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Rotary District 3080

GUIDELINES FOR ROTARY CLUBS Rtn. C.J. Singh, District Secretary 2010-11

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Rotary’s Public Image Management Public Relations Committee • Involve members who would like to selflessly work towards maintenance of Rotary’s public image and strengthening it through an effective media management. • PR Committee must update oneself on information about Rotary, District & Club projects/programs • Prepare one page highlighting major projects of the Club for sharing with media • Upload information on the club’s website • Prepare key statements for each of the projects • Maintain a photo bank of all club projects for sharing with the media Do’s and Don’ts • The Club President is the spokesperson of the Club. Quote him/her in the news release drafts. • The project incharge may also be quoted • The contact details of Club President and Club PR Chair should be given at the end of the release • During the function, do indicate to the Photo Journalists, the complete names and designation of the people sitting on the dais to avoid mis-spelling • Get all news release material checked from the club president and/or other knowledgeable persons including past president and/or the project incharge for accuracy of the facts • Upload the news releases of the club on to the website for later access • Share the news release of club’s activities through club’s blog or social media. Media Management Process • Get details of the project/programme to be covered by the media • Prepare a list of media persons deputed in your city • Prepare a media invite for sending to the mediamen at least one or two days in advance • Telephonic follow up to seek confirmation • Prepare a background note on the project/programme for giving to the media on arrival on the day of the activity • Post-event prepare a fresh News Release quoting the statements made by the chief guest. • Prepare a separate news release for Hindi and Panjabi media • Electronic media also requires separate vernacular news release • Email and/or fax or hand deliver the news release to the media • Next day scan the media for published news items, cut out, paste on a white paper, write down the name of the publication, date of publication, and page number and send to the District Chair • News Releases about projects should also be mailed to : o Rotary News / Rotary Samachar o The Rotarian Interactive o District Governor o Assistant Governor o District Editor

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