Annual Kickoff Meeting SPE Gulf Coast Section Annual Kickoff Meeting 24th August 2018 COMMUNICATIONS Karin Gonzalez

Agenda Study Group & Committee roles and responsibilities How to… Website: Update your page Website: Add an event Email Social Media Connect Newsletter

Overview of Communications Roles & Responsibilities

Study Group and Committee Roles & Responsibilities for Communications Keep updated your dedicated web page Mission, Members, Contact information, etc. Maintain officer positions and permissions Create events in the website & setup registration Post presentations, photos, webinars, etc. (if needed) Request e-Blasts for your group Request Social Media posts for your group Submit content for Connect Newsletter Consider having a dedicated officer for communications

How To? …Website: Updating your SPE-GCS Page

Updating Your SPE-GCS Page It is the Chair’s responsibility to keep the Officers Positions & Permissions

Updating Your Officers Log In Update your Profile Click Edit Please note only Chairs and Publicity Chairs are allowed permission to edit pages and officer roster.

Updating Your Officers Scroll to officers Click on user and select user If user is not there you will have to edit their permissions Stay within standardized positions since they have affiliated permissions Scroll down to the bottom and SAVE

Adding Permissions Click people, search for officer (if you cannot find them, they need to update their user account info on the web) Click options arrow Edit groups

Adding Permissions Select SG/Committee and permissions under Available Groups Click right arrow to move under Chosen Groups To remove permissions, highlight group / permission and click left arrow Click Save

Update Committee/SG Pages Login to the site Go to your committee page Scroll to the bottom and click Edit Change the information as necessary Make sure you include information on upcoming webinars and events Click Save Committee Changes

Study Group Page Example 1

Committee Page Example 2

How To? …Website: Adding an Event

Add An Event

Add An Event Logged In > Events > Add An Event Fill in required information and details for your event You will be required to add Pricing Set up each pricing options (e.g. members) Click Save All How-To Instructions can be found online http://www.spegcs.org/help-files/how-do-i-addedit-event/ All events need to be added to the calendar at least one month in advance to ensure promotion via e-Newsletters

How To? …Email your Event

e-Mail Publicity There are two types of communications by email: e-Newsletter e-Blast Point-of-contact: Lindsey Newsome webmaster@spegcs.org

e-Newsletter Frequency e-Newsletters sent out around the 1st and 15th of each month. - First e-Newsletter of the month contains events from the 1st to the 20th of the month - Second e-Newsletter of the month contains events from the 15th to the 6th of the following month All events registered in the website will be including in this list Who receives these emails? Emails are sent to ALL SPEI members assigned automatically to SPE-GCS - MUST BE AN ACTIVE/PAID SPEI MEMBER to receive emails from SPE-GCS - MUST HAVE OPT-IN to receive emails from SPE

e-Blast Frequency Sent only to specific groups, e.g. Reservoir Study Group subscribers We will only send one e-blast per group per week to avoid spamming inboxes Exceptions can be made if attendance low Who receives these emails? Emails are sent to SPEI members assigned automatically to SPE-GCS that have joined the group - MUST BE AN ACTIVE/PAID SPEI MEMBER to receive emails from SPE-GCS - MUST HAVE OPT-IN to receive emails from SPE - MUST HAVE OPT-IN in SPE-GCS to join the group

e-Blast Opt-In to Receive E-Blast https://www.spegcs.org/sign-up-for-spegcs-emails/

e-Blast Chair/Co-Chair or Publicity Chair can request targeted e-blasts sent to your group Download the E-mail Guidelines on the website Requirements to send e-blasts: Only one point of contact to request e-blast to avoid confusion 48 hours notice to send e-blast Which study group(s) to send to Link to website event with title of the event and details required in email - If content on website exceeds 6-7 lines, must provide revised text Date/time to send email Send e-Blast to multiple groups: Must get permission from other study group chairs EVERY TIME one wants to send an email blast to multiple study groups Notify webmaster@spegcs.org of any edits to events that are made one week prior to an e-Newsletter going out to ensure proper information distributed.

Privacy Policy/Guidelines IMPORTANT All emails advertising SPE-GCS events MUST be sent by SPE-GCS official email system (Informz) to comply with SPEI Privacy Policy guidelines Any distribution of emails promoting SPE-GCS events through channels other than Informz (i.e. – your work email or gmail account) is strictly prohibited Email privileges will be revoked by the study groups or committees that violate SPEI email policy

How To? …Connect Newsletter

Connect Newsletter Distribution Send electronically to all SPE-GCS members in our directory Advertise through our social media platforms Submissions Events must be submitted by the 5th of each month to editor@spegcs.org Reminder email will be sent to Study Group and Committee chairs. We can add other members to the distribution list if needed

Connect Newsletter Submission Template

How To? …Social Media

Social Media All events are promoted via social media through the official SPE-GCS LinkedIn, Twitter and Facebook pages To request extra promotion of your event, email the Communications Team GCS communications.spegcs@gmail.com

Resources

Contacts General Communications Karin Gonzalez karin.gonzalez@chevron.com Website Lindsey Newsome webmaster@spegcs.org Connect Aileen Lu aileen.business.us@gmail.com Editor editor@spegcs.org Social Media Communications Team GCS communications.spegcs@gmail.com