|
9. Publications Committee
9.1. Terms of Reference
The Committee members assigned to the
Publications brief are responsible for the management of all London
Chapter publications during their term of office.
Currently the publications include a
monthly Newsletter called ‘The Mailshot’ and a quarterly magazine
called ‘Datawatch’. The committee members are responsible for managing
and editing both publications.
Publications issued to members consume a
significant part of the Chapters budget. In addition to editing
responsibilities, the committee members assigned to this brief are
responsible for generating advertising revenues to cover the cost to the
Chapter of producing and distributing the publications. As at 2000 this
amounts to £9,000 per annum.
There are 4 positions within the
publications committee:
- Editor
- Copy Manager
- Advertising Manager
- Administrator, Print Liaison and layout.
(Carried out by the Chapter Administrator)
9.2. Main Objectives of committee:
To produce a quality Datawatch
magazine on a regular quarterly basis as a benefit to members
To ensure that Chapter members are
informed of Chapter initiatives and events in a timely manner via
paper and electronic means (Chapter web site).
To distribute technical advice and
guidance to members in the form and informative and relevant
magazine articles and to provide a forum for membership debate.
9.3. Tasks
9.3.1. Editor:
- To ensure that Datawatch magazine is
published on a quarterly basis and is of suitable content and quality,
maintaining a balance between technical, audit and other types of
articles.
- To act as a focal point for liaison
between the Publications Committee and the Chapter Committee and members
as appropriate
- To keep the main Committee informed of
progress and developments regarding the magazine via the monthly Chapter
Committee meetings.
- To ensure that sufficient advertising is
received to cover production, printing and distribution costs as far as
possible.
- To arrange for copy to be available to
Administrator for layout purposes
- To proof read copy and agree layout as
required.
- To seek to improve Datawatch as a
membership benefit commensurate with costs and income.
- To ensure that prompt action is take to
recover outstanding debts with the assistance of the Treasurer.
- To ensure that adequate quality copy is
available for the Mailshot.
9.3.3. Copy Manager
- To ensure that there is adequate copy
available for Datawatch magazine via the operation of an "Article
Bank"
- To keep the Editor and the Chapter
Administrator informed of the situation regarding the Article Bank.
- To develop relationships with regular
contributors and to chase up articles as appropriate – eg from monthly
meeting presenters.
9.3.3. Advertising Manager
- To liaise with advertisers in Datawatch
and users of the mailshot services, setting rates, encouraging more
advertising, etc
- To keep the Editor and Chapter
Administrator informed as necessary of any approaches or incidents
regarding advertisers.
9.3.4. Administrator
- To decide layout incorporating advertises
requirements and having regard to readability, style and the technical
requirements of the printing process;
- To liaise with advertisers and printers
as required;
- To manage production and printing and
distribution process with assistance from the Editor in a manner which
permits the finished publication to be mailed on the publicised date.
- To produce and publish the Mailshot
monthly newsletter from copy and information provided.
9.4. Contacts List
- Nancy Watt: Chapter Administrator
(responsible for copy keying, layout, initial billing, receipt of
monies and day to day liaison with our printer).
- David Stuart of Ramsey: Printers 01487
813372.
- Copy and feature writers: Various.
- Advertisers: Various. Main advertisers
are Barclay Simpson (contact: Adrian Simpson 020 7936 2601) and Howell
Chorley.
9.5. Amount of Time Required
- DataWatch: approximately 24 hours every
three months (copy proofing, layout, advertisers). Currently split
between committee members.
- Mailshot: approximately four hours a
month (copy, proofing, advertisers). Carried out by Administrator.
- Ongoing Activities: eg lining up copy,
negotiating with advertisers etc (approx 24 hours a month). Currently
split between members
9.6. Positive Aspects
- The opportunity to develop ‘look
and feel’ of Chapter publications to present a polished and
professional image.
- The opportunity to develop the
commercial side as revenue earner for the Chapter.
9.7. Challenges
- Obtaining quality copy in a timely
manner for the production schedule.
- Accomodating requests by advertisers,
which usually do not arrive until the ‘11th hour’.
- Standing firm against unscrupulous
advertises who will use ‘every trick in the book’ to obtain
discounts.
- Dealing tactfully and patiently with
members who complain about minor grammatical or spelling errors
located in publications.
- Dealing with irate advertisers who
complain when late arriving copy forces a delay in the published
distribution date.
- Debt Chasing: few advertisers pay on
time!
- Finding ways to encourage member
feedback and/or contributions.
9.8. Attachment - Advertising
Rates & Terms and Conditions
|
