Rotary District 3080

GUIDELINES FOR ROTARY CLUBS

Rtn. C.J. Singh, District Secretary 2010-11 ‘

For any query or more information, please send eMail

Rotary’s Public Image Management

Public Relations Committee
• Involve members who would like to selflessly work towards maintenance of Rotary’s public image
and strengthening it through an effective media management.
• PR Committee must update oneself on information about Rotary, District & Club projects/programs
• Prepare one page highlighting major projects of the Club for sharing with media
• Upload information on the club’s website
• Prepare key statements for each of the projects
• Maintain a photo bank of all club projects for sharing with the media

Do’s and Don’ts

• The Club President is the spokesperson of the Club. Quote him/her in the news release drafts.
• The project incharge may also be quoted
• The contact details of Club President and Club PR Chair should be given at the end of the release
• During the function, do indicate to the Photo Journalists, the complete names and designation of
the people sitting on the dais to avoid mis-spelling
• Get all news release material checked from the club president and/or other knowledgeable persons
including past president and/or the project incharge for accuracy of the facts
• Upload the news releases of the club on to the website for later access
• Share the news release of club’s activities through club’s blog or social media.

Media Management Process

• Get details of the project/programme to be covered by the media
• Prepare a list of media persons deputed in your city
• Prepare a media invite for sending to the mediamen at least one or two days in advance
• Telephonic follow up to seek confirmation
• Prepare a background note on the project/programme for giving to the media on arrival on the day
of the activity
• Post-event prepare a fresh News Release quoting the statements made by the chief guest.
• Prepare a separate news release for Hindi and Panjabi media
• Electronic media also requires separate vernacular news release
• Email and/or fax or hand deliver the news release to the media
• Next day scan the media for published news items, cut out, paste on a white paper, write down the
name of the publication, date of publication, and page number and send to the District Chair
• News Releases about projects should also be mailed to :
o Rotary News / Rotary Samachar
o The Rotarian Interactive
o District Governor
o Assistant Governor
o District Editor