Western Mass Relics
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Public Relations Chairman

Term: 2 years

Purpose

The Public Relations Chairman is responsible for promoting the visibility, reputation and community engagement of the Relics. This person helps raise awareness of the league’s activities, fosters relationships with media, sponsors, and the public, and serves as a key communicator to support the league’s mission.

Key Responsibilities

Media & Publicity Outreach

  • Prepare and distribute press releases, media advisories and story ideas to local newspapers, online news outlets, community newsletters and sports‐websites.
  • Cultivate and maintain relationships with local media contacts (print, digital, radio) to secure coverage of league events, milestone games, player/team stories, sponsorships and community initiatives.
  • Monitor media coverage of the league and track mentions, clipping articles and maintaining a log of media placements.
  • Proactively pitch story angles (e.g., feature players, sponsor highlights, league history, championship games) to increase the league’s visibility.
  • Assist with organizing media opportunities (e.g., photo days, league announcements, special events) and arrange interviews, as appropriate.

Digital & Social Media Management

  • Serve as the lead administrator for the league’s Facebook page (and any other social media channels the Board assigns), including posting regular updates, game results, sponsor acknowledgements, photo highlights, upcoming events and community outreach activities.
  • Develop a social media calendar (pre-season, mid-season, playoffs) to ensure consistent, engaging content.
  • Monitor and respond (or coordinate responses) to social media comments, messages and engagement in a timely and professional way.
  • Ensure that social media and online presence maintain the league’s brand tone and messaging, showcasing the fun, community and competitive spirit of the league.

Sponsor & Community Relations

  • Lead outreach to potential local sponsors (businesses, organizations) for the “Banner Sponsor Program,” including preparing sponsorship materials, pitches, and follow-up communications.
  • Work with the Treasurerand other Board/Committee Members to ensure sponsor agreements are captured, banners are printed/installed, and sponsor recognition is provided (in print, online, at games).
  • Recognize and publicly acknowledge current sponsors (via social media posts, website mentions, signage at games, local media mentions).
  • Identify and propose new community engagement or partnership opportunities (e.g., youth clinics, charity events, local business tie-ins) that will raise the league’s profile and strengthen community ties.

Communications Planning & Strategy

  • Develop a public relations plan for the league each season, outlining key objectives (media placements, social media growth, sponsorship engagement), target audiences, key messages, timelines and measurement.
  • Work with the Board to ensure consistent messaging about the league’s mission, values, season schedule, membership opportunities and special events.
  • Provide regular reports to the Board on PR activities: media coverage secured, social media metrics (followers, engagement), new sponsors approached/secured, and upcoming PR initiatives.
  • Help coordinate crisis communications or reactive messaging in case of unplanned negative events or publicity, ensuring an appropriate, timely and transparent response.

Content Creation & Branding

  • Draft, edit and proofread content for the league’s print materials, website updates, newsletters, sponsor materials, social media posts, signage and banners.
  • Ensure that all communications reflect a positive and professional image of the league and its members.
  • Collect and archive photos, highlight videos, player/team spotlights, league milestones and community events for promotional use and historical documentation.
  • Ensure brand consistency: logo use, league colors, signage, and sponsor recognition in all materials.

Team Collaboration & Leadership

  • Work collaboratively with other Board members (e.g., IC Chairs, Treasurer, Registrar) to ensure PR efforts are aligned with league events, scheduling, playoffs, sponsorship commitments and community outreach.
  • Serve as an ambassador for the league at games, community events, sponsor visits and public functions — representing the league professionally and fostering positive relationships.
  • If applicable, recruit and oversee volunteer assistants (e.g., content creator, social media helper, photographer) to expand PR capacity.

Desired Skills & Qualifications

  • Excellent written and verbal communications skills (press releases, social posts, pitches).
  • Familiarity with social media platforms (Facebook, maybe Instagram, Twitter) and online content management.
  • Strong interpersonal skills — comfortable interacting with media, sponsors, league members, community stakeholders.
  • Organized, self-motivated and able to manage multiple tasks and deadlines (e.g., season schedule, sponsor commitments, media timelines).
  • Creative thinker who can spot and develop story ideas, engage audiences and propose fresh outreach initiatives.
  • Basic understanding of branding and public image management in a sports or community organization context.
  • (Preferred) Experience working with media or public relations in a volunteer or professional role, or comfortable learning quickly.
  • (Optional) Photography/graphic design skills, or ability to coordinate with others who have these skills for social/print media.

Time Commitment & Key Activities

  • Attend regular Board meetings.
  • Attend league events, opening/closing ceremonies, key games, sponsor signage installs, community outreach functions.
  • Once or Twice Monthly check-in on media/social content generation and posting schedule (more during peak season or major events).
  • Periodic outreach to local media and sponsors — pre-season ramp-up, mid-season check-in, playoffs wrap-up.
  • Season-end analysis/report: review metrics (media coverage, social media growth, sponsor feedback), propose improvements for next season.

Reporting & Accountability

  • Provides updates at Board meetings regarding PR efforts and outcomes.
  • Collaborates with the Treasurer to ensure sponsor commitments are communicated and recognized.
  • Maintains a simple tracking log (media mentions, sponsor contacts, social media metrics) and submits an end-of-season summary to the Board.
  • Works within the budget approved by the Board for promotional materials, signage, media costs, and recommended expenditures.

Why This Role Is Important

The Public Relations Chairman plays a vital role in shining a spotlight on the Western Mass Relics Senior Softball League — not just for our players and teams, but for our communities, sponsors and fans. A strong public presence and engaged audience help attract new players, build sponsor partnerships, increase attendance at games, grow our legacy and ensure the league remains sustainable and vibrant. Good PR is more than hype — it’s about telling our story, celebrating our members, fostering community connection and ensuring that our league continues to thrive.

Optional/Additional Responsibilities

  • Develop and maintain a media kit (league fact sheet, photo gallery, sponsor information, league history) for distribution to media and potential sponsors.
  • Coordinate with photographer/videographer to capture season highlights and produce short videos or photo galleries for social and the website.
  • Organize an annual “media day” or “sponsor appreciation day” event that generates local publicity and community interest.
  • Maintain or assist with the league’s website updates (news section, event calendar, sponsor banner links) in coordination with the webmaster.
  • Survey and report on competitor leagues or similar organizations to identify best-practice promotional tactics and propose innovative outreach ideas.
  • Monitor the league’s online reputation (social media comments, local news mentions) and flag potential issues to the Board (for example negative publicity, community concerns).
  • Coordinate with volunteers or interns (if available) for content development: blogs, player spotlights, “behind the scenes” features, alumni stories.
  • Explore partnerships with local schools, senior centers, community centers, business groups for cross-promotional opportunities.
  • Track and evaluate PR metrics: e.g., number of media stories, social media followers/engagement growth, number of new sponsors, number of banner sponsors renewed, website traffic changes — and present key findings to the Board.

Summary

The Public Relations Chairman is a dynamic and visible role within the WMRSSL Board that combines media outreach, social media savvy, sponsor development, and community engagement. The ideal candidate is someone who enjoys telling stories, building relationships, working both strategically and tactically, and representing the league with enthusiasm. If you’re passionate about the league and eager to help elevate its presence and growth, this could be a rewarding and impactful position.