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
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.
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
Telecommunication under COVID-19 new
Due to the influence of COVID-19, both the PR committee and the Editorial Meeting have starting using ZOOM (telecommunications ) from March 2020. The editorial board makes articles about the information gathered from each committee, and the publishing group conducts a detailed check before publishing.The photo showed a scene of the Committee Meeting in December with everyone using ZOOM,
We are looking forward to the day when the modern medicine contains COVID-19 as soon as possible and everyone is able to meet and work in a same room safely.
Changing to the newsletter from the IIA News new
Corona infections are raging more and more. It has become highly difficult to publish the IIA News that needs actual human power. However, committee members are eager to inform the members that IIA is active even in such a world, so we decided to send a newsletter from July 2020 by email.We began to learn how to send the newsletter from the scratch so it was just a series of trial and error. However, it has been improved almost every month so far.
The biggest problem left now is members who are not registered with the e-mail address. Please register your e-mail address. We are also considering how to inform those who do not have an e-mail address.
Cherry Viewing Party
The PR Committee members went to the Mama riverside to see the cherry blossoms on April 3, 2018. Unfortunately, the full-bloom season had passed because of the global warming. But fortunately, the members had a” full-bloom” appetite. The ladies participants prepared a wide variety of cuisine that uncontainable on a large blue sheet, and members took over them with some alcohol. Can you guess what Japanese old saying “hana yori dango” means?
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
3rd Floor, 2-4-8 Yawata, Ichikawa, Chiba, Japan
Phone +81-(0)47-332-0100
FAX +81-(0)47-332-0101
email info@iia21.jp
Lounge Hour 10:00-16:00
Closed: Thursdays, Sundays and National Holidays