2015 Regional Conference Bid Form
Chapters, within each region, with the highest total sum of points from the bid form and interview,
will be selected to host spring 2015 Regional Conferences. During the interview, Chapters will have
the opportunity to further explain and sell their unique plan shared in the bid form.
This form must be typed in Times New Roman 10 point font, with no alterations to the size or format.
Logistics (30 points total)
Explain your theme and possible speaker topics (250-word lim it, 10 points):
PR Advanced: Breaking Barriers addresses the changing landscape of communication and aims to prepare attendees
for the challenges associated with the shift toward Integrated Marketing Communications (IMC). As public
relations, advertising, and marketing merge, barriers must be broken down to allow links to form. Students and
professionals alike need to do away with disjointed messages and instead adopt IMC’s cohesive approach, which
will create a more powerful impact and in turn lead to success.
PR Advanced will focus on the role of PR as these industry changes unfold. A variety of speakers who have
successfully implemented IMC will provide information, insight, and advice on how to apply PR knowledge and
experience to this developing field. This conference will feature panels, competitions, and networking sessions to
satiate the varied interests of all attendees. This effort to provide options for all attendees further embraces our
message of unity through difference; that is, we aim to celebrate the different fields that make up IMC while finding
a way to bring them all together.
We will actively pursue industry heavy hitters such as Scott Monty, formerly at Ford and currently EVP of Strategy
at Shift Communications, and Micho Spring, President of Weber Shandwick’s New England Division. In addition to
PR professionals, we will invite forward thinking executives from ad agencies, marketing firms, and tech/media
companies to engage, inspire, and incite innovation among attendees. In this exciting time of change in our industry,
PR Advanced will benefit students as they move forward in their careers.
Provide an outline and schedule of your event (15 points): Outlines that include
additional value enhancing activities will be awarded 5 additional points in this
section. For examples, reference the Regional Conference Handbook.
Date
Time
Activity
Presenter/Notes
2/20
6:30 – 8:30
p.m.
Welcome Reception
Optional event to welcome out of town guests and
begin building buzz around conference
Date
Time
Activity
Presenter/Notes
2/21
7-8 a.m.
Registration/Breakfast
Staffed by conference committee
8:10-9:10
Keynote Presentation
Keynote Speaker
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Route 1
Route 2
Route 3
9:20-10
Breakout
Breakout
Breakout
10:10-10:50
Breakout
Breakout
Breakout
11-11:40
Breakout
Breakout
Breakout
Breakout sessions featuring
individual speakers and/or panels
12-1
Lunch
1:10-2:10
IMC Panel
2:20-3:20
Competition
3:20-3:45
Professionals/participants
3:45-5
Judging, announcing winners, and awarding
prizes.
Career Fair
5-6:30
Networking Reception
Optional reception to encourage
continued networking among
attendees
Speakers from various fields within
communication
Professionals host & attendees
participate in groups
HR Representatives
Provide a detailed outline of your budget (5 points):
Item
Speaker Cost
Details
Fees, travel, food, lodging
Cost
Covered by Student
Activities Office
SPS Tech
Projectors, audio-visual equipment, etc.
Covered by Student
Activities Office
Transportation
Plane, train, bus, car
Covered by Student
Activities Office
Food
Breakfast and lunch (Catering on the Charles)
$2,700
Printing
Flyers, schedules, day-of materials (Staples quote)
Covered by College of
Communication
Facilities
Tables, chairs, and setup (Building and Grounds)
$950
Conference Participation
Materials
Folders, labels, nametags, and pens
$100
Speaker Gifts
Personalized gift (i.e. plaque, mug)
$200
Decorations
Balloons, tablecloths, signage
$50
Lodging for National
Committee Member
Hotel accommodations
$200
Networking Social on 27th
Space, appetizers
Covered by College of
Communication
Promotional Materials
Signage and placement
$150
Miscellaneous
$100
Total:
$4,450.00
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Registration & Participants (25 points total)
Describe your registration process and cancelation policy (250-word lim it, 5 points):
Similar to last year, we plan to use Eventbrite for attendees to register and pay for conference. There will be various
price types depending on when attendees sign up including early-bird registration (Jan. 30 – Feb. 13), regular
registration (February 14 – 20), and day of registration. Additionally, PRSSA members will benefit from reduced
registration rates.
Cancellations and full refunds will be available to any registered attendee up to a week before the conference. While
we hope no one changes their mind about attending PR Advanced, we understand that some events are
unforeseeable.
Our experienced committee will staff check in the morning of conference. Members will greet attendees, assist with
check-in or registering, and give a quick overview of the need-to-know basics of the day. Breakfast will be provided
and instructions will be given at that time on how the rest of the day will proceed.
List all local PRSSA Chapters that you will proactively invite to attend (5 points):
We will continue to reach out to schools whose students have attended our Regional Conferences in the past, such
as: Northeastern University, Suffolk University, Curry College, University of Louisiana at Lafayette, Seton Hall
University, Fashion Institute of Technology, Quinnipiac University, Simmons College, Emerson College,
Bridgewater State University, Drexel University, Hofstra University, Salem State College, Syracuse University,
University of Toledo, Valparaiso University, Rowan University, University of Iowa, Erasmus University, University
of Rhode Island, Tufts University, New York University, Rochester Institute of Technology, Roger Williams
University and Loyola Marymount.
We will also reach out to schools in our network and our region that have not previously attended including:
University of Massachusetts Boston, University of Massachusetts Amherst, University of Massachusetts Lowell,
Adelphi University, Columbia University, Boston College, Eastern Connecticut State University, University of
Hartford, Canisius College, City College of New York, Cornell University, Iona College, Ithaca College, Long
Island University, Marist College, Rochester Institute of Technology, St. John’s University, Fisher College, State
University of New York: Fredonia, Oswego, and Geneseo, University of Buffalo, Utica College, Champlain
College, Stonehill College, Providence College, University of Connecticut, Bentley University, Salve Regina
University, Buffalo State College, Brandeis University, and Fordham University.
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Describe your attendance goals and how you will achieve them ( 350-word lim it, 15
points):
Last year we proudly welcomed nearly 200 conference attendees. This year’s participation goal of 250 will be
reached in part by the move to a new on-campus location, Boston University’s School of Management. The School
of Management, home to marketing students – further implementing bridging the gap between the disciplines – has
the potential to take PR Advanced to the next level. The grandeur of the School of Management will not be lost on
attendees, and with various classroom spaces and the Trustee Ballroom, this venue provides us with everything and
more that’s necessary for a great Regional Conference.
In addition to our newly acquired space, we will promote our event through an aggressive promotional plan that
includes social and traditional media, online and print advertising in local and on-campus publications, and campuswide lifestyle marketing including strategically placed posters and postcard drops. This campus-wide effort will
ensure that we reach out to students beyond the College of Communication and across majors such as Business,
Hospitality, and the Arts – keeping in theme to break down barriers among schools here at Boston University.
We will target our own Chapter at weekly meetings and via our weekly newsletter. Our committee will be especially
encouraged to reach out to their network of peers and professionals; the committee will also visit classes of all
disciplines around campus to promote the conference. We will reach out to local PRSSA Chapters in hopes of
attending their weekly meetings (in person or via Skype) and sending over promotional materials to get them
interested in attending our conference.
Additionally, we are extremely lucky to have the support of our Faculty Adviser, the Dean of the College of
Communication, and our Dean of Students who will reach out to their networks with news about PR Advanced.
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Promotions (20 points total)
Create a timeline for your Regional Conference promotional plan (10 points):
Month
September
October
November
December
Date
11
Activity/Event
Show a short promo video at our first Chapter meeting to recruit
committee members, schedule meeting with Dean of Students &
Dean of the College of Communication
21
Host first Committee meeting
30
5
Secure conference space; Finalize logo and branding materials
Update social media and website by end of the week
10-14
Promote PR Advanced at National Conference
19
Create social media outline for remainder of planning period,
delegate tasks to committee members
27
Reach out to other Chapters with promotional material
regarding conference
Send thank you letters to and reach out to past attendees inviting
them to conference again
2
9
Finalize letters for Sponsorship and Participant Outreach,
delegate committee members to reach out
14
Confirm companies attending Career Fair
21
Release promotional video across social networks, in College of
Communication, and BU Student Union
Announce keynote(s) and/or panelists via SM
1
10
Reach out to BU student groups to promote PR Advanced via
weekly meetings and publications
Finalize all speakers, select speaker and participant gifts
January
15
February
19
2
Promote early registration that opens on 1/30
Place large promo poster on Warren Towers, drop postcards at
various campus and city locations (throughout week)
9
Visit classes across disciplines to promote conference and early
bird registration fee (throughout week)
11
Press Release out to campus and local media outlets, as well as
Chapter News
16-20
Heavily promote conference across our social media channels,
ask attendees to promote via their channels as well
20
Welcome Reception
21
Conference & Networking Reception
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Describe how you would prom ote your Regional Conference at the PRSSA 2014
National Conference (200-word lim it, 5 points):
Our Chapter’s entire executive board will attend National Conference and is prepared to market our Regional
Conference via swag and word of mouth. Promotional material such as PR Advanced branded chapstick and
postcards will be available to interested attendees. Additional materials may be sent out to an interested attendee’s
Chapter for distribution.
We will share promotional videos on the National Conference Facebook page and use our conference hashtag
#PRAdvanced across social media platforms. Our entire executive board will be encouraged to connect with
members of other Chapters and follow up after National Conference to promote our Regional Conference.
Our Chapter President Amaury Dujardin attended the 2014 Leadership Rally and our Vice President Alex Hyken
attended the 2014 National Assembly; at National Conference they will reach out to the networks they built at these
events in order to promote PR Advanced. Additionally, any returning executive board members will reconnect with
members of their networks previously cultivated at National Conference in order to promote PR Advanced.
Describe how you will prom ote your Regional Conference using social m edia (250word lim it, 5 points):
With social media playing such an important role in Integrated Marketing Communications, it is important that our
conference have a strong social media presence. Our social media campaign will be aimed at users in public
relations and related disciplines such as advertising and marketing. Our posts hope to show these prospective
attendees the benefits to be gained at our conference.
Twitter, Facebook, Instagram, and the Regional Conference website will all be used to communicate our message.
The social media team will be responsible for gathering relevant content and drafting posts to be shared with our
audience. The student run website will be revamped to feature our new logo and theme and will be updated as
conference speakers are secured and details finalized. Our creative promotional team will also create videos that will
be shared across platforms to inform and entertain potential attendees.
While our Chapter (@BUPRSSA) and conference accounts (@PRAdvanced) have proved best to connect with
attendees, we aim to create content to be shared across platforms. We will also increase our presence by using our
conference hashtag (#PRAdvanced) across multiple platforms and during industry Twitter Chats.
Our Faculty Adviser Stephen Quigley (@SteveQuigley) and Dean of Students Kenneth Elmore (@DeanElmore)
will also support our social media efforts by sending out tweets on behalf of our conference. We will also receive
support from the Boston University Twitter account (@BU_Tweets) and the BU College of Communication account
(@comugrad). This extended network will reach over 70,000 people.
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National Initiatives (20 points total)
Describe what tactic(s) you will use to incorporate High School/Com m unity College
Outreach into your Regional Conference. (250-word lim it, 10 points)
Boston University is in close proximity to many community colleges and high schools such as Bunker Hill
Community College, Roxbury Community College, Boston University Academy, and the Boston Public School
Match. Our school is also affiliated with many Boston Area high schools. We will take advantage of our proximity
and preexisting affiliations to reach out to students at these schools who may be interested in public relations.
A main goal of our Chapter and this proposed conference is to inform students about what public relations is and
where it is headed. In order to help inform these students at surrounding schools, we will invite them to our weekly
Chapter meetings and offer to host informational meetings at their facilities.
Furthermore, these students will be invited and encouraged to attend our Regional Conference. At conference they
will be able to observe and take part in the day’s activities; we hope that a day spent at PR Advanced could set them
on the path toward a career in public relations.
Describe ways you could incorporate other National Initiatives
(www.prssa.org/about/Join/initiatives.htm l) into your Regional Conference (250word lim it, 10 points).
A Community Service Initiative will also be incorporated into the conference. We plan to partner with the Crittenton
Women’s Union and Still Running: An Art Marathon for Boston. These two organizations were our Chapter’s
community service focus last semester and we are hoping to maintain a relationship with them.
The Crittenton Women’s Union helps women in Boston rehabilitate their lives through housing, education, and job
services. Monetary donations will be collected at conference to donate to this organization.
Still Running is a nonprofit started by a Boston University student after the 2013 Marathon tragedy. The mission of
this organization is to create art that celebrates Boston and can help the city heal. To support this organization’s
mission, we will provide art materials during our lunch hour in order for attendees to create Boston themed art to
submit to Still Running.
Sponsorship (15 points total)
Describe your sponsorship outreach plans (250-word lim it, 15 points):
We have built a network of sponsors that generously donates an average of $2,000 each year. While most sponsors
provide monetary donations, we also encourage various forms of donations such as conference supplies and food.
We are grateful for all donations and make sure to thank sponsors for their continued support.
Some companies that have continually supported us include Burson-Marsteller, Ketchum, Fleishman-Hillard, PRSA,
and On-Message. Additionally, many Chapter members have held internships at companies in Boston and beyond;
they have maintained relationships with these companies and will reach out for sponsorship support.
The last component to our sponsorship efforts is the Boston University community. Our Faculty Adviser, Stephen
Quigley, Dean of the College of Communication, Tom Fiedler, and the Dean of Students, Kenneth Elmore are all
strong advocates of PR Advanced. These well-connected supporters are able to reach out to their extended network
of connections for sponsorship purposes.
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Regional Conference Com m ittee (0 points total)
Provide a biography of the Regional Conference coordinator (250-word lim it):
Barbara Alfonso is a junior at Boston University pursuing a major in Public Relations and a minor in Women’s,
Gender, and Sexuality Studies. She joined PRSSA in her sophomore year and was a member of the social media
committee for PRAdvanced: #FuelTheFuture. As Conference Coordinator this year she hopes to build upon past
conferences to create a truly enjoyable and beneficial experience for all attendees. At her Marketing and Events
Internship at The Village Voice this past summer she has learned about sponsorship and content creation which she
believes will serve her well as she aims to host the best BU PRSSA Regional Conference thus far. Apart from
PRSSA, Barbara is also an Admissions Ambassador and Box Office Representative at Boston’s Huntington Theatre
Company. She is confident that her passion for PR and drive to succeed will result in a successful conference.
Barbara would like to thank you for this opportunity and is looking forward to discussing PR Advanced: Breaking
Barriers with you.
Provide the contact inform ation below for other Chapter m em bers who will assist
with this event:
Name: Amaury Dujardin
Phone: (973) 349-7425
Email: [email protected]
Name: Alexandra Hyken
Email: [email protected]
Phone: (314) 578-7556
Name: Martine Subey
Email: [email protected]
Phone: (845) 591-4297
Name: Amy O’Connell
Email: [email protected]
Phone: (781) 315-2731
Name: Sarah Ryan
Email: [email protected]
Phone: (978) 302-5356
Name: David Imani
Email: [email protected]
Phone: (805) 245-9207
Provide at least six different tim e blocks when you are available for an interview
with the vice president of Regional Conferences between M onday, Sept. 8 and
Friday, Sept. 19:
1. Monday, September 8 (1:00-4:00)
2. Wednesday, September 10 (10:00a.m-12:00p.m.)
3. Thursday, September 11 (1:00-4:00)
4. Friday, September 12 (1:00-3:00)
5. Monday, September 15 (1:00-4:00)
6. Thursday, September 18 (1:00-4:00)
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