How to VP PR the RDG Way

1. What is the VP PR?

The Vice President of Public Relations' primary mission is to create awareness and interest in the club in the "outside world" so that people visit the club to find out what it's all about. There are a number of methods to accomplish this, both online and offline, which the RDG TM Marketing course will cover in detail. This lesson will get you started on your path to getting the word out.

2. VP PR Roles & Responsibilities In-Depth

As VP PR, you will be the one in charge of getting the word out about your club. You and the VPM are responsible for getting and keeping members, with your ultimate goal being keeping a minimum of 20, and optimally 30-35, while meeting your DCP targets of 8 total new members per year (attrition will keep acting against your club at every renewal period, so factor that in).

• Responsible for building awareness of club by developing marketing campaigns
  

Your campaigns are designed to go outside the club and make people aware of its existence, as well as what it can do for them.

• Manages marketing site
• Update floater message and home page to indicate next meetings
• Be a point of contact for marketing site
  
• Respond to inquiries within 24 hours

In the RDG TM Marketing course, you'll develop a marketing website as a central hub for prospects to visit. It's suggested to use Free Toast Host as a marketing site, and Easy Speak as a member site. 

It's important no matter what site you use to make sure the meetings for the month are listed prominently on the front page. If that changes (meeting cancellation, meeting location change, etc.) this needs to be updated ASAP, and guests need to be notified.

Note that the VPM should be mailing former members and guests meeting reminders, and doing follow up with new guests. If they can't do so, you may need to back them up. 

• Responsible for Meetup group
  
• Contact new Meetup group members within 24 hours of joining
• Ensure meetings are listed and announced
• Encourage current members to confirm attendance

Similar to managing the marketing site. If your club uses Meetup (and you should if it's available in your area), you should be set as an organizer. 

It's very easy to join a Meetup group that seems interesting, but never actually go. Reaching out to new group members can help increase the likelihood that they will participate.

• Newspaper/Media point of contact
  
• Submit articles either written by self or committee
• Local Chamber of Commerce and other organization point of contact
  
• Submit articles either written by self or committee

This ties in to the content marketing strategy found in the marketing course. You should build a contact list so you can submit articles quickly.

• Backup VP Membership in collecting guest contacts at meetings
  

If the VPM and their committee aren't available at the meeting to collect guest contacts, you need to step up and get that information, then pass it along.

• Keeping members informed through a club bulletin/newsletter
  

If your secretary is doing after meeting reports with club business included, this may be less necessary. However, you can produce a brief newsletter with success stories, recognition of DCP progress, and other topics that aren't covered by the AMRs, or produce an alternative like a Facebook page. If you take pictures, make sure you have consent before you post.

• Promotes the club through all promotional means available - electronic media, newspaper, radio, television, local chambers of commerce, local government and community calendars, universities and colleges, libraries, corporate and organizational publications, employee orientations, "welcome to the community" packets, and other community events.
• Prepares publicity materials, such as club flyers and club business cards. 
  
• Prepares press releases for local news media and publication. 
  

These are all possible "marketing weapons" (to borrow from Guerrilla Marketing). While some of these are impractical, others are very viable. Some clubs that have done little more than put in a blurb in their local Chamber's newsletter and grew/maintained their membership very well. 

• Chairs the Public Relations Committee.

You should definitely not try to tackle this job alone. 

3. What's in it for You?

Filling the VP PR role offers the chance to develop many skills.

• Marketing skills are the most obvious. This includes persuasion and copywriting skills.
• Relationship building and committee leadership skills. The former comes from not only working with your committee, but also with outside contacts.

4. Your Two Week Startup Plan

Don't forget to check the All Officers two week plan for tasks common to all club executives.

1. Begin developing a media contacts list for local Chambers of Commerce, newsletters (both city and neighborhood), classifieds, and so on.
2. Begin developing a list of article topics that could be submitted to the above.
3. If you are going to do a flyer campaign, begin developing a list of locations to place flyers.
4. Begin getting familiar with how your marketing site works (Free Toast Host or otherwise). 
5. Perform an online audit: go through all sites and your TI listing to make sure all information is correct and up to date, including meeting location and time, club name, and so on.
6. If your club does not have its own domain names, talk to the Treasurer about including funds in the budget for this.
7. Once your committee members are assigned, host a kickoff meeting with your committee.

5. Suggestions

• To save costs on Meetup fees, coordinate with another club or two. One account can host three Meetup groups for the same price, so you can dramatically reduce your costs.