Rotary International
Public Relations (PR) Grant Application Form for 2006-2007 For
the 2006-2007 Rotary year, the Board of Directors has allocated funds to assist
Rotary clubs and districts in promoting Rotary and improving Rotary’s public image.
Clubs are encouraged to use the funds to place RI prepared TV and radio public
service announcements (PSAs), billboards, banners, and newspaper supplements in
their local newspapers or on local television and radio stations. Each club can
apply for a grant up to $3,000 (US). The
Rotary International Public Image Resource Group area and zone coordinators are
responsible for promoting Rotary’s Public Image campaign to clubs and districts,
and to work with clubs in their outreach efforts to the general public. 1)
PR Grant Qualifications: All clubs are eligible to apply. 2)
Application Procedures
- The district or club PR chair works with
the district governor or club president to evaluate media outreach opportunities
within the area and develop a detailed PR plan.
- Applicants should read the application
and “Terms and Conditions” carefully and include the following information:
- The plan must include budget and vendor
quotes
- Applicants must also review and sign
the “Terms and Conditions for Rotary International Public Relations Grants.”
- The district governor should review
the PR Grant application submitted by clubs in his or her district, and sign the
“Terms and Conditions” document.
The
PR Grant program is meant to be a worldwide program to help clubs promote Rotary
within their region. Funds will be sectioned by region to ensure fairness and
an equitable spread of Rotary promotion across the globe. 3)
PR Grant Application Deadlines
- All grant applications should be submitted
by 31 October 2006
- Decision letters will be emailed to applicants
by 17 November 2006
- PR Grant projects must be implemented
no later then 1 June 2007
4)
PR Grant applications will receive priority when: 1.
The club has procured
in-kind or gratis placements 2.
The club contributes a portion of required funding 3.
The club uses the already produced RI PSA material (http://shop.rotary.org/catalog/product_info.php?products_id=388)
Below are
examples of PR Grant applications that have been approved and denied in the previous
year.
| Approval Examples(not limited to) |
Denial Examples(not limited to) |
| 1)
Billboards | 1)
Construction projects | |
2)
Newspaper/Magazine Supplement |
2)
Internal Rotary club events | |
3)
Radio/TV | 3)
After deadline period | |
4)
Outdoor placements |
4)
No District Governor signature | 5)
Payment Procedures Should
your PR Grant application be approved, you will receive an approval letter with
specifics of what parts of your project have been approved. The club will be
responsible for implementing the PR project and paying the vendor(s) after the
project is completed. Once payment has been made to the vendor, please submit
all three items below for reimbursement. 1.
Proof of performance (photos of billboard, actual supplement run in newspaper) 2.
Original vendor receipt 3.
Copy of invoice from vendor 4.
Payee Information Form filled out completely(form will be included with
approval letter via email) Please
note: RI will not be able to reimburse clubs without all of the three items above.
Once all the items have been received, reimbursement takes a minimum of 15 business
days. All reimbursement requests are due to the Rotary Public Relations Department
by 1 June 2007. Please
send the completed PR Grant applications and reimbursement material via mail,
fax or email to: Rotary
International Attn:
Public Relations Division – PR Grants 1560
Sherman Avenue Evanston,
IL 60201 USA Fax:
1 (847) 866-8237 E-mail:
prgrants@rotary.org Public Relations (PR) Grant Application Form 2006-2007 General
Information: (Please write clearly) Rotary
Club Name: ________________________________Country:________________
Rotary Club District: ____________District Governor: ___________________________
Contact
Name: __________________________________ Fax: ____________________ Email:
____________________________________Telephone: ____________________ *Please make sure email address is valid since RI will
make all contacts regarding your application via email, with the address given
here. 1)
Describe in detail the PR plan for which you are seeking funding (Utilize additional
pages if possible) 2)
What is the name of the vendor(s) (billboard company, newspaper company, radio
station) and the estimated budget for each part of your proposed PR Grant? 3)
In-kind or Gratis placements (Yes or No): ______ If so, what and approximate value: _____________________________________ _______________________________________________________________________ Total
budget for PR effort: $________________ Club
contribution: $________________ Requested
PR Grant funds: $________________ (up to US $3,000) See
next page: Terms and Conditions for Rotary International Public Relations Grants Terms
and Conditions for Rotary International Public Relations Grants
- Applications will be reviewed on a case
by case basis. Districts and clubs will be notified of grant approval or denial
by 15 December 2006
- PR Grants will be awarded only up to
the original approved amount located on the e-mailed approval letter. If actual
services provided cost less than the approved estimate, then Rotary International
will only reimburse the amount of actual expenses. Rotary International is not
responsible for any amounts above the original approved amount noted in the approval
letter.
- Clubs that are awarded PR Grant funds
are required to follow all deadlines regarding run date of campaign and reimbursement
materials
I
have read and agree to this Public Relations Grant Application 2006-2007 and the
above Terms and Conditions for the Rotary International Public Relations Grants Contact
Person and District Governor; please sign below agreeing to above Contact
Name (Print): _____________________________Rotary Title:______________ Contact
Signature: ______________________________ Date: __________________ District
Governor (Print): ______________________________District Number:_______ District
Governor Signature: ___________________________Date:_________________ | 
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Rotary Year 2007/2008
