Communicators February 2009

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Transcript of Communicators February 2009

Page 1: Communicators February 2009
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WorkingwiththeOfficeofthePresident

Publica8onsPar8cipa8onRequests

BriefingMaterials

TalkingPoints

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Publica8ons

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President’ssignatureandseal•  Signaturerequestsarereviewedregularly•  Besuretoincludebackgroundinforma8on

•  SubmitrequestsdirectlytoLisaShrader

•  Thepresident’ssealisreservedforusebytheOfficeofthePresident

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Invita8onsandpublica8ons

•  Anypublica8onbearingthepresident’snameshouldbeapprovedbytheOfficeofthePresident

•  Pressreleases,invita8ons,printedprograms,printedleIers,etc.

•  AllitemswillbereviewedbyMarke8ngandCommunica8ons

•  Pleaseallow3‐5businessdaysforfinalapproval

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Reques8ngPar8cipa8on

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StepstosubmiOngarequest•  Logontoevents.wayne.edubyclickingadd/editandevent

•  Completetheeventformandselect“requestpresident’saIendance”

•  Completethe“presiden8alrequestform”sec8onandsubmit

•  ThisprocesswillsendanemaildirectlytoDevanSafford

•  Besuretoprovidesufficientinforma8onforthedecisionmakingprocess

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Reviewofrequests

•  Requestsaretypicallyreviewedonceperweek•  Considera8onisgiventochronologicaloccurrenceduringthereviewprocess

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Confirma8onofrequests

•  TheAssistanttothePresidentwillreplytoyouremailoryouwillreceiveaphonecallfromourLeadSecretary

•  Atthis8me,pleasebegincomple8ngthebriefingtemplate

•  ContactSpecialEventsandServices

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SubmiOngbriefingmaterials

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Comple8ngthebriefingtemplate

•  Logontoevents.wayne.edubyclickingadd/editanevent

•  SelecttheappropriatetemplatefromtheleVcolumn

•  Emailtheinforma8ondirectlytoDevanSaffordasanaIachmentatdevan@wayne.edu

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Importantbriefinginforma8on

•  Allbriefingmaterialsaredueby9a.m.oneweekpriortotheevent

•  MaterialsforweekendeventsshouldbesubmiIedby9a.m.onThursdays

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Talkingpoints

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•  Bulletsorexpandedtopicsarebest.Anarra8veisalsoacceptable–and,inthecaseofbriefprograms,preferable‐‐ifyoucanprovideone.

•  Bedetailedandexplicit.•  Justasyouwouldn’tsay,ThepresidentwillgivehisvisionfortheCollegeofEduca7on,don’tsaythepresidentwilldescribehowhisvisionoftheuniversityfitswiththemissionoftheCollegeofEduca7on.Don’tassumethepresidentorhisspeechwriterknowsthevision,missionoranythingelseaboutyourunitofWSU.Tellus.

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•  Becrea8ve;noteverythinghasbeensaidbefore.

•  Sendthepresident’sassistantanyinforma8onyouthinkisappropriatetoDr.Noren’sroleasapar8cipantinyourevent.

•  Ourcommonresponsibilityistomakethepresidentlookgood;herepresentstheuniversity,andthereforeeachofus,toeveryaudiencetowhichhespeaks.

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ReviewbeforesubmiOng

•  Useyourcomputer’sSpellcheck.•  Eliminatejargonandclichés.Avoidclunkywordslike“foster”or“garner.”Whoknowswhattheymean?

•  UseAPstyleonnumerals.

•  UsetheWSUstylemanual.It’sontheMarke8ngandCommunica8onsWebsite.

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Checkyourfacts•  Studentsfrom76countriesatlastreport,not“nearly100.”

•  $239millioninresearchexpenditures.Thismakesusoneofthena8on’stop50universi8esforresearchexpendituresinNa8onalScienceFounda8onrankings.

•  Wehavemorethan235,700livingalumni.

There’saWSUFactBookonline,andtheMACWebsiteincludesaFastFactspage.

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Thefivepointsofthepresident’svisionforWSU

•  Accesstohighereduca8on•  Economicrevitaliza8on

•  Graduatesengagedinlifelongci8zenship•  Resolu8onofurbanstresses•  Dynamicresearchuniversity

Ifyouusethesefivepointsfrompreviousspeeches,pleaseeditthem.

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Keyresources

•  [email protected]•  mac.wayne.edu

•  events.wayne.edu•  specialevents.wayne.edu

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Special Events and Services

JeffBlock

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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!

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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

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PartnerwithPurchasingFirst!

JoanGossman&KenDoherty

PurchasingDepartment

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WhenaNeedArises

•  Geta“Budget”quote•  Haveabannerrequisi8oncompleted&approved•  Fax“legible”quoteto577‐3360ore‐[email protected]

•  ProvideDetailedSpecifica8ons.Ifyouhaveaquote,theReqshouldmirrortheinforma8oninthequote(typedintoitemtext).

•  Forcontractedservices,reviewanycontractinfullbeforeyousendtoPurchasing.

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ForEvents

•  ProvideallthedetailsinItemText(who,what,when,where,andwhy,andhowmuch)

•  Usethebestes8mateforyourReq,knowingthefigurewillbeadjustedforfinaloractualcount.Donotwait!

•  Nopar8alPO’sforDepositsOnly.POmustbefullyfundedfortheevent.

•  Donotsignanycontractorotherlegallybindingdocument!

•  Includeanysignificantspecialinstruc8onsforPurchasing

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Pleaseinclude

•  A“suggested”vendorlist –  Offeranyvendorsyoubelievecanperformthe

work

–  Purchasingmayaddvendorstothebidlist–  FornewVendors,providecompletecontact

informa8on.

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TheBid/NoBidDecision?

•  Thesinglemostimportantfactorisdollaramount(don’tsplitup!)

•  Otherfactorscanplayintothisdecision– Complexityoftheorder– DeliveryDate– MarketOpportunity

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RUSHORDERS

•  TheresimplyarenoUniversitypoliciesthatallowforawaiverofbidsduetoarushproject!

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RequiredLeadTime

•  BannerSystem‐allowoneweekfromrequisi8oncrea8ontofinalapproval(Department’sTime)

•  PurchasingProcess‐anormal8meframeis3to5businessdays

•  BidProcess–addi8onal3days.

•  PrinterProduc8on‐a“normal”printjobtakesabout2weeks

•  Contracts

–  NewVendor–2weeksaddi8onal(GeneralCounselApproval)–  OldVendor–2daysaddi8onal(ifpriorcontractisamirrorimage)

•  PrepaymentsorDeposits–2daysaddi8onal

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An8cipate!

•  3weeksfromRequisi8ontoBid,toContract,toPurchaseOrder.

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Project“DraV”

•  Dotherequisi8onifyouknowthebasicspecifica8ons

•  Venue•  Prin8ng•  Rentals•  Transporta8on

•  Promo8onalItems•  Florists•  Ar8sts

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EarlyPlanningAdvantages

•  Purchasingcanbidthejoband/orplacetheorderlongbeforeyourduedate– EarlyVendorSolicita8on– Final“tweaks”withselectedvendor– BannerAmendmentforfinalchanges

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WhatifImakechanges?

•  MinorChanges=noproblem

•  Morethanafewmayrequireare‐bid

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WhyBid?

•  BoardofGovernorsRequirements•  Largemarketsofqualifiedcompe8tors

•  Weareapublicins8tu8on.

•  BuyMichiganPolicy

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Ques8ons

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WebCommunica8ons

NickDeNardis

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EmailAnnouncements

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BaseHTMLTemplate

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School/CollegeHTMLTemplate

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CustomHTMLTemplate

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HTMLTemplateProcess

•  1weeklead8meforbasetemplates2‐3weekslead8meforcustomtemplate

•  $300forfullycustomtemplate(reusable)

•  Sendoutthroughwebmail.wayne.edu

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OnlineRSVP’s

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CustomDesignRSVP

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OnlineRSVP’s

•  4‐5dayslead8meforbaseRSVP•  2weekslead8meforcustomRSVP

•  Capabili8es– Basicfields(singleline,mul8line,dropdown,select,mul8‐selec8on)

– Thankyoupage/email

– CaponRSVP’s,Start/EndDates– AccesstoRSVPlist,ExporttoExcel

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RSVPCost

•  Free‐BaseRSVP•  $300–CustomRSVP

•  Createdthroughevents.wayne.edu– [email protected]

– Wehavealistofques8onsforeachRSVP

•  Theabilitytoselfcreateiscomingsoon

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PaymentRSVP’s

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PaymentRSVPProcess

•  +6weekslead8me

•  Internalaccountsonly•  Firststep

– ContactSpecialEvents

– FillouttheeMarketRequestform:hIp://wayne.edu/fisops/fo_hotspot.htm

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Ques8ons

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Marke8ngandCommunica8ons

MichaelWright

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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

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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

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Aim Higher

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Aim Higher some examples…

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Aim Higher - Video -

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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

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Thank you

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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

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