Ski for Light Event Planning Manual

June 2011

21. Program Journal Coordinator

The Program Journal serves many purposes. The Program Journal is primarily the schedule for the international event.

The Coordinator for the Journal is responsible for soliciting the information needed including greetings and ads. He/she is also responsible for the layout of the Journal and for arranging for its printing and delivery.

To ensure an accurate, complete and attractive publication, it is imperative that all information be received in a timely fashion.

Pre-Event

September 1

• Obtain upcoming year's Ski for Light logo (contact Event Chair).
• Solicit appropriate photos.

Planning Meeting

• Depending on travel distance, time and budget constraints, you may be asked to attend the planning meeting. If you do not attend, please ensure your responsibilities are carried out by someone who does.

October 1

• Identify a layout and design person. Coordinate with designer, theme and layout of journal.
• From SFL President, determine number of journals to be printed.
• Solicit bids from printers.
• Printer must be apprised that UPS shipping and costs may be involved if there is no one available to hand-deliver the journal to the event.
• Decide upon a printer and establish a timetable for submissions and printing.
• Determine from SFL President or the President's designee to see if the inside front cover and the inside back cover will be given as gratis ads to large ongoing supporters. Traditionally, the inside front and back cover has gone to Sons of Norway International and the outside back cover has gone to a major contributor.
• Decide with Event Chair if letters will be solicited from dignitaries.
• Greetings may be solicited from the following dignitaries (request that they respond on their own letterhead):
  · SFL President (full page)
  · SFL Event Chair (half page)
  · President of local SofN lodge, if appropriate
  · President of the Sons of Norway
  · President of Ridderrennet
  · Member of the Norwegian Royal family (full page)
  · Norwegian Consul General in area where event is held
  · The U.S. Ambassador to Norway
  · Norwegian Ambassador to the U.S.
  · SON Foundation President
  · Governor of state where event is being held
  · Mayor of city/town
  
• Other information in journal includes:
  · Brief history of local area (from Chamber of Commerce or local Historical Society)
  · Map of area
  · Photo pages
  · Schedule of event
  · A list of the event committee
  · List of corporate sponsors
  · List of supporting Sons of Norway lodges
  
• Other items which should be located are:
  · Map of city or ski area, if appropriate
  · A brief history of the host area and overview of the city, ski area or related interests for the journal, if appropriate
  
• SFL typically orders about 700 copies of the journal. We use about 300 for skiers and guides, hotel staff and press at the international event and the rest for publicity, promotion and thank-yous to contributors.
• Since the dates of SFL vary, some dates may fluctuate. However, many dates should be adhered to since compilation of the journal is time-consuming. A printer should be secured who can meet the delivery date that corresponds with the annual SFL Board meeting.
• The journal is not just a graphics endeavor. It requires writing and editing skills. Although knowledge of graphics is helpful, the printer will typically have staff who can do the layout, if necessary.

December 1

• Obtain a list of the event committees, contact Event Chair.
• Obtain schedule of the week from the Event Chair.
• Obtain a list of contributing Sons of Norway lodges from the chair of the Sons of Norway Liaison Committee.
• Obtain a list of corporate donors from Corporate donors/sponsors chair.

January 1

• Review final content of Program Journal with SFL President and Event Chair.
• Deliver materials to printer 2-3 weeks prior to event.
• Send text to Special Format Communications Coordinator two to three weeks prior to event for brailling and e-mailing.

International Week

• Arrange for the Journal to be delivered to the event in time for the Board meeting.