MEDIA SUPPORT CLUSTER. Policies and Procedures Manual

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1 MEDIA SUPPORT CLUSTER Policies and Procedures Manual ABSTRACT This manual is designed to give vision to the purpose, goals, objectives and responsibilities of White Rock Baptist Church s Media Support Cluster. The Cluster consists of two ministries: Communication and Information Ministry and Audio-Visual Booth Ministry. Although each ministry is uniquely different, they also have complementary roles and responsibilities that often require the expertise and support of team members from both ministries. April 9, 2018

2 Table of Contents Overview 2 Scripture Verse that Serves as Guiding Principle 2 Purpose and Overall Goal 3 Objectives 4 Part 1: Communication and Information Ministry (CIM) List of CIM Services 4-5 Description of CIM Services 5-8 Requests for Assistance 9 Requests, Reviews and Approvals 9 Submission Deadlines 9-10 News Placement Options 10 How We Can Help You 10 Part 2: Audio-Visual Booth Ministry (AV Booth) List of AV Booth Services 11 Description of AV Booth Services 11 Media Support Cluster Team 12 1

3 Overview Policies and Procedures Manual 2 This information manual provides guidance and advice on how White Rock Baptist Church s various ministries can best carry out their activities that require assistance from the Communication and Information Ministry as well as the Audio-Visual Booth Ministry. This manual should be used by anyone involved in the development, delivery, and coordination of ministry-related activities. This Media Support Cluster: Communication and Information Ministry and Audio-Visual Booth Ministry Manual, is designed to give vision to the purpose, goals, mission and responsibilities of White Rock Baptist Church s Media Support Cluster. The Cluster consists of two ministries: (1) Communication and Information Ministry; and (2) Audio-Visual Booth Ministry. Although each ministry is uniquely different, they also have complementary roles and responsibilities that often require the expertise and support of team members from both ministries. Hence, this information manual provides guidance and advice on how White Rock s ministries can best carry out their activities that require assistance from the Communication and Information Ministry as well as the Audio-Visual Booth Ministry. Therefore, it should be used by anyone involved in the development, delivery, and coordination of ministry-related activities. The primary goal of members of the Media Support Cluster is to help you get the best results and value from your ministry-related activities that require support from either the Communication and Information Ministry or Audi-Visual Booth Ministry. Please make sure that you follow the guidelines outlined in this document when planning and managing your ministry activities. The Manual is divided into two parts. Part 1 focuses on policies and procedures of the Communication and Information Ministry. Conversely, Part 2 addresses policies and procedures for the Audio-Visual Booth Ministry. Should you have additional questions or concerns, please contact Dr. Joyce Blackwell, Chair, Media Support Cluster, at We are here to serve you. Scripture Verse that Serves as a Guiding Principle Each one should use whatever gift he has received to serve others, faithfully administering God s grace in its various forms. If anyone serves, he should do it with the strength God provides, so that all things in God may be pleased through Jesus Christ. 1 Peter 4:10-11

4 Purpose and Overall Goal The Bible says to go into the whole world, spreading the Good News of the Gospel of Jesus Christ. The Media Support Cluster of White Rock Baptist Church exists to reach and minister within and outside the church s walls through various multimedia platforms and information technology. In doing so, the Media Support Cluster s ministries Communication Information Ministry (CIM) and Audio-Visual Booth Ministry will inform, equip, inspire spiritual growth, and invite active engagement in the life, vision, and purposes of White Rock Baptist Church. The two ministries of the Media Support Cluster work toward their purpose and goals by reaching out to diverse church audiences both internally and externally across many avenues of communication. Through their work, a clearer image of White Rock s mission and activities is fostered so that many church attendees will become followers of Jesus Christ and, if non-members, become members of the church. More specifically, the Media Support Cluster supports the ministries of the church through social media engagement, online giving, worship audio and projection, and other special projects. In short, ministries within the Cluster is responsible for, among others, all media and promotion, including print, web, video, newsletter, photography, and worship services. The Media Support Cluster also handles most of the technologies of the church (e.g., copiers, printers, IT). Our hope is to help all of the ministries of White Rock to do what Matthew 28:19-20 speaks of: Go ye therefore, and teach all nations, baptizing them in the name of the Father, and of the Son, and of the Holy Ghost; teaching them to observe all things whatsoever I have commanded you: and, lo, I am with you always, even unto the end of the world. Amen. The Media Support Cluster s desire is to use the tools at its disposal to effectively communicate the message of the church in an attempt to inform and inspire. Our efforts center in five areas: Imagination creative use of promotional tools Innovation presenting ministry in a fresh way Integration using all of the media and technology at our disposal together in an effective way Involvement working with ministry leaders on how to effectively communicate in their news articles, Moments of Ministry (MOM), and other forms of communication Inspiration telling the stories of God at work in people s lives What effective communication does is to help the church fire on all cylinders and to be more consistent in its message and vision. It gives the members confidence that they know what s going on. It helps to alleviate misunderstanding. It clarifies. And that is the Media Support Cluster s goal to clarify the message of White Rock Baptist Church as its two ministries spread the Good News of the Gospel of Jesus Christ. 3

5 Objectives To develop and maintain a quality and effective website that supports the church s mission and ministry purpose; Allow White Rock Baptist Church to be more visible and accessible for anyone seeking Salvation; Make relevant information available in a timely manner and allow everyone to be informed and seek the website and other communication resources for information; Develop and publish quality and effective newsletters that support the church s mission and ministry purpose; Provide timely reporting of the great works happening around White Rock Baptist Church and through the church s various ministries; Inform people about future events and/or Kingdom building activities; Maintain church monitors, bulletin boards and wall displays with timely, relevant information that supports the church s mission and ministry purpose; Create spiritual-based presentation material for display throughout White Rock Baptist Church and enhance the service experience through visual communication; Photograph church events that support the church s mission and ministry purpose; Provide technological support when needed to support the church s mission and ministry purpose; and Collaborate with other White Rock Baptist Church ministries and leadership to support the church s mission and ministry purpose. PART 1: COMMUNICATION AND INFORMATION MINISTRY Services Virtual Meeting Assistance (e.g., teleconference, Skype, Go-To) Photography Givelify Newsletter Communications Planning Proofreading and Editing Graphic Design 4 Brochures

6 Posters Basic Computer Courses Basic Training on Use of Classroom Monitors Table Cards Videography Web Migration to the Church s content management system Site development and maintenance Content management in the content management system Manage the web design work Ensure updated content is always present Social Media Facebook SpokeHub Twitter YouTube Information Resources Bulletin Boards Media, Advertising and Public Relations Media Contacts Copy and Print Center Booklets and Other Large Documents Description of Some Services Audio Media The Audio Media Team creates and sells tapes of the worship services and special events. Public Relations (Marketing, Advertising, Media) The Public Relations Team develops and designs White Rock s logos (with Leadership s approval) as well as church-wide and business publications. This Team also creates and reviews all material developed for church-wide dissemination for appropriateness. It also creates, organizes, plans and implements effective communication strategies for church and community audiences. 5

7 The Public Relations Team also advertises certain ministry activities and major church events, when applicable. Advertising is usually done through various media such as the church s website, local newspapers, magazines, television, radio, or direct mail. Newsletter The Newsletter Team collects articles and other items for the monthly newsletter. It also designs the Church s newsletter. Print and Digital Publications The Print and Digital Publication Team provides superb graphic design services at no cost for White Rock s various ministries. Their flyers, posters, booklets, brochures, and cover designs are very creative. Social Media The Social Media Team ensures that White Rock and its various ministries have a presence on social media sites. You can like White Rock on Facebook, follow the church on Twitter, watch the work of its ministries on YouTube, and chat with various ministries in real time on SpokeHub. You can also carry White Rock with you on the church s Mobile App. Copy and Print Center The Copy and Print Center Team provides high quality duplication services for the various ministries in the church. For instance, the Center prints, among other things, flyers, program booklets, postcards, name plates, and tickets for the various ministries. Copies of various documents are printed in black and white unless a compelling need is provided for color copies. 6 Moreover, printing and copying services are provided to members and people in the community at a cost that is competitive with local businesses. Members and people in the community who would like to have black and white or color copies made of documents and/or need non-related church documents such as personal or business booklets, brochures, pamphlets, posters, tickets, invitations, and obituaries, can submit a request to CIM whose staff will make either black and white or color copies for a fee. The price includes the cost for paper and labor. An individual can check with the church s Copy Center for prices prior to placing an order.

8 Web Content Management The Web Content Management Team is the key point of contact for White Rock Baptist Church s ministries and groups interested in having information posted on the website. They also manage the web content and projects related to the website. They edit and proofread new content, as well as ensure that all material meets the Communication Information Ministry s established content standards and policies as well as the church s principles and beliefs. The Website Designer is responsible for updating each ministry s information that is posted on the church s website. However, each ministry should identify a member to submit information that they would like to have the web designer to post. Givelify The Media Support Cluster provides White Rock Baptist Church members with the opportunity to pay their tithes and offerings online or on their smartphones using the Givelify app. Computer Lab White Rock Baptist Church members can use computers in the Computer Lab to write and edit documents. They can also use the computers to gain online access when needed. All members interested in using the computers must contact Church Office staff, Sue Jarmon or LaVerne Davis, prior to their visit to ensure that the Computer Lab is open and computers are available for use. AV Equipment and Other Technology The Communications and Information Ministry allows church members to check out, for a limited period of time, laptops and certain audiovisual equipment for a limited period of time, when needed, for ministry use. Technology and Equipment Maintenance The Communications and Information Ministry is responsible for maintaining monitors in the Fellowship Hall, classrooms, nursery and hallways. Certain CIM staff also ensure that the technology is accessible and working for meetings, classes, and special events and programs in classrooms and the Fellowship Hall. These same individuals make sure that equipment is available for meetings when requested. CIM staff, however, will not set-up or operate equipment during a particular ministry s meeting. But, CIM staff will provide training for ministry leaders, or their designee, on how to use audiovisual equipment. Additionally, CIM needs a 3-day advance notice when a ministry wants extra microphones or needs sound checks, etc. Photography and Videography Ministries will be responsible for their own photographs and videos, using equipment that CIM staff provides. The Communications and Information Ministry can also provide a movie or still camera, if needed. When requested, CIM staff will work with the ministry or individual on production. CIM will also provide a photographer for major church events. 7

9 AV Support for Ministry Meetings and Events CIM will provide audiovisual equipment for use in ministry meetings and events. However, each ministry will be asked to appoint an AV person who will be trained by CIM staff to use the equipment. CIM staff will work with ministry members on production. Document Archiving CIM, with approval of White Rock Baptist Church s Leadership, archives, creates, and manages documents such as sermons, bulletins, brochures, anniversary booklets, and minutes of ministry and church meetings. CIM also, with approval from the church s Leadership, contracts with the archival departments at North Carolina Central University, Duke University, and the University of North Carolina at Chapel Hill to have the aforementioned documents housed in their respective collections. Audiovisual Support CIM staff members provide sound checks for presenters, musicians and choirs when Audio-Visual Booth staff members are not available. They also provide the following service: Funerals: Staff members provide lights and sound only for funerals. There will be a fee if an individual requests video-recording of the service and showing of a family-provided video. CIM will be able to provide these services only if its staff members are available. Off-Site Audiovisual (AV) Support CIM s Audiovisual Team provides off-site support for church-wide activities such as the Annual Prayer Retreat and Church Administration Workshop. All other ministries will be given equipment that they will be responsible for setting up and using. Church Publications CIM creates all church publications, including the Directory, monthly newsletter, booklets, manual, and other ministry-related small and large documents. 8

10 Requests for Assistance To request assistance for a project, please go on the White Rock Baptist Church website to complete the Copy/Print Request Form which can be downloaded at Once the form is completed, please follow the guidelines printed on the form for submission. If documents need to be attached, please complete and print the form, attach the documents, and leave both the printed form and documents in the Media Support Cluster chair s mailbox that is located in the church library. Requests, Reviews and Approvals The CIM Chair will retrieve the requests, either via mailbox or within two days of the submission. Either the chair or a designee will follow-up with the person who submitted the form to discuss the project and develop a plan with specific guidelines. The person who submitted the request serves as the project manager. The project manager will be asked to provide draft content and verify information. Once the member of the CIM team completes a draft of the project, he/she will contact the project manager to review the completed document and give final approval before it is actually printed, released or published. Submission Deadlines Please adhere to the following deadlines when submitting a project to be completed. Small Jobs Small jobs of less than 100 total pages that one needs to have copied must be submitted two days in advance of the due date. Small jobs are defined as any documents that are 1 to 3 pages in length. The requests for small jobs will be retrieved no later than the next day so that they can be completed by the due date. Large Jobs Projects that Require Designs Please allow one week advance notice for large jobs such as manuscripts, booklets, and programs that require assistance with design graphics and for which one may need 100 copies or more. Adhoc and Emergency Communications CIM staff will respond to the needs of members for adhoc and emergency services only if they are available. 9

11 Projects that Include Development of Multimedia Please allow one week advance notice for projects that include the development of multi-media (e.g., video, photography, etc.). Newsletter Submissions All submissions for the newsletter must be sent to the editor by the 15 th of each month. Items received after the 15 th of the month will appear in the next month s newsletter. All text submissions must be sent in Word only and size 12 Bodoni MT font. Each article should include an electronic photo of the author. The photo should be sent in jpeg only. All graphics that the author would like to have included in his/her article should be clearly labeled and sent only in jpeg. All articles should be proofread prior to submission. The editor will revise the article as needed. However, the editor does not write articles for individuals. News Placement Options There are several ways in which news items can be shared with the community. They are: Calendar items that appear on the White Rock Baptist Church website. They can also be retrieved on the church s mobile app; White Rock Baptist Church website; News media, including radio, television and various local newspapers (both print and online) such as the Tribune, Carolina Times, News and Observer, and Durham Morning Herald; and Social Media (Facebook, Twitter, SpokeHub). All submissions must be routed through the CIM Chair to ensure that the content meets the church s branding and style guide requirements. 10 If you would like to request a feature or flyer for your ministry for an upcoming event (to be posted on our bulletin boards, around the church, on the website, or social media), please submit at least one week in advance to Leon Carter. If you would like to set up a consultation regarding other communications/pr materials for your ministry or event OR if you want to request instructions and the specifications for a feature graphic or flyer, us at If you are going to design it yourself wonderful. However, please contact us first to ensure that you will have the correct specs before starting. NOTE: All graphics of publications/flyers should be 300 dpi or better.

12 PART 2: AUDIO-VISUAL BOOTH MINISTRY Services Worship Projection Sound Description of Services Audio The Audio Team provides amplification for all worship services and funerals. They also record and edit the services for the Audio Media Team. Audiovisual (AV) Booth AV Booth staff are responsible for all activities in the AV Booth, which includes lights, sounds and screens, for worship services and special services. In addition to Morning Worship Service, this team is responsible for special services such as Holy Week, Easter Sunrise Service, Revival, Wonderful Wednesdays, and Watch Night. AV Booth staff members also provide sound checks for presenters, musicians and choirs. Additionally, they provide the following services: Weddings and Funerals: AV Booth staff members will be able to provide lights and sound only for funerals. There will be a fee if an individual requests video-recording of the wedding or funeral, and showing of a family-provided video. CIM will be able to provide these services only if its staff members are available. Sunday Sermons: AV Booth staff members will produce audio and video of Sunday sermons and worship services for upload to the website and for sale to members and visitors of White Rock Baptist Church. Streaming Worship Services. AV Booth staff members will, when requested, stream worship services to classrooms and the nursery. 11

13 Media Support Cluster Team Dr. Joyce Blackwell Deacon Ernest Jenkins Robert Hartsfield, Jr. Chair, Media Support Cluster Chair, Communications and Information Ministry Newsletter, Editing and Proofreading, Marketing and Public Relations, Document Archiving, Communication Planning Chair, Audio-Visual Booth Ministry Vice Chair, Communications and Information Ministry Social Media, Marketing and Public Relations, Technology Lashana Broussard Morris James Carney Audio, Audio Media, Marketing, Special Programs, MOMs, AV Booth External Vendor Relations, Purchasing Vendor Relations, Virtual Meetings Leon Carter Nathan Clemons Malcolm Cook LaVerne Davis Wil Gilbert Audio Media, Print and Digital Publications, Graphic Designer, Visual Media, Media Production, Church Publications, Posters, Large Job Copying and Printing, Sound, Technology, Audio Visual Equipment, Computers, Equipment Maintenance, Virtual Meetings Audio, AV Booth Media Production Assistant, Photographer Small Job Copying Head Booth Audio-Visual Technician, Audio, AV Booth 12 James Graham Dr. Jerry Head Dennis Jarmon Sue Jarmon Jeffrey Johnson Eloise Jordan Theresa Ruley Mustapha Sannoh Brian Scott Technology, Equipment Maintenance, Classroom Monitoring Training Photography Lights Small Job Copying Audio Media, Photography Web Designer/Developer/Social Media, Technology, MOMs, Basic Computer Courses, Givelify, WRBC Mobile App Video Production, AV Support for Outside Meetings, MOMs Production, Virtual Meetings Posters, Bulletin Boards, Video Production Telecommunications Support

14 For additional information, please contact us at: We are here to serve. 13

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