Event Prepared by: Shannon Cochran

Situational Analysis
After years of running a PRSSA chapter, Messiah College has decided to host a regional PRSSA conference for 15 chapters steaming from Pennsylvania, New Jersey, Virginia, and Maryland. The conference focuses on the importance of social media to public relations professionals and the changes brought to public relations through the introduction of new social media outlets. This conference allows Messiah College to not only provide a service to PRSSA, but also brings awareness to the Messiah chapter and offers opportunity for Messiah to build strong relationships with surrounding chapters. The conference will take place from April 12-13, 2013 and will cost $100 per person. Several different publics will be affected including internal publics, such as the Messiah PRSSA chapter and Messiah employees/students, and external publics such as the surrounding 15 chapters and the national PRSSA board. The strengths of holding this event include a strong presence in different PRSSA chapters, a prime location that surrounding chapters can easily access and the opportunity to create and strengthen relationships within PRSSA. Weaknesses include a budget upon sponsorships and the majority of Messiahs student population being on campus during this event, which creates traffic.

Targeted Participants
Target participants include students and advisors of PRSSA Chapters from Maryland, Pennsylvania, New Jersey, and Virginia.

Purpose
The purpose of hosting a PRSSA conference is to provide 15 regional chapters the opportunity to learn, interactively, about the impact of social media in the field of public relations and to hone in on networking and rsum building skills. This conference seeks to not only teach students about the relationship between social media and PR, but also establishes relationships among regional chapters and surrounding PR agencies/companies.

Goals
Through the PRSSA Regional Conference, Messiah Colleges PRSSA chapter will... 1. Communicate and teach the importance of social media to the world of public relations through the theme and tracks presented at the conference. 2. Welcome 15 chapters to the Messiah College campus. 3. Receive media coverage from local media outlets. 4. Form relationships with surrounding PR agencies based in social media. 5. Assist fellow students in honing their networking abilities and in strengthening their skills/strategies for future work in the PR field.

Plan for Conference Theme

As social media continues to grow, so does the need for PR professionals to utilize it. The theme, Tweet it. Like it. Share it: Social Media and Public Relations: 1. Captures the growing relationship between social media and the everyday PR professional. 2. Promotes both the excitement that social media brings and the issues that can evolve if used improperly. 3. Coheres with the PRSSAs mission: to advocate rigorous academic standards for public relations education, the highest ethical principles and diversity in the profession. The branding icon of a plate with different social media logos reveals that social media is as important to PR as food is to human beings. This icon is both fun and meaningful and intertwines perfectly with the slogan, Had Your Daily Dose of Social Media?

Team Roles
Event Coordinator- Someone who oversees the entire conference to make sure everything happens according to the timeline and conference specifications. This person should: Focus on details, as well as the whole picture of the event. Evaluate both in the midst of the conference and post conference. Lead other coordinators and volunteers and enforce that jobs be accomplished in a timely manner according to the event formulary. Manage all contracts and speakers. Coordinate meetings with team leaders and volunteers. Manage the conference budget.

Promotions Coordinator- Someone who handles and oversees all promotional materials regarding this conference. This person should: Create all promotional materials. Send out promotions in a timely fashion. Relay responses to the registration coordinator. Oversee all social media promotions/outlets regarding this conference. Lead a team of volunteers to assist in this process.

Technology Coordinator- This person will make sure all the technology works at the venue, and needs to be able to fix broken technology in a timely manner when/if something goes wrong. This person should: Attend and be present for the whole conference, as well as set up the night before. Attend all event run throughs. Assist the keynote speakers if those speakers have a need for technology (such as PowerPoint). Be responsible for things such as sound, microphones, projector and laptop, and lighting. Lead a team of volunteers who also know about technology and how to fix lighting/sound issues when/if a problem arises.

Food Coordinator- This person is responsible to make sure the food is purchased, prepared, and well presented for the conference. This person should: Work with the main event coordinator on budget. Keep in contact with Lottie Nelson and The Union Caf in order to ensure that all food is prepared and delivered when needed. Be present during the event to oversee the presentation and serving of the food, and to take care of any special dietary needs or questions. Lead a team of volunteers, along with members of Messiah College Catering, to help prepare and serve food before and during the conference.

Space Coordinator- This individual is responsible for the overall space. This person should: Make sure all the tables are delivered, set up in the correct location and have the proper linens. Make sure all the chairs are set up properly, and that there is space throughout the entire venue for wheelchair and handicapped access (if that has been expressed from various chapters). Be the go-to person for special set up needs before the event begins (i.e. outlets for laptop and projector). Be present for set up the day before and morning of, and then after the conference weekend for tear down. Lead a team of many volunteers to help set up and tear down.

Presentation Coordinator- This person is the director of the presentation part of the conference. This person should: Make sure people have what they need for their part in the presentation (i.e. a PowerPoint, hand-out materials, etc.). Communicate any need with the right person. Inform people of their timing. Ensure the overall smoothness of the actual presentation to the participants for both days of the conference. Lead the stage crew. This crew should help run errands the day of and communicate with the technology coordinator when necessary.

Registration/Hospitality Coordinator- This individual is in charge of the overall registration and welcoming process. This person should: Receive the participants RSVPs. Create/hand out welcome packets. Welcome each chapter at the door. Ensure a timely, smooth sign in process for name tags and event programs for each participant. Make sure each chapter has all their needs fulfilled before entering the conference. Lead a team to assist in welcoming each guest during registration and at check in on Saturday.

Various Volunteers (mostly for set-up and tear down) - Each team members job has a need for various volunteers. These volunteers are any person Messiah and the Messiah PRSSA chapter can recruit and count on. Some of them can help with various parts of the event, and some should stay with a particular aspect of the conference (i.e. food staff). Many will be asked to set up or tear down certain rooms in between conference sessions. The times they are required at the venue vary based on the feature of the conference they will work with.

Budget
PROMOTIONS Flyers Brochures Social Media Total Promotion Cost Continental Breakfast (x2) Sandwich Buffet Lasagna/Chicken (dinner 1) Tier one desserts Chicken/Tortellini (dinner 2) Large Cheese and Crackers Coffee (for down time) Hot Water Pizza Dip (for down time) Water Bottles Total Food Cost Centerpieces (16) Nametags Welcome Packet Folders Printing Total Decorations Cost 165 Black Chairs 16, 60 Round tables Linens (8 orange, 8 black) Projector Total Set Up Cost Keynote Speakers Session Speakers Total Speaker Cost Total Cost of Conference Total income from registration/SGA Need in sponsorships $29 for 50 $74.99 for 165 No Cost $103.98 FOOD/BEVERAGES $7.35 /person = $2425.50 $11.50 /person = $1897.50 $17.30/ person = $2845.50 $3.15/ person = $519.75 $ 17.30/ person = $2845.50 $70.55/3 platters $70.50 No Cost $18.50 $1.00 per bottle/ 165.00 $10,858.30 DECORATIONS, etc. $224.00 $63.00 No Cost No Cost $287.00 SET UP No Cost $144.00 No Cost No Cost $144.00 SPEAKERS 2 speakers at $7,500 total $3,000 total $10,500 $21,893.28 $16,850 $5,043.00 Recommended Resources for Materials College Press Officemax.com N/A

Lottie Nelson Catering " " " " " " "

myweddingfavors.com Nametags.com Provided by Messiah College

Provided by Messiah College A1partyrental.com Provided by Messiah College

Hachettespeakersbureau.com

Recommended Resources for Materials

As stated in the above budget some of the recommended resources for materials are the following: 1. 2. 3. 4. www.hachettespeakersbureau.comSpeaker Prices www.messiah.edu/offices/dinning/catering......Catering Prices www.messiah.edu/offices/collegepress.Promotion Prices www.officemax.com........................................................................Promotion Prices

We plan on utilizing the resources that Messiah College already has in order to keep conference costs low for the event planning team and guests.

Sponsorship Details
The total amount provided by the conferences sponsors is $8,700. This leaves us with $3657 left over to put towards future conferences. Each sponsor will contribute a gift to put in give-away bags to each attendee. PRworks and Brownstein Group will provide pens, Schneider Associates will provide drawstring bags, Tierney will provide note pads, Suasion will provide nametag holders and Tonic Life Communications will provide sample resume guides. Our sponsors this year are the following: 1. PRworks Inc.Camp Hill, PA ($1,000) 2. Brownstein Group Philadelphia, PA ($1,000) 3. Schneider AssociatesBoston, MA ($2,000) Providing $2,000 dollars in exchange for mentions during keynote presentation. I have agreed to do this due to the fact that this PR firm has a large focus on Social Media in both non-profit and corporate settings. They offer practices that are directly related to the conference such as a social media tool box, blogging instructions and lay-out themes, and newsroom tips/templates. 4. TierneyPhiladelphia, PA ($2,500) Also providing a speaker for one of the tracks 5. SuasionDillsburg, PA ($1,200) Also providing a speaker for one of the tracks 6. Tonic Life CommunicationsPhiladelphia, PA ($1,000) 7. Messiah CollegeGrantham, PA Messiah has allowed us to utilize the resources already present on campus such as chairs, linens, and technology, and will provide us with free

printing for welcome packets. This is the colleges form of sponsorship toward the conference. 8. Messiah College SGAGrantham, PA ($350)

Promotion Strategy
1. Communication with regional chapters Send flyer and/or brochure electronically to each chapter with a QR code that links to the conference Facebook page. Also provide a brief description in the email about what the conference entails. Facebook page links to online registration found on prssa.org Social media (Twitter and Facebook) provides important details and keeps chapters updated as the conference draws near. 2. Media Relations Create and send a news release to surrounding media outlets.

Hotel Options
Best Western, Mechanicsburg$89 (4 to a room) - 381 Cumberland Parkway Mechanicsburg, PA 17055 - (800) 780-7234 Comfort Inn$108 (4 to a room) -1012 Wesley Dr. Mechanicsburg, PA 17055 - (800)-228-5150 Country Inn & Suites$109 (4 to a room) -494 E. Gettysburg Rd Mechanicsburg, PA 17055 - (717)-796-0300

Plans for Saturday Free Time

On Saturday from 11:30 to 5 p.m. students and advisors can explore central Pennsylvania through a number of excursions. We recognize that play is just as important as work and we are pleased to provide these exciting outings surrounding Messiah College. 1. Hershey Park 100 W. Hersheypark Drive Hershey, PA 17033 All inclusive park including chocolate worldcost = $25 per person (group sale price)

Call 1-800-Hershey for more information

2. Strawberry Square 11 N. 3rd St., Harrisburg, PA 17101 Includes shopping, entertainment, and local restaurants Call 717-255-1020 for more information 3. Gettysburg 89 Steinwehr Ave. Gettysburg, PA 17325 Tours of the battle field and museum availablecost varies with the number of people per group. Call 717-334-0035 for more information

Saturday Lunch Options

Jackson House (sandwiches) - 1004 N 6th St Harrisburg, PA 17102 - (717) 238-2730 -4 starsbest in town Alvaros Bread and Pastry Shoppe (Italian) - 236 Peffer St Harrisburg, PA 17102 - (717) 238-1999 - 4 stars Hershey Pantry (American) -801 E Chocolate Ave Hershey, PA 17033 - (717) 533-7505 - 4 stars Rancho Grande (Mexican) - 5101 Carlisle Pk Mechanicsburg, PA 17050 - (717) 761-5780 - 4 stars

Student Social
The student social will take place in Hitchock Arena. Food provided will include pizza dip, crackers and cheese, small desserts, and various hot/cold drinks. This social allows students to network amongst themselves and create friendships in different PRSSA chapters. The students will be given note cards with various questions to ask each other. On the back of each students nametag will be a number that indicates which table he/she will be sitting at first in order to ensure that students are interacting with different people. A timer will be set for 5 minutes and each table will rotate students for networking purposes.

Space on Campus for Meals/Sessions

Sollenberger Sports Center lobby --Registration --Breakfast (both days) Brubaker Auditorium --Lunch (Friday) --Dinner (Friday night) --Job Fair --Professional Development Session Eisenhower Commons Lounge --Advisor Social Parmer Cinema, Howe Atrium, Boyer Classrooms, Hostetter Chapel --Track Sessions Hitchock Arena --Keynote Opening Session --Group Session (Saturday) --Student Social --Dinner/Closing Sessions (Saturday)

Track A: Establishing an Appetite for Social Media in PR

Session 1Oldie but a Goodie
Location: Hostetter Chapel Time: 1:30-3:00 p.m. During this session, you will discuss the possibilities of converging old media outlets with todays social media. You will gain practical skills on how to combine both outlets and why both can work well together. Remember, print newspapers, email, brochures, etc. still have a place in the online world!

Session 2Is This Thing On?

Location: Boyer Atrium Time: 3:30-5:00 p.m. Just because the message is out there doesnt mean its being heard. Come to this session and learn how to effectively write and respond to your social media audience. This workshop session will provide you with hands-on tools and emphasizes practical skills for conveying your message properly.

Session 3Its Not You, Its Me

Location: Parmer Cinema Time: 7-8 p.m. PR professionals can easily flood social media outlets with too much information. How do we avoid information overload? In this session you will learn when youve said too much and the ways in which you can establish an online presence without flooding your publics.

Session 4Should I Be Eating This?

Location: Boyer Atrium Time: 9-10 a.m. Blogs. Are they still a useful form of social media or not? How can we make them better? In this session you will gain tips on professional blogging and have the opportunity to create your own.

Track B: Cleaning up the Mess

Session 1WHY ME?
Location: Boyer Atrium Time: 1:30-3:00 p.m. It is not IF something will go wrongits WHEN. How should PR professionals approach crisis via social media? This session will provide real life examples of companies who handled social media crises well and those who didnt.

Session 2Aint Nobody Got Time for That!

Location: Hostetter Chapel Time: 3:30-5:00 p.m. Why do some PR professionals not plan for the worst with social media? Come and listen to a panel of real PR professionals as they discuss their experiences with social media planning (or lack thereof!). Its important to always create and read your recipe before cooking!

Session 3Can You Pass Me a Napkin? I Made a Mess!

Location: Boyer 131 Time: 7-8 p.m. Believe it or not, PR professionals can and should use social media to combat issues outside of the internet. Social media is the knife and fork to the PR professionals crisis situation, as it cuts through the tension of a crisis and allows the given publics to eat and digest the issue in small doses. Come and learn which social websites work best in crisis situations.

Session 4Did You Really Eat That?

Location: Hostetter Chapel Time: 9-10 a.m. During this session, you will look at different types of social media posts that companies actually posted when a crisis occurred. Examine these from a publics (consumer) standpoint and think about how you would take that information in and how you would react to it. The more you think like your publics, the better you can address them in times of crisis.

Social Media and Public Relations

Theme, Track and Session Details
This years conference focuses on the growing and evolving relationship between social media and public relations. Social media is to public relations what food is to every human beinga necessity. These tracks hone in on two specific aspects of social mediahow to use social media as a PR professional and when to utilize it in a crisis situation.

Friday April 12, 2013 9-10 a.m. Professional Development Session for chapter student leaders 10-11:30 a.m. Keynote Opening SessionBrandee Barker 11:30-1 p.m. Lunch 1:30-3 p.m. Session 1 (Track A and B) 3:30-5 p.m. Session 2 (Track A and B) 5-6:30 p.m. Dinner 7-8 p.m. Session 3 (Track A and B) 8-9:30 p.m. Student Social 8-9:30 p.m. Advisor Social 9:30 and on Free time Saturday, April 13, 2013 8-9 a.m. Breakfast 9-10 a.m. Session 4 (Track A and B) 10-11:30 a.m. Job Fair 11:30-5 p.m. Free Time/Lunch (on your own) 5-6:30 p.m. Dinner and closing session Ashley Pluta of Turkey Hill

Keynote Speakers

Brandee Barker Presentation TitleAh, That Hit the Spot: Social Media Satisfies After graduating from the University of Colorado in Boulder, Brandee Barker worked at Facebook.com for four years before starting her own PR consulting business. She implemented strategic PR plans that took Facebook from 7 million to 500 million users. Barker continues to engage in strategic PR theories through her work as a consultant and relentlessly pursues a relationship with social media. Before her time at Facebook, Barker held senior positions at Zeno Group, Ruder Finn San Francisco, Stamps.com, Oracle and GCI Group. Barkers presentation will discuss where social media began and the life it brings to the promotional side of public relations. Social media has given PR professionals an even greater ability to build and maintain two-way, mutually beneficial relationships between a company and the companys publics.

Ashley Pluta Presentation TitleI Cant Digest this! Social Media Overload Ashley Pluta graduated from Millersville University in 2010 with a degree in Communication. She obtained her current position at Turkey Hill Dairy through a job fair her senior year and began working as the Public Relations and Social Media Specialist three weeks after graduating. Pluta maintains and updates all social media platforms for Turkey Hill such as Facebook, Twitter, Tumblr, and Instagram and leads a team of three other professionals in the areas of public relations and advertising. Pluta continues to make it big in the PR world through her social media based promotion and evaluation strategies. Even as a young public relations professional, Pluta has established a strong online presence for Turkey Hill and continues to push the company far along the road of success. Plutas presentation will discuss how PR professionals can avoid information overload when using social media. The saying remains trueyou CAN have too much of a good thing.

Companies for Job Fair

Career center will have a booth for resume checking 1. TierneyPA 2. SuasionPA 3. Tonic Life CommunicationPA

4. ABC 27 NewsPA 5. Lyons Public RelationsMD 6. One Image PRMD 7. Schneider AssociatesMA 8. BridgewaterNJ 9. Anne KleinNJ 10. Cloud 12 PRNJ 11. IJMD.C. 12. Invisible Children (PR sector)D.C 13. The ArcPA 14. Hope InternationalPA 15. Ten Thousand VillagesPA

Evaluation Strategy
The evaluation process will begin as the event is being planned months in advance. The Event Coordinator will ask appropriate questions during all team meetings such as, how are things running? Does your team have enough money to do_____? The Event Coordinator will record the positives and negatives of each response to have as a reference for future events. This evaluation will look similar to the following table: Question Posed by Coordinator Positive: Negative: Positive: Negative: Positive: Negative: Response Date of Meeting

The Event Coordinator will meet with his/her team at the end of the first conference day on Friday, April 12 and use the above table again to address issues that occur during that day and ways in which to improve for future conferences. At the end of the conference, the team will meet again and repeat this process, as well as brainstorm evaluation questions to send via email (in a Qualtrix survey) to each chapter participant that attended. The event coordinator will then write up an evaluation report once all the survey results are in and examine aspects such as the purpose of the event, team roles and how well they were played out, a summary of the promotional strategy and the survey results, and a lessons learned section. The survey questions will be the following:

1. How many PRSSA conferences have you attended? 0 1-2 2-3 4 or more 2. Do you feel you gained any valuable skills as a result of this conference? If so, what are those skills? o Yes o No COMMENT SECTION

3. What did you enjoy most about this conference? COMMENT SECTION

4. What was your least favorite aspect about this conference? COMMENT SECTION

5. Do you feel your networking skills have increased after attending this conference? o Yes o No o Indifferent 6. On a scale of 1 to 10, how would you rate the student/advisor social? 1 2 3 4 Needs improvement 5 6 7 8 9 10 Extremely excellent

7. On a scale of 1 to 10, how would you rate this conference overall? 1 2 3 4 Needs improvement 5 6 7 8 9 10 Extremely excellent

Thank you for taking this survey. We hope to see you again soon!

Sample Nametag
DAILY DOSE OF SOCIAL MEDIA

FRONT

NAME Chapter ______

Sample Notecard for Student Social

Questions to ask
1. What social media site do you use most often? Why? 2. What experiences have you had so far in the world of public relations? 3. What did you take away from our sessions today? 4. Who do you find most influential in social media and PR? 5. What skills do you want to work on this weekend?

Sample Email for Chapter Invitation

Subject: PRSSA Regional Conference Hosted by Messiah College Attachment: PRSSAflyer.jpg Body: Messiah College invites you to the PRSSA Regional Conference from April 12-13, 2013. This years conference topic discusses the relationship between social media and public relations. Click the attached link for more information on the conference theme and schedule or visit our Facebook page at www.facebook.com/doseofsocialmedia. To register visit www.prssa.org/regionalconference/messiahcollege We look forward to seeing you there! Nance McCown, Ph.D. Chair/Assistant Professor of Communication Faculty Advisor, PRSSA-Messiah College Chapter Department of Communication Messiah College One College Avenue Suite 3038 Mechanicsburg, PA 17055 717-766-2511, ext. 253

A PRSSA CONFERENCE: MESSIAH COLLEGE

Tweet it. Like it. Share it. Social Media in Public Relations

Twitter Hashtag#doseofsocialmedia2013 Post 1: Messiah College will host PRSSA Regional Conference in 2013! Check out prssa.org for more info! #doseofsocialmedia2013 Post 2: Dont forget to register for Tweet it. Like it. Share it. #doseofsocialmedia2013 Post 3: So excited to have Brandee Barker of Facebook speak at our PRSSA Conference! Check out prssa.org/messiahcollege/BrandeeBarker for her bio! #doseofsocialmedia2013 Post 4: Counting down the days until the PRSSA Chapters are on campus! #doseofsocialmedia2013 Post 5: Dont forget to check out the conference schedule! See you in #Grantham in a few days! #doseofsocialmedia2013

Post 1: Messiah College cant wait to host the PRSSA Regional Conference on our home campus in a few short months! To learn more, visit prssa.org/messiahcollege. Post 2: PRSSA Chapters! Dont forget to register for Tweet it. Like it. Share it. Cost is only $100! We cant wait to have you all on campus! Post 3: Did you know that 87% of potential employers look at a persons Facebook page before conducting an interview? What do you hope to learn about social media at this years conference? Post 4: We now have _____ people registered for our conference. Messiah College looks forward to seeing all of you in Grantham next week! Post 5: Two days away! Cant wait to see you all here bright and early! Who is looking forward to exploring the beautiful state of Pennsylvania?

Basic Event Formulary PRSSA Regional Conference April 12-13th, 2013

Event: Friday 8:30 a.m. - Saturday 6:30 p.m., Messiah College Sponsor: Messiah College Chapter of PRSSA

Purpose: To host a PRSSA regional conference for 15 surrounding chapters to understand through hands-on learning about the relationship between social media and public relations.

Friday April 12, 2013 8 a.m. 8:30 a.m. 8:30-10 a.m. 9-10 a.m. 10-11:30 a.m. 11:30-1 p.m. 1:30-3 p.m. 3:30-5 p.m. 5-6:30 p.m. 7-8 p.m. 8-9:30 p.m. 8-9:30 p.m. 9:30 and on Guests arrive Registration begins in Sollenberger Sports Center lobby Light breakfast/refreshments will be served (catered by Lottie) Professional Development Session for chapter student leaders in Brubaker Keynote Opening SessionBrandee Barker in Hitchock Arena Lunch will be served in Brubaker Session 1 (Track A and B) Session 2 (Track A and B) Dinner in Brubaker (catered by Lottie) Session 3 (Track A and B) Student Social in Hitchock Advisor Social in Eisenhower Commons Lounge Free time

Saturday, April 13, 2013 8-9 a.m. 9-10 a.m. 10-11:30 a.m. 11:30-5 p.m. 5-6:30 p.m. Breakfast Session 4 Job Fair with 15 regional companies in Brubaker Free Time Dinner/ closing sessionAshley Pluta of Turkey Hill in Hitchock

Event Preparation Timeline PRSSA Regional Conference April 12-13, 2013

TIMEFRAME

TO DO LIST / TASKS

DATE COMPLETED

TEAM RESPONSIBLE

1 year out (April, 2012)

Hold committee/staff meeting, define goals and objectives, create roles and responsibilities Define audience - participants Review Roles and Responsibilities Confirm Financial goals and objectives Prepare budget Choose Location venues for sessions Confirm dates and times Secure facility / sign contracts with Messiah Begin researching for speakers and entertainment List subjects for agenda Draft topics and agenda Confirm speakers/entertainment Begin design of promotional material Get quotes for printed material Develop guest list Confirm hotels Edit materials Final design to printer Start preparing or finalize agenda Review drafts of promotions Meeting to review roles and responsibilities Review budget Complete contract agreements Develop/send promotional material Develop social media platforms, content Secure travel arrangements/information Approve promotional material Hire photographer, other services and vendors Confirm volunteers and the responsibilities

Event Coordinator All teams Event Coordinator Event Coordinator Event Coordinator and team All teams All teams Event Coordinator Presentation Coordinator Event/Presentation Coordinator Event/Presentation Coordinator Presentation Coordinator Promotions Coordinator Promotions Coordinator Event/Registration Coordinator Registration Coordinator Promotions Coordinator Promotions Coordinator Event Coordinator and other teams Event/Presentation Coordinator All teams Event/Registration Coordinator Presentation Coordinator Promotions Coordinator Promotions Coordinator Registration Coordinator Event Coordinator/all teams Event Coordinator Each Coordinator

10 months out 9 months out

8 months out 7 months out 6 months out 5 months out

4 months out

3 months out

Four weeks out

Three weeks out

Two weeks out One week out

Order signage Make sure all contracts are signed Print meeting materials Confirm travel arrangements for speakers/staff Communicate and Confirm with Catering Confirm all technology is available and ready Confirm number participants Get a massage Receive sponsor items Finalize everything Send final numbers for participants/f/b, a/v Prepare welcome letters, certificates Print name badges Rehearse on-site personnel

Night/Day before

Day of Event

After Event (a few days after)

Review all confirmations Prepare tool kit Arrive on-site Establish on-site presence Hold pre-conference with faculty Prepare volunteers hold meeting Set up registration area/session area Prepare binder Have tool kit Have binders Station volunteers Check all equipment and F/B lists Thank you email Create final report/summary Review and summarize evaluations

Review and finalize budget

Send evaluation form

Presentation Coordinator Event Coordinator Promotions Coordinator Registration Coordinator Food Coordinator Technology Coordinator Registration Coordinator Everyone! Event Coordinator Event Coordinator Registration Coordinator Presentation Coordinator Registration Coordinator Event Coordinator/Technology Coordinator Event Coordinator All teams All teams Event Coordinator Event Coordinator Registration Coordinator Registration Coordinator Event Coordinator Event Coordinator All team leaders Event Coordinator Event Coordinator Event Coordinator Event Coordinator/Presentation Coordinator/Registration Coordinator Event Coordinator/Presentation Coordinator/Registration Coordinator Event Coordinator

Event Formulary Conference Specifics PRSSA Regional Conference April 12-13, 2013

Event: Friday 8:30a.m. - Saturday 6:30 p.m., Messiah College Sponsor: Messiah College Chapter of PRSSA Purpose: To host a PRSSA regional conference for 15 surrounding chapters to understand through hands-on learning about the relationship between social media and public relations. Tuesday January 1, 2013 Noon Meet with team to go over basic structure Send out invitations to chapters via email Wednesday January 2, 2013 Noon Invite chapters to Facebook conference page Sponsorship donations for giveaways begin coming in

Friday March 15, 2013 8:00 a.m.

**Post Facebook/twitter statuses biweekly to keep attendees interacting with the event** **See previous timeline for more details** Thursday April 11, 2013 6 p.m. Set up tables in Brubaker and Hitchock (volunteers) Put linens and centerpieces on tables (volunteers) 6:30 p.m. Set up and run through all technology (Technology Coordinator) Stuff welcome packets (volunteers) 7 p.m. Speakers arrive at hotel (Event Coordinator calls to check in) Take a walk through the facility (Event Coordinator) Friday April 12, 2013 7 a.m. Secure parking and shuttle services in P lot Set up Registration Table Food Coordinator set up breakfast 7:45 a.m. Speakers arrive (Ashley Pluta will not speak today, but will attend the event)

8 a.m.

Guests begin to arrive Shuttle picks up guests and drives them to Sollenberger entrance

8:30 a.m. 8:30-10 a.m. 9-10 a.m. 9:45 a.m. 10-11:30 a.m. 10-11 a.m. 11:30-1 p.m. 1 p.m. 1:30-3 p.m. 2:45 p.m. 3:30-5 p.m. 5-6:30 p.m. 7-8 p.m. 7 p.m.

Registration begins in Sollenberger Sports Center lobby Light breakfast/refreshments will be served (catered by Lottie) Professional Development Session for chapter student leaders in Brubaker Prepare Brandee Barker (sound check, lead her to the stage) Keynote Opening SessionBrandee Barker in Hitchock Arena Volunteers setting up lunch in Brubaker Lunch will be served in Brubaker All teams help clean up lunch Session 1 (Track A and B) Set up Coffee and crackers for in between sessions (Food Coordinator) Session 2 (Track A and B) Dinner in Brubaker (catered by Lottie) Session 3 (Track A and B) Set up food and tables for Social in Hitchock Set up food and tables for Social in Eisenhower Commons Lounge

8-9:30 p.m. 8-9:30 p.m. 9:30 and on

Student Social in Hitchock Advisor Social in Eisenhower Commons Lounge Free time Volunteers and all teams clean up from social Set up Hitchock for group session on Saturday Set up Job Fair tables in Brubaker

Saturday, April 13, 2013 7 a.m. 8-9 a.m. 9 a.m. 9-10 a.m. 9:30 a.m. Teams arrive and tend to the morning schedule laid out on Friday Breakfast Clean up breakfast (Food Coordinator and volunteers) Session 4 Job Fair Participants arrive and set up tables (Event/Presentation Coordinator)

10-11:30 a.m. 11:35 a.m. 11:30-5 p.m. 4:30 p.m. 5-6:30 p.m. 5:30 p.m. 6:35 p.m. 7 p.m. 9 p.m.

Job Fair with 15 regional companies in Brubaker Begin tear down (volunteers) Free Time Set up dinner and tables in Hitchock (Event Coordinator, volunteers) Dinner/ closing sessionAshley Pluta of Turkey Hill in Hitchock Ashley Pluta begins speech Shuttles arrive to take attendees to parking lot Tear down and clean up facility Maintenance does a run through with Event Coordinator

Parking Information
All attendees will park in P lot with a shuttle service to transport attendees to Sollenberger. There will be signs directing the vans to P lot at the entrance of Messiah.

PRSSA CHAPTERS PARKING THIS WAY