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Newsletter Preparation and Publishing Process

  

Newsletter preparation and publishing process
  Revised: 2023-05-07
     
Link Physical Preparation Notes
     

Objectives
 
  • To have the newsletter posted to the site so that notification of its availability can be sent out on the Thursday night prior to Round 1 of the next event.  Thursday night is selected so that people who only receive club email at their place of work will be notified on Friday thereby giving them the opportunity to plan over the weekend to attend on Tuesday. 
  • To have the newsletter posted to the site so that notification of its availability can be sent out no later than Sunday night.  This will provide a one day reminder notice to those who only receive club email at their place of work to see the email on Monday and make arrangements to attend on Tuesday evening.

Process Steps

Step

Who

When

What
1 Marketing Director or Editor Round 2 Email is sent out to request content for the next newsletter.  The content request should be sent to:
  • Board Members
  • Committee Chairs
  • Partners
2 Editor Round 3 At Round 3 take the content provided and using the previous newsletter to create a "Content Draft" version of the newsletter
  • Leave the Monthly Tournament and Club/Class Championship areas as is
  • Replace old content with new if provided
  • Remove any remaining old content
3 Editor Round 4 The Content Draft is sent to the Monthly Tournament Director
4 Monthly Tournament Director.

 

   Monthly Tournament Director
  • Updates the Monthly Tournament and Club/Class Championship areas
  • Sends the updated newsletter to the Web team for posting to the website
5 Web team As soon as possible Web Team:
  • Creates an HTML version of the Word file and posts it to the Newsletter archive
  • Creates a PDF version of the Word file and posts it to the Newsletter archive
  • Archives the Word file on the site in the Newsletter archive but does not provide a link to it.
  • Takes the template file for the Newsletter announcement, modifies it, saves it back and then emails it out to the News list.
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