Cooperative Advertising Guidelines
and Ideas

Cooperative Advertising Guidelines and More!

"... If the circus is coming to town and you paint a sign saying 'Circus Coming to the Fairground Saturday', that's advertising.  If you put the sign on the back of an elephant and walk into town, that's promotion. If the elephant walks through the mayor's flower bed, that's publicity. And if you can get the mayor to laugh about it, that's public relations."   ----Reader's Digest 

The Cooperative Advertising Program was established to help support the public relations activities of districts and squadrons as they advertise and promote the Boating courses and the image of local squadrons and USPS. While PROs should continue efforts to obtain public service advertising and low-cost promotional material, this program provides partial reimbursement of expenses incurred for additional PR projects.

The program offers financial support for local and regional activities to promote USPS and to reach potential students. Funds may be used for individual district and/or squadron projects or for joint projects between cooperating squadrons and/or districts.

Financial support is based on the district's active membership as recorded by HQ 1 March of each year. The Program allots to each district $1 per active member. Eligible expenses are reimbursed at the rate of 50% of expenditures up to the district's allocation. The N/P/R Committee administers the Cooperative Advertising Program.

HOW DOES THE PROGRAM WORK?

It is coordinated by the N/PR/COM, the Program works through the 33 District Public Relations Committees.

Claims  MAY NOT be submitted directly to the N/PR/Com by squadrons. Each district should establish a Co-op Ad Committee to develop plans and guidelines for the districts participation. The D/PRO should serve as chairman of the committee and function as the leader to develop the district's program. The committee should perform the following functions:

 

1.      Develop a district public relations program, subdivided by squadrons 

2.      Submit a district plan (NPR 102D form) to the N/PR/Com for review

3.      Implement the public relations program within the district 

4.      Pay for materials, services, ads, etc. (at district or squadron level) 

5.      Request reimbursement by completing an NPR 102 form for each Squadron's claim.     (Please review claims for required documentation) 

6.      After D/PRO review and approval, requests should be sent to the National Cooperative Advertising Coordinator.

7.      After claims are processed by USPS Headquarters and funds are received , authorize the District Treasurer to distribute the approved allocations to squadrons 

Click here to print a copy of the
NPR102 Request for Reimbursement form.  

HOW DISTRICTS AND SQUADRONS CAN PARTICIPATE

All districts and squadrons are included in the overall allocation and are encouraged to participate. Each district should notify N/PR/Com of its intention to participate in the Cooperative Advertising Program, using the District Planning Sheet (NPR 102D).   

DISTRICTS:

The district committee usually chaired by the District PRO, serves to assist and guide squadrons in the development of public relations activities and determines their eligibility for funding. Individual squadrons develop public relations programs with details of activities.

The committee should formulate a district Co-op Ad Plan and notify the N/PR/Com of intent to participate in the program, using the District Planning Sheet, NPR 102D. The District Co-op Committee should provide to each Squadron:

1.      A copy of the Co-op Ad Program rules and guidelines 

2.      A REQUEST FOR REIMBURSEMENT form (NPR 102)

3.        A SQUADRON PLANNING SHEET (NPR 102S) 

SQUADRONS:

Each individual squadron should develop its own public relations program, which includes specific details of activities. The S/PRO should inform the D/PRO that the squadron plans to participate in the district's Co-op Ad Program and request a copy of the district guidelines. Squadron claims MUST BE SUBMITTED TO DISTRICT (not to N/PR/Com) to request reimbursement. The district Co-op Ad Committee will determine amount each squadron is eligible to receive.
 

HOW TO DEVELOP THE DISTRICT PLAN (NPR 102D)

1.      D/PRO appoints a District Committee (D/committee) to oversee the Co-op Ad Program for the district. The committee may include the D/PRO and S/PRO's or other interested members. 

2.      The D/committee formulates rules and guidelines for the district. 

3.      The D/committee makes information about the national co-op program, the district guidelines and
 appropriate forms available to each squadron. 

4.      The D/committee assists squadrons in identifying and planning appropriate PR activities. 

The D/committee submits the NPR 102D to N/PRCom Coop Ad Chairman for review and approval. The plan should include a brief description of the planned advertising projects scheduled within the squadrons and district. 
 

HOW TO USE CO-OP AD FUNDS

Districts may use allocated funds to support:

1.      Promotional projects which benefit the district 

2.      Promotional projects which benefit all squadrons in the district. 

3.      Promotional activities conducted by individual squadrons 

4.      Cooperative activities such as multi-squadron advertising or promotions 
 

  ALLOCATION OF FUNDS

Allocation amounts are determined by multiplying the total active membership of each district by $1.00. District active membership totals are used as a basis for the allocations. Funds for each year are allocated to the district based on the district membership as noted in the National Roster under the heading DISTRICT ASSIGNMENT AND MEMBERSHIP OF SQUADRONS.  Printed information in the roster from the previous calendar year is the number used for the next fiscal year allocation, i.e. 2007 roster would determine 2008 allocation.

TIME FRAME FOR ACTIVITIES

Qualified activities must take place between 1 October and 30 September; activities from the previous year that did not meet the deadlines may be included at the discretion of the D/PRO.  Submissions must be submitted by the Squadrons to the D/PRO by a date designated by the district, but no later than October 1.. Information packages will be distributed annually in for the next fiscal year. N/PR/Com must receive requests for reimbursement no later than 15 October to be processed. Unused funds will be forfeited and cannot be carried over to the next fiscal year.

 GUIDELINES FOR ACTIVITIES

The advertising/promotional program can take many forms. However the main focus of squadron and district  advertising/promotion should be the Boating courses and promoting the squadron and USPS image.

Examples of reimbursable expenditures include:

·         Radio/TV, Cable TV advertising or print advertising in newspapers, magazines, tabloids, penny shoppers or other publications that have local or regional circulation. 

·         Printed material such as flyers, letters, posters printed place mats and cards that are posted in community locations, circulated by direct mail or made available for distribution 

·         Direct mailings, telephone information lines yellow page listings, and other mass media advertising. 

·         Billboards, banners, signs that promote the Boating courses, your squadron's and USPS's image at gas docks or launch ramps and other materials displayed in the outdoor areas of communities 

·         Fabricated displays that promote the Boating courses, your squadron or USPS used for boating classes,
boat shows, parades, shopping mall displays, local festivals and other activities 

·         Materials used to produce advertising to promote the Boating courses or the image of USPS on a district or regional basis. Several squadrons may work together on projects with reimbursement of funds shared by squadrons involved. 

·         Other expenses such as labor for billboard installation or expense associated with installing signs, building floats, decorating boats for parades etc. 

Note: Visual displays, audio, and printed material should include, some or all of the following information:

COOPERATIVE ADVERTISING FORMS

These forms (See Attached) must be used to participate in the Cooperative Advertising Program. Copies are contained in information packages and are available  on the website under Marketing & Public Relations, from headquarters, or your Area and district PROs.  

NPR 102 REQUEST FOR REIMBURSEMENT

This form is used to apply for reimbursement for public relations activities and materials. Squadron and district PROs should keep a copy of each claim submitted along with documentation in their files. District PROs should provide this information to the district treasurer.  

NPR 102D DISTRICT PLANNING SHEET

This form is used to outline the District Plan and provide information to N/PR/Com. District PROs should complete this form and send it to N/PR/Com for review.  

NPR 102S SQUADRON PLANNING SHEET

This form is used as a guide to develop local public relations programs and to identify projects that are reimbursable under the Cooperative Advertising Program. This form is sent to the D/PRO from the Squadron. 

HOW TO REQUEST REIMBURSEMENT

Reimbursement will be made at 50% of the amount spent for eligible projects up to the allocated amount. Squadrons and districts must apply for reimbursements on the NPR 102 form supplied by N/PR/Com. Squadron PROs should keep a copy of the information for their records. Be sure to include the following required documentation to ensure timely processing.  Each activity requires an NPR 102 form with appropriate documentation:

1.      Description of activity 

2.      Documentation such as tear sheets of advertising, samples of materials and/or photos of activities such as boat show booths, billboards or banners.  Documentation of the activity must be provided.

3.      Proof of payment such as receipts or paid invoices. 

 

IMPORTANT POINTS TO REMEMBER

• ALL REQUESTS FOR REIMBURSEMENT MUST BE RECEIVED BY N/PR/COM BY
  15 OCTOBER 

·         ALL CLAIMS MUST BE SENT TO DISTRICT FIRST for evaluation and then forwarded to N/PR/Com by D/PRO for processing. Claims received from squadrons will be returned to the squadron and will delay processing. N/PR/Com will notify district PROs and treasurers of approved amount. Reimbursement checks will be forwarded to the district treasurer for distribution to the squadrons. 

·         CLAIMS LACKING REQUESTED DOCUMENTATION MAY BE DENIED 

·         REIMBURSEMENT CHECKS WILL BE SENT TO THE DISTRICT THREE   TIMES A YEAR,

Critical dates are on the 15th of March, July and October.  Processing to

the District Treasurer may require 6-8 weeks