical information, so keep up the list!

9a. Call the Candle Shop at 800-936-7844 or e-mail sales@candleshop.com for Wolfard oil lamps. Order the 9 inch lamp and oil if necessary.

Make computer certificates of recognition for outgoing officers

10a. Submit all expense receipts to the Treasurer within 30 days of expense.

10b. With help of PCR Treasurer, complete the budget Timely Topics, awards costs, and Wolfard Lamps. The budget is done in the fall of each year.

April

April/May

October

January

December 31^st deadline for awards to be given in Feb conf.

By January15^th. Awards to be given out at Feb conference,

January 20th

following awards presentations

January 10th

January 15th

Variable

August

PR Coordinator and President

P.R. coordinator

Treasurer

P.R. coordinator

E mail, computer

Computer, e-mail

Awards for Recipients (purchase from vendor of choice giving best deal.)

Wolfard Oil Lamps

(Nine inch)

Purchased or computer

generated certificates

of recognition

Expense voucher ≠ blank in PR Notebook

Computer

Budget Template

Skills Needed:

∑ Time management and organizational skills

∑ Computer knowledge (email, Word, PowerPoint) and access

∑ Interpersonal relationship skills

∑ Some writing skills and ability to provide general editing for publication

∑ Travel flexibility

Materials/Equipment Needs:

∑ PC (preferable with internet connection. "Word" document files (mandatory), CD/Write

∑ Telephone

∑ Fax machine (preferable)

∑ Postage stamps (purchase as needed)

∑ Purchased award and certificates for nominees

∑ Purchased Wolfard Oil Lamps

∑ PR Coordinator file ≠ to be used in conjunction with above processes. Notebook contains sample templates, news releases, award verbiage, etc.

The following materials have been turned over to the incoming Public Relations Coordinator ___________________________

by outgoing Public Relations Coordinator____________________________ on_________________.

∑ disks and CDπs

∑ PCR Stationary, envelopes and note cards (from outgoing officer or Secretary)

∑ Business cards (order from Treasurer)

∑ PR Coordinator cloth briefcase

∑ Extra Wolfard Oil Lamps if any

∑ Other:

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