Submission Guidelines
HOW TO CALENDAR AND PUBLICIZE YOUR EVENTS EFFECTIVELY
Deadlines:
Weekly eBulletin - Wednesday noon to Ishi: publications@uueugene.org
Weekly OOS (Order of Service) - Wednesday noon to Ishi: publications@uueugene.org
Monthly Newsletter - Third Friday of every month to Ishi: publications@uueugene.org
WebCalendar - to Tonya at the office: assistant@uueugene.org
New or Revised Web PAGE on the Web SITE - determine content, then check with your committee/group to see who manages that web PAGE (or ask the webteam to show you how to manage that page yourself).
Background info you need to know
a) It is your responsibility to get the proper announcement where you want it, when you want it there, in its proper form, and as often as you want it. Use this guide to complete your submissions. Put the publication choice in the subject line, and add the following info to your well-edited blurb.
b) Send a new message for each event individually to the appropriate people, with the publication choice noted clearly in the subject line of the email. Rather than ask your information to be repeated 3 times in the next three weeks, prepare to send it again (an opportunity to make changes in the text to add interest) before the next deadline.
c) If the item is a revision of the event information sent previously, say so (clearly label New Version vs. Old Version). Then send the complete re-write of the article, rather than asking someone else to reconstruct it.
d) The Planning Calendar in the office and the web calendar are the same thing.
e) Posters or graphical items should be in the size meant for the publication to which you are sending it. The publications specialist does not have time to create a blurb or an article for you. For our blind members, the content of a poster must also be offered in plain text since they cannot "see" graphics with their screen reader software.
f) Longer articles meant for the Newsletter should be sent as a complete and well-edited "Article," written to include as many of these guidelines as appropriate. The articles must be spell checked and read by someone else on your committee to ensure completeness, sense, smooth wording. Front-load your content: start with the most important words rather than "Save this Date!"
g) Not every Order of Service (OOS) submission can be included in the OOS due to space restrictions.
h) Join the BIZ listserv (low traffic) for lay-leaders of the congregation. The drafts of the eBulletin and Newsletter go to the BIZ listserv for review: corrections and additions (and subtractions), and rewrites before being published. The draft comes out a day or two before publication.
Please include the following information in your submission
1. Event title (use CAPS, do not start with phrases like "Save this Date")
2. Brief description/narrative
(Consider the space limitations of the vehicle in which this will be published)
~ Longer articles meant for the Newsletter should be sent as a complete, interesting, brief, and well-edited "Article" including as many of the following as appropriate.
3. Event Start and End Time (not set up or reserved time)
Use the style: 4pm or 4:40pm or 4:00pm without a space inorder to prevent the numerals from being on a different line from the related am or pm notation.
4. Indicate location or room number (Clear this with the Office and Calendar FIRST)
5. Contact info (name, email, phone)
6. Web page reference (URL) for more details than space allows here
7. Day, Month and Date (please verify for accuracy)
and for the Web Calendar (behind the scenes) Information
8a. For the web Calendar only: Describe how your event repeats (one time, once a week, once a month, third Tuesday of each month, 2nd & 4th weeks of the month, once a month through ________ (final date)
8b. How many repeats and final date of repeated events
8c. Category for web calendar (look below the calendar on the calendar web page)
8d. Event Prep and Cleanup Times, which reserves that space from other activities
8e. Special directions for set up
Suggestions for revising these guidelines are welcome to webteam@uueugene.org
thank you very much!
When editing for brevity, consider the following:
* Instead of: This film has been modified. The film will now fit your TV screen.
Try: This film has been modified to fit your TV screen.
Instead of: There will be fruits to to take home. Also flowers for those who wear blue.
Try: For those who wear blue, there will be fruit and flowers to take home.
Instead of: For security reasons, passengers must closely control baggage or packages and avoid transporting items without their knowledge.
Try: Do not leave your luggage unattended. Unattended bags will be removed and may be destroyed.
Instead of: In a suspected heart attack, the person should CHEW UP, not swallow, ONE aspirin. (2 not necessary). This goes directly into the inter-mouth skin, with it’s capillaries. The aspirin goes as fast as possible to the heart, dissolving blockages along the way,"
Try: A person suspected of having a heart attack should chew, not swallow, one aspirin. The aspirin’s blood-thinning properties go directly to the heart through the mouth’s capillaries, dissolving blockages along the way.
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