S5 Department - Public Relations Policy

This is the Document Release Information
Article Number:	7CAV-DR-040
Scope:	S5 Department - Public Relations Policy
Version:	Version 3.0
Effective Date:	16SEP23
Last Modified Date:	16SEP23
Approving Authority:	ROO IC
Point of Contact:	S5 1IC

Mission Statement

The S5 Public Relations (PR) team serves as the outward-facing representative of the 7th Cavalry Gaming Regiment. Our mission is to actively engage with other clans and gaming units to build and sustain strong relationships, organize collaborative events, and resolve any misunderstandings. As the primary liaison between the 7th Cavalry and other gaming communities, S5 PR ensures that all interactions are professional, positive, and in line with the Cavalry's standards of conduct.

Procedures for contacting other groups

Out into the World

To establish relations with other gaming groups, the S5 PR team proactively seeks out clans that align with the 7th Cavalry's playstyle or respond to inquiries on our forums. The emphasis is on active engagement rather than passive response.

Contacting Another Clan

When initiating contact with another clan, always adhere to the 7th Cavalry’s Code of Conduct. During operations, ensure that all participants, including those from the other clan, are aware of and follow these standards.

A member of the S5 PR team should be present at the start of any joint operation to assist with organizing participants, such as moving members into the correct communication channels and moderating the initial stages of interaction. This ensures a smooth and professional operation kickoff.

Participating in Events made by Other Clans

When an event with another clan is being planned, the S5 PR lead or senior must ensure that the event is posted on the external events calendar, pending approval from the appropriate channels within S5 HQ and the 1IC or 2IC.

Creating and Maintaining Clan Folders

Creating the Folder

When contact is made with another group, a folder must be created containing the following information:

• Clan Name:
• Clan Website:
• Clan Contact Person:
• Shared Game(s):
• Member count & Active Member count:
• Discord/Teamspeak info:
• S5 Notes: (Initial impressions, contact details, and any relevant observations)

Updating the Folder

Update the folder by replying to the existing topic with new information. Edit the original post only for significant changes, such as a new website or a change in the main contact person. All conversations should be logged under a ‘spoiler’ tag with the date and a brief summary.

Organizing an Operation Held by the 7th Cavalry

Coordination

Coordinate with game leadership and S3 to ensure that all aspects of the operation are finalized and approved. The operation should not be posted until it has received the necessary approvals from Battalion and Regimental Staff if it requires significant resources.

Preparing the Stage

Send a PM with links to the clan’s folder and operation details to the S5 PR Lead, S5 PR Senior, and the S3-S5 Liaison. Ensure all details are complete and up-to-date.

Running the Mission

Execution

Be present at the start of the operation or ensure another S5 PR representative is available. Follow up after the mission to collect feedback and update the clan folder with insights.

Strike System

A three-strike system is in place to track the reliability of other clans:

• First Strike: Issued for cancellations within 48 hours of the operation.
• Second Strike: For consisten unreliability.
• Third Strike: No further operations will be conducted with the clan.

Clans that are no longer active should be tagged as such to avoid confusion.

Operations vs. Scrims

• Operations: Require full adherence to guidelines, including folder creation, leadership involvement, and AAR writing.
• Scrims: Follow basic guidelines and are considered unofficial, with no medals awarded.

FAQs

• Discord/Teamspeak Permissions: Clans do not receive permanent permissions; all permissions require approval.
• Status Updates: Include only essential information for operation planning.
• Uncertainty in Interaction: Consult with S5 PR seniors or leads.
• Uncooperative Clans: If issues arise, inform the PR Lead and follow Cavalry conduct.

Duties and Responsibilities

S5 Public Realtions Clerk (IT)

• Responsibilities: Maintain and troubleshoot PR-related technical issues.
• Reporting: Weekly status reports.
• Minimum Rank: PFC

S5 Public Relations Clerk

• Responsibilities: Contact clans, network with similar groups, update clan folders, and manage PR posts/advertisements.
• Reporting: To AO Lead/Senior.
• Minimum Rank: PFC

S5 Public Relations Senior

• Responsibilities: Oversee PR clerks, approve event postings, manage external relations, and report to S5 leadership.
• Minimum Rank: PFC