Charter:

The role of the Publicity Committee is to communicate information about ADK and particularly the Mid-Hudson Chapter to the membership and the surrounding community. This information includes the following areas;

1. Preparing and distributing the Activity Schedules

2. Preparing and distributing Newspaper Announcements of Chapter Activities

3. Promoting the Chapter in activities such as;

a. distributing flyers to stores

b. group presentations,

c. staffing a booth at an event,

d. conducting media interviews and submitting articles to the media

e. updating the content of the Mid-Hudson Chapter website

Chair Duties:

· Recruit committee members

· Coordinate and oversee all publicity committee activities.

· Attend Chapter board meetings and report status as needed.

Committee Activities:

1. Preparing and distributing the Activity Schedules:

- Edit the Activity Schedule from the Newsletter - Quarterly

Edit the Newsletter Activity Schedule, which will be e-mailed to you by the Newsletter Editor, into an Activity Schedule that fits on two sides of an 8 1/2" x 11" page. This involves some line reformatting, white space reduction, smaller typeface and margin reduction. One letter size page is all the stores wish to handle in their distribution racks. Timing: ASAP after the newsletter text is available. Approximately Dec 15, Mar 15, June 15 and Sept 15.

- Print Activity Schedules - Quarterly

Arrange for printing approximately 500 copies on brightly colored paper. The quantity printed will be based on the numbers specified in the Activity Schedule Distribution list, plus up to 50 additional folded copies to have as spares. Sometimes you will have to have ADK Mid-Hudson Chapter and Breakfree Brochures printed as well. We have been using a different color for each quarter's Activity Schedule, so the current flyers are not confused with the previous quarter's flyer. Chapter and Breakfree Brochures should be printed on the same paper they were printed on before, unless otherwise specified. Currently the Chapter uses Spectrum Printing in Poughkeepsie for most of its printing work; and it has an account with them. If this is not convenient, you can have the work done elsewhere, and get reimbursement from the Chapter.

- Mail Activity Schedules to Distributors - Quarterly

Mail the Activity Schedules, folded or flat as requested, and/or Full Packets as requested. Currently, five chapter members have agreed to distribute the Activity Schedules and Full Packets to stores, one store gets mailed to directly, and one person sends an Activity Schedule to all outing leaders before they lead their outings. The Full Packet consists of the ADK Club Brochure, with an Activity Schedule, an ADK Mid-Hudson Chapter Brochure, and a Breakfree Brochure inserted in that order inside of it. The Activity Schedule Distribution list is appended separately. Additional Club Brochures can be ordered by calling ADK Membership, and requesting a box. There is no cost for ADK Club Brochures. Please check what each person on the Distribution list needs each quarter. Some Activity Schedules can be mailed with one stamp in an ADK envelope, larger quantities require larger envelopes and more postage, and for very bulky mailings, use a Priority Mail envelope. You will be reimbursed for all mailing expenses.

2. Preparing and distributing Announcements of Chapter Activities to Newspapers and the Chapter Website:

- Edit and Mail Newspaper Announcements - Quarterly

Edit the Activity Schedule into a form (the Outings Announcement and the Family Outings Announcement), that can be used by newspapers to list our outings in their publications. This should include the date and time, outing name and description, level of difficulty without using our ABCD descriptions, meeting place, leader's name and telephone number. You will not always get all of this information from the Activity Schedule. Just leave out what you do not get. Currently, the Outings Announcements are being sent (primarily e-mailed) to 18 newspapers on a quarterly basis. Timing: ASAP after the newsletter text is available. Approximately Dec 15, Mar 15, June 15 and Sept 15. The monthly and quarterly publications have deadlines far in advance of publication, so get them out ASAP. The list of Newspaper Contacts is appended separately.

3. Promoting the Chapter in activities such as;

f. distributing flyers to stores

g. group presentations,

h. staffing a booth at an event,

i. coordinating media interviews and articles to the media

j. updating the content of the Mid-Hudson Chapter website