First United Methodist Church of Coppell
Communications Ministry
Policies and House Style Guide
Updated April 28, 2016
Table of Contents
Introduction and Communications Ministry Overview
3
Communications Policies
4
Tools
5-6
Communications Request Forms
7-8
Timelines and Deadlines
9
Branding
10-11
Style Guide
12-20
2
Introduction of Communications Guide
The Communications Ministry Policies and House Style Guide (Communications Guide) is a
living document that will be updated as needed. A copy of the Communications Guide is
available on the website (FumcCoppell.org/information/communications), the church’s P drive,
and from the director of communications (DOC).
Communications Ministry Overview
The mission of the Communications Ministry at First United Methodist Church Coppell is to bring
the church vision, mission, and values to life. This can be accomplished through effective and
easy-to-use communication tools, with an effort to simplify and promote information to our
members, guests, and external community.
Communication Values
•
Reinforce that we are a unified church with an intention to avoid common ministry silo
effects.
•
Present consistent information in a comprehensive and simple content, style, and
method that is visible and easy for a guest or member to understand.
•
Be mindful that provided information is not unnecessarily redundant—providing too
much information can be as ineffective as too little.
•
All forms of communication should reflect an identity with FUMC Coppell and support our
mission to be a church family making disciples of Jesus Christ for the transformation of
the world by Gathering for Worship, Growing in Grace, and Going to Serve.
3
Communications Policies
•
Communications Request Form
o A Communications Request Form (CRF) is the first step required for promoting
ministry programs, events, etc. All programs and events must be on the church’s
calendar. See samples on Page 7-8. A fill-in CRF can be found on the church
website or the P drive at Communications/Communications Request Form. See
Deadlines and Timelines on Page 9.
•
Branding
o Consistency is key to brand identity. Repetition makes it possible for people to
recognize the look and feel of a brand. Branding includes but is not limited to the
use of a vision statement, colors, typography, images, logos, stationery, videos,
tone of social media posts, and structure of blogs. Branding is something we will
continue to add, evaluate, and fine-tune in the weeks and months ahead.
Elements of current branding are detailed on Pages 10-11.
•
Proofing
o All materials created need to go through a proofing process that is reviewed by
two or three people, including the DOC and someone in the ministry area
requesting the materials. *Materials will be reviewed for format, spelling, clarity
and accuracy of content, and acknowledgment of borrowed material. (*Some
items may be exempt.) Please schedule a review with the DOC and allow two
days or longer—the time needed will depend on the length of the materials and
other projects that are already in progress.
•
Graphics
o Images used should not infringe on copyright issues. We have a number of
resources available to use for graphics. (Contact DOC for resources.)
o Once a church-wide graphic has been finalized and is in use, it should not be
edited or changed without approval by the DOC.
•
Citing Sources
o To avoid plagiarism of information received from outside sources, include a
reference of acknowledgement in the material.
•
Promotions
o Only programs, events, and missions affiliated with FUMC Coppell will be
promoted through the church.
•
Providing Contact Information on Materials
o All promotional materials should contain at least one form of contact: website
address, and more where applicable to include contact name and email, phone
number, and church address.
4
Tools
•
Banners
o Exterior banners per city permit. Limit of 14 days per permit, and banners cannot
be switched out during that 14-day permit period.
o Interior banners: table top and freestanding vertical stands.
•
External Media
o Includes newspapers, online news outlets, Chamber of Commerce publications,
North Texas UMC Conference website, social media, etc.
•
Graphics
o Reflects affiliation with specific ministry and FUMC Coppell.
o Should be copyright free or used with permission by the original artist or graphic
designer.
•
Monthly Newsletter
o Published on or near the first of each month, the newsletter will highlight articles
about different ministry areas. The publication is available on the website,
through e-blast, and as a printed copy. (The newsletter will not be published in
July.)
•
Printed Materials
o Includes brochures, postcards, and flyers. Flyers should not be taped on the
walls, doors, or windows of the church. Check with the DOC for availability to
place information on bulletin boards or at the Welcome Desk. To set up a
Sunday table in Wesley Hall to display this information, please email Gary
Morris by Thursday at [email protected].
•
Slides
o Hallway and worship announcements.
•
Social Media
o Includes Facebook and Twitter. Will look to expand to include other social media
platforms.
•
Video
o We currently use a freelance videographer to shoot and edit videos.
•
Website
o This tool needs to be effective to attract guests. The website shall provide:
 An enhanced ability for search engine optimization.
 A flexible template that will allow us to add plugins to extend and expand
the functionality of the website.
5
•
Weekly e-News
o This should reflect what’s coming up on Sunday and in the week ahead, with a
limit of events and programs that are further out on the calendar. Church-wide
events will take top priority with being repeated more frequently.
•
Worship Bulletin Announcements
o This is printed weekly as well as for special worship services held throughout the
year. Bulletin announcements (BA) should be short with an instruction to find
more information on the church’s website. Space is limited for BA, and event
information that is not church-wide will be not be printed more than two weeks in
a row in order to keep the content fresh and to accommodate more
announcements in the limited space. There is no guarantee that your submission
will be printed—everything is subject to final approval by the DOC. Approval is
based on priority of other items submitted, content, and space restrictions.
6
FUMC Coppell Communications Request Form for a Program or Event
Today’s Date:____________________ Sponsoring Ministry & Staff Liaison:_______________________
Event Name:_________________________________________________________________________
Date of Event:______________ Time Event Begins:______________ Time Event Ends:_____________
Location of Event:_____________________________________________________________________
Event Fee?  Yes  No
If yes, how paid?
Childcare Available?  Yes  No
Publicity Checklist
Turn in Communications Request Form with minimum of eight weeks lead-time for a church-wide
program/event and six weeks for a ministry program/event. See attached timelines and deadlines
for details. Due to the volume of requests we receive that often overlap in areas of publicity, we reserve
the right to determine which tools of communication will be used and when.
Bulletin
 Yes  No
Video
 Yes  No
Weekly E-Blast
 Yes  No
Flyers
 Yes  No
Postcards
 Yes  No
Mo. Newsletter (max 350 words)  Yes  No
Graphic (new)
 Yes  No
Brochure
 Yes  No
Hallway Promo Slides
 Yes  No
Social Media
 Yes  No
Worship Announcement Slide
 Yes  No
Website
 Yes  No
Banner (Exterior)
 Yes  No
External Media
 Yes  No
Banner (Interior)
 Yes  No
Proofing of ministry materials (list):
Required
Describe event or activity OR attach information. Think who, what, when, where, and why. Info
subject to edits at the discretion of the Communications Ministry. Return form to
[email protected].
Contact Details
Person Making Request:________________________________________________________________
Email Address:_______________________________
Phone Number:__________________________
7
FUMC Coppell Communications Request Form
(Non-Program Non-Event/)
Use this form to promote information that is not a program or event. Examples: committee meeting, an
ongoing collection for the different missions (like Austin Street), ongoing Confirmation activities, etc.
Submit this form at least two weeks in advance of when you want the information to be promoted
via the bulletin, e-blast, and website. See attached timelines and deadlines for details.
Due to the volume of requests we receive that often overlap in areas of publicity, we reserve the right to
determine which tools of communication will be used and when.
Today’s Date:____________________ Sponsoring Ministry & Staff Liaison:_______________________
Required
Describe event or activity OR attach information. Think who, what, when, where, and why. Info
subject to edits at the discretion of the Communications Ministry. Return form to
[email protected].
Contact Details
Person Making Request:________________________________________________________________
Email Address:_______________________________
Phone Number:__________________________
8
Timelines and Deadlines
Communications Tool
Lead Time for Programs/Events
Communications Request Form (CRF)
8 weeks church-wide programs/events
For Programs and Events
6 weeks ministry programs/events
Once the completed CRF is received, the information will automatically go on the website
within a few days, be placed in the upcoming newsletter** (lead time listed below applies),
and included into a rotation for promotion in the bulletin, slides, e-blast, social media, etc.
Lead time to implement specific communication tools:
• External Media
4 weeks
• Video
3 weeks + (varies per project content)
• Printed materials
3 weeks + (varies on content length)
• Graphic Design
3 weeks
• Banner
3 weeks
• Monthly Newsletter
15th of the month prior to publication**
** This lead time is for articles not related to upcoming ministry events and programs, such
as Tom’s monthly article, article highlighting mission of the month, etc.
UPDATES: To update already submitted information: Lead time for updates:
• Sunday Bulletin Announcements (Update)
10 days (Thursday noon)
• Thursday Weekly E-Blast (Update)
1 week (Thursday noon)
• Website (Update)
1 week
• Social Media (Update)
1 week
• Hallway Promo Slide (Update)
1 week
• Worship Announcement Slide (Update)
1 week
Communications Tool
Lead Time
Communications Request Form (CRF)
2 weeks
for Non-Programs and Non-Events
Special Exceptions for promoting something that is not a program or event: To
promote a committee meeting, an ongoing collection for the different missions (like Austin
Street), ongoing Confirmation activities, etc., submit information via the CRF for nonprograms and non-events for publicity in the bulletin, e-blast, and website. (**Newsletter
submission info listed above applies here.)
Explanation for the Communications Request Form Lead Time: When we publicize a
program or event, the intentional end goal is to reach as many people possible, internally
and (sometimes) externally. The key to reaching the widest audience possible is having the
time to put all the publicity tools in place well in advance of the program/event.
Example of lead time needed:
 XYZ Ministry Event is Wednesday, April 27.
 CRF submitted Wednesday, March 16 (exactly six weeks in advance of program).
 An external banner is requested. With a lead time of three weeks to create and print,
the banner would be ready three weeks in advance of April 27, and the city only allows
the banner to hang 14 consecutive days. So, essentially the banner would hang two
weeks in advance of the program date. (If another banner is not already scheduled.)
Deadlines for special seasonal worship bulletins and newsletters will be provided later.
Due to the volume of requests we receive that often overlap in areas of publicity,
the Communications Office reserves the right to determine which tools of
communication will be used and when. Questions? Contact Kari Milam at
[email protected].
9
Branding
Logos and Colors
Logo Use
• Acceptable uses of the logo:
o Black and white can be used in place of color.
o Logo without tagline can be used.
• Unacceptable uses of the logo:
o Any alterations in font, color, or graphics of the logo.
o Do not change size to compromise the scale of the logo.
10
Color Palette
= RGB
242, 101, 34 (CMYK 0, 75, 100, 0)
= RGB
190, 30, 45 (CMYK 15, 100, 90, 10)
= RGB
165, 11, 28 (CMYK 0, 100, 88, 36)
= RGB
247, 148, 30 (CMYK 0, 50, 100, 0)
Typeset
•
•
•
•
The primary content font is Verdana for all marketing and communications.
o The font size should be 10 pt.
o Body copy should be upper and lower case.
Typeface for the church name is Philosopher and the tag line is Pristina.
Secondary font is Tahoma.
Web font is Verdana.
11
FUMC Style Guide
What is a style guide?
The style guide (SG) details standards for branding web and printed materials.
Why do we need a style guide?
Using a consistent style reflects the cohesive and professional quality standards of our church
and makes our message clearer. If there are any questions to how we, as a church, refer to
something, our SG is the one central place where people can find out the preferred way of
presenting a consistent face to the community. While this guide is not comprehensive, it
highlights some common uses and will be updated as needed.
Where do I use these rules?
Use these rules in all FUMC Coppell related materials, including letters, emails, email
signatures, website content, banners, signage, flyers, graphics, postcards, brochures,
nametags, and T-shirts. (While there will always be an exception to the rule, the rule should not
become the exception.)
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A
Abbreviations and Acronyms
Be cautious of using abbreviations and acronyms that might be very familiar to you but may not
necessarily be known to the reader. As a general rule, all terms that can be expressed as
abbreviations and acronyms should be written in full at first mention, followed immediately by
their abbreviation or acronym in brackets. (i.e. First United Methodist Church Coppell as FUMC
Coppell) Avoid overuse of acronyms, as they can look awkward and clutter up the text with
initials.
Ampersand (&)
Always write the word “and” in publication titles, headings, and normal text. Only use the
ampersand if it is used as part of a company’s name and some accepted abbreviations.
Exceptions: Repeated listing of information regarding service or class/program times, such as
8:30, 9:30 & 11:00 a.m. services
Apostrophe
Apostrophes have two main uses: To show possession or mark the omission of one or more
letters, as in contractions such as don’t, can’t, and we’ll.
• Singular and plural: To show possession or belonging when the possessor is a single
thing, add an apostrophe before the letter “s,” as in “the student's Bible.” However, if the
possessors are plural and the word already ends in the letter “s,” you add an apostrophe
after the final “s,” as in “the girls’ Bible study.” When plurals don’t end in “s” (men,
women, children, people) you use an (‘s), as in the Children’s Ministries.
• Names ending in “s”: To show possession, add an apostrophe after the “s.” Example:
Jesus'
• Numbers, dates, letters and abbreviations: Do not use apostrophes in the plural form
of numbers, dates, letters, or abbreviations. Example: 1990s
• Time and money: Use apostrophes in time and money references. Examples: We will
meet in one hour’s time. I am taking a week’s vacation.
B
Bullet Points
Bullets are meant to draw attention to a piece of information and should convey key points only.
They are ideal for lists and should be fairly short and punchy in style. Begin bullet points with a
capital letter and punctuate at the end for phrases or full sentences. The text that introduces the
bulleted list must agree grammatically with each bullet.
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C
Capitalization
Initial capital letters make a word or words specific in their reference, such as making a
distinction between a sanctuary (a nature reserve, as in a bird sanctuary) and Sanctuary (a
venue of worship). NEVER USE ALL CAPS WHEN SUBMITTING SOMETHING OR
PUBLICATION OR PROMOTION.
In the context of the church, capitalize words using the following guidelines:
• Capitalize “Bible” when referring to the Scriptures in the Old Testament or the New
Testament. Also, capitalize related terms, such as the Gospels, Gospel of St. Mark, the
Scriptures, and the Holy Scriptures.
• Lowercase "biblical" in all uses.
• Departments and Ministries: Capitalize a specific reference, such as Children’s
Ministries.
• Capitalize the proper names of monotheistic deities: God, Allah, the Father, the Son,
Jesus Christ, the Son of God, the Redeemer, the Holy Spirit, etc.
• Lowercase pronouns referring to the deity: he, him, his, thee, thou, who, whose, thy, etc.
• Life of Christ: Capitalize the names of major events in the life of Jesus Christ in
references that do not use his name: The doctrines of the Last Supper, the Crucifixion,
the Resurrection and the Ascension are central to Christian belief.
• Use lowercase when the words are used with his name: The ascension of Jesus into
heaven took place 40 days after his resurrection from the dead.
• Apply the principle also to events in the life of his mother: He cited the doctrines of the
Immaculate Conception and the Assumption. But: She referred to the assumption of
Mary into heaven.
• Rites: Capitalize proper names for rites that commemorate the Last Supper or signify a
belief in Christ's presence, such as the Lord's Supper, Holy Communion, and Holy
Eucharist.
• Lowercase the names of other sacraments: baptism, matrimony, etc.
• Rooms: Capitalize this when used to list a specific room. Example: Room 125.
• Worship Venues: Capitalize places of worship, such as Sanctuary or Modern Worship.
• Other words: Lowercase heaven, angel, cherub, an apostle, etc. With "Sunday school,"
only capitalize the word "Sunday."
Colon
A colon separates two clauses that are logically related, fulfilling the same function as the
following words and phrases: as, as follows, because, for example, such as, that is, therefore,
etc. The most frequent use of the colon at the end of a sentence is to introduce lists, texts, etc.
Capitalize the first word after the colon only if it is a proper noun or the start of a complete
sentence.
14
Comma
The comma is used in a wide range of ways to structure sentences and clarify meaning. For
example:
• To separate clauses within a sentence.
• Between adjectives that qualify a noun in the same way.
• To separate items in a list of more than two items.
• To mark the beginning and end of a parenthetical word or phrase; for example: Tom
Palmer, senior pastor of FUMC Coppell, leads a Bible study on…
• Before a quotation, although a colon can be used for an increased weight of sentence.
Example: In Matthew 19:14, Jesus said: “Let the little children come to me, and do not
stop them …”
• In numbers of four or more figures, as in 4,500.
Oxford Comma (also referred to as Serial Comma). This optional comma is used
before the word “and” at the end of a list. Example: The flag is red, white, and blue. The
use of this comma varies among style guides and tends to be a controversial topic. For
our purpose, we will use this comma.
Composition Titles
The following applies to titles of books, songs, plays, and musicals:
• Capitalize principal words, including prepositions and conjunctions of four or more
letters.
• Capitalize an article (a, an, the) or words fewer than four letters if it is the first or last
word of a title.
• Put quotation marks around the names of works, except the Bible and books that are
reference materials, such as handbooks, directories, and similar publications.
Contact
When listing a point of contact in publicity information, use the following format: Contact Alan
Hitt at [email protected]. Eliminate the use of “Please,” “For more information,” or “If
interested.”
D
Dates/Months/Years
• Use Arabic figures, without st, nd, rd or th.
• Capitalize days of the week and do not abbreviate.
• Capitalize names of months and spell out when used alone or combined with a year. Do not
use a comma to separate the month from the year.
• Abbreviate when a month is used with a specific date. Examples:
• January 2016
• Friday, Nov. 16
• Dec. 21, 2016
15
E
Ellipsis
This is the omission of words and consists of three full stops (…) used to mark that omission.
Treat an ellipsis as a three-letter word, constructed with three periods and two spaces.
• When used at the end of an incomplete sentence, a fourth full stop is not required.
• Use an ellipsis to indicate the deletion of one or more words in condensing quotes, texts,
and documents.
• An ellipsis also may be used to indicate a thought that the speaker or writer does not
complete.
• If the words that precede an ellipsis constitute a grammatically complete sentence, either
in the original or in the condensation, place a period at the end of the last word before
the ellipsis. Follow it with a regular space and an ellipsis.
• When used following a question mark, exclamation point, comma, or colon, the
sequence is word, punctuation mark, regular space, ellipsis: Will you come? ...
• When material is deleted at the end of one paragraph and at the beginning of the one
that follows, place an ellipsis in both locations.
Email
Use all lower case letters in the email address: [email protected]
Email Signature
Staff members should use an email signature like the following that contains your full name,
title, church name, church address, phone number, your email address, church website, and
confidentiality notice. You may use a font of your choice for how you sign your name, but keep
the rest of the fonts used consistent.
Blessings,
Kari
Kari Milam
Director of Communications
First United Methodist Church
420 S. Heartz Road
Coppell, TX 75019
972-462-0471, ext. 200
[email protected]
FumcCoppell.org
CONFIDENTIALITY NOTICE: This email including attachments is covered by the Electronics Communications Privacy Act (18 U.S.
C. 2510-2521) and contains confidential information belonging to the sender, which may be legally privileged. Nothing contained in
this message or in any attachment shall constitute an Electronic Signature or given legal effect under 44 U. S. C. 3504 P. 1707. The
information is intended only for the use of the individual or entity to which it is addressed. If you are not the intended recipient, you
are hereby notified that any disclosure, copying, distribution or the taking of any action in reliance of the contents of this information
is strictly prohibited. If you have received this electronic transmission in error, please immediately notify us by phone or arrange for
the return of the transmitted information to us.
16
Em Dash & En Dash
An em dash (—) is about the width of the letter “m.” Use sparingly in formal writing. Em dashes
may replace commas, parentheses, colons, and semicolons to convey an added emphasis,
interruption, or abrupt change of thought. No sentence should contain more than two em
dashes. Spaces are not used before or after the em dash. Example: The students—eager to go
on the mission trip—showed up 45 minutes early.
• The traditional typewriter format for an em dash uses two hyphens (--). However, the
following is the short cut to create an em dash on computers: PC: Type the first word or
number, then hold down the ALT key while typing 0151. Next, type the second word or
number. MAC: Hold down the following keys at the same time: shift + option + "-"
An en dash (–) is longer than a hyphen and about the width of the letter “n.” It should be used
for period of time when you might otherwise use the word “to.” No spaces are used before or
after the en dash.
Examples: August–December; 2012–2013
• To create an en dash: PC: Type the first word or number, then hold down the ALT key
while typing 0150. Next, type the second word or number. MAC: Hold down the following
keys at the same time: option + "-"
Exclamation Points
Use this form of punctuation sparingly—don’t use more than one at a time and limit the use to
one per article.
F
First United Methodist Church of Coppell
Spell out the first time used in a document/article and abbreviate as FUMC Coppell for the
remaining references. Don’t abbreviate as First Church Coppell, First Church, or First UMC
Coppell.
Fonts/Typography
Currently used typography is on Page 10. Using multiple fonts within a document should be
limited to no more than three overall, and fonts should not be mixed in headlines, subheads,
and paragraphs.
Full Stop (Period Punctuation)
A full stop is used at the end of all sentences that are not questions or exclamations.
Full stops are not needed for:
• Headings (whether in text or tables)
• Sub-headings
Do not use in abbreviations or acronyms or in initial letters.
17
H
Hyphen
Hyphens are used:
• To join two or more words to form a compound expression.
• To join a prefix to a proper name or date, as with mid-1990s.
• To separate a prefix from the main word to avoid confusion with another word, as in “re-cover
the chair with material” to distinguish it from “recover the costs.”
• To prevent misunderstanding by linking words. For example: a “little-used book,” as opposed
to “a little used book.”
I
Italics
Italics are used:
• As a method of emphasising or distinguishing words, but use sparingly.
• Do not use italics in combination with quotation marks with quoted material. (Use one or
the other.)
L
Logos
We will continue to use the logos we have and will evaluate as needed.
M
Ministry Names
Capitalize all ministry names and include “Ministry” or “Ministries” (where applicable)
in the name.
N
Name Badges
Permanent staff badges will include the person’s full name, title, and the church’s name and
logo at the very bottom. Ministries can also add their logo on the badge. Permanent volunteer
badges will have the church’s name and logo at the bottom.
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Numbers
Write words for numbers from one to nine and use figures for all numbers 10 and up. Avoid
starting a sentence with a figure—write the number in words.
The following are expressed in figures only:
• Dates
• Money
• Time of day, when followed by a.m. or p.m.
• Page numbers
P
Parentheses
Parentheses (round brackets) are used:
• As a means of definition, explanation, reference, or translation.
• To supply ancillary information such as abbreviations and references.
• When using reference figures or letters within text, such as (a), (b), (c).
R
Religious Titles
The first reference to a member of clergy should normally include a capitalized title before the
individual's name. On the second reference, use only the first name. For church staff who are
not ordained clergy, set the title apart from the name by commas. Capitalize the formal title of
an office only if used directly before the person’s name. Examples: Senior Pastor Tom Palmer;
Tom Palmer, senior pastor at FUMC Coppell.
S
School Grades
In reference to school grade levels, spell out numbers under 10, such as grades six to 12.
However, use numbers in the abbreviated forms, such as K-6 (with a cap K). Hyphenate in
combing forms. Examples: fourth-grade student, 12th-grade student, first-grader.
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T
Telephone
Use hyphens, not periods. Example: 972-462-0471, ext. 214.
Time of Day
Use figures except for noon and midnight. Use a colon to separate hours from minutes. The
time of day is always written with a space between the time and lowercase a.m. or p.m.
Example: 9 a.m. and 10:15 p.m.
Website Address
W
List as FumcCoppell.org. (Don’t put www in front of it.)
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