TRI-CITY REGIONAL CHAMBER OF COMMERCE

Comprehensive Communications Plan 2011

Prepared by: Jens D. Lee

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Table of Contents

INTRODUCTION………………………………………………………………………………………………………………………….3 About the Chamber…………………………………………………………………………………………………….3-4 INTENT……………………………………………………………………………………………………………………………………….5 MASTER COMMUNICATIONS BOOK…………………………………………………………………………………….…….6 REPORTING………………………………………………………………………………………………………………………….…….6 APPENDIX A……………………………………………………………………………………………………………………………….7 COMMUNICATION/PROMOTION REQUEST form………………………………………………………..7-8 APPENDIX B……………………………………………………………………………………………………………………………….8 MASTER COMMUNICATION BOOK (MCB)…………………………………………………………………9-10

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INTRODUCTION

The Tri-City Regional Chamber of Commerce (TCRCC) comprehensive communication plan is the foundation for identifying, implementing, executing and reporting the various functions of the TCRCC. With the diverse needs of nine (9) staff members, the comprehensive communications plan will allow the TCRCC an efficient means of externally communicating to not only the membership but also the community.

About the Tri-City Regional Chamber of Commerce The Tri-City Regional Chamber of Commerce (TCRCC) is an organization of businesses dedicated to furthering their collective interests while advancing their community, region, state and nation. Through Advocacy, Marketing, Networking and Resources the TCRCC serves as the voice of business in the Tri-Cities Region. The TCRCC advocates a Pro-Business Agenda by embracing a business model that incorporates a number of key components. The following list is a collaborative effort the TCRCC represents as advocates for our region:

A Public Policy Department

Public Policy Committee

Membership in a large Chamber Coalition

Membership in the Association of Washington Business

Active members of the Tri-Cities Legislative Council resources. Another function of the TCRCC is to promote the chamber and our members. This is accomplished through the following and provides economic opportunity for the members of the TCRCC:

www.tricityregionalchamber.com

Event sponsorships

Advertising opportunities

Networking events

Membership Committee

Awards and Recognition Committee

Ambassador Club

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Furthermore, the TCRCC offers its members innovative opportunities for obtaining additional education, utilization of resources and access to business services. The following is the current list of these resources that are currently available to TCRCC members and often to the community:

Business Development University

Regional “Open For Business” EXPO

Procurement Technical Assistance Center (PTAC)

SCORE (Counselors to America's Small Business)

Business Health Trust

Small Business Resource Center The TCRCC focuses on quality of life issues and maintaining an attractive area to live and play. The following events are a direct result of the chambers mission to maintain that attractive quality of life:

Cool Desert Nights

River of Five Festival (4th of July)

Promotion of community activities and programs In a brief overview of the metrics of the TCRCC:

1,200 Members

600+ in Kennewick

300+ in Richland

200+ in Pasco and W. Richland

100 +in the region

2nd largest in eastern WA, 5th largest in State

3-Star Accreditation by the U.S. Chamber of Commerce

85% of members are small businesses employing less than 20 employees

9 staff members

38 members of the Board of Directors

We are not a department of the State, City or County

We are not a service group or charitable organization

OUR MISSION STATEMENT – “The Tri-City Regional Chamber of Commerce is the voice of business. We promote

regional prosperity and strengthen our member businesses through advocacy, leadership, networking and innovative business programs.”

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INTENT The TCRCC comprehensive communications plan was developed as a working document that enables the staff to identify and communicate all that is the Chamber. This plan allows for departmentalized inventory of all the communication tools of the TCRCC. Each staff member is able to generate a blue print for communicating every necessary piece of information that needs to be communicated from their department. The plan requires that each medium of marketing/communication that the Chamber possesses is identified so that the staff knows what mediums are available to request. Additionally, the TCRCC utilizes a master calendar book (Both a monthly overview and daily view) to serve as a working document to track and report on yearly, monthly, weekly and daily activities. Included in the plan are samples to be utilized to create standard procedures that encompass every department within the TCRCC as referenced in the Appendix.

Staff Responsibilities In order to provide each staff member an equal opportunity for communicating departmental needs, TCRCC staff members are required to fill out a COMMUNICATION/PROMOTION REQUEST form (See Appendix A). The purpose of this form is to identify every communication tool a department needs to be utilized. One form will be filled out for every event/program and submitted to the Director of Marketing & Communications for entry into the MASTER COMMUNICATIONS BOOK (MCB) (See Appendix B). Each staff member is provided with a copy of their COMMUNICATIONS/PROMOTIONS REQUEST form upon being completely entered into the MCB. The originals are to be kept by the Director of Marketing & Communications. The Director of Marketing & Communications is responsible for collaboratively identifying every medium the TCRCC possesses to communicate messages effectively. Each medium is listed on the COMMUNICATION/PROMOTIONS REQUEST form. In addition to the RESOURCE: column, a REQUESTED FOR: column and SCHEDULED FOR: column is created. The columns allow the staff to make selected requests for their desired piece of information to communicate, and allows the Director of Marketing & Communications to avoid multiple messaging conflicts. Staff members are responsible for the REQUESTED FOR: column and the Director of Marketing & Communications is responsible for the SCHEDULED FOR: column. It is the responsibility of the Director of Marketing & Communications to manage all of the requests from the entire TCRCC staff.

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MASTER COMMUNICATIONS BOOK The MCB is a yearly book that includes both monthly over view pages and daily pages. The purpose of the MCB is to facilitate the requests of TCRCC staff members. Each REQUESTED FOR: piece of information is entered into the MCB per each event/program. These are entered into the month overview pages as quick references. A Key is generated in the front of the MCB describing each piece of information that will be entered into the MCB. The purpose of having the daily pages in the MCB is to provide room for additional notes.

Ex. – On Oct. 21st there is a request for a Stand-Alone Event Reminder and Social Media post scheduled for the TCRCC EXPO. That request would be entered as this: (October 21st) EXPO- SA/SM It is the responsibility of the Director of Marketing & Communications to go to October 21st daily page and look for any special notes (Often these notes reflect certain message requests) such as “This message is to drive booth sales”.

The MCB assists the Director of Marketing & Communications to avoid common pitfalls such as over messaging. Priority of information is input into selected days based on projected timelines and at the council of the President & CEO of the TCRCC.

Ex. – The TCRCC has their monthly luncheon on the 4th Wednesday of the month and therefore sends a Media Release two (2) weeks prior to the scheduled event date. Additionally, a Stand-Alone Event Reminder occurs on the same day (if possible). The MCB allows the Director of Marketing & Communications to avoid scheduling an additional Stand-Alone Event Message on the Wednesday two (2) weeks prior.

REPORTING The Director of Marketing & Communications reports each Monday during the TCRCC staff

meeting what is scheduled for the work week and an overview of the subsequent week. Each

staff member is able to identify that their request is scheduled, and knows to have all necessary

pieces of information submitted to the Director of Marketing & Communications for execution.

Staff members may report that pieces have changed and are able to identify ahead of their

scheduled request to make changes in content or all together amend their initial

COMMUNICATIONS/PROMOTION REQUEST form.

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Appendix A

COMMUNICATIONS/PROMOTION REQUEST form

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Appendix B

MCB

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