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GETTING STARTED Q: How do I get started? A: Follow the step-by-step Getting Started checklist for launching. Present the concept to Superintendent, senior administrators, school board/board of education and principals. After making the decision to participate, contact Rosie White at This e-mail address is being protected from spambots. You need JavaScript enabled to view it to get started on producing materials. We’ll send you a district agreement to sign.
Q: What do we present to the above groups? A: We suggest you use the contents of the website and flyer that explain the campaign. You may also use the slide presentations listed in Resources and Samples. Q: What do we present to the principals? A: The website, PowerPoint and/or flyer are also valuable for principals to get their buy-in. In addition, we have a principal kit that explains the research behind the campaign and suggests ways they can carry the message in their schools. It is very important that principals support the campaign because they, along with the Superintendent and board members, are largely responsible for championing the cause to the parents.
Q: What is the agreement and why should we sign it? A: The agreement spells out the responsibilities and commitments of both the district (or school) and Voss & Associates. The signed agreement makes your participation official, gives you the rights to use all the Be There materials, and provides Voss & Associates with funds to manage the campaign.
Q: Is there a manual for schools on communication tactics? A: We ask that materials be distributed and displayed as much as possible. For example, the “invitation” should go home with every student to introduce parents to the campaign. Posters should go up in schools and community centers. We ask that you work with the local media to run the PSAs and local news stories. We actually encourage districts and schools to develop their own ideas. One district produced “Tell Me How To Be There” buttons for all front-office staff, another honors parents at luncheons for being there for their children. Whatever works in your district and in your school to get the message across is fine with us.
Q: What does Voss & Associates do and what are my responsibilities? A: Simply put, Voss & Associates is responsible for producing all the materials and you are responsible for distributing them. We pay for all the artwork, photography, website, videos and production of your materials. You pay a one-time fee for the rights to use and localize the materials. The fee is based on the size of your district (see fee schedule below). The only other cost is for the printing and duplication of the localized materials you decide to use. If you'd like to share this opportunity with others in a printed flyer, click here to view and download. Specifically: Voss & Associates role:
A: We suggest districts start with posters and either the 4-page or 8-page brochure/invitation.
Q: Do you have samples to send me? A: All samples are on the website. (brochures & posters)
Q: What does “personalizing” the materials mean? A: We will individualize the copy in the brochure/invitation with phrases that reflect your district’s goals, strategic plan or tagline. We will also add your district’s name to the materials and can add your logo, if desired.
Q: What other components does the campaign offer? A: Please see the flyer or Resources and Samples for a complete list of campaign components.
Q: Can a single school sign up? A:Yes, a single school can sign up and take advantage of the all the materials. The cost is $750 per school. Since this is a multimedia campaign, it may be easier for an entire district to get local media support. However, it's not required.
COSTS Q: Who contacts the printers and duplicators?A: You must work directly with the printers and duplicators to get current quotes for your specific quantity and to make final arrangements. We can give you contact information for printers and duplicators we know and trust. We can also send a disc or upload the approved, printer-ready documents to your printer and duplicator.
PERSONALIZING THE CAMPAIGN Q: Can we use our own photos? A: Our photos are professionally shot in a high-resolution format that is suitable for printing. They all feature one adult and one child interacting during an everyday moment in life. We have a wide variety of shots to cover diversity and many common situations. If you feel a need to shoot your own, we require that you follow the same format and ask that you let us see it before producing materials. You would be responsible for coordinating and paying for the models and photographer. Also, we request that such photos be available for other districts to use – we’d be happy to give you photo credit.
Q: Can we design our own materials? A: Successful media campaigns maintain a consistent look and feel so the target audience can easily recognize and remember them. Voss & Associates has a team of graphic artists designing Be There materials and we prefer that you use them.
Q: Is there a standard number of posters districts select? A: No, districts select any number of combinations. Most districts select just two posters to use during the school year. Others choose a couple different ones for each level – elementary, middle and high school. Remember, you will want to order enough to display a few in each school and around your community – in the library, businesses, chamber of commerce, etc.
Q: Can you create newspaper, ad-mobile, billboard ads? A: We have a variety of ads available and can adapt them to your size specifications.
Q: Do you produce personalized radio and television Public Service Announcements? A: The PSAs are all available for easy downloading from our web sites. They have time and space at the end for local taglines. We recommend that your radio and TV stations download the broadcast versions and add local taglines in their voices with your logo. They are capable and usually willing to do that. If you run into an unusual circumstance, let us know and we will be happy to assist.
LAUNCHING AND TIMELINE Q. How do we kick off the campaign? A: First, we suggest you find an existing event, such as back to school night, open house, school board meeting, etc., to kick off the campaign. Superintendent and school board members should be in attendance. Second, we suggest you have several parents and teenagers ready to tell their stories of how the students have changed or refocused their life because their parents or another significant adult was there for them. These are the type of stories that inspire other parents and get media coverage. Third, invite the media to attend and give them interview access to the parents and students. We are happy to assist you in developing your plan for launching the campaign.
Q. What is the general timeline for implementation? A: There are several timeframes that seem to work for school districts.
DVD Q: What is our responsibility with the video/DVD A: The video contains a treasure trove of heartfelt personal stories that show adults turning an ordinary moment in daily life into an extraordinary experience for themselves and their children. You will receive the video on a DVD that can be duplicated for distribution to your parents, used at school events or broadcast on local media. It can also be placed on your web site. The stories may be viewed one at a time or as a 30-minute television program. We can give you the contact information of national duplicators for large quantities.
Q: Do you provide the labels? A: We provide a generic label and can add your district’s name or logo. The replicators will produce the labels on each disc.
FOREIGN LANGUAGE VERSIONS Q: Do you have a Spanish version of the brochure and posters? A: At this time we have a Spanish version of one of the eight-page brochures and we can translate the slogan in the posters. You would be able to use the brochure as is if the copy remains the same. Any other change in copy would require you to have it translated. We do not have any other materials translated at this time.
Q. Do you have translations in any other language? A: Not at this time, although we hope to provide this as districts with multi-lingual audiences translate their own materials.
MEDIA AND SPONSOR SUPPORT Q: Who finds our sponsors and gets media support? A: You know your community best – the likely supporters of the campaign and the media contacts. Many districts have created coalitions of organizations to support the campaign, and others have written grants or found local businesses or foundations to underwrite the cost of production. We will be happy to assist you with the presentation and “pitch” to the local media and discuss it with them over the phone, but we cannot personally attend all the meetings.
Q: How much is the campaign worth and how is it funded? A: We understand the district budget limitations. We also understand the severe limitations of district PR staff. That is why we've created this high-quality campaign at such a low price. We estimate the value of the campaign at more than $500,000, with $350,000 already invested in production expenses. To pay for the production and management of operations, we may receive financial help from corporate and foundation sponsors. Districts do not have to worry about "commercials" or inappropriate sponsors. You always have the right of refusal if you find anything objectionable. So, essentially, you are getting a $500,000 multimedia campaign for the district fee (see fee schedule above).
YEAR TWO OF THE CAMPAIGN Q. What can we do in our district to sustain the campaign over year two? A. Think of this campaign as a snowball that keeps getting bigger the longer it rolls out. The more people hear the same message, the more it becomes a part of their lives.
As always, feel free to contact us for assistance. We will “be there” for you. |
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