1. Annual Kickoff Meeting
SPE Gulf Coast Section
Annual Kickoff Meeting
24th August 2018
COMMUNICATIONS
Karin Gonzalez

2. Agenda Study Group & Committee roles and responsibilities How to…
Website: Update your page
Website: Add an event
Social Media
Connect Newsletter

3. Overview of Communications Roles & Responsibilities

4. Study Group and Committee
Roles & Responsibilities for Communications
Keep updated your dedicated web page
Mission, Members, Contact information, etc.
Maintain officer positions and permissions
Create events in the website & setup registration
Post presentations, photos, webinars, etc. (if needed)
Request e-Blasts for your group
Request Social Media posts for your group
Submit content for Connect Newsletter
Consider having a dedicated officer for communications

5. How To? …Website: Updating your SPE-GCS Page

6. Updating Your SPE-GCS Page
It is the Chair’s responsibility to keep the Officers Positions & Permissions

7. Updating Your Officers
Log In Update your Profile Click Edit
Please note only Chairs and Publicity Chairs are allowed permission to edit pages and officer roster.

8. Updating Your Officers
Scroll to officers
Click on user and select user
If user is not there you will have to edit their permissions
Stay within standardized positions since they have affiliated permissions
Scroll down to the bottom and SAVE

9. Adding Permissions
Click people, search for officer (if you cannot find them, they need to update their user account info on the web)
Click options arrow
Edit groups

10. Adding Permissions
Select SG/Committee and permissions under Available Groups
Click right arrow to move under Chosen Groups
To remove permissions, highlight group / permission and click left arrow
Click Save

11. Update Committee/SG Pages
Login to the site
Go to your committee page
Scroll to the bottom and click Edit
Change the information as necessary
Make sure you include information on upcoming webinars and events
Click Save Committee Changes

12. Study Group Page Example 1

13. Committee Page Example 2

14. How To? …Website: Adding an Event

15. Add An Event

16. Add An Event Logged In > Events > Add An Event
Fill in required information and details for your event
You will be required to add Pricing
Set up each pricing options (e.g. members)
Click Save
All How-To Instructions can be found online
All events need to be added to the calendar at least one month in advance to ensure promotion via e-Newsletters

17. How To? …Email your Event

18. Publicity
There are two types of communications by e-Newsletter e-Blast Point-of-contact: Lindsey Newsome

19. e-Newsletter Frequency
e-Newsletters sent out around the 1st and 15th of each month.
- First e-Newsletter of the month contains events from the 1st to the 20th of the month
- Second e-Newsletter of the month contains events from the 15th to the 6th of the following month
All events registered in the website will be including in this list
Who receives these s?
s are sent to ALL SPEI members assigned automatically to SPE-GCS
- MUST BE AN ACTIVE/PAID SPEI MEMBER to receive s from SPE-GCS
- MUST HAVE OPT-IN to receive s from SPE

20. e-Blast
Frequency
Sent only to specific groups, e.g. Reservoir Study Group subscribers
We will only send one e-blast per group per week to avoid spamming inboxes
Exceptions can be made if attendance low
Who receives these s?
s are sent to SPEI members assigned automatically to SPE-GCS that have joined the group
- MUST BE AN ACTIVE/PAID SPEI MEMBER to receive s from SPE-GCS
- MUST HAVE OPT-IN to receive s from SPE
- MUST HAVE OPT-IN in SPE-GCS to join the group

21. e-Blast Opt-In to Receive E-Blast

22. e-Blast
Chair/Co-Chair or Publicity Chair can request targeted e-blasts sent to your group
Download the Guidelines on the website
Requirements to send e-blasts:
Only one point of contact to request e-blast to avoid confusion
48 hours notice to send e-blast
Which study group(s) to send to
Link to website event with title of the event and details required in - If content on website exceeds 6-7 lines, must provide revised text
Date/time to send
Send e-Blast to multiple groups:
Must get permission from other study group chairs EVERY TIME one wants to send an blast to multiple study groups
Notify of any edits to events that are made one week prior to an e-Newsletter going out to ensure proper information distributed.

23. Privacy Policy/Guidelines
IMPORTANT
All s advertising SPE-GCS events MUST be sent by SPE-GCS official system (Informz) to comply with SPEI Privacy Policy guidelines
Any distribution of s promoting SPE-GCS events through channels other than Informz (i.e. – your work or gmail account) is strictly prohibited
privileges will be revoked by the study groups or committees that violate SPEI policy

24. How To? …Connect Newsletter

25. Connect Newsletter Distribution
Send electronically to all SPE-GCS members in our directory
Advertise through our social media platforms
Submissions
Events must be submitted by the 5th of each month to
Reminder will be sent to Study Group and Committee chairs. We can add other members to the distribution list if needed

26. Connect Newsletter
Submission Template

27. How To? …Social Media

28. Social Media
All events are promoted via social media through the official SPE-GCS LinkedIn, Twitter and Facebook pages To request extra promotion of your event, the Communications Team GCS

29. Resources

30. Contacts General Communications
Karin Gonzalez
Website
Lindsey Newsome
Connect
Aileen Lu
Editor
Social Media
Communications Team GCS