The Communications Team can support your ministry’s events and activities in a number of ways. In order to make sure that publicity is handled fairly and smoothly, please review our complete Publicity Guidelines below.
Submitting Your Request
You must use a Publicity Request Form for ALL publicity requests at Pulpit Rock Church or at least submit them in writing via email (see "Submission" below). Hard copy forms are available at the receptionist's desk, in the PRC copier room, or upon request.
Your completed Publicity Request Form must be submitted to Jane Hodge at the main office or via email no later than the deadline(s) indicated below. All requests must be submitted in writing and may be faxed to 719-598-1168, dropped off at PRC or emailed to us. Sorry, no verbal requests (on voicemail or in person) can be accepted.
Emergencies/Last Minute Requests: If there is a last minute announcement that is truly last minute and not late because of negligence, you may call or email Jane Hodge the Monday morning before the weekend requested to see about space/time availability. After noon that Monday, no last minute requests can be made.
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Accuracy
Every attempt is made to create an accurate “ad” for your announcement. HOWEVER, the responsibility lies in either you or your staff representative for the final okay.
A "proof" of your announcement(s) will be provided via email to you or your staff representativeto review for errors. You will receive this proof no later than the end of day on Friday, one week before the weekend requested for bulletin announcements. You will have an opportunity to submit corrections until 10 a.m. the following Monday. Front Porch ad proofs will only be supplied if they are graphic images.
It is the responsibility of this person to report corrections — if we don’t hear from you we will assume the ad is correct.
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Publicity Deadlines
The following are due on Thursday, 12 noon 10 days before the weekend requested:
- Bulletin Announcements (3-week maximum)
- Tear-Off sign ups (3-week maximum)
- Power Point Slide Announcements
- Table Sign Up (Gathering Place only; 4-week maximum)
Occasionally, the bulletin announcement deadline will change due to holidays or unforeseen circumstances. In this case, you will be notified in advance as much as possible via email.
The following Front Porch Magazine publicity is due on
Third Thursday of the month at noon PRIOR to requested issue date :
- Calendar page
- Graphic image ad
- Article (subject to space)
- Feature Story (subject to approval)
The following are due four (4) weeks in advance of the release date requested:
- Brochures
- Flyers & Posters
- Bulletin Inserts
- Miscellaneous Media (bookmarks, cards, etc.)
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Announcement Policies
Approval Process: A staff person or pastor must approve all requests before submitting to Communications. Announcements without ministry approval will not be published. (This is so we don’t publish an event that the sponsoring pastor/ministry leader does not know about). The representative must approve the request in writing either on the Publicity Request Form itself or via email. It is the responsibility of the person submitting the request to get approval.
Information: Please help us promote your event or announcement by providing as much information as possible with your original request. We will do our best to convey your message in a concise and understandable format.
If you are writing a service recruitment ad, consider the spiritual significance of the position rather than asking for "help." Take a look at these Tips for High Impact Recruitment Messages .
Length of “Run Time”: Bulletin announcements will only be published the "week of" or week before. They will be very short blurbs. Notices about tables reservations in The Gathering Place may also be printed.
Announcements in the Front Porch Magazine will be more detailed and printed in the magazine which is available for the entire month.
Recurring Events: Events or meetings that occur on a regular basis for an indefinite amount of time for a limited audience CANNOT be repeated in bulletin ads indefinitely.
We recommend that you request publicity for the first meeting, but focus your publicity in The Front Porch magazine afterward. Another run of publicity may be made a sufficient distance of time from the previous one.
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The Front Porch Magazine
The Front Porch Magazine is a monthly publication that includes an entire month's worth of information about events, classes, etc. It is the main venue for communication with the congregation, so we suggest you plan ahead and get your ads in for the month your event is taking place.
Deadline is
the Third Thursday of the month at noon PRIOR to requested issue date.
If you would like to submit an article or feature story for the magazine, please contact Dianna Gay directly.
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External Events
External community events (events not happening on campus or within the care of PRC) are subject to approval and will only run in the "Neighborhood" section of the Front Porch Magazine, unless by special request/approval. These announcements are subject to space availability as well and WILL be dropped if a PRC ministry requires that space.
Absolutely NO Community Event that does not align with PRC’s core values will be publicized. Likewise, we do not promote businesses in any of our publicity arenas.
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Power Point Slides
Design: Ministries are encouraged to create their own Power Point slides and submit them for approval to the Communications Team by the usual bulletin deadline. Criteria for approval is based on readability and creativity. We reserve the right to make any necessary adjustments before display.
If the ministry cannot create a slide, Communications will create one. No proof is provided for the slides.
Design Guidelines: In order to increase readability on the big screens in the auditorium, certain design guidelines must be followed. Download these here.
Display: Power Point slides will be displayed between services on the screens in the auditorium and in the west foyer. Announcement slides are generally not shown in the 605 or Tribe services.
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New Printed Media
Brochures, flyers, posters, etc.
Approval Process: All printed media must be pre-approved in writing by a ministry or pastor representative. Each ministry is responsible for any costs incurred during printing.
Requesting New Media: Please contact Dianna Gay directly for all new media requests. Provide all necessary information, attaching additional sheets if needed. For brochures, all text MUST be submitted electronically either on disk or via email to Dianna Gay.
Design: Dianna Gay is available to meet about design ideas you may have for your media. Designs will be limited to a PRC Media Template. A proof will be provided prior to printing.
New, Independently-Created Media: Any brochures for PRC ministry created outside the Communications Team for mass distribution are subject to approval by the Communications Team before distribution. We do not encourage ministries to create their own brochures because this tends to lengthen the process.
Exceptions: At this time, media created for inner-ministry distribution CAN be created by the ministry. (e.g. Student Ministry events, Children's Ministry newsletter, Women's Ministry study group handouts, etc.), but the Communications Team is available for any needed assistance.
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Distribution & Posting
All materials created outside the Communications Team of PRC MUST be pre-approved prior to printing in large quantities or distributing. Any items found in the building that have not been approved are subject to immediate removal and disposal.
Who is responsible for distribution/posting: After approval, ONLY the Communications Informants Team may post flyers or distribute media in the designated areas unless prior permission has been given by Dianna Gay for another party to distribute.
Designated Areas: The two glass display cases in the west foyer, permanent cork bulletin boards, and bathrooms are the only places posters or flyers should be displayed. There are three Welcome Centers--east foyer, west foyer, and West Campus entrance--for distributing handouts and brochures.
NOTE: Posting in bathrooms may only be done on provided bulletin boards or on the stall doors when enclosed in a plastic magnetic sleeve. NO TAPE OR STAPLES!
Distribution Approval: Approved posters must be provided no later than noon on the Thursday prior to the first weekend requested for display.
External Event Media: Approved external events materials (events not happening within the care of PRC) will be posted on the lower hallway bulletin board. Brochures may be displayed on the Community display rack outside the main office. They will NOT be permitted at Welcome Centers.
PRC Event Media: Approved PRC Posters will be posted in all appropriate areas distribution areas. Brochures will be placed the Welcome Centers and may by placed at the main office reception desk as well.
Removal: Whoever put up the flyers, be it the Informants Team or another pre-approved person, is responsible for removal of the posters when they are outdated. Any un-approved media that is found on PRC grounds in undesignated areas or otherwise will be removed immediately and is subject to disposal.
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If you have any questions, feel free to contact us.
Communications Team:
Dianna Gay, Communications Specialist & Webminister
719-598-6767 x. 217 | email
Jane Hodge, Publicity Specialist
719-598-6767 x. 217 | email
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