ADVERTISING AND MARKETING DIVISION PROCEDURES MANUAL

A Division bulletin is the medium which informs members on future meetings and projects, officers, publications and news of general interest. The bulletin editor is appointed by the Division Chair. Bulletins vary in size and format from a simple mimeographed newsletter to a multipartite, illustrated publication printed by letterpress, offset, or desktop. The final format is determined by:

1. The size of the Division or Section

2. Funds and services available for publication

3. Primary objectives and scope

4. Imagination and skill of the editorial staff

Responsibilities of the Editor

The editor is responsible to the Division Chair. The editor should understand the activities of the Division and the Association and be acquainted with the interest and libraries of the members. The editor is also responsible for relations with the Editorial Committee (if such exists) and the printer. If the Division or Section has a defined editorial policy, it must be adhered to in all respects.

An annual report should be submitted to the Division Chair (copies of the Secretary and Archivist). The report should include:

The editor is responsible for bulletin text preparation, make up and proof reading, Specific items for general inclusion are:

- Public Relations columns

Suggestions for Inclusion in Quarterly Bulletins or Newsletters

1. After Annual Conference Summer issue

2. Pre Midwinter Conference Fall issue

3. Post Midwinter Conference Winter issue

- Announcement of openings for Student Stipend Application - Upcoming Conference

4. Pre Annual Conference Spring issue

Number of Issues and Schedule

Each Division and Section decides how many times a year its bulletin is to be issued. The editor establishes a schedule at the beginning of each year informing the advertising manager, business manager, reporters, printer and others concerned.

Finances

Because a large percentage of the Division and Section income is spent on these publications and because the bulletin is an important factor in the development and growth of the Division or Section, special attention should be focused on production costs. It is recommended this be the joint concern of the Division Executive Board and the editor, and should include such item as:

1. How much material should be included in each issue? The number of pages?

2. How many copies are needed for each issue?

3. How many issues will be published?

4. What funds are available?

5. Shall you obtain outside income from advertising or subscriptions?

The bulletin editor should meet with the Executive Board during the Annual Conference to be sure that all of the above questions have been settled for the coming year.

Advertising

If advertising is solicited, this is the responsibility of the advertising or business manager. The Division or Section should NOT solicit advertising from suppliers of materials of possible use for all Association members. Restrict solicitation to vendors of materials which may be uniquely important to the particular interest of the Division or Section, i.e., Geography and Map Division solicitations from publication of maps and atlases. Advertising in bulletins must not compete with advertising in the Association journal, Special Libraries.

The duties of the advertising manager include solicitation and preparation of advertising copy, billing and maintaining records of all transactions.

Mailing

Some Divisions and Sections have addressing facilities maintained by a commercial service. But usually, addressing is done by the individual in charge of mailing. One method used is gummed sheets of labels that are perforated. An initial typing with three and four carbons produces a basic list of addresses for use throughout the year. Only changes and additions then have to be typed.

Mailing costs should be investigated with the local post office. Large Divisions or Sections may wish to pay for a bulk mailing permit, while others will find the "Third Class" rate more economical. No Division or Chapter can obtain a "non profit organization" permit as long as SLA itself is classified as an IRC 501 (c) (x6) Association. Do not get involved with "Second Class." This requires a complicated application and involves problems in shifting to another Post Office when a new editor in a different city is appointed, Remember, also, that "Third Class" and "Bulk Rate," while cheaper than "first Class," will not be delivered promptly; it can be held up all along the line. Records of all postage, typing envelopes, labels, stencil cutting or other expenses involved with mailing of the bulletin should be kept for each issue.

Distribution

Copies of each Division and Section bulletin should be mailed to all members in good standing, the Division Cabinet officers, Members of the Board of Directors, Chairs of the Divisions and three (3) copies to o SLA Headquarters. Division friends and prospective members, library schools, etc., may also be included. If sending the extra bulletins to SLA officials imposes a financial hardship on the Division, it may request the Association to reimburse it for the cost of the extra bulletins and postage. Division label print outs by Headquarters will also contain the addresses for other Division Chairs, SLA Board of Directors, and the Division Cabinet officers. In addition, there will be 3 labels for Executive Director, Manager of Membership Dept., and Editor of Special Libraries.

It is recommended that Division and Section bulletins containing material of more than ephemeral interest be sent to the Exchange and Gift Division of the Library of Congress, the H. W. Wilson Company for indexing in Library Literature, and to library schools.

Maintenance of Bulletin Files

A complete file of Division bulletins should be maintained in the Archives.