Communicators February 2009
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Transcript of Communicators February 2009
WorkingwiththeOfficeofthePresident
Publica8onsPar8cipa8onRequests
BriefingMaterials
TalkingPoints
Publica8ons
President’ssignatureandseal• Signaturerequestsarereviewedregularly• Besuretoincludebackgroundinforma8on
• SubmitrequestsdirectlytoLisaShrader
• Thepresident’ssealisreservedforusebytheOfficeofthePresident
Invita8onsandpublica8ons
• Anypublica8onbearingthepresident’snameshouldbeapprovedbytheOfficeofthePresident
• Pressreleases,invita8ons,printedprograms,printedleIers,etc.
• AllitemswillbereviewedbyMarke8ngandCommunica8ons
• Pleaseallow3‐5businessdaysforfinalapproval
Reques8ngPar8cipa8on
StepstosubmiOngarequest• Logontoevents.wayne.edubyclickingadd/editandevent
• Completetheeventformandselect“requestpresident’saIendance”
• Completethe“presiden8alrequestform”sec8onandsubmit
• ThisprocesswillsendanemaildirectlytoDevanSafford
• Besuretoprovidesufficientinforma8onforthedecisionmakingprocess
Reviewofrequests
• Requestsaretypicallyreviewedonceperweek• Considera8onisgiventochronologicaloccurrenceduringthereviewprocess
Confirma8onofrequests
• TheAssistanttothePresidentwillreplytoyouremailoryouwillreceiveaphonecallfromourLeadSecretary
• Atthis8me,pleasebegincomple8ngthebriefingtemplate
• ContactSpecialEventsandServices
SubmiOngbriefingmaterials
Comple8ngthebriefingtemplate
• Logontoevents.wayne.edubyclickingadd/editanevent
• SelecttheappropriatetemplatefromtheleVcolumn
• Emailtheinforma8ondirectlytoDevanSaffordasanaIachmentatdevan@wayne.edu
Importantbriefinginforma8on
• Allbriefingmaterialsaredueby9a.m.oneweekpriortotheevent
• MaterialsforweekendeventsshouldbesubmiIedby9a.m.onThursdays
Talkingpoints
• Bulletsorexpandedtopicsarebest.Anarra8veisalsoacceptable–and,inthecaseofbriefprograms,preferable‐‐ifyoucanprovideone.
• Bedetailedandexplicit.• Justasyouwouldn’tsay,ThepresidentwillgivehisvisionfortheCollegeofEduca7on,don’tsaythepresidentwilldescribehowhisvisionoftheuniversityfitswiththemissionoftheCollegeofEduca7on.Don’tassumethepresidentorhisspeechwriterknowsthevision,missionoranythingelseaboutyourunitofWSU.Tellus.
• Becrea8ve;noteverythinghasbeensaidbefore.
• Sendthepresident’sassistantanyinforma8onyouthinkisappropriatetoDr.Noren’sroleasapar8cipantinyourevent.
• Ourcommonresponsibilityistomakethepresidentlookgood;herepresentstheuniversity,andthereforeeachofus,toeveryaudiencetowhichhespeaks.
ReviewbeforesubmiOng
• Useyourcomputer’sSpellcheck.• Eliminatejargonandclichés.Avoidclunkywordslike“foster”or“garner.”Whoknowswhattheymean?
• UseAPstyleonnumerals.
• UsetheWSUstylemanual.It’sontheMarke8ngandCommunica8onsWebsite.
Checkyourfacts• Studentsfrom76countriesatlastreport,not“nearly100.”
• $239millioninresearchexpenditures.Thismakesusoneofthena8on’stop50universi8esforresearchexpendituresinNa8onalScienceFounda8onrankings.
• Wehavemorethan235,700livingalumni.
There’saWSUFactBookonline,andtheMACWebsiteincludesaFastFactspage.
Thefivepointsofthepresident’svisionforWSU
• Accesstohighereduca8on• Economicrevitaliza8on
• Graduatesengagedinlifelongci8zenship• Resolu8onofurbanstresses• Dynamicresearchuniversity
Ifyouusethesefivepointsfrompreviousspeeches,pleaseeditthem.
Special Events and Services
JeffBlock
1. Introduction of new staff
2. Overview of services available through Special Events and Services
Special Events and Services website www.specialevents.wayne.edu
Information line (313) 577-0300
3. WSU events calendar
Requesting SES assistance on an event
Steps to add on Cashnet to take payments for your event (handout)
4. The Event Coordinating Group – we are your friend!
5. What to dos and not to dos? What to do when the President is going to be a part of your
event/meeting
What to do when someone at a VIP level; Nobel Laureate, a governmental officer, community leader, famous author or actor, etc., comes to campus to be a part of your event.
What to do when the doors are locked, the lights won’t turn on, the water won’t run, the…….
What to do when you just don’t know where to start
And, please do not assume that…
6. Q&A
PartnerwithPurchasingFirst!
JoanGossman&KenDoherty
PurchasingDepartment
WhenaNeedArises
• Geta“Budget”quote• Haveabannerrequisi8oncompleted&approved• Fax“legible”quoteto577‐3360ore‐[email protected]
• ProvideDetailedSpecifica8ons.Ifyouhaveaquote,theReqshouldmirrortheinforma8oninthequote(typedintoitemtext).
• Forcontractedservices,reviewanycontractinfullbeforeyousendtoPurchasing.
ForEvents
• ProvideallthedetailsinItemText(who,what,when,where,andwhy,andhowmuch)
• Usethebestes8mateforyourReq,knowingthefigurewillbeadjustedforfinaloractualcount.Donotwait!
• Nopar8alPO’sforDepositsOnly.POmustbefullyfundedfortheevent.
• Donotsignanycontractorotherlegallybindingdocument!
• Includeanysignificantspecialinstruc8onsforPurchasing
Pleaseinclude
• A“suggested”vendorlist – Offeranyvendorsyoubelievecanperformthe
work
– Purchasingmayaddvendorstothebidlist– FornewVendors,providecompletecontact
informa8on.
TheBid/NoBidDecision?
• Thesinglemostimportantfactorisdollaramount(don’tsplitup!)
• Otherfactorscanplayintothisdecision– Complexityoftheorder– DeliveryDate– MarketOpportunity
RUSHORDERS
• TheresimplyarenoUniversitypoliciesthatallowforawaiverofbidsduetoarushproject!
RequiredLeadTime
• BannerSystem‐allowoneweekfromrequisi8oncrea8ontofinalapproval(Department’sTime)
• PurchasingProcess‐anormal8meframeis3to5businessdays
• BidProcess–addi8onal3days.
• PrinterProduc8on‐a“normal”printjobtakesabout2weeks
• Contracts
– NewVendor–2weeksaddi8onal(GeneralCounselApproval)– OldVendor–2daysaddi8onal(ifpriorcontractisamirrorimage)
• PrepaymentsorDeposits–2daysaddi8onal
An8cipate!
• 3weeksfromRequisi8ontoBid,toContract,toPurchaseOrder.
Project“DraV”
• Dotherequisi8onifyouknowthebasicspecifica8ons
• Venue• Prin8ng• Rentals• Transporta8on
• Promo8onalItems• Florists• Ar8sts
EarlyPlanningAdvantages
• Purchasingcanbidthejoband/orplacetheorderlongbeforeyourduedate– EarlyVendorSolicita8on– Final“tweaks”withselectedvendor– BannerAmendmentforfinalchanges
WhatifImakechanges?
• MinorChanges=noproblem
• Morethanafewmayrequireare‐bid
WhyBid?
• BoardofGovernorsRequirements• Largemarketsofqualifiedcompe8tors
• Weareapublicins8tu8on.
• BuyMichiganPolicy
Ques8ons
WebCommunica8ons
NickDeNardis
EmailAnnouncements
BaseHTMLTemplate
School/CollegeHTMLTemplate
CustomHTMLTemplate
HTMLTemplateProcess
• 1weeklead8meforbasetemplates2‐3weekslead8meforcustomtemplate
• $300forfullycustomtemplate(reusable)
• Sendoutthroughwebmail.wayne.edu
OnlineRSVP’s
CustomDesignRSVP
OnlineRSVP’s
• 4‐5dayslead8meforbaseRSVP• 2weekslead8meforcustomRSVP
• Capabili8es– Basicfields(singleline,mul8line,dropdown,select,mul8‐selec8on)
– Thankyoupage/email
– CaponRSVP’s,Start/EndDates– AccesstoRSVPlist,ExporttoExcel
RSVPCost
• Free‐BaseRSVP• $300–CustomRSVP
• Createdthroughevents.wayne.edu– [email protected]
– Wehavealistofques8onsforeachRSVP
• Theabilitytoselfcreateiscomingsoon
PaymentRSVP’s
PaymentRSVPProcess
• +6weekslead8me
• Internalaccountsonly• Firststep
– ContactSpecialEvents
– FillouttheeMarketRequestform:hIp://wayne.edu/fisops/fo_hotspot.htm
Ques8ons
Marke8ngandCommunica8ons
MichaelWright
Goals:
• Raise the awareness and reputation of the university • Support enrollment goals • Build pride among students, faculty, staff, alumni • Support development, research and other funding initiatives • Improve university branding
Brand Communications Brief:
• Key brand messages: Aspiration, opportunity, excellence, success,
engagement
• Tonality: Bold, confident tone in copy and visuals Proud of what and who we are; unafraid to express it
• Strategy: Facts that change minds; stories that change hearts
Aim Higher
Aim Higher some examples…
Aim Higher - Video -
Thoughts about our brand campaign…
Integrate, coordinate, collaborate Be bold Create and leverage content Balance online and offline Be proactive Market internally and externally We are all brand managers
Thank you
UpcomingEvents
• President'sInaugura:on‐Tuesday,April7‐DIA‐1:30p.m.• UniversityCommencements–Ma@haei/TomAdamsField
Thursday,May710a.m.–CollegeofLiberalArtsandSciences3p.m.CollegeofEduca7on/CollegeofFinePerformingandCommunica7onArts
FridayMay810a.m.–SchoolofBusinessAdministra7on/CollegeofEngineering3p.m.–LibraryandInforma7onScience,CollegeofNursing,EugeneApplebaumCollegeofPharmacyandHealthSciences,SchoolofMedicine(Ph.D./Masters),SchoolofSocialWork
RainDates–Saturday,May9andSundayMay10• WSUConvoca+on–Monday,August31
• WSUHomecoming–Saturday,October3
• Lookoutformoreinforma7onregardingWelcomeBackWeek–Fall2009