1. VP of PR 1 by Rick Sharon, DTM rasharon@midpa.com www.midpa.com/toastmasters/DivE Vice President of Public Relations

2. VP of PR 2 Agenda What does VP of PR do? Standards and Methods Resources Creative Strategies Brainstorming –Your Challenges? What works?

3. VP of PR 3 Introductions Your name How long have you been in Toastmasters? Club name When & where you meet Company or community club? What do you hope to take away from this session?

4. VP of PR 4 What does VP of PR Do? Promotes the club to local media Keeps club members informed –Club Website and/or Newsletter Publishes stories and advertising –Promoting your Club –Upcoming events –Member and Club “brags” & achievements Attends and participates in Executive Committee meetings (of club officers)

5. VP of PR 5 What does VP of PR Do? Attends District-sponsored Club officer training Arranges for a replacement if unable to attend club meeting Prepares successor for office –Prepare a notebook of everything you had to learn to do the job & give it to your successor Sets Standards for office …

6. VP of PR 6 International’s Standards Outside of Club Meeting Promote the club to local media Produce a club newsletter and/or Website Promote membership programs Attend every Club Executive Committee meeting (at least monthly meeting of Club Officers) Attend Other Toastmasters Events –Area and Division Speech Contests –District Conferences

7. VP of PR 7 International’s Standards Outside of Club Meeting Attend District Sponsored Club Officer Training EVERY six months esp. Toastmasters Leadership Institute (TLI) Arrange for a replacement if unable to attend a club meeting Prepare your successor for office

8. VP of PR 8 Promote the Club to Local Media Target your audience –Who? What are their unique characteristics? Develop a media list –How does targeted audience get their news? –Contacts for each news source Send promotional materials to media members –Cover letter, press kit, contact info, articles, website links, flyers –Follow-up, mention Toastmasters is non-profit

9. VP of PR 9 Publicity Materials Maintain a press kit Send news releases Give interviews Maintain a website Kit for guests and guest prospects Kit for new members

10. VP of PR 10 Why a Club Newsletter and/or Website? Document and publicize current events –What? When? Where? Why? Who? Inform with educational material –“How To’s”, “Did you know?...”, Where to find, useful tools, tips, and tricks Provide visitors with publicity / information Provide club contacts Brag about member achievements

11. VP of PR 11 Important Newsletter Features Content –What? When? Where? Why? Who? –Size -- max words per article? Readability –Reverse pyramid Summary followed by detail –Keep It Simple –What’s in it for them? Why should they care? Visual Impact –Attention getting: photos or graphics, headlines, variety, color, layout

12. VP of PR 12 Keep in Touch With Toastmasters Events Be aware of Area, District, and International events –Calendars – District, Area Attend whenever possible –Monthly Area Councils –Area and Division speech contests –District, Regional and International Conferences Promote the benefits of the organization

13. VP of PR 13 Guest Kits Welcome note from Club President Calendar of upcoming events Newsletters – Club’s, District’s Toastmaster Magazine Toastmasters Brochures A Toastmaster Wears Many Hats Top Ten Speaking Tips History of Our Founder, History of Toastmasters Membership Application, Dues Structure

14. VP of PR 14 International’s Standards At Club Meeting Announce upcoming events and programs Display and distribute –Newsletters –Promotional Flyers –Kits for guests and new members Ask for contributions to the newsletter Greet members and guests

15. VP of PR 15 Rick’s “Extra” Standards Prepare a notebook for you & successor, anything needed to do the job: –Club officer manual from International –District 25 Calendar –Any additional calendar items (Club, Area) –Advertising flyers – Your’s, District’s, International’s –Contacts and Correspondence –Club Officer meeting minutes –Notes

16. VP of PR 16 Rick’s “Extra” Standards Publish a Club Newsletter –Set a publication schedule At least monthly Better: after every meeting –Publish deadlines for submitting articles How much lead-time do you need between receipt and publishing? (for editing, packaging) –Ask other Club Officers to provide columns –Send each issue to Area Governor –Upcoming events and promotions, Member Achievements, Summarize meetings –Put copies in Guest & New Member packets

17. VP of PR 17 Rick’s “Extra” Standards Publish a Club Website –Club meeting location, time, and contacts –Member testimonials and profiles –Club officer list –Club resources – downloads and links Agenda Templates Promotional flyers Guest & new member orientation materials Links to other websites e.g. International, District 25 Club dues structure, how to join, membership form Upcoming Events, Calendars –Club Roster (may need to password protect)

18. VP of PR 18 Rick’s “Extra” Standards Publish a Club Website –Newsletters – Club, Area, Division, District –Hall of Fame – anything you can brag about CTMs, ATMs, CLs, ALs, DTMs, Holding District Office, serving on District Committees Speech contest winners Speech contest judges & contests judged Outstanding Club Officers Sponsors, mentors for a new club Coaches for a rebuilding club District 25 Elite Members

19. VP of PR 19 Rick’s “Extra” Standards Publish a Club Website –Hall of Fame – anything you can brag about Club DCP achievements International promotions earned Talk Up Toastmasters, Beat The Clock, and Smedley Award ribbons District promotions earned Talk to anyone who will listen –Benefits of Club & Toastmasters –Club and member achievements –When & where club meets

20. VP of PR 20 Resources Your Club Officer Manual –Club President received one for every club office last May or June –Get it from your predecessor –Or order another from on-line store or supply catalog –District “Store” may sell it at TLIs and Conferences

21. VP of PR 21 Resources Club officer notebook from your successor –If they didn’t make one, start one! –Pass it on to your successor International’s Publications –Publicity & Promotion Handbook “Let The World Know” –Various Promotional Brochures –Order from Supply Catalog or download from www.toastmasters.org DFW Media Guide

22. VP of PR 22 Resources Your other club officers Form a Public Relations committee recruit club members to help you Other VPs of PR in your Area Your Area Governor and their team Area Council Meetings Other District Officers Toastmasters Leadership Institute (TLI) District 25 Conferences

23. VP of PR 23 Resources International’s website: www.toastmasters.org District 25’s website: www.d25toastmasters.org Division E’s website: www.midpa.com/toastmasters/DivE Visit the “Public Resources” page! –Links to International’s publicity guide, DFW Media Guide, awesome promotional flyers from District 50 Club and District websites use on-line search engines to find them

24. VP of PR 24 Resources Free club websites available from freetoasthost.org!! –Template based – just “fill in the blanks” –No software needed Maintain via “admin” pages right in the website –On-line membership roster (password protected) –Public and private downloads –Club calendar –On-line duty roster for meetings, members can update –On-line discussion forums –“Meet The Members” page –Club DCP tracking, Individual member goals –You can add custom pages

25. VP of PR 25 Resources Free club websites available from freetoasthost.org!! –District 25 clubs using freetoasthost.org: Keller.freetoasthost.org FAA.freetoasthost.org PET.freethoasthost.org Lakeside.freetoasthost.org

26. VP of PR 26 Creative Strategies Elevator Speech Host a Toastmasters table at events –Employee conferences or HR trade shows for company clubs –Community Events –Entrepreneur shows Conduct “free food” meetings Discount Dues Donate a free membership to charity auctions, raffles, or employee events

27. VP of PR 27 Brainstorming What are your challenges? What works at your club? What ideas have you thought of during this meeting? What have we missed? What do you want to know more about?

28. VP of PR 28 Summary What does VP of PR do? Standards Resources Creative Strategies Brainstorming –Your Challenges? What works? More questions? Feedback? Contact Rick Sharon at: rasharon@midpa.com

29. VP of PR 29 If you put into Toastmasters what you get out of Toastmasters … You will never get out of Toastmasters!