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## PRO
#### Nanda Vinayakrishnan
### Duties
Your duties as a Public Relations Officer are usually to promote the society and its events.
As part of this, you might have to take photos at events, reply to direct messages on social media, and post on social
media.
#### General Overview
You will need to at least have three of the following things done for **every single** event.
I recommend using a per-event checklist, maybe a Notion page or whatever suits you.
It needs to have:
- [ ] Wolves
- [ ] Email
- [ ] Discord
- [ ] Poster (Optional)
- [ ] Social Media
More elaboration on what each of these sections entails is below.
Part of your job will also involve delegating some of these tasks to other folks, like your Assistant PROs.
Trying to do everything yourself is a recipe for burnout.
##### Wolves
- **Every** event needs to be posted up on Wolves.
- Familiarize yourself with the Committee Panel on ulwolves.ie, especially the "Events" section.
- For each upcoming event, you need to navigate
to https://cp.ulwolves.ie/manage/events/add and fill out the form.
- For the "Description" section, you can copy and paste the email or discord announcement (removing things like the "
```@everyone```" tag).
- Every event needs to be bookable, so click on the "Book on UL Wolves" radio button in the "Pre-Booking" section. You
don't need tickets (unless its big events like PyCon) or booking notifications.
- Leave all settings as default with respect to bookings, unless otherwise specified.
- (Consult with the Treasurer if you need to charge for tickets, if so, how much, and how to handle the money.)
- Once you've created the event, go to https://ulwolves.ie/whatson, filter by "Computer" and check that the event is
listed.
- Click on the event and copy the link, and put it in your discord, email, poster (as a QR code), and social media posts
and tell people to book on it.
- More people booking on Wolves is better for record-keeping.
##### Discord
- **Every** event also needs to be announced on Discord.
- The society usually conducts most communication and activity on Discord, so you should try to point people
to https://discord.skynet.ie as much as you can. Especially in the beginning of the year.
- Every announcement begins life as a thread in the "pro-forum" channel in the Committee Discord. You'll need to create
a new post on the forum with the format as follows: ```YYYY-MM-DD {Event Name} Comms``` with the date referring to the
date of the event.
- For example, if the event is a capture the flag on the 1st of October, the post should be titled
```2025-10-01 CTF Comms```.
- In the thread, you want to link to the committee forum thread in the first post and any important information you
might need to make an announcement off of.
- Start making a base announcement, there isn't a specific format but usually ours followed something like this:
```
Hey everyone/@everyone,
{Quip about the event}
We'll be having {Event Name} on {Day} the {Date} of {Month}.
It will be held in {Location} at {Start Time : End Time}. [WRITERS NOTE: TRY NOT TO USE 24HR IT CONFUSES NORMAL PEOPLE]
See you then!
Book your slot on Wolves: {Wolves Link}
[Any other important links] [P.S. Do not use embeds, have the links out there. People wouldn't feel secure clicking on a random link they cant see at first glance in an email]
```
- Ideally you want to include more than just the base format, you don't want things getting too same-y
- After making the announcement, put it in the pro-forum thread and wrap it in triple backticks to make it a code block.
This will make it easier to read and copy. (The backtick is usually above your Tab key)
- Post that into the thread, and reply to it with a "@Committee" ping. You will need the assent of at least two other
committee members to post it (one if it's an emergency).
- Being funny in the announcements channel is completely fine, make sure you're not annoying people or making the
announcement difficult to read.
- Don't use the ``@everyone`` tag for stupid reasons, you don't want people to start muting the announcement channel.
##### Emails
- **Every** event should also be announced via E-mail.
- It's completely fine to copy the Discord Announcement and paste it into the email, but make sure to fix the
formatting.
- To make an email, navigate to https://cp.ulwolves.ie/mailbox/computer#compose and click on the "BCC {Number}/{Number}
Active Members (who have opted in to emails)"
- You don't need to add any other users to the email, as the BCC will send it to all members.
- Make sure to include the subject line, which is usually the type of event and what event it is. For example, for
events, we'd have the subject as "``[Event] Capture the Flag``" or "``[Event] PyCon 2025``".
- Every time a link is pasted into the email box, select the link text and click on the "Link" button in the toolbar.
This will make it a clickable link.
- The same requirements as Discord announcements apply, make sure the UL Wolves link is in the email, and make sure to
include any other important links.
- E-mails can't be taken back once sent, so make sure to save things as a draft before clicking "Send" and making sure
you have the assent of committee members.
##### Posters
- Posters can be a bit time-consuming, so you don't need to have one for every single event.
- You absolutely should, if you can, have a poster for your larger events.
- If it's allowed, you can also use preexisting posters for the event as the poster for the event.
- This poster needs to be uploaded on UL Wolves Event Creation page in the "Image/Poster" section.
- Some Guidelines for Poster-Making:
- Make sure to include the following information:
- Time
- Date
- Place
- Event Name
- UL Wolves Booking link QR Code
- 10-word tagline (optional)
- Make sure to use the UL Computer Society Logo, in any corner, usually the top left
- You can include the Time, Date, Place, and Location in the corner of the poster
- When putting information in the corners, make sure it floats off of the corner to prevent cropping.
- Attach the poster as an attachment in the Discord Announcement and the E-mail.
- Make sure to include the poster in the pro-forum thread
##### Non-Discord Social Media
- We have a few social media accounts, but they are not very active.
- We have official accounts on Instagram and LinkedIn, though we usually use the Instagram account.
- People will often try to reach out to us on Instagram direct messages, so make sure to check them regularly.
- You can also use the Instagram account to post about events, but make sure to check with the committee first.
- There isn't an established format for announcing, but since Instagram's visuals-heavy you'd want to only promote
events with posters or good visuals
- Consider handing this to an Assistant PRO, since its really easy to get outstretched with managing insta, discord, and
emails on top of everything.
- LinkedIn has been dead forever, consider not bothering with it or don't, whichever one works.
##### Photography
- Take pictures at most, if not all, events.
- CRUCIAL: ASK PEOPLE FOR PERMISSION TO TAKE THEIR PICTURE. IF NOT, MAKE SURE THEY'RE NOT CAUGHT IN THE ANGLES OF OTHER
PHOTOS.
- You can use these in the budget and for insta posts or other archival stuff.
- The Society has its own camera, so make sure to use it. Also use your own phone camera if needed.
- Take a million pictures of the same scene if you have to, you can get a better chance of a good picture if you do.
##### Registering events on open-governance
- Another part of your job is to archive events that happened on open-governance.
- What you want to do is clone open-governance to your system, navigate to open-governance/Events/{YYYY-YYYY}/ and
create a new file with the name of the event in the format Semester-{Semester Number}_Week-{Week Number}.md.
- At the top will be a title, with one ``#`` followed by the event name, so "``# PyCon``".
- Then you want to create a table with the date, location, time, type, and lead.
- The type is usually either "Technical" or "Social," and the lead is usually the person who organized the event.
- For the "Lead" section, try to use the forgejo handle of the person who organized the event.
- You can use the following template:
```
# {Event Name}
| Date | {Date} |
|----------|----------------|
| Location | {Location} |
| Time | {Start Time} - {End Time} |
| Type | {Type} |
| Lead | {Lead} |
## Overview
{Overview of the event}
## Requirements
{Requirements for the event, if any}
## Promotion
### Email
{Email for the event}
### Discord
{Discord announcement for the event}
### Poster
![Poster]({Poster Link})
```
- Upload any posters to the same directory as the event file, and link to them in the "Poster" section.
- Copy the same filename as the Markdown file, and rename the poster to it.
##### Committee Meetings
- At every committee meeting, there'll be a section for PROs.
- In that section, you want to ask if the previous event has been archived on open-governance and if not, who'll do it.
- Usually that's you.
- Later down the meeting, usually, there'll be a section for upcoming events.
- There, you need to ask yourself (and maybe the assistant PROs too) the following:
- Is the event up on Wolves?
- Is the announcement ready?
- Is any information needed?
- Is the poster ready? Do we need a poster?
- Don't rely on your memory, make sure to write down important stuff in the minutes.
#### Flavors of PROdom
###### Vanilla (Announcement Goblin PRO)
- Typically, has no assistant PROs or just one semi-inactive one.
- Work on emails, discord, and instagram optionally.
- Reply to Direct Messages on Social Media
- Discord
- Instagram
- Photography
- The Society has a camera, and you can use your mobile phone camera
- Once again: Ask for permission to take pictures of people.
- Posters take a backseat, and you can use preexisting posters for events if needed.
###### Marble (Announcement Goblin PRO + PRO who does Posters)
- Person 1:
- Manages Discord and Email
- Person 2:
- Manages Posters and Instagram
This distribution of labor isn't set in stone, you can shift responsibilities around and add and remove some ones.
This is just a suggestion based on a previous way the society's public relations was done
You want to not overwork one side over the other, since unfair distribution can make people burn out faster.
###### Neapolitan (Announcement Goblin PRO + PRO who does Posters + PRO who does Social Media)
- The PRO team has never gone past 3 people and never needed to.
- Having 3 people is nice because you get more flexibility when delegating work.
- Generally, it follows the same distribution as the Marble team, but with a third person who does instagram and can pop
in to help elsewhere like archiving.
- Same as Marble, you can shift things between roles and add new ones like archival, photos, etc.
- This is going to need more management of people, so make sure to ping them to remind them of things and to ask them
how things are going along.
### Misc/Experience
The position's really fun since you get a lot more space to just do things you want, but you also get a load of chances
to fumble, especially with things like emails which are hard to take back.
You don't really need to be technical to be a PRO of this society, you can be completely new to everything and still do
a good job.
The committee is also full of helpful people who will help you out if you ask them, so don't be afraid to ask for help.
One important thing that needs noting is that everyone on this committee is a volunteer, and they are all doing this for
free.
This means that you need to be respectful of their time and effort, and not expect them to do everything for you.
You can't be overbearing, since that's just socially not the done thing, but you also can't be too hands-off that people
forget they're on the committee.
Golden rule for doing anything PRO-related: **If you can finish the task in the time its taking you to ping someone else
and wait for them to get it done, you can do it yourself.**
You should also get used to pinging Committee to re-check your announcements.
Always better to have someone get annoyed at you for pinging them than to have a bad announcement go out.
Also, remember that this is a volunteer position, not a job.
If it starts to feel like one, take a step back and consider delegating more or raising it with the committee.
It's okay to take breaks, and it's okay to drop off the face of the earth for a while as long as you let folks know.
Additionally, if you see someone else getting burnt out, be the first to step in and help them out.
People are more likely to accept other people helping than they are to ask for help themselves.
### Summary
The Public Relations Officer is a committee position who's main purpose is to manage, well, the Public Relations of UL
CompSoc.
Your job will be to announce events, keep people informed, maybe promote things, take pictures, and archive events.
Depending on the situation, you might also be the first point of contact for people who want to talk to the society.
You'll need to work with a team, or on your own, but the most important part is that you don't get burnt out.
Being a PRO is almost as much teamwork as it is actual public relations, and just enjoy stuff.
And of course, the first rule of PROdom: ✨ **Have fun** ✨