[Eg-oversight-board] PR Proposal

[Kathy Lussier]

Hi all,

At the last EOB meeting, Grace and I were left with an action item to 
refine the public relations proposal to include the 2016 scope and 
proposed budget.

I have refined the proposal to include the 2016 scope.

However, the proposal does not include a proposed budget. Instead, I'm 
sending along a budget for our ALA exhibit along with a ballpark on the 
cost of the entire program through 2016. I struggled with developing a 
formal budget when we do not yet have a committee in place to identify 
the  venues where we will be exhibiting or other PR activities we might 
pursue. I would like to suggest that a formal budget be approved once 
the committee has a chance to convene, meet and make some 
recommendations beyond the exhibit at ALA annual.

Item 	Cost
Space Rental 	$800
4' Skirted Table 	$0
2 chairs 	$174
Electrical labor – 1 hour for installation 	$144
Electrical rental - 120v – 5 amps/500 watts 	$173
Internet - Economy Plus, 1 device, 512 kbps 	$595
Flyers 	$100
Signage 	$250
Giveaways 	$300
Shipping 	$250
Meeting Space 	$80
Other 	$633
*Total*
	$3,500


The three MassLNC partners (C/W MARS, MVLC and NOBLE) have agreed to pay 
the space rental costs, leaving an estimated cost of $2,700 for the 
community to fund.

In looking at a ballpark, we need to take into consideration the fact 
that the above costs are lower than usual because we were able to get a 
small press table as a new exhibitor. I don't think we'll be able to do 
so for future conferences. The estimated cost for exhibiting at ALA with 
a typical 10' x 10' booth, along with all the other costs identified in 
the above budget, is about $5,000. I therefore am estimating a ballpark 
of $5,000 to exhibit at a large conference (ALA, PLA) and maybe $2,500 
to exhibit at a small conference or at a conference that has special 
rates for small organizations/non-profits (OLA, code4lib).

Assuming that we plan on either two large conferences per calendar year 
OR on large and two small conferences per year during the trial period, 
the ballpark is about $17,700 (nothing that the first large conference 
will cost $2,700 instead of $5,000).

The revised proposal is below:

PUBLIC RELATIONS PROPOSAL

* This proposal is for the Evergreen Oversight Board to:
    1. establish a fund to be used for increasing the visibility of 
Evergreen in the larger library community;
    2. and form a Public Relations Committee charged with organizing the 
PR activities for which those funds will be used.
* The PR Committee will comprise up to six members of the Evergreen 
community, at least one of whom should be a member of the Evergreen 
Oversight Board.
* The EOB will be responsible for appointing volunteers to the committee.
* The tasks of the committee will include, but not be limited to, 
establishing a presence at library conferences by renting and staffing 
space in the exhibit hall, organizing Evergreen users meetings, and/or 
encouraging presentations from Evergreen community members; issuing 
press releases on noteworthy happenings in the Evergreen community; and 
raising funds for PR activities.
* Any activities that require travel among Evergreen community members 
are expected to be done by people already planning to travel to those 
events. The EOB will not reimburse for said travel. Volunteers staffing 
exhibit booths may be eligible for free registration that comes with 
renting the booth, but there is no guarantee that registration fees will 
be covered.
* Any activities that require the expenditure of funds must be approved 
by the EOB.
* The committee must provide regular reports to the EOB by writing to 
the mailing list.
* The Public Relations Committee will work on a trial basis through 
December 2016, at which time the EOB will evaluate the activities and 
effectiveness of the committee and determine if it is worthwhile to 
continue its work.


Feel free to let me know if you have any questions!

Kathy

-- 
Kathy Lussier
Project Coordinator
Massachusetts Library Network Cooperative
(508) 343-0128
klussier at masslnc.org
Twitter: http://www.twitter.com/kmlussier

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