Gainesville Area
Chamber of Commerce
Presents…
The Scissors Program
A Guide to Ribbon Cuttings,
Groundbreakings,
and Grand Openings
A Ribbon Cutting, Groundbreaking, or Grand Opening ceremony are an important part of your
overall marketing and advertising plan and is a great way to kick-off the opening of a business.
The Gainesville Area Chamber would enjoy assisting you in planning a successful event for your
company for $75.
Before you begin, please review this information package to assist you in the planning process.
IMPORTANT SCHEDULING NOTES:
Please allow a minimum of 3-4 weeks from the date of form
submission, to the date of the event.
Chamber staff is available for ribbon cuttings Monday through
Thursday, 8.30am-5.30pm. Staff cannot be guaranteed outside
of these days, and/or times*.
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Step 1: Criteria for determining if one of
these events fits your needs
 Members who have opened a new
business within the last 12 months.
 Changed Ownership or is under new
management
 Member who has an existing
business in a new location
 Members who have recently made
beautification modifications to their
existing business
 Must be in good standing with the
Gainesville Area Chamber
to facilitate ribbon cuttings. We
cannot guarantee chamber staff
attendance outside of these hours,
but will still provide event
promotion and ceremonial
scissors/ribbon or shovel.
Step 3: Publicizing your events/sending
invitations to those whom you want to
attend outside of Chamber staff and
volunteers:
 Potential and current customers
 Suppliers
 Friends and family
 Employees and their spouses
 Those who have helped you get
started – banker, accountant,
attorney and advisors
 Fellow Chamber members
 Key government officials
 Media
Once you have identified your guest list,
here are some tips to remember when
inviting them:
 Prepare a brief, professional letter
or invitation, but remember to keep
it simple and to the point: who,
what, when, where and why.
 Be sure to include an RSVP. An RSVP
will give you an idea of how much to
buy. Chamber does not ask for
RSVP’s from our staff and
volunteers.
 Allow sufficient notice: between
three to four weeks for most events.
 Be sure to include a map with
detailed instructions on how to get
to your event. A street address
alone may not be sufficient.
 If parking will be an issue, please use
the invitation to indicate and let the
Chamber know where you would
like guests to park.
 Send your invitation by first-class
mail. Bulk mail may take a week or
Step 2: Selecting a Date and Time for your
event:
Selecting a date and time is the most
important decision you will make when
planning and staging a successful event.
 Allow plenty of time for preparation.
At least 4 weeks to make your
arrangements.
 Please submit form 3-4 weeks prior
to date to allow ample time for
promotion and publicity.
 Be aware of major holidays and
other special events. Avoid planning
your event for those dates. If you
would like to include bankers or
government officials, take note of
holidays when their offices may be
closed.
 When you arrange your ribbon
cutting, the Chamber must confirm
the availability of the date on the
Chamber master calendar. Please
keep in mind that the date you may
want may not be available. We will
need other specifics for your event.
Please complete the EVENT
NOTIFICATION FORM on page 6 of
this packet.
 The Chamber is available Monday
through Thursday, 8.30am-5.30pm
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
longer which could affect the
attendance for your event.
Step 4: Serving food and beverage
Although it is an added expense, serving
some type of food and beverage is almost a
necessity for a successful event.
 For morning events, coffee, juices,
fruit and pastries are usually
sufficient. A full breakfast is not
necessary.
 At lunchtime functions, serve some
kind of sandwich or buffet.
 During late afternoon or early
evening events, light hors d’oeuvres
or finger foods are appropriate.
 For medium and large events you
may wish to enlist the assistance of
a caterer. They can provide the
manpower and experience to assist
with the preparations. Please see
our list of caterers.
 If you decide to provide your own
refreshments, be sure to have an
adequate amount of food and
beverage for your guests as well as
ample plates, cups, napkins,
trashcans and other supplies.



Step 5: Planning a program/mapping out
your agenda
A brief program for the event adds a nice
touch. It provides recognition for you and
your key people. It also provides and
opportunity to explain more about the
business. As a courtesy to your guests,
please begin and end your program on
time.
 THE SHORTER THE BETTER. As a rule, no
program or official ceremony should
last longer than 20 minutes. The
ideal program will be 10 minutes in
length. For those events outside,
please remember the Florida
weather and plan accordingly.


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Prepare an agenda, even if it’s just a
back-of-an-envelope kind of thing.
Things will run much smoother.
Your agenda may wish to follow
something like this.
Sample Itinerary:
3:30 PM Member arrive and
network informally
4:00 PM Organization/Business
leader
Welcomes Members &
Guests
Introduce City Officials in
Attendance
4:05 PM Ribbon Cutting Host
Comments
4:10 PM Government Officials
Comments (if available)
4:12 PM Ribbon Cutting and Photos
4:15 PM Informal Networking
Continues
Limit the number of speakers and
the length of their speeches. Call
them the day before the event as a
reminder.
Introduce only those that need to be
introduced.
Conclude the program with the
appropriate ceremonial or symbolic
activity: a ribbon cutting is a great
way to let guests know the formal
program is over and provides a
publicity opportunity for your
photography.
If the event is an open house or
tour, have knowledgeable staff
provide guided tours.
For groups of 50 or less a
microphone is usually not needed.
For those programs larger then 50,
amplification may be needed. For
large groups, a podium or lectern
may be helpful.



Always have a back-up plan in case
of bad weather.
Consider having some kind of door
prize or drawing as part of your
program. This may be a great way
to build attendance.
Finally, send a thank-you letter the
day after your event to anyone who
played a key role in staging it,
particularly those who took part in
the official program.


days ahead of your event. Include a
brief letter or news release that
contains the basics: who, what,
when, where and why.
A follow-up or reminder call the day
before your event is a good idea.
Guidelines for writing a press
release and local media contacts are
included. A chamber vendor list of
event-related companies is available
from the Chamber upon request.
Step 7: Final Items
 Locate company sign or banner if
needed
 Pre-determine room layout if
needed, determine location for
ribbon cutting.
Step 6: Media Coverage
You should not rely on the media to provide
extensive coverage to your special event. It
is not they do not view your event as
significant; it’s simply a matter of lack of
staffing and sufficient air time or print space
to carry your story.
 Send your invitation to the news
directors or city editors at least ten
“Making it easier for our members to do business
everyday.”
WHAT THE CHAMBER CAN DO FOR YOU
You can contact the Chamber at - 352.334.7100
Members: $75
(includes use of Ribbon Cutting Scissors or Groundbreaking Shovel)
After receiving your Event Notification form:

Provide guidelines for planning your event which include:
 Contact information for member caterers and food needs
 Contact information for member florists
 Contact information for media
 Contact information for member photographers
 Contact information for all Gainesville Area Chamber members (purchase
required)
o Complete Membership Listing (all businesses and all representatives
listed with the business ) - $200 for labels
o Membership Listing (all businesses and main representative only) - $150
for labels
o Electronic copy of Complete Membership Listing - $300
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
Include event information in Chamber e-Journal (with enough notice prior to the event).
 Another way we promote is through social networking sites, such as Facebook
and Twitter, which can reach over 3500 business leaders in Alachua County

Announce event to Diplomats, a group of volunteers who act as ambassadors for the
Chamber and Chamber staff
 Typically, Diplomats and the Membership Account Executive attend. On
occasion, the Chamber President, Senior Vice President and other VP’s can
attend as well.
 Our hours of operation are 8:30 a.m. to 5:00 p.m and the Chamber cannot
guarantee full Chamber Staff or Diplomat attendance outside of MondayThursday, 8.30am-5.30pm.

Provide ceremonial scissors and bow/ribbon for Ribbon Cutting or ceremonial shovels
for Groundbreaking

Provide camera/pictures taken by our staff, which will be uploaded to our website
within a week of the event
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Event Notification Form
To secure your date, please complete this form and return
To Erin Sapienza with payment.
Fax: 352.334.7141 or E-Mail: erin@gainesvillechamber.com
Company Name: _______________________________________________________________
Internal Use Only
□ CM
□ Internal
□ Monthly
□ Green Sheet
□ Invite Staff
□ Follow-up 1
□ Follow-up 2
Contact Name: ________________________________________________________________
Location for Event: ____________________________________________________________
Helpful landmarks/cross streets: _________________________________________________
Email: _______________________________ Phone: _________________________________

Ribbon cutting date: ____________________

Event start time: ______________________End time: ________________________

Exact ribbon cutting time: _____________(Helpful when inviting guests & /or speakers)

Will food &/or beverages be provided for your guests? ________________________

Ribbon color requested:

Gold shovel for groundbreaking:  Yes  No
 Red  Blue  Orange  Green
Do you wish a Chamber representative to speak at the event?  Yes  No. If yes, please provide
details regarding the community benefits of the store opening or groundbreaking (e.g. how many jobs
created, investment in region, etc).
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
What will the event involve (e.g. speeches, door prize, entertainment, giveaways, etc.)?
_____________________________________________________________________________________
_____________________________________________________________________________________
________________________________________________________________
Description of business for notification via the e-Journal announcements
_____________________________________________________________________________________
_____________________________________________________________________________________
________________________________________________________________
Do you have specific questions that were not answered in the guidelines provided?
_____________________________________________________________________________________
_______________________________________________________________________
How will you be paying?  Check or  Credit Card- CC # __________________________
*Must be paid upon booking ($75 fee).
Exp Date _______ Sec Code ______
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Local Media Guide
Anthony Clark, Business Editor
anthony.clark@gvillesun.com
(352) 374 – 5094
Alachua Today
www.alachuatoday.com
14804 Main St.
Alachua, FL 32658
(386) 462 – 3355
Bryan Boukari, Editor
editor@alachuatoday.com
The Gainesville Sun, cont.
Brian Kratzer, Assist. Managing Editor/Online
Multi-Media,
Gainesville Sun/Gainesville.com
brian.kratzer@gvillesun.com
(352) 374 - 5029
Cox Communication – Channel 8
Community Calendar
(352) 376 – 1893
(352) 378 – 4080 fax
Tim Orwig
Lillian Guevara-Castro, Local News Editor
castrol@gvillesun.com
(352) 374 - 5023
Gainesville Guardian
& Gainesville Voice
Sarah Sain, Assist. Local Editor
(352) 338 – 3102
sarah.sain@gvillesun.com
Carolyn Palmer, Editor
palmerc@gvillesun.com
(352) 337 – 0360
Jeff Tudeen, Weekend/Readership Editor
(352) 374 - 5044
tudeenj@gvillesun.com
Gainesville Magazine
Gainesville Today
2700 SW 13th St.
Gainesville, FL 32608
(352) 374 – 5040
Jacki Levine, Editor
levinej@gvillesun.com
2306 SW 13th St. #1101
Gainesville, FL 326080
(352) 338 – 9003
(352) 338 – 6008 fax
Casey Smith, General Manager
casey@gainesvilletoday.com
Gainesville Regional Utilities Newsletter
Newsletter Submissions, Calendar of Events
Dan Jesse
(352) 393-1485
jessede@gru.com
Katherine Weitekamp
weitekampkj@gru.com
Independent Florida Alligator
The Gainesville Sun
News Dept.
news@alligator.org
(352) 376 – 4458
Fax: (352) 376 – 4467
www.alligator.org
1105 W. University Ave.
Gainesville, FL 32601-5173
editor@alligator.org
(352) 376 – 4446
www.gainesville.com
2700 SW 13th St.
Gainesville, FL 32608
(352) – 378-1411 (business hours only)
(352) 338 – 3128 fax
HOME: Living in the Heart of Florida
www.livingintheheartofflorida.com
4140 NW 37th Pl, Ste D
Gainesville, FL 32606
(352) 372-5854
Sean McCrory, Assist. Managing Editor Local
News
jon.rabiroff@gvillesun.com
(352) 374 – 5093
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David Moore, Features Editor
david.moore@starbanner.com
(352) 867 – 4067
Business Report of North Central Florida
http://www.gainesvillebizreport.com/
352-377-1402
Maghan McDowell
editor@insitegainesville.com
Janice Skelton, News Assistant
janice.skelton@starbanner.com
(352) 867 – 4155
Palatka Daily News
www.palatkadailynews.com
Bradford County Telegraph
www.bctelegraph.com
131 W Call St.
Starke, FL 32091-3210
editor@bctelegraph.com
(904) 964 – 6305
1825 Saint Johns Ave.
Palatka, FL 32177-4400
(386) 312 – 5200
Larry Sullivan, Editor
lsullivan@palatkadailynews.com
(386) 312 – 5231
Cedar Key Beacon
www.cedarkeybeacon.com
Williston Pioneer Sun-News
525 2nd St.
Cedar Key, FL 32625-4963
Lou Jones
editor@cedarkeybeacon.com
(352) 543-5701
www.willistonpioneer.com
28 NW 1st Ave.
Williston, FL 32696-2039
Carolyn Risner, Editor
editor@willistonpioneer.com
(352) 528 – 3343
Chiefland Citizen
What’s Happening Publications
www.chieflandcitizen.com
624 W. Park Ave.
Chiefland, FL 32626-0430
Carolyn Risner, Editor
editor@chieflandcitizen.com
(352) 493 – 4796
Fax: (352) 493 – 9336
Campus Talk
www.mycampustalk.com
4324 SW 35th Terr.
Gainesville, FL 32608
(352) 371 – 5881
(352) 377 – 8474 fax
Lauren Douglas, Editor
lauren@whpinc.com
Lake City Reporter
www.lakecityreporter.com
180 E. Duval St.
Lake City, FL 32055-4085
Todd Wilson, Publisher
twilson@lakecityreporter.com
(386) 754-0418
WGGG 1230 AM – Radio
Florida Sports Talk
(352) 732 – 2010
Fax: (352) 629-1614
WCJB ABC – TV 20 &
Gainesville CW
Tom Mayer, Editor
tmayer@lakecityreporter.com
(386) 754 – 0428
www.wcjb.com
6220 NW 43rd St.
Gainesville, FL 32606
(352) 377 – 2020
tv20news@wcjb.com
Ocala Star-Banner
www.starbanner.com
2121 SW 19th Ave. Rd.
Ocala, FL 34474-7004
Lee Breeze, Assistant Managing Editor
desk@wcjb.com
(352) 377 – 2020 ext. 215
Fax: (352) 371 – 0747
Jim Ross, Local Editor
jim.ross@starbanner.com
(352) 671-6412
Brett Buell, Managing Editor
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(352) 377 – 2020 ext. 207
bbuell@wcjb.com
Bob Williams, Community Calendar
bwilliams@wcjb.com
(352) 377 – 2020 ext. 217
(352) 371 – 0747 fax
WUFT-TV
www.wuft.org
1200 Weimer Hall, University of Florida
Gainesville, FL 32611
(352) 392 – 5721 fax
WGFL – CBS 4 – TV &
My Gainesville
Bridget Grogran, Associate News Director
bgrogan@wuft.org
(352) 392 – 5551 ext. 1144
1703 NW 80 Blvd.
Gainesville, FL 32606
www.mygainesville.tv
Sue Edwards, Program Director
sedwards@mygtn.tv
(352) 332 – 1128, ext. 110
Fax: (352) 332-1506
Mark Leeps, News Director
mleeps@wuft.org
(352) 392 – 5551 ext. 1145
Christine Eschenfelder,
News Assignment Manager
ceschenfelder@wuft.org
(352) 392 – 4311 ext. 1138
WIND 92.5 FM – Radio
4020 Newberry Rd. Suite #100
Gainesville, FL 32607
(352) 373 – 6644
Fax: (352) 375 – 1700
Sue Wagner, Director of Promotions, Public
Calendar
swagner@wuft.org
(352) 392 – 5551 ext. 1106
(Need 3 Weeks Advance Notice)
WKTK 98.5 FM – Radio
3600 NW 43rd St., Suite B
Gainesville, FL 32606
(352) 377 – 0985
Fax: (352) 377- 1884
Storm Roberts and Chris Wells,
Morning Show Hosts
WYKS KISS 105.3 FM – Radio
7120 SW 24th Ave.
Gainesville, FL 32607
(352) 331 – 2200
(352) 331-0401 fax
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The News Release
The news release is the basic tool of media relations. A well-prepared
news release can make it easier for you to get your news covered by the
media – providing it meets the criteria of what makes a good news story.
Here are some guidelines to help you with the mechanics of effective
preparation and distribution of news releases:
Releases should be typed and double-spaced, if possible. Using some
form of letterhead is not essential, but may help a busy reporter or editor
quickly identify the source of the release. The release must contain the 5
“W’s” common to all news stories – who, what, when, where and why. The
first four ingredients should be incorporated into the first or lead paragraph.
If there is a “why” it is often appropriate to use it as the second paragraph, or
“sub-lead.”
Include all the facts and be accurate. You need not agonize over prose,
since virtually all news releases are rewritten by print media, or used by
television and radio only as the basis of their report.
Always include the name, telephone number and email address of a
company “Contact” a reporter can call if more information is needed. Be sure
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this contact is available at the time of the release. Nothing can kill a story
more quickly than a news contact that disappears just as the news breaks.
Also, listing more than one contact is usually confusing to the media, unless
there is an obvious reason why more than one contact is necessary. For
example, if two organizations issue a joint news release.
Keep the release as brief as possible, preferably one page. If additional
pages are required, do not break paragraphs as the bottom of a page, and use
a separate sheet of paper for each additional page. Do not print or copy on
both sides of a single piece of paper. Use the word “more” if your copy does
continue on the next page. To indicate the end of a story use “###” or “30”.
Either is correct.
The date of the news release should be included at the top of the page,
along with the phrase “For Immediate Release.” It is becoming less accepted
to place on the page a future date for the release of your story. The story
may get lost in the paper shuffle. It is not good to ask the media to “sit” on a
story of any length of time.
Be sure to spell name correctly and to specify titles precisely.
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Specify whether times are a.m. or p.m. Never say 10 o’clock. If a date is
mentioned, say “Wednesday, May 9.” Do not say “next Wednesday.” Also,
always use only the numeral for the date: May 9 – not May ninth or May 9th.
If possible, take the trouble to have your release delivered to the media on
the same day of the release, and close to the same time as possible. This lets
editors know you consider the release important, and that you have taken
special pains to get your news to them immediately. Faxing is acceptable too.
You should call to confirm. If you mail a release, not only do you run the risk
of it arriving at different places on different dates, but you have also violated
one of the first rules of timeliness. Few editors will use an item that arrives
Thursday, if they notice even the company considered it “news” the previous
Tuesday. Except in unusual circumstances, news deadlines are as rigid as
any constraint can be. A deadline is the latest possible time you can get
information to news outlet and expect it to be used in the desired edition or
broadcast. Deadlines vary from one news organization to another, and in the
case of newspapers – even from department to department.
###
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