This document outlines strategies for standardizing communication and marketing efforts within local chapters of an organization, including the development of templates for various materials such as flyers, business cards, and email signatures. It emphasizes the importance of branding, collaboration, and effective messaging through elements like logos and elevator pitches to attract members. It also provides specific examples and guidelines for creating and utilizing these materials to enhance professionalism and engagement within the community.

1. Communicating Your
Chapter’s Message
Templates To Get You Started
December 18, 2009
Eddie Vidal – VP Communications HDI SE Region

2. What are we doing?
• Standardizing and Best Practices – Blueprints
• Building templates at the Southeast Regional
level to share with local chapters
• Teamwork
• Collaboration
• Behind the scenes work
• Processes

3. Getting Started
•
•
•
•
•
•
•
•
•
Marketing Flyer
30 second Elevator pitch
Chapter Logo
Email signature template
Business Cards
Word Document template
PowerPoint template
Banner
Web Site

7. Marketing Flyer
•
•
•
•
•
•
•
•
•
One page or tri-fold
Benefits of HDI National
Benefit of local chapter and why you should join HDI
Contact info for membership and/or officers
Mission or vision statement
Member Organizations
Links back to your website
30 second elevator pitch for members and/or vendors
Design of flyer bright, colorful and enticing the individual to
want to read it
• Quality of paper is important too, unless going GREEN

8. HDI 30 Second Elevator Pitch
• Stating who your chapter is
• What your chapter is trying to do
• What value you add to the audience you are trying
to reach
• Each board member be able to state the pitch
• Believe in what you are stating
• State it with enthusiasm
• Place it on your web sites, marketing materials, etc

9. 30 Second Pitch
HDI of South Florida is a young and lively community of
IT Service and Support professionals, focusing on sharing
knowledge, experiences and relationships.
Our 2009 meetings are held quarterly in the Miami-Dade
county area. Currently we have in excess of 100
members representing greater than 50 top South Florida
companies across different industries.
Join us and be part of the fun, exchange ideas and grow
together in this young exhilarating community.

10. Logos – Local Chapter Branding
• Transmits immediate recognition
• One aspect of a company's commercial brand
• Shapes, colors, fonts, and images usually are
different from others in a similar market
• Logos are also used to identify organizations
and other non-commercial entities.

11. Logos – Local Chapter Branding
• Chapter logo should connect to the HDI logo
and reflect the unique culture of the local
community
• Many local chapter websites use a banner
picturing a local cityscape and the HDI logo
• Logo can be used in many areas to increase
professionalism and promote the chapter.

12. Sample Logos

13. Logo Usage
•
•
•
•
•
Table skirt
Banners
Bug or watermark on chapter documents
Business Cards
Document templates
Meeting agendas
Minutes
PowerPoint presentations

14. Email Signature Template
• Include your current organizational role and HDI
title/position
• Combine both roles in one email signature
Promotes your range of talent inside and outside your
organization
Provides a glimpse of the knowledge and/or responsibility
you can share with your peers.
Will open doors and help build relationships
• Suggested items to Include in your signature
Web site links to your HDI web site and HDI email address
LinkedIn or Twitter accounts
Quote from a famous person or a statement you believe in

15. Email Signature Samples
Dan Wilson
HDI Member Advisory Board
Chair
HDI Motown President
O: 248-754-5113
C: 248-303-5886
Join my network on LinkedIn
Darien Chimoff
President, HDI Atlanta
www.hdiatlanta.org
Help Center Manager
Alston & Bird, LLP
1201 West Peachtree Street
Atlanta, Georgia 30309-3424
404-881-7041
darien.chimoff@alston.com
Eddie Vidal
President, HDI South Florida Chapter
VP Communications HDI Southeast Region
Manager, Enterprise Services Support
Information Technology • User Support Services (USS)
University of Miami
Office: (305) 284-4760 • Cell: (305) 439-9240 • Email: evidal@miami edu or
evidal@soflahdi.com
USS Homepage: www miami edu/eus • HDI Homepage: www soflahdi.com

16. Business Cards
• Custom business cards provide local chapter
officers the opportunity to maximize their
networking efforts in support of their local chapter.
In addition, it promotes the feeling of
professionalism and cohesiveness among the team.
• Many chapters create their own template and print
their business cards or order free business cards
online at a site like www.vistaprint.com.

17. Front of Business Cards
•
•
•
•
•
•
•
•
Local Chapter logo
Officers Name
Chapter Name if logo does not provide it
Chapter title or role
Contact phone number
Email address
Web site address
For more advanced features include a background
or design on the card

18. Back of Business Cards
• The back of a business card normally goes
unused. Take advantage of this space and be
creative
Listing of membership levels and benefits
Day/time of meetings
Chapter mission, value, goals, benefits
Free Meeting Coupon
Listing of all officer positions & contact e-mail
30 second elevator pitch

19. Creating a Business card in Microsoft Word 2007
• Click the Microsoft Office 2007 Button,
select New then click Installed Templates. All
the templates currently installed on your
computer will be listed
• Highlight the template you want to use and
click Create. A new file will open in the
template you’ve selected

20. Creating a Business card using Avery Templates
• Go to the Avery web site located at
www.avery.com
• Card Samples, Front and Back from Tampa
HDI Tampa
Chapter
“Focused on the continuous
improvement of the support
industry and its best practices”
http://www.hditampabay.com
rsvp@hditampabay.com
The Tampa Chapter meets the third Tuesday in January,
March, May, July, and September.
Our Analyst of the Year Awards Gala is held in December.
If you are interested in Speaking, Sponsorship or
Membership, please contact us at
rsvp@hditampabay.com

21. Sample Business Cards

22. Word Template may include the
following
• Header with HDI Logo
• Water mark with logo
• Chapter Logo within the document
• Standardize on font, font color and
font size

24. Banner
• Powerful way to draw attention to your
chapter
• Make an impact and generate excitement
• Use at other meetings and events
• Include the following:
Logo
Chapter Name
Web Site Address
Contact information

25. Pre-Meeting Touch Points
• 45/30/15/7/1 Day(s) out
• No repeat emails to
attendees who RSVP’d
• Reminder 2 days out
• Newsletter
• Press Releases
• Leverage other groups
• Phone Calls

26. Post Meeting Touch Points
•
•
•
•
Thank you for attending
Sorry you missed the meeting
Newsletter distribution
Post pictures, presentation slide decks on web site,
LinkedIn and Facebook
Web site traffic heaviest day after meeting
• Post meeting Survey online and comment section
• Contact Volunteers

27. Web Site
• Determine purpose of site
• Similar to Marketing Flyer but more
interactive
• Communicate who you are and what you do
• Include meeting pictures
• Post Slide decks
• User Friendly
• Publish Metrics

28. Now What?
•
•
•
•
•
•
Baby Steps
Teamwork
Hire the right people
Attitude
Ask for help
Steal from others

29. Questions
Contact Information
•
•
•
•
Eddie Vidal
305-439-9240
eddie_vidal@yahoo.com
evidal@miami.edu