Saint Helen Communications Guidelines 2024-25
TL;DR (Quick Summary)
- Submit announcements 2–3 weeks in advance for best placement.
- Maximum 3-4 consecutive weeks for any announcement in Bulletin/Email/Screens.
- 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.
Purpose
To ensure consistent, timely, and equitable communication of parish events and announcements to our community, while also maximizing the impact and visibility of each announcement.
1. Placement Options & Limitations
Bulletin & Email Blast: Announcements can be placed for up to three weeks at a time, depending on available space. Priority is given to imminent events and 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 need more than 3-4 weeks of promotion, consider rotating announcements or focusing on different channels in subsequent weeks, or putting in a request for longer promotion.
2. Duration of Announcements
Announcements may be displayed/printed for a maximum of three to four consecutive weeks. Some major parish events, or events that have been given prior approval may run longer.
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 + short copy can dramatically improve engagement. Leverage bold headings and clear, large 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.
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!