Newsletter Committee

What is the Purpose

The Newsletter Committee is responsible for publishing nine issues of Artifacts per year –September through May.

Who is Involved

Currently there are  two members of this committee, one with computer skills and one with language skills, who serve as the editors and publishers of Artifacts.

What are the Tasks

Set a monthly deadline for articles or announcements to be submitted by Board members and/or committee chairs. 

• The current deadline for each issue is the second Thursday of the month which is usually the day after the monthly Board meeting.
• Articles can be e-mailed, FAXed or put in the Artifacts mail slot in the Guild Room.  E-mail is the preferred method.
• Each time a page must be added due to the length of articles, the printer charges an extra $100.  Articles, therefore, must be short and to the point.
• Inserts are prepared and paid for by the committee responsible for them.

Prepare the computer-generated copy to fit the established format and e-mail it to the disignated printer.

• Currently the newsletter is created using the program IN DESIGN.
• Care must be taken with grammar, spelling, etc.
• Inserts can be scanned for inclusion into the e-mail copies.

Work with the Membership Services Coordinator to keep the Guild member address list current.

• The Museum’s Associate Membership Manager, Camille Holmes, will e-mail the list to the printer on the Monday following the deadline.
• Guild members may choose to receive Artifacts via e-mail or via the USPS.
• Guild addresses are maintained by Camille Holmes, the Museum’s Associate Membership Manager.  It is important she know who is on the e-mail list so she can remove their names from the regular mailing list.  The corrected list will be sent to Drum Mailing for regular postal delivery.

Retrieve extra copies and inserts from the printer one week after they are sent to the printer.  The number of Artifacts ordered is for the mailing list plus 30.  Copies are delivered to various departments and some are taken to the Guild meeting for new members.
 

What is the Suggested Time Line

August

Notify the Board and committee chairs of:

• due dates for each issue;
• guidelines for length of article (short), and
• how to provide inserts (each committee is responsible for providing and paying for 550 inserts to be mailed with the Artifacts). 

August through May

• Collect articles for each issue.
• Prepare and edit computer generated copy.
• Send Artifacts copy to the printer on the Monday following the Thursday deadline.
• Send Artifacts to the membership by e-mail or USPS.
• Retrieve and distribute extra copies.