Nuts & Bolts

The Fresh Ideas Group's (FIG) success relies on strong client relationships in order to ensure successful public relations and marketing programs. Below we have outlined steps we will take to ensure that meaningful two-way communication is maintained with each client.

Client Correspondence

Annual Calendar of Activities - At the beginning of the contract and each new fiscal year, a calendar of activities will be developed in conjunction with the client for the entire year or contract period. This calendar will serve as a basis to guide the monthly public relations activities but will be altered as needed throughout the year.

Monthly Calendar of Activities - At the beginning of each month, a calendar of approved public relations activities will be developed in conjunction with the client. Unless we hear or report otherwise, these are the activities that will be completed for the month.

Weekly Reports - Each Monday we will send via e-mail a concise, one-page weekly report that encapsulates: 'What We Said We'd Do', 'What We Actually Did', 'Celebrations', 'Roadblocks', and 'Next Steps'. This weekly update is designed to keep the work moving forward and on schedule.

Project Updates - As necessary, we will send the client e-mails or memos on the progress of individual projects and where we are with budgets and deadlines.

Monthly Results Updates - On the 15th day of each month, a full clippings/results report will be compiled and sent to each client. It will include a listing of the clips received for the month with their circulation and advertising value and copies of the actual clippings.

Quarterly Snapshot - At the end of each quarter FIG will provide a simple "Snapshot" that evaluates how we are tracking to plan, recommends any changes in the program for the next quarter, and totals all results YTD.

Client Meetings

Client Meetings - We will schedule a weekly or bi-weekly phone conference call or in-person meeting to review all public relations activities. If possible, each key member of the client marketing/public relations team should be in attendance. An annual meeting with FIG will also be scheduled that would include an evaluation of our work for the year.

Client Contact

Phone and E-mail Contact - As necessary, we will call and/or e-mail the client to review project progress and any glitches that may arise. If problems or concerns arise on the client's end, we expect a call from the client immediately to clarify the situation.

Document Approval - Before we send out any documents on behalf of a client, we will send them to the client for final approval. An approval line will be added to the top of all documents that must be signed and returned to FIG before we distribute any documents.

Program and Project Approval - A yearly public relations program will be developed for client approval prior to the beginning of the fiscal year. This program will be developed in conjunction with the client and will serve as the budget guideline for the year. We will never start a new project on behalf of the client without their approval.

Billing Practices

- We bill at a stratified hourly rate, either by project or monthly service contract. The rate is based on providing service for the activities outlined and agreed to for the account each month, including all levels of service from partner time to account coordinator time.

- Monthly activities are the basis for the retainer fee billing. Time is built in each month to include everything we do on behalf of our clients, including strategy development, research, planning, database and press kit maintenance and updating, client correspondence and meetings, all writing, production and distribution time, and account management. Any crisis communications activities that require working after hours (7 p.m. - 7 a.m.) or on weekends/holidays will be billed at a rate of $150/hour. These activities generally require the account team to drop everything and rally the troops, thus the higher fee.

- Expenses will be billed twice per month. This is in lieu of charging the public relations/advertising industry standard mark-up fee of 17.65 percent. When possible, all large expenses will be billed directly to the clients.

- Payment is due upon receipt of invoice. A late fee of 18 percent per annum, or 1.5 percent per month, will be billed for payments not received after 30 days of the billing date. This applies to both fee and expenses.

- If fee and/or expenses are not paid in a timely manner, a suspension of FIG's services will occur, until balance is brought current.