2024 Debutante Journal Style Guide for Upsilon Omega AKA and Zenobia's Promise Foundation

2024 Debutante Souvenir Journal

Debutante Journal Style Guide

Debutante Journal Style Guide

The Debutante Journal Style Guide was developed as a resource for debutantes and their families participating in the Alpha Kappa Alpha Sorority, Incorporated®, Upsilon Omega Chapter in Collaboration with Zenobia’s Promise Foundation, Inc. Debutante project. This guide documents souvenir journal ad submission guidelines, policies and procedures. It is our hope that you find the guide informative and helpful as you develop and solicit ads and patrons for your debutante.

Zenobia’s Promise Foundation, Inc. is a public 501(c)3 charitable foundation and the philanthropic arm of Upsilon Omega Chapter, Alpha KappaAlpha Sorority, Incorporated®. Ad and patron donations are tax deductible to the extent allowed by law. An example ad package is included within the guide that can be shared and leveraged as you work to develop your debutante’s ads.

I. Souvenir Journal Guidelines

The debutante souvenir journal is provided each year and showcases the debutantes and their many supporters. The souvenir journal, will be provided digitally to all debutantes to share with their families, as well as ad and patron subscribers. The digital journal can be shared electronically or printed if desired.

The debutante journal is developed to exhibit professionalism, while showcasing each young lady as a 2024 Debutante. To accomplish this, please follow the journal guidelines and adhere to the deadlines set. Debutante journal committee members are available to assist with questions or concerns relating to developing and submitting your ads. Guidelines, tips and reminders are provided throughout this document. Deb families are reminded to start requesting ads and patrons early, and to not wait until the last submission date to complete.

1. Souvenir Journal Layout

The digital souvenir journal will be displayed in portrait format. All ads should be submitted in portrait layout (and not landscape layout), ready for insertion in the journal. Ads may contain text, graphics as well as photos. Use high quality pictures and graphics in the ads. Avoid using blurry or grainy photos. Proof read all of your ads for typographical, spelling and grammatical errors.

Pricing of ads for the 2024 journal include:

• Full Page - $100.00

• Half Page- $80.00

• Quarter Page- $60.00

• One‐Eighth Page- $50.00

Please ensure that your ad is formatted to the correct page dimensions. Afull-page ad should occupy a full 8.5-inch x 11-inch letter-sized page. Ahalf-page ad should occupy the top or bottom half of a full letter-sized page. Similarly, quarter page and eighth page ads should proportionally occupy the page. Also, ensure the content is appropriate for the ad’s size and not too cluttered, or not too much white space.

Each debutante will have a section in the souvenir journal for their bio, ads and patrons. Be creative in developing ads. Use pictures, borders, graphics and more to build ad pages. An example ad package is provided inAppendix A.

2. Patron List Formatting

Patrons are listings of one or two names. All patron names should include a title preceding the name. Example titles include Mr. and Mrs., Mr., Mrs., Miss, Ms., Dr. and Rev. Master and Little Miss are appropriate titles for children. Note, Deacon and Deaconess titles should not be used as they are titles reserved for church functions.

All patron names should be listed in alphabetical order by last name. Verify the spelling, and ensure that all names are listed correctly before submitting. Amaximum of two names should be included in any patron listing.

Pricing for patrons for the 2024 journal include:

• Single Name- $10.00

• Couple Name- $20.00

All patron names should be included on the Patrons List Form. The patron’s title and name should be indicated on the form. The Patrons List Form should be printed and submitted during ad collection dates. The total quantity of patrons secured, and total dollar amount should be calculated and included on the Patrons List Form

The debutante ad forms can be found in the online Debutante Parent information folder, and links are provided in Section III of this Style Guide. Asample patrons list is provided in Appendix Ain the sample ad package.

The patron list of names is included on the last page of the deb’s ad package, sorted in alphabetical order by last name.

3. JournalAd Formatting

Journal ads should be preferably developed and formatted in Microsoft PowerPoint, Microsoft Word or Google Slides. This allows reviewers to easily edit and format ads as necessary. Ads should be editable, and not screen prints of ad content.

All ads and patrons should be combined into one file and submitted/ uploaded into the debutante’s assigned folder. Within the file, place full page ads first, then half-page ads, etc.

with patrons included on the last page of the ad file package. Partial pages can be combined to build full ad pages. If you are unable to combine the ads into one file, please ensure the file name includes the subscriber’s name for the ad for easier identification in the folder

4. Spelling, Grammar and Punctuation Guidelines

All ads and patrons should be reviewed carefully and double checked to minimize the possibility of spelling, grammatical and/or punctuation errors. Your thorough review and corrections will greatly minimize the work that the debutante committee will have to perform in proofing, editing, and preparing the final digital souvenir journal. Every effort should be made to avoid mistakes.

The following guidelines are provided to you as you prepare and review your ads and patrons before submitting them to the debutante committee.

SPELLING

Check for spelling errors throughout ad submission. Use embedded spelling and grammar checkers in Microsoft, Grammarly, or others to check spelling. Some common errors include:

• Spelling ‘CONGRATULATIONS’incorrectly. Will often see ‘CONTRADULATIONS’ printed in ads.

• Usage of ‘your’to replace ‘you’re.’ ‘You’re’is short for you are

• Usage of it’s for its. It’s is short for ‘it is’and its shows possession.

• The word Debutante is spelled with an “e” at the end.

• Always spell a person’s name correctly. To misspell a person’s name is an insult. If you are not sure of the correct spelling, ask the person.

GRAMMAR and PUNCTUATION

Watch closely for correct grammar and punctuation errors. Review sentences carefully to ensure the subject and verb agree. Remember that singular verbs in the present tense end in “s.”

(Example: The debutante works on her project each day.) Plural verbs in the present tense do not end in “s.” (Example: The debutantes work on their projects each day.)

Capitalization: Be sure that you use capital letters only when necessary. Do not capitalize every word in your ads.

Ensure punctuation marks are placed appropriately.

• Commas

o Use commas after salutations and closing: My Dear Debutante, Love, Good Luck, Sincerely, etc.

o Use a comma after Congratulations, if it is on the same line as the person’s name (Example: Congratulations, Mary Jane) If Congratulations is on a line by itself, NO COMMAis needed.

• Apostrophes

o Use apostrophes in contractions. (Example: it’s, can’t, etc.)

o Also, use apostrophes to show ownership (Example: My daughter’s beautiful smile)

o The Johnsons (Not the Johnson’s)

• Colons

o Use a colon between the chapter and verse in the Bible (Example: Proverbs 3:5)

• Underline or Italics

o Underline or put in italics the titles of books, plays, etc.

• Quotation Marks

o Use quotation marks to enclose (put around) a person’s exact words or something you copied from another source. Be sure to give credit to the source. Tell who said it or where you got the information. (Example: “Teaching is to awaken joy in creative expression.”-Albert Einstein)

o When you use a verse or passage from the Bible, always reference the book, chapter, verse and version. (Example: “Trust in the Lord with all thine heart; and lean not unto thine own understanding.” Proverbs 3:5 (King James Version))

o Words that are not standard English, should be enclosed in quotation marks.

o Enclose titles of poems, stories, songs, etc. in quotation marks.

Suggestion: Always get a trusted friend or relative to proofread your patrons and ads before you submit them. Another person can often see something that you may overlook. Sometimes you are so familiar with the material, it is easy for you to miss something.

5. Usage ofAlpha KappaAlpha Sorority, Incorporated® Symbols

All ads and patrons must correctly useAlpha Kappa Alpha Sorority, Incorporated ® symbols and notation. We identify sorority members by the use of an asterisk following their names, i.e., Mrs. Ruby L. Jones*, Mr. and Mrs.* John R. Sussex.

Ads are given in honor of the debutante, therefore, sorority members should not use Soror before their names in an ad for the debutante. An asterisk should be placed after the name of members ofAKAin the journal ad. (i.e. Rev. Ivy Lyle *)

The sorority crest should not be used in debutante ads, even if the person providing the ad is a member ofAlpha Kappa Alpha Sorority, Incorporated®.

II. Debutante Ad Submission Process

Each debutante will be provided a cloud folder link to place their ads and patrons. The folder link will be emailed to each debutante family. Each family should have a Google e-mail address (‘Gmail’address) to access the folder.

All ads, patrons and forms should be placed and submitted within the folder. Details and timelines for the ad submission process are detailed in this section.

1. Ad and Patron Submissions Timeline

To help ensure the timely completion of the debutante souvenir journal, and allow for the journal process to execute smoothly we ask that you follow the guidelines closely and submit ad and patron funds in-person on the submission dates as provided below:

• Submission Date #1- Saturday, September 14, 2024 8:30 am- 10:00 am

Before the Total You Workshop

• Submission Date #2- Saturday, October 12, 2024 9:30 am- 11:00 am

Before the Financial Literacy Workshop

• FINALAds & Patrons Date- Monday, November 18, 2024 7- 9 pm

During Ball Rehearsal

Ads can be submitted all at once during one of the submission dates, or across multiple submission dates. If additional ads are secured by the debutante, they can be brought to later submission dates, but the final submission date is November 18, 2024. If multiple ad packages are submitted, we ask for you to include the package number and/ or date in the file or folder name, i.e., submission package #2, package #3, etc. Only new ads and patrons submitted should accompany later submissions. Remember, all ads should be placed in one file.

Do not wait until the last minute to start developing and requesting ads and patrons.

Adherence to the final Ads/patrons deadline is expected. If you have not collected the minimum requirement of $1,000.00 by November 18, 2024, you must personally pay the balance that is due.

2. Ads and Patron Submissions

All ads are submitted electronically to the debutante’s online cloud folder. The files should be uploaded, or ‘dragged and dropped’into the folder. The funds for the ads are submitted during the ad submission dates referenced earlier in this document. Three dates are allocated on the debutante project calendar to receive funds, and related forms detailing the ads secured.

During the submission day a member of the Upsilon Omega Finance Committee will receive your ad payments and provide a receipt. Ensure the debutante’s name is included on the memo line of all checks. Members of the Debutante Technology committee will verify the ads in the

debutante’s online folder, alongside the required ad and patron forms. The required forms are detailed in the next section.

Note: Only the payor on the form of payment received by Zenobia’s Promise Foundation, Inc. is eligible for a receipt upon request. Receipts may be requested by sending an email to debutanteprojectuo@gmail.com.

Zenobia’s Promise Foundation, Inc. is a public 501(c)3 charitable foundation and the philanthropic arm of Upsilon Omega Chapter, Alpha KappaAlpha Sorority, Incorporated. Ad and patron donations are tax deductible to the extent allowed by law.

3. Ad and Patron Forms

Three forms are provided to detail ad and patrons secured by the deb. Accurate and thorough completion of the forms is essential to properly document and accredit the ads and patrons being submitted. The debutante committee cannot accept any funds without the proper documentation via the provided forms.

During the ad and patron submission dates, each debutante family should bring:

1. Aprinted copy of each ad

2. Aprinted and completed Ad Submission Form for every ad that is being submitted

3. Aprinted and completed Patrons List Form

4. Aprinted and completed Ad & Patron Summary Submission Form

5. All payments received for the purchase of ads and patrons

Adescription of each form is provided below:

Form Where Submitted?

Ad Submission Form

Patrons List Form

Ad & Patron

Summary Submission Form

Print one (1) form for each ad secured and bring to the submission date

Print and bring to submission date

Print and bring to submission date

Description

- Form details the ad size, subscriber and brief description of the ad

- Should accompany each ad submitted

- Provided to the ad subscriber to complete and return to the debutante

- Completed forms should be printed and submitted in-person

- Form lists all names and titles of patrons secured

- All patron names should be typed and included in a list on the last page of the deb’s ad package

- Form should be completed, printed and submitted in-person

- Form summarizes all ads, patrons and funds that are being submitted.

- Ensure the totals on the form agree with the total patrons, ads and funds being submitted.

- Form should be completed, printed and submitted in-person

Table 1: Debutante Forms

Ensure the proper forms accompany all payments submitted. Links to the forms are provided in Section III of this guide.

III. Debutante Journal Documents and Links

All ads and patrons secured by the debutante should be documented within the provided debutante form. Please fully complete the forms, and include all requested information. All forms are fillable, but must be downloaded to your computer to complete and fill out the form.

Links to all debutante documents and forms are provided below:

DebutanteAd Submission Form:

Patrons List Form

Ad and Patron Summary Submission Form:

Debutante Handbook

2022 Debutante Souvenir Journal

2023 Debutante Souvenir Journal

IV. Contact Information

If there are any questions or concerns about the debutante ad process, please reach out to the Debutante Committee Chair Mrs. Kimya Fitz at debutanteprojectuo@gmail.com.

Any technology related ad or submission questions can be addressed to Mrs. Tiffany Owens at technology@zenobiaspromise.org.

Questions regarding payments can be addressed to Mrs. Oscarina Pollard and Mrs. Calsine PittJones at fundraising@zenobiaspromise.org

AppendixA

Sample Debutante Journal Ad Package

Ivy Green’s Patrons

Mr. and Mrs. Robert Brown

Mrs. Karen Doe *

Ms. Rose Greene *

Rev. John James

Dr. Charles and Mrs. Donna Jones *

Miss Karen King

Mr. Richard Long

Mr. Bill and Mrs. Angela Mont

Master Kyle News, Jr.

Mr. and Mrs. Kyle News

Rev. Debbie Taylor *

Ms. Kwanza Downs

Chapter President

Mrs. Kimya Fitz, Chairman