TL;DR (Quick Summary)
- Submit announcements 2–3 weeks in advance for best placement.
- How long an announcement runs is decided case by case by the pastor and the Director of Communications. Some run for many weeks; others run for the three or four weeks before the event.
- Church Screens limited to 6-8 rotating announcements each week.
- High-demand periods (Sept, Dec, Jan, Holy Week) may reduce coverage time.
- All flyers should align with Saint Helen branding and be copyright-free.
- Priority given to events with broad relevance and those happening soonest.
- Pastor & Director of Communications must approve all items.
Writing for Saint Helen: a quick reference
A word about AI
More and more of what reaches us was written or designed with AI tools, and we understand why. They are quick, and they are everywhere. We are glad people are finding ways to get their news to us. But AI writing has a sound to it, and parishioners hear it. It tends to be longer than it needs to be, it leans on the same phrases, and it reads like a brochure rather than a neighbor.
Everything we publish speaks in Saint Helen's voice, so announcements that arrive in an AI voice will be rewritten before they run. The facts you give us stay. The wording may change a good deal. If you use AI to get a first draft down, please read it over and put it back in your own words before you send it.
The same goes for fliers and graphics. We do not run AI-generated fliers or artwork. They rarely match the parish look, the images often have mistakes in them, and we cannot confirm the rights. If one comes in, we will most likely redo it, which takes longer than designing it from your details in the first place. If you need a flier, send a design request and we will make one.
What every announcement needs
- The day, the date, the time, and the place.
- The cost, if there is one, and anything people should bring.
- A real person's name and an email or phone number for questions.
- One link, if there is a sign-up.
- The parish is Saint Helen. Not St. Helen, not Saint Helen's, not Saint Helen Parish.
How it should sound
- Short sentences. Plain words. Say “you,” not “parishioners.”
- Start with what is happening. End with what to do next.
- One exclamation point at most. No emoji except on social media.
- Leave out: “Join us as we,” “We're excited to announce,” “faith, fellowship, and fun,” journey, vibrant, empower, transformative, meaningful, heartfelt, wonderful opportunity. These are the phrases that give AI writing away.
Length
| Bulletin | 90 words at most; 55 to 70 is better |
| Wednesday email | 150 words |
| Church screens | 15 words a slide, 2 slides |
| Text message | 160 characters |
| Flier headline | 6 words |
| Flier body | 40 words |
Dates and times
Saturday, October 12 · 7:00 PM · 9:00 AM to 1:30 PM · noon
Names we spell this way
LifeLines · Kids Corner · Children's Liturgy of the Word · Religious Education · Walking with Purpose · Ageless at Saint Helen · Saint Helen Fest · Discovering Christ · Msgr. Tom · Meaney Hall
Parish contacts
1600 Rahway Ave, Westfield, NJ 07090 · 908-232-1214 · sainthelen.org · communications@sainthelen.org
Everything you send in may be edited for length and voice. Your facts and your contact stay.
Purpose
These guidelines keep parish communications consistent, timely, and fair to every ministry, and give each announcement the best chance of being seen.
1. Placement Options & Limitations
Bulletin & Email Blast: How long an announcement runs depends on the event and on available space. Priority is given to events that are coming up soon and to those with the widest relevance.
Church Screens:
Main Screens: Max of 6 announcements displayed each week (1–2 cycles).
Vertical Screens: Ideal for slightly longer text, though visibility is lower than main screens.
Quick Tip
If you have a view on how long your announcement should run, say so in the notes on the form. We will plan the schedule with you.
2. Duration of Announcements
There is no fixed limit. The pastor and the Director of Communications decide how long each announcement runs, based on the event, the season, and what else is scheduled. Some run for many weeks; many run for the three or four weeks before the event.
High-Demand Periods: During peak times (September, December, January, Holy Week), announcements may be shortened or limited to fewer mediums to ensure fair access for all ministries.
Ministry leaders will be informed of any adjustments by the communications department.
Why 3 Weeks?
Repetition is key, but too much repetition can lead to "announcement fatigue." Three to four weeks strikes a balance between visibility and freshness.
3. Submission Lead Time
Please submit requests at least 2–3 weeks in advance. Last-minute requests may not be accommodated. Early submissions are welcome but not guaranteed placement until closer to the event date.
4. Prioritization
Announcements are prioritized based on:
- Relevance to the broad parish community
- Imminence of the event
- Frequency of past communications from the requesting group (to ensure diverse groups have a chance)
In high-demand periods, the communications department may limit an event's coverage to only two mediums (e.g., bulletin & screens, or bulletin & email). Final decisions rest with the Director of Communications in consultation with the Pastor.
5. Flyer Guidelines
Copyright Compliance: Ensure all images/logos are either copyright-free or properly licensed.
Saint Helen Branding: Flyers may be adjusted to align with our branding and style. You'll be notified if changes are made.
Best Practices: Keep flyer copy minimal and eye-catching, focusing on one main call-to-action or highlight.
Helpful Hint
A clean design with short copy gets read. Use bold headings and large, clear fonts for your key message.
6. Editing & Approval
All submissions are subject to approval by the Pastor and the Director of Communications. Submissions may be edited for clarity, brevity, and overall relevance. Our aim is to keep messaging coherent and within space limitations. Major changes will be communicated with you before publication, while minor edits may be made without prior notification.
7. Feedback & Review
We appreciate the effort that goes into organizing events and announcements. Our goal is to support every ministry while ensuring the community receives clear, relevant communications. If you have feedback or concerns, please reach out to the Director of Communications.
Thank you for helping us maintain consistent and effective communications at Saint Helen!