INTRODUCTION writer must use good judgement in preparing Most newsletters are a club newsletter and highlight the long prepared on a type- A club newsletter is essential to successful range plans, short range plans, financial writer or computer club operations. They come in various status, and other business activities of the using club stationary or shapes, sizes, styles, and content. The club club. The newsletter should contain a on a special devel-oped newsletter is a "picture" of the club and schedule of future club, area, state and club newsletter format. reflects on the club operations. To produce a national events and report the status of It may contain the club newsletter, an editor must understand the club/class membership as to sickness, logo to make it eye appealing to the club design, goals, writing techniques, assembly absentees, etc. The newsletter should also members. The nameplate of the newsletter procedures, printing and distribution reflect praise to members, caller, cuer, is one of the most important design features. concepts. This Information Sheet will workers, etc. that have provided support to It is placed on the top of the newsletter, in provide a thumbnail sketch of a club the club. Avoid using the newsletter to large conspicuous bold print and is the first newsletter. voice personal criticism of the club. and most often thing observed by the reader. The date and issue number is normally PURPOSE: The club newsletter is a WHY A NEWSLETTER? A club placed under the nameplate. The size of a communications tool of the club and is used newsletter is needed to COMMUNICATE newsletter is optional. The standard 8½” X to disseminate information to the club with the active, inactive, and absent club 11" size paper provides for ease in members. It serves to bond all club members. The newsletter will assure that preparation and printing. The smaller 5½" X members together into a family unit and "all" club members are aware of club plans 8" requires folding and stapling with a keeps the members informed of all planned and actions. It also provides advance special stapler. One, two or three column club activities and functions. The club schedules of club events so that the members format can be successfully used in the newsletter builds interest in the club and its can plan other family, work or home newsletter design. The size of type should activities. It also can be of great assistance activities "around" existing scheduled dance be sufficient so as not to make the reader in obtaining membership involvement in events. uncomfortable in reading the entire club functions. newsletter. The newsletter may be one to WHO PREPARES THE several pages in length. WHAT IS A NEWSLETTER? NEWSLETTER? A club officer or A newsletter is a document that informs, designated club editor is suggested. The The writer or editor must continuously think announces, reminds, advises, instructs, editor must have access to club planning "What do they want to read about and what advertises, and communicates. The club sessions and meetings to properly obtain should they read about?" Use the 5 W's newsletter is a short publication that contains factual data to convey to the club members. Story Form for each article that is written. specific information about the club and the Every newsletter article or story should related dance community. It must be HOW IS THE NEWSLETTER answer these five questions -- Who, What, attractive to catch the eye of the club When, Where, Why. PREPARED? The design of a club member and make the member want to read newsletter is accomplished in advance and is it without laying it down. The newsletter Readers enjoy seeing their name or photos in given serious thought. First impressions are should report on the recent club activities in print, so use names and photos of your club critical in a printed document. If the a newsy fashion that will make absentee members and visitors. Most photographs document does not impress a reader at first dancers wish they had not missed any club will appear as dark blobs without special glance, the reader ignores the document. function. The newsletter should be written processing. You cannot run a photo through The design of a newsletter is worthless if the in a manner that the readers want to attend a copy machine and come up with a copy content is poor. The newsletter design and and participate in all future club sessions and that can be used in a newsletter. The photo content should complement each other. activities. The contents must be accurate, should have a halftone made by a print shop factual, brief and impartial. The editor or or by use of an art screen. A halftone makes the photo appear as several thousand little dots which will provide the required contrast HOW IS THE NEWSLETTER in the photo. Clip art used in newsletters is illustrations or drawings that have been DISTRIBUTED? The most economical CLUB method is to pass the newsletter out at the clipped out of special clip art pamphlets, next club function. You must be careful not magazines or books that can be purchased at to interrupt the dancing. You don't want the NEWSLETTER art stores, print shops, school supplies or dancers sitting around reading when they are from dance magazines or shops. The best needed to fill a square. The newsletters that source comes from other newsletters. are not distributed at the club event should be mailed the next day. It is very important After all the articles, ads, fliers, etc. have that the newsletters are delivered without been prepared for the newsletter, the delay. "News" becomes history if the document should be assembled and may newsletters are not delivered immediately. require using the cut and paste method. SOURCES OF INFORMATION: The Review and proofreading is of prime best source of information is from the importance in the preparation of a Publications Display at every National newsletter. People who are good editors or Square Dance Convention. There are many writers are not necessarily good sample copies of newsletters and magazines proofreaders. Individuals that write articles that can provide a lot of ideas, articles and also read them like they want them to be clip art. Ads in the national dance read - not necessarily like they are written. magazines also provide numerous sources Be your worst critic! Check factual details. for information that an editor may need. Correct typographical and grammatical Other editors are a good source for errors. If in doubt about a word or phrase, information and guidance. check it out! Does the article inform you and attract your attention? If it doesn't - ******************************** This information sheet was developed by the rework it. Make the reader proud of you and Education Committee of the UNITED the club. SQUARE DANCERS OF AMERICA, INC. and will provide a brief discussion of a club WHEN IS THE NEWSLETTER newsletter designed for a square, round, PUBLISHED? A club newsletter issued contra, clogging, or folk dance club. For once a month should be adequate. More For additional information about USDA additional information about Club often is too much and quarterly would not be or any of its programs, please contact: Newsletters, see USDA Pamphlet P-025. sufficient to provide the desired club news and schedule of club events. They should be Len & Connie Houle Leadership Education material can also be published on a standard schedule, such as Education/Publications Committee printed directly from USDA web site at the first of the month or the 15th of the www.usda.org 32 First Ave month. It is very important to maintain a Westfield, MA 01085 firm publishing schedule. Club members (413) 519-0261 will be expecting the newsletter on schedule! E-mail: Production is normally accomplished by the email@example.com IS-025-03 use of photocopy machines at quick-print shops.
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