Messiah College PRSSA
Regional Conference 2015
Spark the Fire, Fuel the Flame, Astound the Audience
PRSSA Regional Conference
The Event
Date: April 10, 2015 – April 11, 2015
Time: 8:30 a.m. on the 10th – 6:30 p.m. on the 11th
Where: Messiah College
What: PRSSA Regional Conference
Target Audience: PRSSA Members and Advisors in the surrounding region
Theme: Hawaiian Luau – Crisis Communication and Event Planning
Conference Name: Spark the Fire, Fuel the Flame, Astound the Audience
Ticket Price: Food cost, the social, cost of the speakers and printing/ Promotions
Add together divided by number of people expected to come
Situational Analysis:
The Department of Communication plans to hold the PRSSA Regional Conference on
Messiah College campus and surrounding attractions. The conference will have a
Hawaiian Luau theme that will be integrated throughout the entire event. This
conference will offer two tracks, one discussing crisis communication and the other
discussing event planning. These two tracks will overlap in certain areas, the point of
the sessions is to give information and knowledge on dealing with crisis in general as
well as in event planning.
The sessions will be held in Parmer Hall in the High Center, Brubaker and Hitchcock
Auditoriums in Eisenhower as well as Frey 110 in the Frey Academic Building. This
will allow for enough set up time as well as give all attendees a chance to see the
entire campus.
The Larson Student Union and Boyer Atrium will be used for the student and
advisor’s Friday evening social activity. Saturday will offer time for an excursion
where everyone is able to decide what activity they attend from a given list. We hope
to promote learning and excitement with the chosen topics and speakers.
Purpose Statement: To create a regional conference that will help members gain
knowledge on public relations, crisis communications, and event planning as well as
network with other chapters, firms, non-profits and corporations.
Final Ticket Price: $60
Budget: $9,855.13
 Hotel and Excursions not included. Attendees must provide these services
for themselves.
 Printing - $114.88
o College Press
#sparkfuelastound
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o 165 X $.16 each X 4 = $105.60
 Campus Map
 Program
 Excursion Options
 Evaluation
o 15 X $.16 each X 2 = $4.80
 Invites
 Save the Dates
o 28 pages X $.16 = $4.48
 Name Tag stickers
On campus meals - $5,750.25
o Breakfast X 2 – 4.90. $1,617
o Lunch X 1 – 7.05. $1,163.25
o Dinner X 2 – 9.00. $2,970
Catering
o Socials
 Carolina BBQ Package - $16 per person
 $2,640
Conference Speakers - $1000
Decorations - $150
Gifts - $200
Lodging - $100/night or other given options
Excursions
o Hershey Chocolate Tour Ride – Free
o Hershey Park - $45/person
o Gettysburg Battlefield Tour - $12.50/person
Goals:
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Create a regional conference that hosts multiple PRSSA chapters.
To have as many chapters attending as possible.
Have meet and greets in order to get to know other PRSSA chapters.
Offer opportunities for networking.
o Give opportunity for attendees to engage interpersonally with speakers.
o Provide opportunities for students to connect with renowned
professionals and/or scholars.
Designated times for information sessions regarding public relations topics.
o Incorporate diversity in perspectives, backgrounds, and approaches
through speaker selection.
Provide meals for those attending the conference.
Create a hash tag and Facebook event page.
Create conference sessions
o Friday evening activity
o Plan a fun outing for an afternoon trip on Saturday
#sparkfuelastound
Objectives:
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Attendance expectations
o 15 chapters bringing an advisor and 10 members each.
 Approximately 165 people
o Chapters attending ranging from across Pennsylvania and into
Maryland, New Jersey, Northern Virginia, and New York.
On campus meals catered by Lottie Nelson Dining Hall and the Union.
Engage attendees on the topic of public relations.
o Offer sessions with different topics and conference tracks.
o Session for mock interviews, job fair, and networking with local public
relations firms, non-profits, and corporations.
Social Media
o Create a hash tag
 #sparkfuelastound
o Create a Facebook event
 Messiah College hosts PRSSA Regional Conference
Plan a Friday evening social activity/location
o Plus separate social activities for advisors simultaneously
Plan an excursion highlighting a local attraction on Saturday
o 2 options
o Map/ directions
o Guide for lunch options
Information Folder
 Given at Welcome Desk
 Includes
o Name Tag Sticker
o Notepad Paper and pen
o Campus Map
o Program
o Excursion options
o Evaluation
Opening Keynote
 Speaker
o David La Torre
 Founder of La Torre Communications, David La Torre is a
well-regarded public affairs consultant and public speaker who
has served as a media strategist and spokesperson for a number
of high-profile clients. His client list covers a wide array of
companies and organizations, including Penn State University,
Valley Forge Casino Resort and the Pennsylvania State
Troopers Association.
 An experienced public speaker, David has spoken to a number
of organizations, including the Pennsylvania State Association
of Township Supervisors, Pennsylvania Fraternal Order of
#sparkfuelastound
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o $500
Police and Corrections USA. He previously served as the
keynote speaker at an international public affairs conference in
Budapest, Hungary.
David holds a bachelor’s degree from St. Francis University
and a master’s from Ball State University.
http://latorrecommunications.com/team/
Closing Keynote
 Speaker
o Heidi Curry
 Facilities Coordinator and Event Planner for West Shore
Evangelical Church
 Has been working at West Shore Evangelical Free Church
since 2007 and is currently holding the position.
 She has skills in volunteer management, administrative duties,
event planning, pastoral care, program development, public
speaking, work with nonprofits, and team building.
 $500
Session Tracks
Track 1 – THEME: Crisis Communications
 Session 1 – Friday afternoon
o How to keep your company drumming rhythmically
 When people are saying bad things about your company
 How to deal with crisis
 How to deal with slander
 Session 2 – Friday afternoon
o Like the Hula, Sinuously work your way through reporters and news
releases
 Sinuous – having many twists and turns; moving and bending
in a smooth and attractive way
 Merriam – Webster
 http://www.merriam-webster.com/dictionary/sinuous
 How to give your company a good reputation
 How to go about it smoothly
 Session 3 – Friday evening
o How to survive an eruption
 Using your crisis plans
 How to handle crisis during event planning
 When things do not go according to plan
 How to keep calm and not show it to your guests
 Session 4 – Saturday morning
o Fuel the Fire
 How to stay calm in the midst of crisis
 How to write a news release
 How to go through a press conference
#sparkfuelastound
Track 2 – THEME: Event Planning
 Session 1 – Friday afternoon
o When in Hawaii, do as the Polynesians do
 How to know your target audience and how to reach them
 Session 2 – Friday afternoon
o Spark the Flame
 The building blocks of an event
 How to create a crisis prevention plan
 Session 3 – Friday evening
o Put the lime in the coconut
 Putting on a successful event
 Evaluation techniques and surveys
 Session 4 – Saturday morning
o Astound the Audience
 How to surprise and astound the audience with your event
 What to do when guests of hosts find out something went
wrong with the event
 How to roll with the punches accordingly
Social Events
Friday Evening Social Event – PRSSA Members
 Location – Messiah College Student Union
 The Luau
o Food
o Carolina BBQ - $16 per person
 Drinks
 Juice
 Fruit Punch
 Fruit platters
 Pineapples
 Coconuts
 Cantaloupe
 Vegetable platters
 Pulled Pork Sandwich Sliders
 Desserts
 Cookies
o Decorations
 Leis
 People can dress up but have the option of receiving a
lei at the gathering
 Henna Tattoos
 Palm Trees
 Tiki Torches
o Entertainment
 Projector showing the guys who spin fire
 Or hire men who can perform spinning fire
 Music – Ukulele
#sparkfuelastound
Friday Evening Social Event – Advisors
 Location – Boyer Atrium
 Low key luau
o Food
 Drinks
 Juice
 Fruit Punch
 Fruit platters
 Pineapples
 Coconuts
 Cantaloupe
 Vegetable platters
 Pulled Pork Sandwich Sliders
 Desserts
 Upside down pineapple cake
 Cookies
o Decorations
 Leis
 People can dress up but have the option of receiving a
lei at the gathering
 Tables
 Mini Palm Trees and Tiki Torch table centerpieces
Excursions
Saturday Evening Excursion
 Option 1 – Hershey Tours
o Tour
 http://www.hersheys.com/chocolateworld/great-americanchocolate-tour
o Packages
 http://tickets.hersheys.com/WebStore/Content.aspx?Kind=Lan
dingPage&CategoryGroupExternalID=HCW&CategoryExtern
alID=3D&Merchant=HCW
o Location – Hershey
o Map/directions
 251 Park Blvd, Hershey PA
o Guide for lunch options
 Phillip Arthur’s Ice Cream, Pizza and Subs
 108 W Chocolate Ave, Hershey PA 17033
 The Chocolate Avenue Grill
 114 West Chocolate Ave, Hershey PA 17033
 Hershey Pantry
 801 E Chocolate Ave, Hershey PA 17033
 Option 1b – Can be done with or apart from Option 1
o Hershey Park
 http://www.hersheypark.com/
#sparkfuelastound
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Location – Hershey
Map/directions
 100 W. Hersheypark Drive, Hershey, PA 17033
Guide for lunch options
 See Lunch Options for Hershey Tours
Option 2
o Gettysburg Battlefield Tours
 http://www.gettysburgfoundation.org/14/gettysburg-battlefieldtours
 http://www.gettysburgbattlefieldtours.com/
o Location - Gettysburg
o Map/directions
 1195 Baltimore Pike, Gettysburg PA 17325
o Guide for lunch options
 Tommy’s Pizza
 105 Steinwehr Ave, Gettysburg PA
 The West Side Diner
 51 West St, Gettysburg PA
 Subway
 35 Camp Letterman Dr, Unit A, Gettysburg PA
Hotel Options
 Country Inn
o http://www.countryinns.com/
o 4943 Gettysburg Rd Mechanicsburg
o $108
 Hampton in Harrisburg
o http://www.harrisburghampton.com/
o 4950 Ritter Rd Mechanicsburg
o $109
 Windgate by Wyndham
o http://www.hotelmechanicsburg.com/
o 385 Cumberland Parkway Mechanicsburg
o $119
 Marriot
o http://www.marriott.com/default.mi
o 4921 Gettysburg Rd Mechanicsburg
o $169
 Comfort Inn
o http://www.comfortinncapitalcity.com/
o 1012 Wesley Dr Mechanicsburg
o $89
 Homewood Suites by Hilton
o http://homewoodsuites3.hilton.com/en/hotels/pennsylvania/homewood
-suites-by-hilton-harrisburg-east-hershey-area-HARHSHW/index.html
o 5001 Ritter Rd Mechanicsburg
o $139
#sparkfuelastound
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Econo Lodge
o http://www.econolodge.com/
o 650 Gettysburg Rd Mechanicsburg
o $65
Motel 6
o http://www.motel6.com/
o 381 Cumberland Parkway Mechanicsburg
o $50
Crowne Plaza Hotel and Resorts
o http://www.ihg.com/crowneplaza/hotels/us/en/harrisburg/mdtdt/hoteld
etail
o 23 S 2nd St Harrisburg
o $115
Travel Lodge
o http://www.travelodge.com/
o 1247 Harrisburg Pike Carlisle
o $43
Comfort Suites
o http://www.comfortsuites.com/
o 10 S Hanover St Carlisle
o $89
Howard Johnson Inn
o http://www.hojo.com/hotels/pennsylvania/harrisburg/howard-johnsoninn-harrisburg/hotel-overview
o 473 Eisenhower Blvd Harrisburg
o $55
Potential Sponsorships
 Pennsylvania Higher Education Assistance Agency
o Harrisburg, PA
 WITF
o Harrisburg, PA
 Chesapeake Bay Foundation
o Harrisburg, PA
 Pennsylvania News Media Association
o Harrisburg, PA
 Milton Hershey School
o Harrisburg, PA
 West Shore Evangelical Free Church
o Mechanicsburg, PA
 Tierney Communications
o Harrisburg, PA
 Shelly Communications
o Harrisburg, PA
#sparkfuelastound
Job Fair – 15 participants
 La Torre Communications
o http://latorrecommunications.com/
o 509 N 2nd St Harrisburg, PA
 PR Works Inc.
o http://www.prworksinc.com/
o 119 Pine St Harrisburg, PA
 Triad Strategies
o http://www.triadstrategies.com/
o Keystone Station Harrisburg, PA
 Bravo Group
o http://www.bravogroup.us/
o 20 N 2nd St Harrisburg, PA
 Central Pennsylvania Youth Ballet
o http://www.cpyb.org/
o 5 N Orange St Carlisle, PA
 American Red Cross of the Cumberland Valley
o http://www.redcross.org/
o 79 East Pomfret Street Carlisle, PA
 Arthritis Foundation
o http://www.arthritis.org/
o 3544 N Progress Ave Suite 201 Harrisburg, PA
 Employment Skills Center
o http://employmentskillscenter.org/
o 29 South Hanover St Carlisle, PA
 CURE International
o https://cure.org/
o 701 Bosler Ave Lemoyne, PA
 WITF
o http://www.witf.org/
o 4801 Lindle Rd Harrisburg, PA
 Soccer Shots
o http://www.soccershots.org/
o 1401 Aip Dr Middleton, PA
 Bennis Public Relations Inc
o http://bennisinc.com/
o 2151 Fisher Rd Suite 203 Mechanicsburg, PA
 Capital Communications
o http://www.capitalcommunications1.com/
o 917 Capital St Harrisburg, PA
 Goulet Communications
o http://www.gouletcommunications.com/
o 439 Walton Ave Hummelstown, PA
 Fry Communications
o http://www.frycomm.com/
o 800 W Church Rd Mechanicsburg, PA
#sparkfuelastound
THE TEAM - groups needed for the event
 Promotions
o Create and send invites.
o Keep Facebook event updated.
o Keep Twitter updated.
o Send emails.
 Food
o Work with catering for social events.
 Both student and advisor event
o Work with Lottie for breakfast, lunch and dinner
 Sessions
o Tech
 Microphones
 PowerPoints
o Work with speakers
o Sound checks
o Work sound board during sessions
 Program
o Job Fair
o Hotel arrangements
o Making sure that the correct session is in the right location
 Decorations and Gift Committee
o Potential Sponsorships
o Mementos/ takeaway gifts
 Gifts for speakers
 Thank you card
 Messiah Merchandise
o Nice Messiah College mug
 Small giveaways
 Messiah College Temporary Tattoo
 Evaluation - Everyone
o Evaluate
 Facebook
 Twitter
o Attendants
o How Promotions went
o Speakers
o Session Tracks
#sparkfuelastound
Code:
Promotions
Food
Sessions
Program
Decorations and Gift Committee
Timeline:
1 Year Before
 Reserve rooms at hotels
 Reserve speakers
 Reserve rooms on campus
 Reserve tech needed for each session during the event
 Talk to campus events about set up
 Create Facebook and Twitter
 Send out an email to all PRSSA chapters
 Talk to Lottie about food
 Talk to catering
6 Months Before
 Send out emails
 Send out Save the Dates
 Write Facebook posts
 Tweet on Twitter
 Double check
o Rooms
o Speakers
o Hotels
o Technology
o Lottie
o Catering
o Set up with campus events
3 Months Before
 Purchase decorations
 Send out Invites/RSVPs
 Print needed materials
Week of Event
 Make sure information folders are complete and ready for hand out
Day Before Event
 Campus events set up of rooms needed for track sessions
o Tables
o Chairs
 Catering set up tables for food
#sparkfuelastound
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Welcome table is ready
o Information folders are ready to be handed out
Formulary
Day of Event
Friday
6:30 a.m.
 Gather decorations
 Gather supplies needed
 Gather information folders
 Set up food
o Trash cans
 Set up welcome table
o Name tags
o Information folders
o Markers
7:30 a.m.
 Receive tech needed
 Sound check Brubaker Auditorium
 Sound check Hitchcock Auditorium
 Double check layout of room
8:00 a.m.
 Double check for anything missing or needed
 Welcome early arrivals
8:30 a.m.
 Registration
o Meet and greet PRSSA chapters at welcome desk
 Food
o Keep covered until 9
9 – 10 a.m.
 Uncover food and drinks
o Meet and greet for chapter members at Lottie
 Hold preconference for chapter leaders
 Holding meetings for chapter leaders
 Have signs and people helping lead people where they need to go
9:00 a.m.
 Sound check Parmer Hall
 Sound check Hitchcock
 Double check room layouts
#sparkfuelastound
10:00 a.m.
 Lead groups to Parmer Hall in the High Center for Opening Session
11:30
 Announce about lunch at Lottie Nelson Dining Hall
 How to use meal coupons
 About Session Tracks
1:00 p.m.
 Sound check Hitchcock
2:30 p.m.
 Sound check Brubaker Auditorium
 Sound check Frey 110
 Double check room layouts
5:30 p.m.
 Sound check Brubaker
 Sound check Hitchcock
 Double check room layouts
6:00 p.m.
 Set up for social events
o Student – outside of Union depending on weather
 Meet catering to set up food
 Set up decorations
 Set up entertainment
 Set up activities
o Advisor – Boyer Atrium
 Meet with catering to set up food
 Set up decorations
 Double check set up and room arrangement
8:00 p.m.
 Social events start
9:30 p.m.
 Make sure there is enough food and drinks and replenish if needed
12:30 p.m.
 Tear down social events
Saturday
8:30 a.m.
 Sound check Hitchcock Auditorium
 Sound check Frey 110
 Double check room layout
#sparkfuelastound
8:30 a.m.
 Set up mock interview area
 Set up job fair and networking
o Tables set up by campus events
12 p.m.
 Tear down mock interview, job fair, and networking areas
4:00 p.m.
 Sound check Parmer Hall
o Closing Session
 Double check room layout
4:00 p.m.
 Meet with Closing Session speaker
o Heidi Curry
5:00 p.m.
 Farewell
 Teardown
 Meet for evaluation and debrief
Promotions Strategy
Using Facebook and Twitter, we will promote the PRSSA Regional Conference event
that will occur April 10 – 11, 2015. We will use traditional methods to promote the
event such as mail flyers and invites as well as mass emails. Start notifying chapters
six months – one year in advance.
Promotions
 Chapter to chapter promotional materials
 Distribution plan
 News release
 Potential Sponsorships
 Conference Program
o Brief bio of the two keynote speakers
o Emails
o Send email with flyer/ save the date
o Facebook
o Create an event
 5 pre-event posts
o Twitter
o #sparkfuelastound
 5 pre-event tweets
o Mail Save the Dates
o 6 months previously
#sparkfuelastound
o Mail Invites
o Send printed invites to selected PRSSA chapters
o 3 months previously
Evaluation
 Track and monitor social media
 Online survey
o Written on Program
 Web address
o Sent out in email afterward the event
Evaluation Questions
1. Please rate following aspects of event (excellent, good, fair, poor, terrible)
- Session tracks
- Meal plan
- Excursions
- Speakers
- Social Event
2. Based on your experience, what did you take away from the conference?
3. What was your favorite part of the event?
4. What was your least favorite part of the event?
5. Additional comments/suggestions for future conferences:
#sparkfuelastound
Sign and Name Tag Formats
#sparkfuelastound
#sparkfuelastound