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Japanese

PR Committee

Purpose:

Informing the activities and events of each IIA committees to IIA members and citizens with timely manner using
1.Newsletters published four times a year
2.Home page updated every month

Main Activities

PR committee members are selected by each committee and have the responsibility to provide details of the activities of their committees. A committee meeting is held every month to collect the articles, discuss the details of the next issue and publish them every other month.
At the same time, they collect each committee' s event information over three months and put them on the home page so that the members can access new information conveniently.
The PR Committee edits, prints and mails the newsletters and the home page without using the external contractors.

Steps till receiving the newsletters

Editors meeting

At least once a month, members gather and bring the articles from the committees they belong to. They focus on the events which have already been conducted or are planned for the future.

Editing the articles

All articles will be put into the shared folder by the 20th of the month the newsletter previous to publication. There are three groups to make the newsletter. The group in charge for this issue begins to lay out the articles using Microsoft Word. After this, the group is busy until newsletterss are sent out.

Completion

The newsletter should be completed by the beginning of the month it is published. All PR members check the newsletter which is put in the shared folder in cloud storage. This folder is accessed by us from each home which reduces the need to arrange meetings.

Sending out

All PR members come to the IIA on the second Thursday in the month when it is mailed out.
1. Printing out by the printer in the IIA
2. Holding printed paper from A3 size to A4 by the machine called "Orihime
3. Putting them in the envelopes and placing stamps. They will be delivered to the members next day.
4. Editors Meeting for next issue.

Previous Events

Updating each committee’s HP

The updated committee’s HP was completed on June 26th 2017. It updates twice a year and containes IIA and 12 committees' news. It, however, was skipped last December version since we were so busy to publish the 15-year anniversary book. We hope that this HP is enriched and contributes to the persons who want to know the details of the committees and perform events of committees.

Publishing the IIA 15-year anniversary booklet

We worked to publish this booklet between September, 2016 and January, 2017. We focused on collecting the information last 15 years of each committees and visions for our futures.

Exchange with Chiba Convention Bureau

We exchanged our opinions with Chiba Convention Bureau about issuing the paper. They gave us the important points of privacies, intellectual rights and image rights when we issue the paper and run HP. They also told us how to run the event of CCB more actively cooperating with the college. That information was very important.

IIA News on the web

IIA updated each committee’s home page in January 2015. It was including the last 6 month events they carried. It is also possible to read the IIA news in full color after the issue 36th.

News Gathering Activities

We go to gather the news about exchanging activities carrying a pen, note and camera. We try to report the event sponsored by IIA or Ichikawa City as if you are there. When you see the PR member gathering the report, please smile to the camera.

Full page color newsletter

There were many events in fall 2014, international day, civil festival, town festival and others. IIA news contained many beautiful pictures, so that we decided to publish the first full color IIA news to convey the vigorous scenes alive. It was made with reasonable cost since the printing company on web site was used. We hope many IIA members have enjoyed this newsletter.

Start to use new application software for newsletters

Committee’s newsletter editing group used to use WORD as a tool of editing but the new app PERSONAL EDITOR IN CHIEF was adopted from No, 49 newsletter, issued in May, 2014, instead of WORD. The new software has multifunction on character decoration and made it easier operating edit display.

Cherry blossom viewing

PR Committee has regular editorial meeting on the second Tuesday of each month. But only in April, the meeting opens on the first Tuesday. Why? After the meeting, member of committee walk to Mama Riverside where is very famous for beautiful cherry blossom and close to our office. On April 8, 2014 this year, we enjoyed the party with some wine and obento.

Rare color-copied Newsletter

Diligent and frugality are Committee’s motto because IIA, the superior body of the committee, always has financial difficulties.
Printing cost of color-copied papers is so expensive that the newsletters issued bimonthly are usually using black-white. But when editors made up the paper of the big event “International Day In Iichikawa,” managed to insert the color photos in it. Finally editors found the cheapest print shop out of the WEB and made only two color pages among eight pages.

New Home Page Completion

Most of the editing staffers had a little knowledge about computer editing system, HTML, Hyper Text Markup Language for example. But the staffers found out one of the software “Homepage Builder” and learned that’s operation harder. We renewed the home page to the new version in September 2013 using the new software. It is updated every month showing the new events and informations.

Ichikawa Int'l Exchange Assoc. (IIA)市川市国際交流協会

〒272-0021
2nd Floor, Dai 1 Fuji Building, 2-1-7 Yawata, Ichikawa, Chiba, Japan
Phone  +81-(0)47-332-0100
FAX    +81-(0)47-332-0101
E-mail  info@iia21.jp
Business Hour 9:00〜17:00
  (12:00〜13:00 Closed)
Except Sat. Sun. Nat. Holidays