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BIG presentations


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BIG presentations

  1. 1. Tell your story: PR on ashoestringEast of England CommunicationsTeam26/09/2012
  2. 2. Welcome and agendaSara BetsworthHead of Region #BIGlf
  3. 3. BIG Funding OfficersRichard Drape and Michelle DrummondA Summary of Support
  4. 4. Your regional comms teamOur remit:To support successfuldevelopment and deliveryof BIG’s fundinginitiatives locallyTo raise awareness andmaximise impact ourfunding locally
  5. 5. You said:Survey Monkey results:•100% of respondents use websites above allother methods to inform people about yourprojects•58% of you tweet•8% blog•41% use events•word of mouth is still a popular method
  6. 6. How we communicate in theregion: a snapshot•Being out and about – funding fairs, workshops and briefingevents•Engaging with local media•Publications and website – case studies, feature articles,and social media•Public affairs – keeping MPs, Local Authorities and regionalstakeholders in the loop•Engaging with regional stakeholders – project visits,launches and VCS groups.
  7. 7. The power of being socialListen, learn and shareTwitter: @BIGEofEFacebook: Big LotteryFund – East of EnglandBIG’s blog:
  8. 8. Supporting you along the journeyIn print: Grant acknowledgementrequirementsOnline: BIG website - grant holdersection: the phone:01223 449027/449034In person:Invite us to your events, tweet us,tell us about your successes!
  9. 9. Online support from BIG & support:•Publicity guidelines•How to order merchandise forevents etc (T shirts, Balloons,banners, bunting)•How to use the BIG logo (andadvice on styles)
  10. 10. BIG Branding: use of the logo•Tells the public wherelottery money is spent•Encourages others to apply•It’s a condition of yourgrant!
  11. 11. Where should I use the logo?Any form of promotional or publicity materials:•Press releases•Leaflets•Posters•Brochures/annual reports•Websites•Stationery/letterheads•Job averts/ on vehicles etc•Twitter/facebook
  12. 12. Logo – hard and fast rules!•Only recipients may use it•Do not alter in any way•Standard logo preferred•Size at least 12mm•Available in pink or blue•Available on website
  13. 13. BIG Logo
  14. 14. Generating local publicity•All grants awarded aremade public (press release,BIG and DCMS website)•BIG sets embargo date•National and regionalmedia alerted•Then it’s up to you! Buttoday should help ...
  15. 15. Telling your story
  16. 16. Where to start:•Have a Comms plan: keymessages, audience,methods you will use•Know your local media andhow they reach audiences:print/broadcast/ TV/online?•Pressreleases/leaflets/blogs•Social Media
  17. 17. #BIGlf
  18. 18. Tell your story: PR on a shoestringGenerating local publicity...Communications TeamEast of England26th September 2012
  19. 19. Generating local publicity•All grants awarded aremade public (press release,BIG and DCMS website)•BIG sets embargo date•National and regionalmedia alerted•Then it’s up to you! Buttoday should help ...
  20. 20. Background - generating local publicity•After the embargo date its up to projects to generate theirlocal publicity•BIG doesn’t have the resources to promote each project soamount of local media work is limited•Therefore, we need you to shout about your project andthe wider work you do – BIG encourages grant holders topromote themselves and their BIG funded project
  21. 21. Generating local publicity - proactiveworkBefore you start•Have a plan•Three key messages•Q&A’s•Research your environment
  22. 22. Generating local publicityproactive workKnow your local media•Newspapers, magazines, radio, television, internet,including student or community-based stations•Read the publication, watch or listen to programmes•Identify key contacts•Find out their deadlines for news stories (could bedifferent for different sections of the paper)•Use the internet to find out your local newspapers –
  23. 23. Generating local publicity - proactivework Journalists are looking for –•News - a fact or event that hasn’t been made public before•News comment or feature – putting events into context,letters•Features – in-depth coverage of events or trends•Diary pieces – entertainment, possibly a charity event
  24. 24. Generating local publicity - proactiveworkJournalists are interested in•Exclusivity•Clarity•Examples•Facts/ideas•Human interest angles•Contacts
  25. 25. Generating local publicity - proactiveworkAlways have readily available•Updated key facts and figures about your project•Case studies with contact details•Spokespeople available for interviews•Contact details for key members of your organisation
  26. 26. Generating local publicity - proactiveworkPress releases – a key media tool•Make sure you have something to say•Answer the question – “Will the readers you are trying toreach be interested in your information?”•If you cannot say “YES” – rethink
  27. 27. Generating local publicity - proactiveworkPlanning a press release•Identify your story•Find a hook – is there something topical you could linkyour PR to give it a stronger chance of making the news?•Have a clear message (when planning try to put it in 2short sentences)•Consider availability of case studies and images•Identify and brief your spokespeople•Obtain quotes from key spokespeople to include•Alert all relevant team members about your plans
  28. 28. Generating local publicity - proactiveworkWriting a press release•Grab attention with a headline and first paragraph – keep itsimple•Concentrate on what your news is and put it in the firstparagraph of the release, don’t bury it in the last paragraph!•Subsequent paragraphs should be in order of priority•Include what, when, where, why, who, how•Be concise
  29. 29. Generating local publicity - proactiveworkWriting a press release•Keep sentences short•Make it relevant and timely – use present/future tense•Keep adjectives to the minimum (you can use more inquotes)•Keep it to 2/3 pages maximum•Don’t use unproven facts (be ready to back your statistics)
  30. 30. Generating local publicity - proactiveworkWriting a press release•Use headed paper•Clearly mark ‘News Release’ at the top of the page•Add date and embargo date, or ‘For immediate release’•Include your name, telephone (including an out-of-hoursnumber), email address at the bottom of release•Include Notes To Editors at the end - gives background infoon the organisation and any useful additional info•Don’t forget to credit Big Lottery Fund if appropriate
  31. 31. Generating local publicity - proactiveworkSending out your release•Check how journalist would like to receive it – fax, post,email•Follow up your release with a phone call•If you are holding an event, ask if they will send aphotographer (remember to provide them with photoopportunities if you want a photographer to attend)•Make sure someone is available to answer questions on theday. This should ideally be your media spokesperson
  32. 32. Generating local publicity - Reactivework•When approached by the media consider the possiblereasons for the enquiry•Is it a cold call or is it a follow up to your publicity work?
  33. 33. Generating local publicity - ReactiveworkWhen approached find out:•Context of the enquiry•Nature of the enquiry – is the journalist contacting anyoneelse for comment? If so, what are they saying?•Name of the publication•Name and contact details for the journalist•Deadline for information
  34. 34. Generating local publicity - ReactiveworkAction planExercise judgement – don’t open up too muchAlert all relevant members of your organisationAgree and disseminate lines to take to all yourspokespeopleOffer to supply statement in writing – it’s harder to takewords out of contextExercise you right of reply, if the informationprinted/broadcast by the journalist is factually incorrect
  35. 35. Generating local publicityreactive work•If an enquiry relates more to Big Lottery Fund than yourgrant•Make sure that you pass the details to the Big Lottery FundOfficer asap!!•020 7211 1888 or out of hours 07867 500 572
  36. 36. Generating local publicity Press release exercise
  37. 37. Grant ManagementSupportReaching Communities25 September 2012Richard Drape & Michelle DrummondFunding Officers
  38. 38. Grant Management SupportPurpose of presentation• To take you through the grant management lifecycle• Identify key monitoring requirements of our terms and conditions of grant• Provide support on how to measure and evaluate the impact of your project to enable longer-term sustainability
  39. 39. Grant Management LifecycleGrant set-up stageTelephone introduction•Grant offer letter• Setting up your grant form• Bank or Building society account details form• Starting your grant form• Bank details verification• Agree a formal start date• Arrange Induction call
  40. 40. Grant Management LifecycleInduction CallDuration – 15 to 60 minutes• Additional funding• Awards pack – Terms and conditions, additional, grant offer pack CDand URN.• Review targets – activities, indicators and outcomes• Monitoring – Risk level, grant management process – telephonemonitoring, end of year/grant reports and accounts, recruitmentrequirements.• Payments – Lead in, start date, payment schedule, revenue/capital• Publicity – Embargo, logo and materials
  41. 41. Activities/indicators/outcomesTargets based on need and demand from initialconsultation at application stage.• Current success rate – 96%Measuring targets:•Simple but effectively linked to targets•See exampleVariations:•Reporting changes and approval
  42. 42. Continuation fundingIntroduced last year and has a success rateapproximately 10%•Timelines – Application process takes 11 months.Mandatory evaluation report:•Evidence how the existing project is making a difference•Demonstrate that there is still a need for it to provideevidence of changing needs•Show what worked well and what could be done betterwith further funding
  43. 43. Benefits of Evaluation•Evaluation can:-help you to make strong relationships with your beneficiaries-ensure you know where improvements to your service or activitiescan be made- provide evidence about the effectiveness of your work for currentfunders and future funding applications- provide you with information that my help you to promote yourservice- let you know if you have reached your goals- help you to develop new partnerships
  44. 44. How will you MEASURE andEVALUATE your activities?Decide on the data you will collect and how you willcollect itExample• The number of people taking part using sign-up sheets• The feedback from beneficiaries on their experience of thesession, after they have participated• Feedback from people who didn’t take part to find out why• Feedback from partners/external agencies on how the activitywas delivered, what worked well and any issues that arose.
  45. 45. Monitoring Methods Advantages DisadvantagesInformal chats Allows people to Can be difficult to open up capture informationQuestionnaires Easy way to collect Response rate may be lots of data poorComments cards Quick and easy to May only get a low organise level of responseInterviews Can reveal honest Very time consuming feedback to organiseDiscussion groups Good for insight, One person may especially at the dominate/lead the beginning of a discussion project
  46. 46. Evaluation ChecklistChecklistWhat is your goal? OutcomesHow will you measure your success? Monitoring methodsWhat were the outcomes? ResultsWere the aims and objectives Analysisachieved?Were there any unexpected Evolution of project to meetoutcomes? changing needs
  47. 47. Making a differenceLonger-lasting Impact
  48. 48. Any questions?Who? What? Why? Where? When?