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BRIEFING DOCUMENT: COMMUNICATION SERVICE AGENCY (South Africa Government Communication and Information System)

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File type: PDF

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Private Bag X745, Pretoria 0001. Tshedimosetso House, cnr Frances Baard (Schoeman) and Festival streets, Hatfield,
Pretoria 0028
. Tel: (+27 12) 473-0000/1 Fax: (+27 12) 473 0593 Website: www.gcis.gov.za.
BRIEFING DOCUMENT: COMMUNICATION SERVICE AGENCY
Only the relevant sections must be completed. Return the completed form to:
Esté Koorts Tel: (012) 473 0077, e-mail: este@gcis.gov.za
or
Motlatso Mabitsi Tel: (012) 473 0192, e-mail: motlatso@gcis.gov.za
or
Lester Fourie Tel: (012) 473 0153, e-mail: lester@gcis.gov.za
CLIENT TO COMPLETE
Department
Campaign/event name
Client
DETAILS OF CONTACT PERSON
Address
Contact person
Telephone
Cell phone
Fax
Email
SIGN-OFF/AUTHORISATION:
At least the programme manager and the responsibility manager of the client department must sign
off strategies, concepts, final artwork, and post-production - radio and TV.
DETAILS OF CONTACT PERSON FOR SIGN-OFF
Address
Contact person
Telephone
Cell phone
Fax
Email
FOR GCIS PURPOSES
Date received
Signature
2
BACKGROUND / CAMPAIGN /EVENT DESCRIPTION
OBJECTIVES
SUPPORTING MATERIAL
Documentation indicated below must be submitted together with the briefing document.
Is this campaign/strategy supported by a communication strategy?
Have you developed key messages for this campaign/project?
TARGET MARKET
Main target market
Age groups
Gender
Educational levels
Demographic areas
Income levels
BUDGET
Please bear in mind that no production will commence unless:
1. proof has been received that the required funds has been paid into or transferred to the
account.
2. a letter signed by the client department’s CFO and addressed to ’s CFO, indicating that
the required funds are in the process of transfer, has been received and approved by
CFO. Is this still the case?
Proof of deposit/transfer is needed before will issue any official order to a service provider.
Budget available
Will outsourcing be accepted if the D does not have the capacity to handle this
specific job or elements thereof?
TRANSPORT, ACCOMMODATION, OVERTIME
Please note that in certain instances officials will be obliged to work beyond normal office hours
in order to meet deadlines. They will also be expected to travel. These costs are for the client’s
budget.
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3
CORPORATE IDENTITY
Deadline
Development of stationery
Development of CI
Advisory services
Protocol: display of official photographs
DESIGN
Deadline
Development of look and feel
Pamphlet
Print adverts
Booklet
Advertorials
Posters
Web banners, email signatures
Cards
Mobi screens
Banners, pull-ups, exhibition material
Other
Caps, T-shirts, bags, other items
Social media platforms
Decals
Billboards
Brief (theme, look and feel, use of logos, colour and imagery)
RADIO
Product/service
Deadline
Script development
Live reads
Radio advert
Radio talk show (phone-in programme)
Live transmission of an event
Audio recording
Inclusion in news broadcasts
Language requirements
Afrikaans
English
IsiNdebele
IsiXhosa
IsiZulu
Sepedi
Sesotho
Setswana
Siswati
Tshivenda
Xitsonga
Other
Brief (style and tone)
4
VIDEO
Product/service
Deadline
Video coverage of an event
Production of video documentary
Production of squeeze backs, news clocks, electronic screens
TV advert
Video for websites
Footage request
Recording of message
Editing of existing client material
Duplication
Brief
PHOTOGRAPHY
Product/service
Deadline
Photographic coverage of an event
Request for photographs
Brief
5
MEDIA BUYING
REQUIREMENTS
Campaign duration:
Start
End
Schedule requirement
Media selected
Has the material been developed?
(Please note material deadline is two days prior the campaign kick-off)
Who is responsible for production of material?
MATERIAL SPECIFICATIONS
Radio (duration, preferably, 60 sec for African languages and 60 sec. for English)
TV (duration, preferably, 45sec. for African languages and 30sec. for English)
Outdoor
Product
Size (h x w)
Colour
Finishing
Print
Title
Language
Size (h x w)
Colour
Other
Please note that Media Owners charge a cancellation fee for cancelled bookings.
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DISTRIBUTION
REQUIREMENTS
Duration
From
To:
Strategy requirement
Type of distribution
Knock and drop
Public mobilization and promotions
Distribution to outlets
Is the material still with the printers?
How will the material be transported to the packaging site?
PRODUCT DESCRIPTION
Product
Quantity
Size
Dimensions
No of pages
Weight
Shelf life
LANGUAGE BREAKDOWN
Indicate how many is printed for each language
Afrikaans
English
IsiNdebele
Sesotho
Setswana
Siswati
IsiXhosa
IsiZulu
Sepedi
Tshivenda
Xitsonga
Other
MARKETING
REQUIREMENTS
NB: Please note that the client is responsible for courier or transport cost of branding
Is branding required?
 event upport require
BRANDING PRODUCT DESCRIPTION FOR BOOKING PURPOSES
Product description
Quantity
Dimensions
Type
Strategy and quotation
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7
EVENT SUPPORT
Describe the event for which support is required
Date of event
Number of guests?
Venue
Type of event
Is catering required?
Is décor required?
Is a guest list available?
Is branding requied?
Is a guest VIP list available?
Is protocol required?
Is security required?
Is medical assistance required?
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Completed 29 July 2020

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