COBCKI Marketing Booklet

M

PROMOTION
RECRUITMENT

RETENTION

Marketing
Committee Rules &

Guidelines

COBCKI Prepared by:
THE COLLEGE OF THE Joshua Scriven
BAHAMAS Marketing and Public Relations Chair
Bulletin Editor
Copyright ©2007 ‐ 2008
[MARKETING COMMITTEE RULES & GUIDELINES] P a g e | 2



Table of Contents
Introduction to CKI ................................................................................................................................ 5
Mission .............................................................................................................................................. 5
Pledge ................................................................................................................................................ 6
Governance ....................................................................................................................................... 6
Re‐Establishment of COBCKI ................................................................................................................. 7
Marketing Committee ........................................................................................................................... 8
Purpose of Marketing........................................................................................................................ 8
Goal of Marketing ............................................................................................................................. 8
The Organs of Marketing ...................................................................................................................... 9
Flyers & Posters ................................................................................................................................. 9
Email .................................................................................................................................................. 9
Bulletin .............................................................................................................................................. 9
Brochures & Invitations ................................................................................................................... 10
Letterhead ....................................................................................................................................... 10
Website ........................................................................................................................................... 10
Implementation & Strategy ................................................................................................................ 11
Plan for Promotion .......................................................................................................................... 11
Plan for Recruitment ....................................................................................................................... 11
Plan for Retention ........................................................................................................................... 11
Marketing Com Program #1: Club Growth Initiative .......................................................................... 12
Club Growth Assessment Form ....................................................................................................... 13
Club Growth Goal Worksheet ......................................................................................................... 15
List of Goals for Growth .................................................................................................................. 16
Basic International Regulations ........................................................................................................... 17
Logo: Position & Size ....................................................................................................................... 17
Logo: Colors ..................................................................................................................................... 18
Funding For Public Relations & Marketing Committee ....................................................................... 19
Gallery of Approved Material: ............................................................................................................ 20
Posters &Flyers ................................................................................................................................ 20
Invitations ........................................................................................................................................ 21


Brochures ........................................................................................................................................ 21
Donation Sheets .................................................................................................................................. 22
Prospective Member Reminder Sheets .............................................................................................. 27



Introduction to CKI

Founder Jay N. Emerson
Type Service
Founded 1934
Headquarters Indianapolis, Indiana, USA
Key people Alec Macaulay, President
Area served Worldwide
To promote service, leadership, and
Focus
fellowship
Method Community service
Members 12,288
Parent
Kiwanis International
Organization
Slogan Service, Leadership, Fellowship
Cobckiweb.site.io
Websites
www.circlek.org
Circle K International (CKI) is an international collegiate service organization associated

with Kiwanis International. It promotes service, leadership, and fellowship. With over
12,000 members, it is the largest collegiate service organization of its kind in the world.
Mission
Circle K International is a service organization. The major initiative "Focusing on the

Future: Children" aims to help children of ages 6 through 13. Circle K also participates in
the Kiwanis Worldwide Service Project which works with the United Nations International
Children’s Emergency Fund (UNICEF) with the goal to eliminate iodine deficiency
disorders (IDD), the leading preventable cause of mental retardation.


Circle K aims to develop "college and university students into responsible citizens and
leaders with a lifelong commitment to serving the children of the world."
Pledge
I pledge to uphold the Objects of Circle K International, to foster compassion and goodwill
toward others through service and leadership, to develop my abilities and the abilities of all
people, and to dedicate myself to the realization of mankind’s potential.
Governance
CKI operates on a three-tiered system similar to Kiwanis International and Key Club
International. The International Board oversees organizational policy, growth and
international expansion. The International Board is elected at the International Convention
held in a different city each summer. The Board is composed of an International President,
Vice-President, and nine Trustees who serve as liaisons to one or more of the districts.
International President: Alec Macaulay (Carolinas District)
International Vice-President: Nadine Muschette (Eastern Canada & Caribbean District)
District Boards provide support and guidance to the Circle K clubs within their geographical
area. All districts are headed by a Governor, who oversees the District Board members that
usually consist of a District Secretary, District Treasurer, District Bulletin Editor, and Lt.
Governors. Several Districts combine two District positions into a District
Secretary/Treasurer. District Conventions are held every year (in February or March
depending on the District) for member education, club officer training, and election of the
District Board. Districts are charged with implementing International policies within their
represented clubs. All District Boards are responsible for club building, Kiwanis Family
relations, laws and regulations, membership retention/education, and planning District
events for the membership (e.g. District Convention).
Club Boards (also known as club officers or club Executive Boards) are an important aspect
of CKI, second only to the club members, as they are the elected leaders who work within
their community. Club Boards work with their District Boards on membership recruitment
strategies, Kiwanis Family projects, membership retention and education, and social events.
Also, Club Boards plan community service projects and social events for their members.
CKI recommends all clubs to elect their new Club Boards before their District Convention.


ReEstablishment of COBCKI
Circle K has existed at the College of the Bahamas for many years. However, a brief hiatus was
encountered in which the normal flow of younger members inheriting the foundations and counsel
of the former was interrupted. The Kiwanis Clubs of Cable Beach, Ft. Montagu, and Nassau have
recently sought the re‐establishment and recognition of Circle K International here at the College of
the Bahamas and the process of reclaiming that legacy has begun. With the help of these
sponsoring clubs, former Key Clubbers, and new members we hope to once again be an important
and worthwhile part of that international cause which has steadily and continually formed a change
in our world.



Marketing Committee
Purpose of Marketing
The purpose of The Marketing Committee of the Club is to establish a visible and positive view of
Circle K to the community, the College, and the country at large. Its purpose is to promote, protect
and maintain the sound image which Circle K has achieved internationally. This committee must be
the driving force behind the recruitment and retention of Circle K members by the dissemination of
information, the increase in public awareness, and the promotion of events and service performed
by the club.
Goal of Marketing
The goal of the marketing committee is to maintain a continuous and visible presence of Circle K at
the College of the Bahamas and the Key Clubs. In reaching these persons, the committee seeks to
establish the permanence of Circle K by reaching the primary source of new members. At the least
possible cost and with a firm course of action, the committee’s goal is the formation of a self‐
preserving, self‐promoting organization at the college whose presence speaks for itself.



The Organs of Marketing
The major tools of the committee include:
Flyers & Posters
Flyers may be created by any of the Members‐of‐Committee. They must, however, adhere to the
strict guidelines as set forth by international convention and regulation. This is particularly and
primarily the case with the publication of the CKI logo, its colors and its position in relation to
objects around it.
Posters, which are of a more permanent basis, should be of a more general and quality and
available at prime student‐traffic locations. These may only be created/displayed by the express
permission/approval of the Chair as their content will be available for public scrutiny for longer
periods of time.
Email
Official inter‐member emails may be sent by any Member‐of‐Committee to other members of the
Circle K Club without the express approval of the Chair. This is especially in the case of reminders
which have not been sent by the Chair. It is recommended that a visible and distinguished format
be used in all correspondence. Weekly reminders and meeting updates are the major uses for this
tool.
Official Club correspondence on behalf of the Club to another Club or Kiwanis member
organization, or any other external entity may only be distributed by a member of the Board or a
Chair of a committee with related jurisdiction.
Bulletin
The bulletin’s information sources must be compiled from those gathered by the Members of
Committee. It is however, to be published by the Bulletin Editor, whose duties and responsibilities
are currently ex officio, those of the Public Relations Chair. It is to be published on a regular basis
primarily in the form of printed material, but should also be uploaded to the website and
distributed by email.
It includes:
• Programs to be presented during meetings for upcoming month.
• Service projects, social activities, and Kiwanis-family activities for upcoming month.
• Deadlines for the submission of Committee Progress Report Forms.
• Deadlines for project sign-ups.
• Important dates (Circle K club, college or university, and sponsoring Kiwanis club).


• District, division, and International events.
• Accomplishments of the club and members in the past month.
• Actions taken by board.
• Names of new members.
Brochures & Invitations
These are primarily ‘flyers for distribution.’ They have been produced in a way in which
marketability, information, and/or invitation are combined to form a cohesive whole in which
future members are informed, enticed, and recruited.
Letterhead
The proper layout and font of a proper letterhead with logo in line with international standards is in
the possession of the President and may be obtained from the Secretary.
Website
A website is of vital importance to the club and must be updated at regular intervals as agreed to
and mandated by the committee in league with the President. Its purpose is:
• To act as an extension of our current advertising

• To enhance our club’s professional image
• To offer club information and give the public a favorable impression
• To educate members and potential members
• To increase public awareness of our club’s name and identity
• To compete and strengthen our position in the clubs’ marketplace
• To strengthen brand identification
• To develop a list of qualified prospects
• To make information available to current members
• To explain our events and services
• To encourage potential members to contact us by phone, mail or e-mail
•
To bring in new members to our meetings

• To offer a virtual community, a place where members can interact with the Board
and each other
The website will be regulated by a Webmaster whose duties will be de jure invested in that of the
Public Relations Chair.


Implementation & Strategy
Plan for Promotion
The plan for promotion seeks for:
• The display of club/college approved flyers on every bulletin board on the campus
• The display of club logos and name at events hosted or participated in by club members
• The pre‐promotion of club events and post‐reference of the same
• The participation of members and friends in community and college service projects
Plan for Recruitment
The key to having a successful club is attracting dedicated members who are willing to serve to
better the community. For this to happen, the Members of Committee are instrumental in
recruiting college students and keeping them as members after they have joined the club.
Recruitment is a never‐ending process because there is no such thing as a club with too many
members. Also, the club has to be constantly looking at the future to ensure it will have a solid
foundation. Your club almost always will have turnover every year. Sometimes multiple times a
year due to graduation, traveling abroad, etc. As a club, the minimum goal is to replace those who
will be leaving so we will never have a decrease in membership for the club. Striving to constantly
improve the membership of the club will positively impact many other aspects of the club as well.
The plan for recruitment seeks for:
• The regular dissemination of meeting invitations & informational pamphlets
• The personal inviting of non‐members
Plan for Retention
It is essential to keep members enthused with helping others and staying active in the club. This can
be accomplished in many different ways, from recognizing outstanding members, having socials for
the current members, and giving members special roles in the club. The plan retention seeks for:
• The surveying of feedback from member participation and enjoyment
• The implementation and proposal of changes to the President and the board
• The reminding of current members to attend meetings


Marketing Com Program #1: Club Growth Initiative


Club Growth Assessment Form
Complete the following information annually to evaluate your club’s growth needs
and potential for future growth.
1. What is the total enrollment for your college or university?

_______________________
2. How many other service organizations exist on your campus?

_____________________
3. Will your sponsoring Kiwanis club assist with membership-recruitment efforts?

How?
__________________________________________________________________________
_____
4. Is your club at charter strength of 15 or 20* members?

___________________________
__________________________________________________________________
_____________
5. How many dues-paid members does your club currently have?

___________________
6. How many of your current members will graduate this year?

______________________
7. In the past academic year how many non-graduating members left the club?
_____
8. On an average, how many members typically leave the club annually?

__________
(Because it is difficult to anticipate exactly how many members may leave the club
during the year, you should use an average figure from previous year’s statistics for
this computation.)
9. How many of your members are freshmen? _____ sophomores? _____
juniors? _____ seniors? _____ graduate students? _____


10. What strategies did your club use to recruit new members during the past year?
__________________________________________________________________
_____________
__________________________________________________________________
_____________
11. Which strategies were the most successful? What made these projects
successful?
__________________________________________________________________
_____________
12. Does your club offer a formal orientation program for potential members?
______
13. How much money was spent on membership recruitment this past year?
________
14. How much money was spent on membership orientation this past year?
________
15. How much money has been budgeted for membership recruitment and
orientation for the upcoming academic year?
__________________________________


Club Growth Goal Worksheet
Total Membership Goal
A. Total number of paid members as of April 15 _________
B. Add one to the above number to determine your total membership goal + 1
C. Total Membership Goal: _________
For clubs under charter strength, your total membership goal should be at least 15
or 20*.
Total New Member Recruitment Goal
D. Number of members who will graduate this year
(#6 on Club Assessment Form)
E. Average number of non-graduating members who leave the club annually
(#8 Club Assessment) _________
F. Minimum number of new members your club should recruit this year (D + E)
_________


List of Goals for Growth
• Determine club membership goal.
• Obtain a list of incoming students (especially those involved in Key Club or interested in
community service).
• Send postcards to interested students.
• Ask key club for volunteers to:
o pass out packets;
o gather address/telephone information from prospective members;
o speak about service projects and other events;
o Confirm meeting times/dates for projects.
• Plan plenty of projects and personally invite new members to attend.
• Plan new members’ inductions.
• Plan CKI 101 program.
• Educate about dues.
• Take time and effort to become acquainted with new members.



Basic International Regulations
Logo: Position & Size
When reproduced, the logo and word marks are to appear only in the colors as seen below:
To be placed no larger than 1½ inches wide on anything smaller than a banner.
Logo must always be proportionate as seen below:

It should be placed on a neutral background:
There should be nothing within a half inch of all sides of the logo:


Logo: Colors



Funding For Public Relations & Marketing Committee
The funding for the PR & Marketing Committee should be drawn from a separate account from the
other expenses of the club. Unlike many of the other expenses which are incurred for the upkeep of
the club and are the corollaries of physical assets provided for the direct consumption of the
members, the expenses of the committee cannot be assigned a value in term of assets, but in terms
of potential member increase and the preservation of present member amount.
It has been observed that at the end of ever semester many students leave a large portion, if not
all, of their technology fee service unused. This fee of $50 is automatically incurred by every
student for the use of printing material at the college at the cost of $0.25 per page amounting in
about 200 pages per student. It expires at the end of every semester and thus is a loss for students
in general and thusly, for the club.
It has therefore been suggested and implemented by the Chair, the temporary use, collection
and/or assignment of student accounts for the purpose of club material production and the
prevention of wasted funds. Therefore, at there being 3 weeks before the end of any semester, the
Committee should begin requesting the related information in the future.
This is just one of the ways that have been brought forward to bring about the self‐sufficiency of
the Committee, which incurs a considerable amount of expense which would heavily bring debt to
the club. Another is of course the donations and goodwill of non‐members. The Committee has
therefore created forms expressly for this purpose.



Gallery of Approved Material:
Posters &Flyers


Invitations
Brochures


Donation Sheets

Terms and Conditions:
Donors must be made fully aware that their donations will be used for the upkeep of the Marketing
Program and initiatives of the Marketing & Public Relations Committees of the Circle K Club at the
College of the Bahamas, with any excess remaining of that at the end of an administrative year
being surrendered to the general account of that same named club.
Cash is the only acceptable form of money to be received for these purposes.
All money received by these means will be given to the Treasurer of the said club to be used as a
credit to the PR & Marketing expense account of that same club.
The pages herein must be individually signed one at a time, with each being removed upon
completion and handed to the Treasurer of the said club for the record purposes.
I agree to hold all such things as legal and binding by conscience and the human law.
Marketing & Public Relations Chair Member of Committee
Joshua Scriven Date:_________________________

[M
MARKETING COMMITTEE RULES & G
GUIDELINES]] P a g e | 23

Forr validation of this sponsorship
form and fundraissing contact:
PRccobcki@aol.com with the
nummber listed at the top of the
[234
4568069]] . pagge
Circle K at the Colleege of the Bah
hamas
Name of Memberr ………………………………………
……………………………………….
Marketing Aid &
& Donationss
**Doonors, please nnote: (Do NO
OT continue sp
ponsors on revverse) Total Raissed __________
1) That the m
1 maximum allo
owed sum of donations peer sheet shall be equal to $ $20
2 That no m
2) money in any form can be aaccepted without your siggnature to this form
3 This form should bear the signaturee of the Public Relations O
3) Officer in blue‐penned ink.
Nam
me Contact Total Do
onated Siignature
Amountt
Public Relations 333‐3321


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& Donationss
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Prospective Member Reminder Sheets

Terms and Conditions:
The information to be collected will only be used by the club‐appointed persons to contact any
interested students by the way(s) specified to remind them of weekly or upcoming club meeting or
event and will not be used for any other purpose.

Marketing & Public Relations Chair Member of Committee
Joshua Scriven Date:_________________________


NAME EMAIL STUDENT ID CONTACT NUMBER




COBCKIWEB.SITE.IO
PRCOBCKI@AOL.COM

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M

Circle K International (CKI) is an international collegiate service organization associated

Circle K International is a service organization. The major initiative "Focusing on the

International President: Alec Macaulay (Carolinas District)

International Vice-President: Nadine Muschette (Eastern Canada & Caribbean District)

• Programs to be presented during meetings for upcoming month.

• Deadlines for the submission of Committee Progress Report Forms.

• Deadlines for project sign-ups.

• District, division, and International events.

• Accomplishments of the club and members in the past month.

• Actions taken by board.

• Names of new members.

• To act as an extension of our current advertising

To bring in new members to our meetings

and potential for future growth.

1. What is the total enrollment for your college or university?

2. How many other service organizations exist on your campus?

3. Will your sponsoring Kiwanis club assist with membership-recruitment efforts?

4. Is your club at charter strength of 15 or 20* members?

5. How many dues-paid members does your club currently have?

6. How many of your current members will graduate this year?

8. On an average, how many members typically leave the club annually?

9. How many of your members are freshmen? _____ sophomores? _____

juniors? _____ seniors? _____ graduate students? _____

A. Total number of paid members as of April 15 _________

C. Total Membership Goal: _________

D. Number of members who will graduate this year

(#6 on Club Assessment Form)

E. Average number of non-graduating members who leave the club annually

(#8 Club Assessment) _________

NAME EMAIL STUDENT ID CONTACT NUMBER

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9. How many of your members are freshmen? _ sophomores? _

juniors? ___ seniors? _ graduate students? ___