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Communications Committee Resource Guide

jk 9.29.09 Communications Committee Resource Guide and Protocols

Overview:

The Communications Committee is the highly visible interface with the public. Working with the
Executive Director and the Board, the committee informs media sources about breakthroughs in
green building, educates non-members about USGBC-CT-B initiatives, and notifies existing
members about Chapter events like meetings, workshops, and holiday parties. A mixture of
internal newsletters, press releases, e-blasts, articles, and brochures are used to reach various
external audiences. In addition to overseeing media relations, the committee facilitates
membership communications, primarily through the Chapter’s website, Constant Contact and
Webex. The committee is also responsible for maintaining and adding current membership lists
to Constant Contact. The Communication Committee comprises a chair and two co-vice chairs
(one in Austin and one in San Antonio) and an agreed number of committee members (ideally
three in each center). The Committee works with the Board and the Executive Director to
communicate efficiently and effectively with contacts in a method consistent with the Chapter’s
overall strategic plan.

The Communication Committee also:

 Establishes relationships with all relevant media and identifies potential opportunities for
media outreach
 Maintains periodic communications with existing sponsors, media and members
 Through the Executive Director works with the Board and Advisory Council and other
members to encourage joint press releases on relevant events and programs
 Participates in and organizes media training for the Chapter
 Responsible for ongoing updates and maintenance to website
 Sends out monthly newsletter which includes sponsorship acknowledgement and events
of interest
 Maintains Constant Contact and all Email sending lists
 Updates and expands media contact list
 Educates non-members on USGBC and the Central Texas-Balcones Chapter

Role of Board Liaison is to serve as the conduit between the Communications Committee and
the Chapter Board, and to provide oversight and guidance to the committee on an as needed
basis.

Role of Executive Director is to guide and support the decisions and actions of the
Communication Committee, as well as to confirm accuracy and effectiveness of communication

Role of the Committee Chair is to oversee the Communication Committees activities, find and
retain committee and Chapter members, and to work with the Board Liaison on reporting
procedures and with the Executive Director on plan development and implementation. In
addition, the Committee Chair serves on the Finance Committee, which meets quarterly to
determine Chapter’s financial status.

Requirements: As per the Chapter Bylaws, the Committee Chair and Co-Vice Chairs must be
Chapter Members in good standing. Committee members may arise from the Chapter
membership but are not required to do so.

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Term: The Committee Chair and Co-Vice Chairs are encouraged to commit to a minimum term
of 18 months to two years.

The Communications Committee revolves around three important tasks:

 Update the website and other related working documents

 Manage, maintain, inform and create contacts
 Share news and events with all interested parties

Website and other working documents

Brief: The USGBC Central Texas-Balcones website provides the most visible utility that
the chapter uses to generate publicity and to present useful information. It is necessary to keep
this tool up-to-date and to keep all information current and accurate. Below are tasks regarding
the website and related informational documents that need to be attended to on a monthly
basis:

 Check All Links on the website

 Update Homepage new and articles
 Update events calendar
 Update Board and Committee information
 Update Sponsorship List
 Search for Articles to post for the website and subsequently for the monthly newsletter
 Maintain and update changed documents on WebEx
 Review and update material posted to the USGBC Extranet

Management, Updating, and Expansion of Contacts

Brief: The USGBC Central Texas-Balcones Chapter relies on an expanding network of

members, media, sponsors, and building professionals. It is essential that these contacts are
kept up to date on all USGBC Chapter and related events. Maintaining the current relationship
with our community is essential if we desire to grow and expand. Below are the tasks
associated with maintaining and expanding our contacts:

 Send a monthly newsletter to our members and our ListServ

 Update the membership list via the National Extranet and import into Constant Contact
 Keep participating media up to date on upcoming USGBC events such as workshops,
green networking events, and luncheons
 Keep our active sponsors up to date as well as monitor their activities for possible events
and stories for our calendar and newsletter respectively
 Maintain and update training manuals for new volunteers, committee members, and
other active Chapter participants
 Maintain and update media packets so that we send media the most recent information
regarding the Chapter
 Use our Chapter and local green network to expand our relationship with local media,
including green blogs, local papers, and industry publications.

jk 9.29.09 Communications Committee Resource Guide and Protocols

Sharing News and Events to Relevant Parties

Overview: Because of our expansive network, it is important to be consistent in the

delivery of news of upcoming events and activities. When we deliver a consistent message in a
timely fashion it allows interested parties to plan for upcoming events and activities as well as
share the information to others in a timely fashion i.e. print deadlines. Standardizing our method
of announcement allows us spend more time on other important issues instead of reinventing
our event protocol every time we host a new event. Below is a list of actions that allow us to
share news and events in an efficient manner:

 Follow event announcement protocol

 Follow press release protocol
 Use Constant Contact templates set up for various types of emails
 Post events in timeframe set up by event protocol
 Contact all media in our media list
 Send emails out in a consistent timeframe set by event protocol

jk 9.29.09 Communications Committee Resource Guide and Protocols

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Communications Committee Protocol

jk 9.29.09 Communications Committee Resource Guide and Protocols

USGBC CT-B Event Announcement Protocol

Overview:

This document provides instruction on the announcement process prior to any upcoming
USGBC event. Such events include LEED Workshops, Green Networking Events, Lunch and
Learns, Membership Luncheons, and any other events hosted by our USGBC Chapter. Such
events require a timeline of notification so that all interested publics are aware of events and
have adequate time to make arrangements to attend or can resolve any scheduling conflicts
regarding an event in an appropriate timeframe. This protocol will provide the best opportunity
for full attendance and publicity for USGBC CT-B events.

Below are examples for timeline for LEED Workshop announcements and Green Networking
Annoucements:

LEED Workshop Announcement Timeline:

Timeframe Action

As soon as event is known Load event information onto website calendar as a place holder
(Spell out all acronyms) as soon as event is known
As soon as event is known
Create and submit event information for magazine articles

As soon as event is posted

onto national site Receive National flier and upload to website calendar

As soon as event has made Send event information to Board, Chairs, and Committees for
flier them to send their personal networks
As soon as event has made
flier Create first email template

8 weeks out
"Save the Date" email

8 weeks out Send flier to all industry organizations (AGC, ABC, AIA,
ASHRAE, RICA, ASME, ASCE)

3 weeks out Create calendar listing for newspapers and online media

3 weeks out Follow up email

10 days out Reminder/late fee notice (3 days before late fees set in)

Event

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USGBC Green Networking Event:

Timeframe Action

As soon as event is Load event information onto website calendar as a place holder as
known soon as event is known
As soon as event is Create and submit event information for magazine articles, social
known media calendars, and industry event listings
As soon as event has Send event information to Board, Chairs, and Committees for them to
made flier send their personal networks
As soon as event has
made flier Create first email template

3 weeks out Send flier to all industry organizations (AGC, ABC, AIA, ASHRAE,
RICA, ASME, ASCE)

3 weeks out Create calendar listing for newspapers and online media

3 weeks out Follow up email

10 days out Reminder/late fee notice (3 days before late fees set in)

Event

jk 9.29.09 Communications Committee Resource Guide and Protocols

Event/Workshop Information Template

Overview:

The following template is used to gather information for LEED and other Workshops/Events
hosted by our Chapter. The following information is used to:
 post an event
 send eblasts regarding the event
 create an event flier
 submit articles to magazines
 submit event postings to social and industry calendars

Full Event Name (Include

meaning of acronym):

What:

Overview:

When:

Where:

Cost:

Presenters:

Learning Level (for LEED

Workshops):

Other Relevant Information:

jk 9.29.09 Communications Committee Resource Guide and Protocols

Example of Event Information:
Full Event Name
(Include meaning of LEED IDC (Interior Design and Construction) August 7, 2009
acronym):

Green Interior Design and Construction: The LEED Implementation Process

What:

U.S. Green Building Council Central Texas-Balcones Chapter is hosting a workshop for design
Overview: professionals who are familiar with the LEED for Commercial Interiors Rating System but new to
implementing it on projects, or looking to brush up on implementation best practices. It is also
appropriate for those pursuing GBCI’s LEED AP Interior Design + Construction credential

When: August 7, 2009, 8:00am-5:00pm

Where:
International Center, 203 South Saint Mary’s, San Antonio, TX 78205

Cost: Early registration $345 for National Members and $445 for non-National members (deadline: Thursday,
July 30th); late registration $375 and $495 respectively; full-time student is $150 (limited availability)

Rico Cedro, award winning Director of Sustainable Design at Verdi Workshop, an innovative Chicago
Presenters:
based sustainable design firm, and Carlie Bullock-Jones, Ecoworks Studio, LLC, a sustainable design
consultant and nationally recognized speaker on Sustainable Design issues
This is a 300-level course. The 200-level LEED Core Concepts and Strategies course is strongly
Learning Level (for recommended as preparation. Continuing education credits for AIA/CES, HSW/SD LU, BOMI (CPD),
LEED Workshops): CSI (CEU) and IFMA (CFM/FMP).

Other Relevant
Information:

jk 9.29.09 Communications Committee Resource Guide and Protocols

Press Release Protocol

Overview:

Because of the large volume events hosted by the Chapter, in addition to the size and area the
Chapter oversees, it is important to post information in a consistent manner so that all
publications can do so as well.

Checklist for Event Press Releases:

 Information is gathered and put into event information template
 Information template should be reviewed by event planners (i.e. a workshop event draft
should be sent to a Chair of the Education Committee for edits and approval)
 Information is posted to Calendar, Facebook, Linkedin, and any other relevant locations
 Individual emails are created to send to each publication requesting to post event
information
 Emails should be set up for relevant contacts (i.e. a LEED Workshop should have emails
sent to industry publications like the AIA Newsletter, San Antonio Construction News,
and others in addition to being sent to local publications such as the San Antonio
Express News, and Austin American Statesman.
 In each email, information template is copied and pasted into email and not attached,
(attaching information makes it more difficult for journalists to find and post information
onto website/periodical)
 Emails should be sent in a timely manner set by the event announcement protocol

Website Review Protocol

Overview:

The USGBC Central Texas-Balcones website is the most visible utility that the chapter uses to
generate publicity and to provide information. It is important that interested viewers are seeing
the most up to date and accurate information on the website. Below is a checklist that should be
used when reviewing the website (which should be done on a monthly basis):
 Check Homepage articles to make sure there are no spelling errors
 Check Homepage articles to make sure they are current
 Check Events listed on the top right of homepage to make sure they are not past events
and to make sure they are properly linked
 Check Board and Committees page to make sure all positions are current and all names
are spelled correctly
 Check Calendar to make sure that all events are accurate, have not been cancelled, and
are linked to proper destinations
 Check contact information by send email to info@usgbc-centraltexas.org to verify that
email are being received and attended to in a timely fashion
 Check Sponsor list to make sure it is up to date and that all sponsors have logo
displayed in correct section with appropriate links
 Check Resources and Useful Links; click on all links to verify they are active and that
their pages are up to date and accurate
 Go back through entire website and check all links to verify they are working properly

jk 9.29.09 Communications Committee Resource Guide and Protocols

Constant Contact Protocol

Overview:

Constant Contact is a very useful utility for sharing information with our Chapter. However
sending information is a delicate process; it is important not to send too many emails at one
time; but is essential that we send out all information regarding events to guarantee attendance.
Below is a checklist for using Constant Contact:

 When creating an email, use proper template for specific events.

o If it is a email regarding LEED workshops, use LEED Workshop template or
create your own using an orange header (color code: d36d00).
o If it is a special announcement email use Special Announcement template or
create your own using a red header (color code: d14414).
o For announcements to members, use Membership Announcement template or
use your own with brown header (color code: 877530).
o For event announcements use Event Announcement template or create one
using a blue header (color code: 5e99aa)
o For News announcements use News Announcement template or create one
using a green header (color code: 669933)
 Always schedule emails prior to sending so that others can see upcoming emails and
can avoid sending out two emails at one time and thus clogging our member’s inboxes.
 Schedule emails three days prior to sending them and do not schedule if another email
has been sent or will be sent within 60 hours of the email you are working on.
 Always review email drafts and verify that all links are accurate, there are no spelling
errors and that the email is sent from noreply@usgbc-centraltexas.org
 Always be sure to verify proper subject line as well before sending emails

jk 9.29.09 Communications Committee Resource Guide and Protocols