Added email guidelines

docs/guidelines/communication.md

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 !!! warning
     This document is a work in progress. Please check back later for updates.
+
+
+## Newsletters
+
+We can send newsletters to everyone who has signed up in the past (10,000+ people).  
+
+### Considerations  
+
+- Our goal is to provide useful, concise information, including:  
+  - **Announcements**: ticket sales, CfP (Call for Proposals), grant programs, conference dates, and satellite events (e.g., DjangoGirls).  
+  - **Reminders**: CfP deadlines, ticket sales, and late-bird registration.  
+
+- We want to ensure the newsletter is relevant to recipients, including:  
+  - Participants  
+  - Volunteers  
+  - Companies / Sponsors  
+
+- We aim to avoid spam and keep emails infrequent (about one per month).  
+
+## Updates for Participants  
+
+To avoid overwhelming attendees with unnecessary details, logistical information (e.g., visiting the venue, getting around) will be sent only to **registered participants** via the ticketing system.  
+
+## Email Process  
+
+1. Draft the email in Google Docs.  
+2. Coordinate with relevant committees on content. Keep deadines in mind, do not wait for others if they do not come around timely.     
+4. Keep emails **concise and engaging**, with links for more details.  
+5. Ensure detailed information is published on our website (e.g., as a blog post).
+6. Once reviewed and ready, ping a newsletter admin to arrange for the newsletter to be sent.
+
+