Get the Word Out

Review Process for Approving and Disseminating DRA Information

Curators, Members, Workshop Instructors and/or Event Coordinators prepare materials about their exhibits, programs, workshops, or events to inform the public through various media. Ultimately, ALL communications material available to the public must be reviewed and approved by the Communications Director, who ensures consistency among materials and that a professional image is conveyed. The most common documents disseminated are Calls for Entry (CFEs) and Communications Packets. Curators and other DRA members also provide input to DRA’s monthly newsletter, The Well-Crafted Word, and Weekly eNews email.

There are a few “golden rules” we MUST adhere to when writing materials to keep DRA content as consistent as possible. Be sure to review them:

Writing for the Public – Tips and examples (PDF)

Calls for Entry

A Call for Entry (CFE) is prepared for every art exhibit. It is used to inform artists about an upcoming art exhibit and provide guidance for submitting artwork. The Curating Director provides guidance for preparing the CFE. Directions for preparing the CFE are contained in the Curating Manual.

The review process:

  1. Art exhibit curators draft and send CFEs to the Curating Director (Curating@DelRayArtisans.org) for initial review.
  2. Curators and/or the Curating Director send initially approved CFEs to the Communications Director (Communications@DelRayArtisans.org) for review and approval.
  3. Communications Director reviews and edits as needed and then returns CFEs to the to Curator and Curating Director.
  4. Curator/Curating Director accepts changes or revises CFE to address Communications Director’s concerns and RETURNS revised CFE to Communications Director for further approval.
  5. Communications Director consults with Technology Director, approves CFE and forwards to President for final approval. (cc Curator and Curating Director)
  6. Technology Director ensures dissemination of CFE.

Communications Packets

A Communications Packet is used to inform the media of upcoming art exhibits, special events, workshops, classes, and other artistic endeavors that DRA deems appropriate. The Communications Packet includes a: (1) digital image representing the theme of the exhibit, class, or event; (2) 35-word blurb and (3) 75-word synopsis that are posted on numerous websites; and (4) a one-page press release that is posted on DRA’s website and disseminated to various media outlets. For details on preparing a Communications Packet, see: Preparing Your Integrated Communications Packet (PDF)

The review process:

  1. Curator drafts all required information and submits it to Communications Director (Communications@DelRayArtisans.org) for review and approval. (cc Curating Director)
  2. Communications Director reviews and revises as needed and returns draft to Curator.
  3. Curator accepts changes or revises information to address Communications Director’s concerns and RETURNS revised draft to Communications Director. (cc Curating Director)
  4. Communications Director consults with Technology Director, approves CFE and forwards to President for final approval. (cc Curator and Curating Director)
  5. Technology Director ensures public dissemination through various media outlets.

NOTE: Workshop and program leaders or those arranging workshops and special events must also prepare a Communications Packet AFTER they have coordinated with the Programs Director (Programs@DelRayArtisans.org), who reviews program and workshop materials, validates logistics, dates, pricing, etc.

Newsletter

The Well-Crafted Word newsletter is distributed in digital form to members and to the wider community. The newsletter, which is published at the beginning of each month, can be viewed on DRA’s website, with paper copies available at the gallery and by mail to members who request it. It contains information about current exhibits, programs and events at the gallery (and at other locations sponsored by DRA), and various articles by members on art-related subjects. The Communications Director oversees the collection and editing of materials each month, and approves the copy before sending it to the printer and to the website.

The review process:

  1. At the beginning of each month, the Communications Director (Communications@DelRayArtisans.org) and/or the Newsletter Editor (Newsletter@DelRayArtisans.org) consult the DRA Calendar, Weekly eNews, the prior year’s newsletter, and other sources to develop a preliminary list of potential topics for the following month’s newsletter.
  2. The Communications Director/Newsletter Editor email the Board of Directors, office staff, and Curators with preliminary list, asking for newsletter input by the 15th of the month, e.g. June 15 for the July 1 newsletter. Articles are submitted directly to the Newsletter Editor or the Communications Director who coordinate this information.
  3. Newsletter Editor compiles articles into a draft Microsoft Word document and emails Communications Director. Relevant jpg images are attached to email.
  4. Communications Director reviews and revises as needed and returns to Newsletter Editor.
  5. Newsletter Editor incorporates changes and any other new information and returns to Communications Director. Communications Director consults with Technology Director and others to ensure accuracy of information.
  6. Newsletter Editor formats a first draft using Adobe InDesign and sends to Communications Director and Technology Director for review and comment.
  7. Communications Director sends final newsletter copy to President for approval. (cc Technology Director and Newsletter Editor)
  8. Technology Director ensures publication and electronic dissemination.

Weekly eNews

Weekly eNews information and announcements describing current and upcoming events are emailed to interested readers who subscribe to DRA’s extensive electronic mailing list. Subscribers receive one email each week noting upcoming exhibits and events at DRA, Calls for Entry from DRA and elsewhere, requests for volunteers, and other timely information. A team under the direction of the Technology Director prepares this digital news source each week.

The review process:

  1. eNews Editor (eNews@DelRayArtisans.org) oversees collection of information for the Weekly eNews.
  2. Once formatted by eNews Editor and layout volunteer, Technology Director reviews and asks for input from Communications Director and selected others.
  3. Technology Director incorporates necessary changes and forwards to President for final approval.
  4. Technology Director ensures electronic dissemination.