Communications Policy


General Communications Policy

  • Our primary communications tool is our website. It is designed to be a one-stop information repository and message center to support our Members’ day-to-day information needs. We work hard to insure the information is timely and accurate.
  • If you have a question or need information, please check the website. Everything you need should be on the site including Ride information, Membership information, Events, volunteer information, social activities, information on safety and education, and information on the club’s insurance . If you need something and it’s not on the website, please email the Site Administrator with your request.
  • Our primary outbound communications tool is email. We use it to back up the website for time-sensitive announcements to the Membership, to send out ride information, and communicate overall club news from the Board of Directors. It’s helpful that you check your email regularly. We also use email to communicate personally with Members – to ask or answer questions or provide information. We encourage your use of email to communicate with Board Members and Cluster Leaders (all addresses are on the website).
  • Our newsletter, the Bike Writer, is a supplemental communications tool. It is a monthly email that contains the upcoming month’s ride schedule, as known at the date of publishing. The newsletter will contain links to articles of interest, information on event rides and social events that were published during the past month on our website or email.

Social Media Policy

  • Social media is defined as media designed to be disseminated through social interaction, created using highly accessible forms of online publication or presence that allows end users to engage in multi-directional conversations in or around the content on the website. Examples include but are not limited to LinkedIn, Twitter, Facebook, YouTube, and MySpace.
  • All CCC Members, Staff & Volunteers are required to adhere to the following guidelines:
    • Protect confidential and proprietary information: Do not post confidential or proprietary information about CCC, Board Members, or Members. Members who share confidential information do so at the risk of banned from the Club’s Social Media outlet or termination of office or membership.
    • Respect copyright and fair use: When posting, be mindful of the copyright and intellectual property rights of others and of the Club.
  • Additionally, Members, Staff and Volunteers should observe the following best practices:
    • Bring Value: Write what you know and be accurate. Add value to the discussion. Post something useful. Provide worthwhile information and perspective.
    • Think twice before posting: Privacy does not exist in the world of social media. If you wouldn’t say it at a conference or to a member of the media, consider whether you should post it online
    • Have a Reason to Post: Posting too many times over a period of time or posting irrelevant statements causes end-users to lose interest. Only post something that is relevant to the community. Do not post the same topic more than once. And allow a period of time between posting multiple topics.
    • Strive for accuracy: Get the facts straight before posting them on social media.
    • Be respectful: Understand that content contributed to a social media site could encourage comments or discussion of opposing ideas.
    • Remember your audience: Be aware that a presence in the social media world is or easily can be made available to the public at large.
    • Identify your views as your own. If you identify yourself as a CCC Board Member, Volunteer or Member online, it should be clear that the views expressed are not necessarily those of the Club.
    • Photography: Photographs posted on social media sites easily can be appropriated by visitors.
    • Advertising: The club will not advertise for any for-profit entity or product on social media.
  • Member postings
    • No member shall be allowed to post any advertisement with the intent to sell goods or services for profit. These include postings from bike shops, suppliers, rides, other cycling related entities and individuals. Any member who repeatedly violates this policy will be banned.
    • Members may post items for charitable purposes.
    • Members may post items of general interest to the cycling communtiy that have no associated cost
  • Email Policy

    • The Club recognizes that email is an efficient and cost-effective means for the club to communicate with its members and friends. At the same time, members have expressed an aversion to unsolicited, mass-distributed email. Furthermore, research suggests that the overuse of email negatively impacts the Club’s ability to deliver messages of critical importance. Recognizing these concerns, this policy supports a simple tenet: Cincinnati Cycle Club respects its members and protects the integrity and effectiveness of its messages by minimizing unsolicited, mass-delivered messaging.
    • All outbound emails must be approved by the Communications Director, President or Vice President.
    • Criteria for Mass Email Approval
      • Be deemed essential by a Club officer, and carry that officer’s signature, or
      • Be critical, time sensitive, and germane to the Club’s mission, or
      • Address an issue of safety and education, or
      • Announce an activity that applies to all or the vast majority of members