Unitarian Universalist Church at Washington Crossing

HOW DO I COMMUNICATE WITH THE CONGREGATION?

Internal Communications

1. CROSSINGS – monthly newsletter for UUCWC members, friends and visitors. Used to publicize work and news of the committees, task forces, and board; promote events; provide columns by the staff and board; and share Metro District news.
•    Published once a month, 12 months of the year.
•    Submissions are sent as attachments to an e-mail to the editor by the 3rd Friday of each month. Due dates are also published on the back page of the Crossings and in Crossings II. A schedule is posted on the lobby bulletin board.
•    Articles should only be as long as necessary to clearly and concisely convey the information. Include the name of the author and the name of the committee, group, event you are writing for.

2. CROSSINGS II – Published weekly as an insert in the Order of Service.
Used for meeting and event notices for the current week and the next 2-3 weeks, and for short announcements.
•    Submissions are due by noon on Wednesday and are submitted to the Office Administrator either by e-mail or by completing a form (found on the counter in the office) and placing it  the Office Administrator’s mailbox.
•    During the summer months when Crossings II is not published, a Crossings II bulletin board is placed in the lobby for posting of announcements by anyone who wants to publicize a meeting or event.

3. BULLETIN BOARDS – There are many boards around the church. These are monitored by specific committees or the Office Administrator and the Communications Committee. Guidelines for maintaining boards are found at the end of this booklet.
•    Committee Bulletin Boards are maintained by the committees. Only they may post things on their boards. If you have something you think is appropriate for their board, contact the chair of that committee.
•    The Bulletin Boards in the lobby are the place to post a flier and sign-up sheet for an event, a class, a trip, or to request people to sign up to assist with any of these. We also post photos of new members to help us know who they are.
•    Many of the committees have specific bulletin boards in the upper and lower level hallways and on the stairway. You can refer to those when you want people to check your boards for event information.
•    The Community and Connections board on the lower level has spaces for articles about UUCWC people in the news, activities in the community that we have been asked to post, volunteer opportunities in the community, and a Yellow Pages section for UUCWC members and friends to post their business cards.

4. INSERTS AND HANDOUTS –These are created by individual committees or groups to distribute more information than can be included in Crossings II or the need to assure that people have something to take home and put on the refrigerator door.
•    To publicize an event, an upcoming fundraiser, or to distribute information related to your committee (i.e.: your own newsletter) you may create an insert for the Order of Service or a handout to be given out separately.
•    If you are creating an insert you are responsible for creating and printing it and having it in the office by Thursday at noon.
•    Please advise the Office Administrator in advance that there will be an insert and who will be preparing/printing it.
•    If you would like to use the UUCWC logo on your insert or handout, please contact the Communications Committee for an electronic file.
•    Note: Some people choose to have a member of the committee providing the information stand the sanctuary door and hand out the information before or after the service. This “puts a face” with the handout and is more apt to encourage people to read it.

5. STAND-ALONE DISPLAYS – Posters and storyboards advertising upcoming events or projects or a display about something else you want people to know about are a great way to keep your committee visible.
•    These can be displayed in easels in the lobby throughout the week, but on Sunday must be moved to the Crossings Room during the coffee hours.
•    It is important to keep the lobby open, quiet, and safe on Sundays.
•    We need quick access to the fire extinguisher and defibrillator.
•    We need an open pathway for the children as they leave the sanctuary for classes and if there is a need for us to evacuate the building quickly.
•    We try to keep this area quiet as we enter the sanctuary for the worship service.

External Communications

6. NEWS RELEASES – To request information to be submitted to local media about an event, send the information to the chair of the Communications Committee (currently, Mike Dalzell) well in advance of the scheduled date. (See attached press generation form for basic information to be submitted with your request.) Local weekly newspapers publish on Thursdays. We suggest that your event listing be published in the newspaper at least one week in advance. Requests for publicity should be received no less than 10 days prior to your intended publication date.

7. UUCWC WEB SITE – The UUCWC web site is a vehicle for introducing the public to our church, its people, and the values we share. It also is a tool for facilitating internal communications by sharing committee news, church events, and other information with members and friends. The Communications Committee is working toward making the web site a repository for certain internal documents as well.

Committee chairs and other leaders each have their own “blog” page on the web site. When posting material to the UUCWC web site, please keep in mind that all web pages can be viewed by the public, so their content should be presented in a professional manner. The Communications Committee reserves the right to edit or remove material that can be deemed offensive or not in keeping with the mission and values of the church. No partisan political activity or advocacy is permitted, as this may put our not-for-profit status at risk.

Please do not tape things to the windows or walls throughout the church. These are hard to remove from glass and painted walls. It also makes for a sloppy appearance, which is what you are communicating about the church to visitors and members. Your consideration is appreciated.

(modified 7/08.mdd/jbs)