PUBLICITY CHAIRPERSON

The Publicity Chairperson is responsible for publicizing and advertising concerts, audition periods and special events of the Society. The Publicity Chair reports to the Vice President for Public Relations.

DEADLINES	DUTIES

June	Participate in a transitional board meeting to discuss position with predecessor, review job description and annual report.

August	Be clear what grant acknowledgments are required on publicity materials.

Prepare and have printed additional seasonal publicity items, such as bookmarks.

Review photo file of choir available for year's publicity. If needed, begin to secure copies of existing photos or arrange for photo sessions at rehearsals or concerts to expand file. (Black and white glossy prints are required by papers.)

Update list of media contacts, and notify Computer Services of changes. Obtain at least two sets of mailing labels for each concert from Computer Services.

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Confirm the contacts, deadlines, and preferred formats for various media.

2½ months prior to each event (and before first of the month 2 months prior to the issue.)

Send event information to monthly magazines: Chicago Magazine and North Shore Magazine.

Two months prior to each event or when flyer is ready

Send letter requesting complimentary ad in North Shore papers of Pioneer Press, and contact Cyrus for space in their community ad.

5 weeks before each event

Send print media copy and two press tickets to Chicago Tribune, Sun-Times, Reader, Pioneer Press and News/Voice accompanied by letter describing the concert (possibly attach flyer and program notes).

At least one month prior to event

Get clearance from Board at Board meeting for any paid ads.

4 weeks before each concert

Send several posters with letter to concert location.

3 weeks before each event

Send concert information to Evanston Cable.

2 weeks before each concert

Send material in a timed 30-second format to radio and TV stations for free public service announcements. Send a self-addressed stamped postcard for response on it and when spot was aired.

Arrange for paid radio ads through Chicago Music Alliance if approved by Board.

Plan complimentary ticket distribution with General Manager. Tickets come from Ticket Chair.

On-going	Follow through on periodic photo session of choir and events.

Keep a record of expenses. Submit bills to Treasurer for reimbursement or payment of services.

Keep track of printed publicity clippings and photos. Give copies to the Archivist and to General Manager.

Report Gifts-in-Kind to General Manager.

Attend Board meetings.

May	Prepare annual report, revise job description if necessary, and discuss position with successor at transitional board meeting.