PR Xchange Committee

Community of Practice: Marketing and Communications

Charge: To plan, coordinate, and implement the PR XChange Event and Awards Ceremony at the ALA Annual Conference. The event offers visitors the opportunity to drop-in to view and take home sample promotional materials from libraries across North America, as well as to network with library marketing professionals. The committee also oversees the PR XChange Awards Competition, a national competition for the best library promotional materials in print and electronic formats from the past year. Solicitation of submissions and judging takes place throughout the year. Entries are appraised by a jury of marketing professionals on the quality of content, format, design, creativity, and originality. Winning projects are displayed at the PR Xchange Event, and certificates are distributed at the Awards Ceremony.

Roster

Lesli A. Baker (Co-Chair, July 1, 2017, to June 30, 2018)
MarkAaron Polger (Co-Chair, July 1, 2017, to June 30, 2018)
Ms. Barbara Ann Bolek (Member, July 1, 2017, to June 30, 2019)
Holly Flynn (Member, July 1, 2017, to June 30, 2019)
Rebecca L. Metzger (Ex-Officio Member, July 1, 2017, to June 30, 2019)

Displaying active committee roster as of 11/18/2017. Last retrieved on 11/18/2017. Members can log in to view full contact information for committee members.

Charge

Deliverables:

  1. PR XChange Event at ALA Annual
  2. PR XChange Awards Ceremony at ALA Annual
  3. PR XChange Winning Display Boards
  4. PR XChange Slideshow of winners

Expected time commitment:

  • July-Sept (3 hours) mail out award certificates for winners who did not attend ALA Annual (from previous year)
  • Sept- Dec (6 hours)-
    • Recruit 2 co-chairs for competition
    • Plan for the promotion of the PR XChange Awards Competition
    • Update the submission form
    • Update the web site and FAQ
  • Dec (6 hours)- promoting the PR XChange Awards Competition via library listservs, social media, press releases
  • Identify and book a location for in-person judging of submissions in May
  • March-April (8 hours)
    • Close deadline for submissions
    • Import submissions from JotForm and post to Google sheets (like Excel)
    • Identify prospective judges (in-person and virtual)
  • May (10 hours)
    • Create excel spreadsheet of submissions for judging
    • Create deadline for virtual judges (3 weeks)
    • In-person judging (6-8 hours)
  • Late May–early June (6 hours)          
  • Confirm date and time for PR XChange event and PR XChange awards ceremony
  • Send notifications to winners and non-winners
  • Create press release to announce winners
  • Ensure that non winners send their materials to ALA Conference Center Site
  • Ensure that winners send their materials to PR XChange Committee member charged with creating display boards (takes 2-3 weeks)
  • Ensure that winners also send their materials to ALA Conference Center Site
  • The co-chairs print off the winning award certificates
  • The co-chairs create the slideshow for ALA Annual
  • The PR XChange Committee Chair invites library marketing authors, experts, and JCD Award Winners, and other library marketing representatives to table at the PR XChange Event
  • Obtain exhibitor badges for Sunday morning so PR XChange Committee members can arrive early to set-up for event

The Day of the PR XChange Event (3 hours)

  • Ensure that award certificates are signed by both co-chairs
  • Ensure that materials are unpacked and placed on tables
  • Post display boards with winning submissions
  • Greet honored guests (JCD Winners, library marketing authors, PR XChange Award Winners)
  • Greet attendees
  • Close PR XChange Event at 1pm and start Awards Ceremony

Desired skills, knowledge, experience:

  • Ability to work remotely with technology on complex organizational project
  • Ability to attend ALA Annual to help with PR Xchange Events and Awards
  • Network of marketing professionals from which to solicit judges for award
  • Graphic design

Staff contact and role:

  • Fred Reuland, freuland@ala.org, 800-545-2433, ext. 5032. Updates web site, creates link for submission form, and liaises to help prepare press release. Schedules PR Xchange Event and Awards Ceremony in ALA Annual Conference schedule. Books logistics, including space, furniture layout, technology, etc. Processes reimbursements.
  • Kerry Ward, kward@ala.org, 800-5454-2433, ext. 5036. Overall management, committee charges/appointments, budget requests, etc.

Resources available:

  • Virtual meeting/conference call support
  • Consultation with PR XChange Committee
  • Ongoing consultation with the Marketing & Communications CoP Chair
  • Jotform
  • Google Docs
  • Past PR Xchange Award Winners