Document Number: DWU-PRO-003-CM Revision Number: 1 Approved By: Carole R. Davis Effective Date: 05-25-10 Description of Last Initial Release Change: Document Title: Water-Wise Landscape Seminars Manual WATER-WISE LANDSCAPE SEMINARS MANUAL
WATER-WISE LANDSCAPE SEMINARS MANUAL A. LOCATION AND SPEAKERS... Page 1 B. ADVERTISING AND PUBLICITY... Page 2 C. PRE-SEMINAR PREPARATION... Page 11 D. SEMINAR DAY... Page 14 E. POST-SEMINAR... Page 15
A. LOCATION AND SPEAKERS 1. Contact community college (e.g., Richland College, Brookhaven College or Mountain View College to see which dates their Performance Hall is available (and if needed, classrooms for MicroTalks, etc.). 2. Confirm availability/preference of speaker(s) for the available dates at community college (and if seminar has MicroTalks, contact Dallas County Master Gardeners regarding seminar date, as well as Stormwater Management). 3. Contact community college to book Performance Hall for preferred date. 4. Send list of audio/visual (e.g., laptops, screens, pointers, microphone, podium, etc.) and materials needed (e.g., tables, chairs, easels, etc.) to community college. Water-Wise Landscape Seminars Brookhaven College Monica Taliaferro (972) 860-4805 monicat@dcccd.edu Mountain View College Marci Garrott (214) 860-3686 mgarrott@dcccd.edu Turf Seminar Richland College Mary Jo Dondlinger (972) 238-6340 (972) 880-7824 (cell) mdondlinger@dcccd.edu Dr. James McAfee - Texas AgriLife Extension Service (972) 231-5362 j-mcafee@tamu.edu 1
B. ADVERTISING AND PUBLICITY 1. Bill Insert a. Develop text and artwork for bill insert. b. Obtain any needed logos from seminar sponsors. c. Note: The bill insert must also be translated into Spanish and a publication number obtained from the Public Information Office. d. The bill insert will be mailed out to all DWU customers. e. After receiving copies of bill inserts, distribute copies within City Hall (first floor in display racks located in the Water Utilities Lobby and by the Driver s License office and in front of Parks and Recreation Department). f. Send predetermined number of copies to seminar sponsors. 2. City of Dallas Websites a. Have DWU Display Artist update the seminar map (and when necessary the lunch map) in PDF format. b. Send seminar maps (location and lunch in a single PDF file) to the Webgroup (webgroup@dallascityhall.com) to be uploaded to Events column on SaveDallasWater.com in English and Spanish; on http://www.dallascityhall.com/dwu/water_utilities.html and the Around Town column on DallasCityHall.com and the Por la ciudad column on the AlcaldiaDeDallas.com. c. Send seminar information to Webgroup to be placed on the Water-Wise Landscape Seminars page (http://www.savedallaswater.com/wwls.html) including hyperlinks to seminar maps and to the online registration form at http://www.ci.dallas.tx.us/forms/water_conservation_seminar.html (which should also be updated). d. (http://www.savedallaswater.com/index_english.htm) and on Water-Wise Landscape Seminars page (http://www.savedallaswater.com/wwls.html). 3. Newspaper/Web Ads a. Contact newspapers/websites where ads are to be placed and inquire about costs for ads (usually 2 x6 for newspapers), run dates and artwork deadlines; preferred formats for sending artwork; obtain circulation statistics for day/section ad will be run or web hits; and confirm column inches sizes for a 2 x 6 ad). b. Develop ads according to size dimensions for each publication and whether it is a black & white or color ad. c. Save ads in required format and send to newspapers/websites according to deadline dates. d. Note: Water Conservation has an account with the Dallas Morning News (Acct. #023801702 - also includes Quick and Al Día). 4. Broadcast E-mails a. Send a broadcast e-mail to the Water-Wise Landscaping mailing list (including irrigator s e-mail list). b. Write/update text for e-mail to be sent to City of Dallas employees and send to Water Conservation Division Manager for approval and then to DWU A.D. who must send it to announcement2@dallascityhall.com. c. Send broadcast e-mail to the Public Information Office for them to send to e-mail list of homeowner and neighborhood associations. 2
5. Flyers/Posters a. Develop artwork for flyers/posters and save in PDF format. b. Print out flyers on color copier. c. Flyers to be distributed in City Hall, libraries and recreation centers or other City departments must be approved by Human Resources (Rm. 6AS). Must fill out City Hall Bulletin Boards form. d. Posters (11 x 17 ) can be printed by DWU Display Artist. e. Distribution City Hall (23 flyers) Flyers - Bulletin boards (Note: There are no bulletin boards at Red elevators Floors 2 & 3; Green elevators Floors L1 & 1; Blue Elevators Floor 1. Posters - bulletin board by Red elevators Library (33 flyers) Deliver to Central Library Receiving/Delivery at L1 by the loading dock. Parks and Recreation (47 flyers) Deliver to Parks and Recreation receptionist desk for distribution at 6FN in City Hall. Contact previous sponsors, garden associations and other customer cities and see if they can put up a poster at their location. 6. Other Websites a. City of Dallas websites GreenDallas.net - Community Green Events Calendar (http://greendallas.net/community_calendar.html). Send to Office of Environmental Quality. City of Dallas - Around Town column (http://www.dallascityhall.com/) and Por la Ciudad column (http://www.alcaldiadedallas.com/). Send information to WebGroup including link to http://savedallaswater.com/wwls.html and square photo representative of the seminar (usually same as one used in bill insert. City of Dallas Stormwater Management - News/Special Events http://www.wheredoesitgo.com/news.html). Also have Inside the Inlet newsletter. Send to Stormwater Management at stormwater@dallascityhall.com. Dallas County Master Gardeners (http://www.dallascountymastergardeners.org/index.php?option=com_gcalendar&view=g calendar&itemid=19) Texas AgriLife Extension Service - http://dallastx.tamu.edu/page.asp?o=tamu&s=dup&p=285418). Send to Dale Groom (dalegroom@tamu.edu) and Sandra Montgomery shmontgomery@ag.tamu.edu. Town of Addison http://www.addisontx.gov/ rlee@addisontx.gov b. Other websites to be sent seminar information: Coppell Community Garden Website http://www.coppellcommunitygarden.org/calendar/index.php pres@coppellcommunitygarden.org Dallas Green Zine 3
http://www.northtexasgreennews.com/ robin@dallasgreenzine.com Dallas Morning News - Garden Calendar http://www.dallasnews.com/ 14 days before. Send e-mail to home@dallasnews.com Dallas Observer http://www.dallasobserver.com/search/events.php http://www.dallasobserver.com/feedback/submitanevent DFW International http://www.dfwinternational.org/calendar/submit.php Garden Design Online - Happenings (also have newsletter) http://www.gardendesignonline.com/gardendesignonline/events/ info@gardendesignonline.com Gardeners in Community Development http://www.gardendallas.org/gicd%20public%20calendar.htm grower@flash.net Gardening in Texas http://calendar.gardenweb.com/addform.cgi Modern Dallas http://www.moderndallas.net/ jlevine@moderndallas.net Native Plant Society of Texas http://www.npsot.org/ carol@feldmandesign.com Nativerave http://nativerave.blogspot.com/ nativedaveinc@gmail.com Neil Sperry s Gardens http://www.neilsperry.com/e-gardens/ Send information for newsletter to: e-gardens@sperrygardens.com North Texas Council of Governments Website http://www.nctcog.org/envir/events/index.asp Will go through an approval process North Texas Master Naturalist http://ntmn.org/new/index.php?option=com_events&itemid=3 webmaster@ntmn.org TexasSmartScape http://www.txsmartscape.com/northcentraltx/calendar/index.asp# 7. Giveaways/Literature a. Decide on which giveaways, prizes and literature to be distributed at seminar. b. Set aside giveaways in storage closet in advance in order to ensure adequate supply. c. If giving away copies of Bonnie Reese s Common Sense Landscaping book decide on number and contact her and get sales invoice in order to obtain a Purchase Order. 4
Bill Insert (English) 5
Bill Insert (Spanish) 6
Water-Wise Landscape Seminars Online Registration Form 7
City of Dallas Employee Announcement FREE Water-Wise Landscape Seminars Saturday, March 20, 2010 9:00 a.m. to 5:00 p.m. Brookhaven College Performance Hall - 3939 Valley View Lane, Farmers Branch, TX 75244 (Click here to see a campus map and nearby restaurants map.) Seminars sponsored by Dallas Water Utilities-Conservation Division, City of Dallas Stormwater Management, and Brookhaven College. Landscape designer and author Bonnie Reese will be the speaker at both sessions. The first 100 attendees at each session will receive a copy of Ms. Reese s book, Common- Sense Landscaping. Attendees can also enter a drawing for a free 60-gallon rain barrel at the end of each session. Water-Wise Landscape Design 101 9 a.m. to 12:30 p.m. Whether you have a new landscape or plan to update an existing area, it is critical to begin with a good design. This program teaches the principles of landscape design with an emphasis on how to create a beautiful landscape that will save resources - natural and financial! Fantastic Plants for North Texas 1:30 p.m. to 5 p.m. Using colorful photographs, Bonnie demonstrates the natural beauty of native and adapted plants that thrive in the North Texas region. Learn when, where and how to plant each of the recommended plants, their size and height at maturity, seasonal color, texture and more. This program provides information on trees, shrubs, vines, perennials, groundcovers and turf grasses. Making a reservation Space is limited, so please register online at SaveDallasWater.com or by calling (214) 670-3155. Let us know which seminar(s) you would like to attend, and how many will be attending in your group. Approved by: [DWU A.D.] Please do not reply to this message. If you have questions or comments, refer to the contact information in this message. 8
Broadcast E-Mail Plan to attend one or both of our FREE seminars Saturday, March 20, at the Brookhaven College Performance Hall, 3939 Valley View Lane, Farmers Branch 75244. For directions click here to see a campus map. Landscape designer and author Bonnie Reese will be the speaker at both sessions. The first 100 attendees at each session will receive a copy of Ms. Reese s book, Common-Sense Landscaping. Attendees can also enter a drawing for a free 60-gallon rain barrel at the end of each session. Water-Wise Landscape Design 101 Saturday, March 20 9 a.m. to 12:30 p.m. Whether you have a new landscape or plan to update an existing area, it is critical to begin with a good design. This program teaches the principles of landscape design with an emphasis on how to create a beautiful landscape that will save resources - natural and financial! Fantastic Plants for North Texas Saturday, March 20 1:30 p.m. to 5 p.m. Using colorful photographs, Bonnie demonstrates the natural beauty of native and adapted plants that thrive in the North Texas region. Learn when, where and how to plant each of the recommended plants, their size and height at maturity, seasonal color, texture and more. This program provides information on trees, shrubs, vines, perennials, groundcovers and turf grasses. Making a reservation Space is limited, please register online at SaveDallasWater.com or by calling 214/670-3155. Let us know which seminar(s) you would like to attend, and how many will be attending in your group. Seminars sponsored by City of Dallas Stormwater Management, Dallas Water Utilities Conservation and Brookhaven College. If you do not wish to receive future e-mails informing you of water conservation events sponsored by the City of Dallas, click here and type unsubscribe on the subject line. 9
City of Dallas HR Bulletin Board Approval Form 10
C. PRE-SEMINAR PREPARATION 1. Contact seminar participants by e-mail to remind them of the seminar and to contact us if they will be unable to attend. 2. Develop a list of materials and giveaways to be distributed at seminar. Provide the list for Office Assistant 2 to pull the week of the seminar. 3. Print out copies of Bonnie Reese s Fantastic Plants List for each registered participant and copies of lunch maps depending on number of attendees who registered for both Water-Wise Landscape seminars. 4. Print out Water-Wise Landscape e-mail sign-up form. 5. Print out Water-Wise Landscape Seminars registration list(s) and signs. 6. Place directional signs at community college the day before the event. Place signs only on community college property. 11
Water-Wise Landscape Seminars Registration Form 12
E-mail Address Sign Up Sheet 13
D. SEMINAR DAY 1. Transfer Water Conservation Hotline number to division cell phone (214) 670-3155. 2. Bring phone numbers of community college employees helping with event set up or management. 3. Bring the pop-up display unit (2 red carrying cases). 4. Bring office supply kit. 5. Bring clipboard with Water-Wise Landscape e-mail sign-up forms. 6. Bring Water-Wise Landscape Seminars registration list(s) and signs. 7. Bring tickets and giveaways for drawings. 8. Take down directional signs after last break. 14
E. POST-SEMINAR 1. Return and store seminar materials in Hotline Room or storage closet on L2. 2. Release Water Conservation Hotline from call forwarding to Division cell phone. 3. Remove flyers and bill inserts from City Hall bulletin boards and kiosks. 4. Remove seminar information from Events column on SaveDallasWater.com, DWU website and DallasCityHall.com. 5. Record seminar attendance. 15