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Newsletter Editor Task List

Last Revised on October 2, 2006

Welcome to your Task List! The Sudbury Savoyards Task Lists are designed to be used as a guideline for how you can successfully complete your job in the current production. The task list is divided into five sections: In order to keep this task list current and helpful, please edit it as you see fit. You will be asked to turn in your marked-up copy at the Debriefing Meeting. You can also send any changes electronically by clicking here or the link at the top of this page.

General Information

The Newsletter Editor is responsible for creating the Sandwich Board, usually three times a year. The editor may be required to write articles, but should be more of a co-ordinator - getting information/articles from the appropriate people and setting the newsletter into a readable format.

Quick List

Complete? Task Timeframe
Bulk Mailing Info 3-4 times per year
Fall Newsletter Mailed out in early October
Spring Mailing Mailed out in early January
Attend Debriefing Meeting Date is determined by the Producer
Return Task List Return to the Task List Manager at Debriefing Meeting. See Calendar for the exact date.

Task Details

Bulk Mailing Info

Here are some notes on bulk mailing, accurate as of 1997. Check with the Post Office for the current protocol -- it has changed several times in the last 5 years.

¤  In order to use the SUMC bulk mailing permit, there must be a minimum of 200 identical pieces. They must all have the SUMC return address (251 Old Sudbury Rd, 01776) and bulk mail permit indicia. The last fold must be at the top of the piece, to minimize paper cuts.
¤  Call the Church Secretary for the current postal rate. Multiply the number of pieces times the postage, round up the last penny. Get a check from the Treasurer for the postage; made payable to 'Postmaster, Sudbury'. Arrange with the Church Secretary to leave the mailing near the office for delivery to the Post Office on the following Tuesday.
¤  The mailing must be sorted by zip codes and bundled. There must be a separate bundle for ten or more pieces with the same five-digit zip code; label this bundle "D". (You'll probably have bundles for 01742, 01754, and 01776.) The address labels will be provided by the Database Manager - ask them to sort the list by zip code.
¤  Of the remaining pieces, there must be a separate bundle for ten or more pieces with the same first three digits of zip code; label this bundle "3" for 3-Digit codes. (Bundles for 016, 017, 018, 021, 022, etc.)
¤  Of the pieces still leftover, you must now consult Mailing Instruction L004 for the current ADC sorting requirement. Groups of 10 or more leftover 3-Digit pieces belonging to the same ADC are bundled and labeled "A". All other pieces get lumped into bundles labeled "MXD" or "MS".
¤  If any bundles get larger than about 4-6 inches thick, make separate bundles. But keep track of the numbers by Zip Code: current regulations give us a lower rate for 3/5 digit sorts with more than 150 pieces.

This information should also be shared with the Chairman

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Fall Newsletter

The fall newsletter should include the following articles:

¤  Recap of the Summer Show - provided by the producer
¤  Article(s) about the upcoming spring production - provided by the Stage Director and the Music Director
¤  The audition flyer (usually prepared as an insert) - provided by the Stage Director. ¤  Recruitment calls for open positions - check with the Producer.

Any other articles may be suggested by the Chairman or any other member.

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Spring Mailing

Mailing must be at the Post Office at least six weeks in advance. At this time, mail flyers to addresses in the following databases: Advertisers, Ad Prospects, Interest, Audience, Members (except those in the current show). There should also be a ticket order form included, if possible.
The Database Manager should prepare address labels for all of the above, and must distinguish members in the current production, who should get a notice that the meeting takes place during company "last" supper.
This is a large mailing and a required activity for the Newsletter Editor, the Database Manager, and the Publicity Chief. It is very important for this to be done on time. If it is late, First Class Mail will have to be used, at considerable additional expense.

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Attend Debriefing Meeting

The Producer is responsible for setting for scheduling the Debriefing session, generally held within a month of the show closing. The meeting is to go over the production, focusing on areas of great success and areas which need significant improvement.

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Return Task List

If not already turned in, return the task list at the Debriefing Meeting.

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Tasks that require your input, but are the responsibility of others

Task Description Timeframe
Fall Newsletter TheCompany Promoter is responsible for coordinating the actual mailing of the newsletter; recruiting help where needed for folding, labelling, etc. The Newsletter Editor may elect to take on this function. September - the mailing should go out beginning of October.
Any mass mailings TheDatabase Manager is responsible for producing any labels based on needed criteria.

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