Chapter 2. PCNA Chapter Events. Summing Up: 10 Easy Steps to Host a CE Chapter Event

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1 Chapter 2. PCNA Chapter Events Summing Up: 10 Easy Steps to Host a CE Chapter Event 1. Logistics: Determine when and what type of CE program you would like your Chapter to host. Decide what topics you would like to cover in your meeting and invite the speakers. Often the chapter members will have suggestions on topics they would like to hear. 2. Location: Determine a meeting location that is central to all attendees if possible. Hotel meeting rooms are commonly used. Be sure to secure the space with the hotel in advance. Free spaces, like a hospital or school conference room are great options as well. Because you will hold more than one CE event or meeting, try to have meetings in different locations so that all members in your region will have the opportunity to attend at least one meeting a year. 3. Sponsorship: Identify possible sponsors to fund your CE program. Contact your local pharmaceutical representatives to see if they are interested in sponsoring your meeting. You can learn more about sponsorship, in the sponsorship portion of this manual. If necessary fill out the following form and send to Mariel Snyder. a. Letter of Agreement 4. CE paperwork: send Mariel your CE paper work at least 6-8 weeks prior to your event. Materials should include the below. For more information, check out Chapter 4. Continuing Education Approval. a. Application for Continuing Education Units b. CE Program Outline c. Speaker/Faculty Bio Sketch d. Speaker Disclosure 5. Save-the-Date: once the CE committee has had an opportunity to review your plan and the chapter and CE committee have agreed on the program content, an electronic Save-the-Date will be sent out to a 50 mile radius for the zip code of the event. (this radius can be increased or decreased upon chapter request). 6. Webpage: the Chapter webpage will be updated with the program information. 7. Formal Invitation: two -three weeks prior to the event a Formal Invitation will be send out to the same list of individuals asking them to register with the Chapter Leader (or whomever the chapter designates as the point of contact). If you anticipate your meeting to have more than 20 attendees, you may set up registration through your chapter s webpage. 8. Materials: the following items will be sent to you prior to your event: 1

2 a. Material Request Form b. Evaluation Form c. Registration Sign in Form d. PCNA Power Point Slides e. Customizable (for names) CE Certificates specific for the CE program you are offering 9. Beginning of your event: after attendees sign in they will receive an evaluation form. End of your event: attendees will hand in their evaluation forms, you will hand them their certificate 10. Evaluations: Chapter Leaders will mail evaluations to the PCNA National Office, address below. You may also scan evaluations and them to Mariel Please include the final attendance sheet as well. PCNA National Office Attn: Mariel Snyder 613 Williamson Street STE 200 Madison, WI,

3 Chapter Marketing Guidelines Introduction PCNA has developed Chapter Marketing & Branding Guidelines to help our chapters better promote themselves and market their events. PCNA Chapters are a vital component to achieving the overall mission of PCNA. It is local events and networking opportunities that spread awareness of PCNA, our goals and the critical role nurses play in CVD prevention and disease management. Since chapters and events are such a crucial part of the growth of PCNA and the prevention of heart disease, it is imperative that all nurses in the area know of these opportunities. That is why PCNA has developed these Chapter Marketing & Branding Guidelines to ensure the growth of PCNA and the success of local events. The History of the PCNA Brand The Preventive Cardiovascular Nurses Association's mark, the signature heart, dates back to 1994 when the Lipid Nurse Task Force (LNTF) broadened their focus from lipid disorders to global cardiovascular disease (CVD) risk reduction and became the Preventive Cardiovascular Nurses Association (PCNA). However, our brand is more than just visual representation of who we are - it helps us effectively communicate our identity and mission as we develop and support multiple programs around the world. As we expand our programming into chapter-run events, it is important that our branding guidelines be followed to ensure the PCNA Brand meaning stays true. Chapter Webpages & Websites In an effort to build chapter awareness, PCNA provides each chapter with their own chapter webpage on the National PCNA Website, Each chapter page lists: The main chapter leader & contact information A description of the chapter & area it serves A calendar of local chapter events Chapter photos Although the PCNA National Office will occasionally monitor these pages, it is the responsibility of the PCNA chapter to monitor your chapter page and submit any changes to the National Office. Changes, photos, and events can be ed to Mariel Snyder at msnyder@pcna.net. Changes must explain what is to be added, changed or deleted. Events must include a date, time, event description, intended audience, cost and a contact person with contact information. Social Media PCNA encourages our chapters to create social media accounts such as a Facebook Page or Twitter account for their chapter. Social media is a great way to build awareness as well as advertise chapter events. 3

4 Why your chapter should have a Facebook & Twitter Account: By having a social media presence that is both engaging and engaged it helps reassure potential members that your chapter is reputable and can be trusted. Social media gives your chapter the opportunity to reach out and actually connect with nurses and the community. Social media allows you to engage with key influencers in nursing Other nursing organization chapters are using it Nurses and patients are using social media It gives you better search engine placement It helps you build a great community that people want to be involved with If one nurse likes, shares or tweets about you, all of his/her friends will see you as well With all of these great attributes, we encourage all of our chapters to create their own Facebook Pages and Twitter accounts. However, these accounts and pages must be preapproved by the PCNA National Office. Chapter Facebook & Twitter Pages must: Be kept current Be clear that these are chapter pages and not the National PCNA Facebook or Twitter account o Be named: ex Montreal PCNA Chapter or California Central Valley PCNA Chapter o Say the official page of the Montreal PCNA Chapter, a chapter of PCNA Follow branding guidelines. Be used for professional use only. o To share chapter events o To share chapter member/event photos o To share the latest news in CVD prevention o To share prevention guidelines o To start conversations regarding CVD prevention o To encourage followers interaction Should not: o Share political opinions o Mention PCNA National Office or event sponsors o Post inappropriate photos o Mention anything unrelated to PCNA or CVD prevention o Make controversial stands on issues PCNA holds the right to ask a chapter to take down any social media accounts that do not follow PCNA standards and guidelines, or are not used for PCNA business only. Submission Guidelines As a courtesy to our chapters, PCNA offers an marketing service using our management system, MailChimp. is a great way to reach local health care providers, who may not be aware of the local chapter or its events. All s to database members in your area about local events and announcements must be sent through the National Office in order to comply with spam laws. Recipients must be able to unsubscribe to and this can only be done and tracked through an management system. Chapter leaders cannot send out mass s to members or contacts. To submit an request please follow these guidelines: The request must be submitted 14 days before you would like the sent, NOT 14 days prior to the event 4

5 Your submission must include: o Chapter name o Name of person requesting o How large of a radius you d like the sent to ex: within 50 miles of o The date you would like the sent (Note: PCNA will attempt to schedule your on or around the requested date) o message Please submit the requests to msnyder@pcna.net Any requests that do not follow these guidelines will be returned to the requestor. Once approved, your request will be added to the PCNA National Office schedule. PCNA will notify you when your will be distributed. PCNA Branded PowerPoint Slides For use in PCNA chapter meetings and events, PCNA has provided our chapters with PCNA branded PowerPoint Slides. You can find these slides in the forms section of this chapter. Print Communication PCNA Letterhead Available for download to PCNA Chapter Leaders is the PCNA Letterhead for official PCNA use. This can be downloaded in the forms section of chapter 3, Sponsorship. Flyers To aid in the marketing of local chapter events, PCNA has developed flyer templates for chapters to use to market local programs. If you must use a flyer from outside of the provided templates (ex: a co-sponsored event), please that flyer to Mariel Snyder at Mmsnyder@pcna.net for approval. One of PCNA s most important events of the year is PCNA Fall Programs. At these events, PCNA invites members and non-members to attend a locally hosted free continuing education event. This is the first glimpse of PCNA for many people and it is important to make a great first impression. To aid in marketing these events, PCNA develops flyers and sends them to chapter leaders for distribution. PCNA Logo Usage Primary Logo Please use this logo for any independent chapter websites. Logo Usage Don ts Don t change the orientation of the logo, crop, or stretch or squeeze the logo & distort proportions Don t place the logo on a busy background or photo Don t add a drop shadow or glowing effect on the logo Don t change the color of the logo icon or logo type Don t use the logo icon or logo type alone Don t place the logo on dark/similar backgrounds 5

6 Questions? If you have questions regarding the Chapter Marketing and Branding Guidelines, contact Katy Walter at 6

7 Non CE Events 1. Consider hosting non-ce events for your chapter. Examples include: a. Leadership meetings. This is an opportunity for you chapter to identify goals and objectives for the chapter moving forward. This would also be a time to discuss the formation of a Leadership Team. Roles could include President, President Elect, Vice President, Secretary, Treasurer, Leadership Succession, Community Chair, Program Committee Cahir, Community Outreach Officer, etc. See Chapter 5. Chapter Structure-Organization for more details. b. Community/philanthropic event: examples include community blood pressure screenings using PCNA educational handouts. 7