Cathay Camera Club – Communications & Publishing SOP

• Defines workflows, responsibilities, and standards for all communications.

• Ensures website content and emails are consistent, accurate, and timely.

• Applies to all Communications Team members (Content Coordinator, Web Admin, Email Specialist, Communications Lead).

• Member: Enrolled club member

• Committee: Governing body

• Club Night: Monthly competition/meeting, judged by guest judge

• Content Types: Event listings, Galleries, News / Recap articles, Email Campaigns

• Communications Tracker: Internal log of content, status, dependencies, and responsible person

• Communications Lead: Final approval of content; brand consistency; workflow oversight. Backup: Deputy Lead

• Content Coordinator: Draft content; collect info, judge interviews, photos. Backup: Assistant Coordinator

• Web Administrator: Publish/Update content on Squarespace; ensure formatting & responsive. Backup: Content Coordinator

• Email Specialist: Build/send email campaigns; manage lists; test & track analytics. Backup: Assistant Coordinator

• Records Manager / Tracker Owner: Maintain Communications Tracker; log dependencies & statuses. Backup: Communications Lead

Visual Workflow:

• Gallery Published → News Recap Published → Monthly Members Digest Prepared → Email Sent

Critical Dependency: Gallery must be published before Recap; Recap must exist before Digest email is sent.

Creation Checklist (Club Night Recap):

• Confirm event date, theme, judge

• Upload photos to gallery

• Confirm winners (Special/Open/Judge’s Favorite)

• Conduct interview with judges (7 questions)

• Draft & approve recap

• Verify all links

• Draft email digest content

Standardized Templates / Placeholders (Recap Article):

• Title: Club Night Recap – {EventDate}

• Theme: {Theme}

• Judge: {JudgeName}

• Top Scorer Special Theme: {Winner1}

• Top Scorer Open Theme: {Winner2}

• Judge’s Favorite: {JudgeFavorite}

• Gallery Link: {GalleryLink}

• Highlights: {KeyHighlights}

• Interview with Judges: {Q1}-{Q7}

Email Template Sections:

• Recap Summary

• Winners & Judge Highlights

• Upcoming Club Night

• Other Upcoming Events

• Calls to Action

Purpose: Capture judge insights, opinions, and tips for members.

Standard Questions Template:

1. Capture the moment or carefully compose?

2. One lens for the rest of your life, which one?

3. Colour or Black & White?

4. Do you think gear matters?

5. Who is your inspiration?

6. What is your most memorable moment in photography?

7. Any advice for our Club Members at Cathay Camera Club?

Guidelines:

• Record answers concisely (1–2 sentences each)

• Include judges’ photos or highlight quotes for newsletter/email

• Use this template as a standard format for all recaps

• Upload Gallery: 24 hrs after event (Web Admin)

• Conduct interview with judges: During Club Night (Content Coordinator)

• Draft Recap Article: 48 hrs after event (Content Coordinator)

• Review & Publish Recap: 72 hrs (Web Admin / Lead)

• Draft Monthly Members Digest: Day 1–2 of next month (Coordinator / Email Specialist)

• Review & Test Digest: Day 2–3 (Communications Lead / Email Specialist)

• Send Digest Email: Within 5 days (Email Specialist)

• Ad Hoc Emails: 24–48 hrs depending on urgency (Coordinator / Email Specialist)

Columns & Details:

• Content ID / Title: Unique identifier

• Type: Event / Gallery / News / Email

• Event Date: For time-sensitive content

• Date Drafted: When content created

• Date Published / Sent: When live / sent

• Responsible: Primary contact

• Backup: Secondary contact

• Status: Draft / Review / Published / Sent

• Dependencies: e.g. Gallery → Recap → Email

• Notes: Comments / pending items

Critical Dependency Alerts: Flag any item that cannot move forward until prior task completed

• Images optimized for web & mobile (max 1200px width)

• Minimum font size: 14px

• Clear headings & alt-text for images

• Test email templates on mobile and desktop

• Images optimized for web & mobile (max 1200px width)

• Minimum font size: 14px

• Clear headings & alt-text for images

• Test email templates on mobile and desktop

• Workflow: Gallery → Recap → Interview with Judges → Digest → Email

• Checklists & Timelines: See Sections 4.2 & 6

• Contacts: Lead / Backup per task

• Dependencies: Highlighted in Tracker