AIAA Publicity (Internal) Responsibilities and Timeline

The Publicity chair is responsible for getting monthly dinner meeting and special event flyers created and distributed to the membership, as well as posted on internal Boeing bulletin boards. Additionally, the meeting information should be sent to St Louis Boeing News Now for publication, and for dinner meetings, the flyer should be made into a plate for a plaque to be given to the speaker. The publicity chair is also responsible for keeping the appreciation gifts stocked for committee meetings. Currently these are metal castings of the logo on a marble coaster, they were ordered from Woltman Trophies in 2005. The awards banquet in May is a special event that the publicity chair not only creates the flyer and plaque for the speaker, but also works with the programs chair to get the banquet program together and duplicated.

4-6 weeks prior to event – Programs chair provides speaker’s name, bio, title of program, abstract if available, pictures/logos if available, web site if available. Arrangements chair provides menu, location, map if available, time, prices. Publicity chair drafts info/write up/ideas for flyer and submits to graphics. Publicity chair coordinates with graphics on design, provides comments and corrections. Publicity chair submits graphics flyer to Section Chair, Newsletter Chair, Arrangements Chair, and Attendance Chair for their review and use.

3-4 weeks prior to event – Publicity chair prepares duplicating request online and provides final flyer from graphics to duplicating electronically. Duplicating runs copies and sends to bulk mail for internal and external distribution and posting of flyers on company bulletin boards. If this step is complete by 4 weeks prior, there should be no complaints regarding notice of the event. Once it gets closer to 2-3 weeks prior to event, you’ll be hard pressed to get to the external people in time, consider sending internal only. Examples of duplicating requests are in publicity binder, templates are saved online.

3-4 weeks prior to event – Publicity Chair sends a note to bulk mail with a heads up that the flyer is coming. Check that bulk mail has enough envelopes for external distribution. If envelopes are needed, either the publicity chair or Newsletter chair needs to provide them with more envelopes. DO NOT get the self sealing envelopes as they do not work with Bulk Mail machinery.

1-2 weeks prior to ticket sales deadline – Publicity chair sends meeting information, electronic copy of the flyer and link to AIAA St Louis Section website to STL BNN for advertisement in BNN.

1 week prior to event – Publicity chair asks graphics to prepare metal plate for the speaker’s plaque. Graphics sends an electronic file to bldg 245 Reprographics to make the plate and reprographics sends it back to graphics. If the request for the plate is made late, the publicity chair may have to pick the plate up in bldg 245.

0-2 days prior to event – Graphics provides metal plate to Publicity chair to affix onto wooden plaque. Publicity chair gets the plaque to the Section chair prior to the start of the meeting.

These steps can be done in less time but that’s when people start to complain. The absolute minimum time needed to get word out internal to Boeing is 2 weeks, do not bother with external at that point.

The following people have been coordinating the flyers with us for years and are very familiar with the process:

Building 270 Graphics:

Steve Ratkowski 32568

Matt Ronchetto 37076

Duplicating:

http://boeingprint.web.boeing.com/login/LoginStart.cfm

Bulk Mail:

Sue Hennessy 33885

St Louis Boeing News Now:

Marguerite Ozburn 26965

Last Modified 1 March 2005