CALL FOR ENTRIES



CALL FOR ENTRIES

AAPA's Public Relations Committee is pleased to announce the 42nd Annual Communications Awards, which is open to all AAPA Corporate (port authority) members and features several revised rules and classifications for 2008. The purpose of the competition is to recognize excellence in the products, programs and services that public ports design and produce to meet their public relations and marketing goals.

Beginning this year, to encourage entries from AAPA-member ports throughout the Western Hemisphere, entries such as newsletters, brochures, videos, advertisements, etc., can be in a language other than English. However, entry applications and supporting documentation describing each entry MUST be in English so the English-speaking judges can read and understand them.

All entries, whether in English or another language, will be judged by a high standard that will have to be met in order to qualify for an award. If that standard is not met for a particular classification, regardless of the number of entries, no awards will be given in that classification.

ENTRY CLASSIFICATIONS

1. Advertisements - Single

Materials entered in this classification are defined as color or black & white marketing communications print materials, or electronic promotions appearing on websites, radio or television, that are produced for media on a paid-placement or trade-out basis, or mailed directly to target audiences electronically or through a paid carrier, such as the post office, UPS or FedEx. Print advertisements must be submitted as tear sheets or reproduction proofs mounted on a lightweight board surrounded by a border. Electronic ads must be copied onto standard 8 ½” x 11” paper and mounted similar to print advertisements for judging and display purposes. Paste an Entry Label on the bottom right corner of each submission. Broadcast advertisements should be submitted on ½-inch VHS tape or DVD (for TV), or on standard audio cassette (for radio), with running time clearly indicated. For electronic ads, please include a printed graphic, such as a screen shot, for display purposes.

2. Advertisements - Series

Materials entered in this classification are defined as any two or more different color or black & white marketing communications print materials, or electronic promotions appearing on websites, radio or television, that are produced for media on a paid-placement or trade-out basis, or mailed directly to target audiences electronically or through a paid carrier, such as the post office or FedEx. Advertisements in this classification should promote the same issue, theme, event, service or product. Advertisements should be either printed and mounted on lightweight board(s), or submitted on a CD, DVD, ½-inch VHS (for TV) or standard audio cassette (for radio) for judging. For electronic ads, please include a printed graphic, such as a screen shot, for display purposes.

3. Annual Reports

Annual reports summarize an entity’s major developments and management decisions during a calendar or fiscal year, and may (but are not required to) include an annualized financial accounting of the entity. Annual reports may be submitted either as printed documents or in electronic (CD or DVD) formats. For electronic submissions, please include a printed graphic of the annual report for display purposes.

4. Audio-Only Presentations

Submissions in this classification include oral interviews, radio programs, podcasts and other electronic communications for which there is sound but no images. Entries can be submitted either on a standard audio cassette tape, DVD, CD or memory stick. Please include a printed graphic of the audio-only presentation for display purposes. (Note: Be sure to include running time of each entry on the entry label. If submitting a video presentation which combines sound and images, please use Videos classification below.)

5. Directories/Handbooks

Directories and handbooks are printed publications which provide descriptions of services and facilities, along with comprehensive contact information. Some organizational news and feature information is allowed, but should not be the dominant feature of this submission.

6. Miscellaneous

Entries that do not fall within the other classifications will be judged in the Miscellaneous classification. As with other classifications, judges will be looking for a situational analysis, clearly stated objectives, strategies and tactics, audience identification, evaluation of results (empirical or anecdotal), as well as creativity and clarity of message(s). Please include a printed graphic of electronic submissions for display purposes.

7. Overall Campaign

Entries for Overall Campaign may include copies of components from other entry classifications, but each Overall Campaign entry must include the full range of materials used in a comprehensive campaign or program designed to achieve a specific goal or objective. Clearly identify the campaign objective(s) and target audience(s), and include a detailed description of program elements including research, planning, implementation and evaluation of results.

8. Periodicals (Newsletters & Magazines)

Print periodical entries must be the original publication size; no enlargements or reductions are permitted. Cover page of electronic periodical entries must be copied onto standard 8 1/2” x 11” paper and attached to matte board in order to be judged and for display purposes. Include the most recent three consecutive issues of periodical or entry will not be judged. Periodicals in this classification are defined as print or electronic publications that are published at least twice per year.

9. Promotional/Advocacy Materials

Materials submitted in this classification may be in either print or electronic form, and must promote or advocate for a particular goal, objective, program, service or policy, and should be a component of a larger communications effort. Do not enter advertisements in this classification! Eligible entries are split between brochures, flyers, pamphlets and booklets; and maps, posters and calendars. Maps, calendars and posters will be judged separately from brochures, pamphlets, flyers and booklets. If the promotional/advocacy material is sent via direct mail (either electronic mail or through a paid carrier, such as the post office or FedEx), it should elicit a return-reply response. If submitting a series of promotional materials that advocate for the same or similar thing, you may submit them as one entry, but include one printed sample of each promotional piece for judging and display purposes. Each stand-alone promotional piece that advocates for something different must be submitted as an individual entry. If your submission is electronic, please include a printed graphic, such as a screen shot, for display purposes.

10. Special Events

Entries in this classification should clearly identify the special event objective(s) and target audience(s), and include a detailed description of program elements, including research, planning, implementation and evaluation of results. Submissions may include copies of components from other entry classifications.

11. Videos

This classification is for entries that have both audio and visual elements combined which are produced by, or on behalf of, the submitting entity and that advocates for or educates viewers on a particular goal, objective or program. All video presentations must be submitted in a DVD or ½-inch VHS format and be labeled with running time. Please include a printed graphic of video presentation, such as a screen shot, for display purposes (e.g., Port brand video, video tour, marketing video, educational video, recorded newscasts).

12. Visual-Only Presentations

Submissions in this classification include promotional and educational recordings, PowerPoint presentations, Webinars and other electronic communications for which there are images and written words, but very little or no sound. Entries can be submitted either on a ½-inch VHS videotape, CD, DVD or memory stick. Please include a printed graphic of the visual-only presentation for display purposes. (Note: Be sure to include running time of each entry on the entry label. If submitting a video presentation which combines sound and images, please use Videos classification above.)

13. Web Sites

Includes both Internet and Intranet Web sites. Password-protected areas of any Web site submitted must include a pass code for judging purposes. Please include Web site address with your entry AND printed copies of the Home page and one or more other Web site pages for judging and display purposes. To ensure judges review the Web site pages you consider most important, please include on your entry form the Web address of up to six pages you want the judges to review.

COMPETITION SPECIFICATIONS

Entry Form Information

ALL ENTRY PACKETS MUST INCLUDE one COMPLETED Official Entry Form SPECIFYING ALL ENTRy CLASSIFICATIONS THAT ARE BEING SUBMITTED. In addition, each individual entry classification must include a completed entry form questionnaire specific to that classification (i.e., Periodicals, Promotional/Advocacy Materials, etc.), and all entry forms and supporting materials describing the entry MUST be written in English.

An Entry Label must be attached to the lower right-hand corner of printed materials and attached to all VHS/DVD/CD-ROM covers, notebooks and other forms of entries. Submit ALL your entries in one package that includes ONE official entry form and an entry form for each specific classification for which entries are being submitted. Do not submit all your entries together in a single binder since entries must be separated for record-keeping and judging. Individual entries in binders weighing more than five (5) pounds generally contain more information than judges can absorb and will be graded down as a result; keep binder weights below five (5) pounds. Duplicate entries (except for components of Overall Campaign and Special Events classifications) and entries that do not comply with specific entry requirements will be disqualified from the competition. AAPA reserves the right to reject or reclassify entries that are incorrect for the submitted classification.

Entry Timeframe

Unless indicated otherwise, all entries must have been published, produced, implemented and evaluated between May 1, 2006, and April 30, 2008. Previously-submitted entries and entries produced before or after this 24-month timeframe are ineligible for judging. Entries may have been created with or without the services of a consultant, or advertising, public relations or production agency.

Language Requirements

Any entry or entries, such as advertisements, videos, Web sites and periodicals, may be submitted in any language desired, but entry forms and supporting written materials describing the entry must be submitted in English only for the judges to read. Entry forms are provided to describe each entry. Entry submitters should use the entry form provided and any supporting pages of text to translate parts of any submission that may not be clear to English-speaking judges. The purpose here is to encourage entries from ports in non-English-speaking countries without generating additional expenses to the awards process by having to translate those entries into English.

No Returns

Entries will not be returned. Please do not send originals or the only copy of any submission materials.

Electronic Image Requirements

For publicity and news purposes, and for the creation of the annual AAPA Communications Awards Program video, you must include a high-resolution electronic image (see specifications below) of your organization’s logo and a high-resolution electronic image that best depicts each entry, along with your name, entry date, contact information and entry classification. If you are submitting a video, you are encouraged to submit a short video clips (up to 10 seconds) of each entry to be used to showcase your submission in the annual awards luncheon video. The exact specifications which must be adhered to for both the electronic image and the video clip can be found below:

Electronic Image:

• 800 X 600 pixels, 72 dpi, RGB

• Acceptable formats: TIFF, TARGA, or PSD saved onto data disk

• JPEG acceptable at 300 dpi

Video Clip:

• Betacam SP, Digital Betacam, DVD (preferred method)

• VHS and Mini-DVD are NOT acceptable

• Only 10 seconds of a video clip can be used. By default, the first 10 seconds of the video will be used, or any 10 second clip you denote by a time code on the entry submission (e.g.: “01:04:25:00”, not “4 minutes 25 seconds into the piece.”)

Entry Categories

In order to fairly consider the work of entities with minimal resources and staff, each classification of entry in the competition will be divided into two categories.

Category 1

By default, all entries will be judged as Category 1 unless specified otherwise on the entry form.

Category 2

Category 2 addresses entities with:

• Ports with two or fewer full-time equivalent professional PR staff; and,

• Ports with an annual PR budget of less than $150,000.

Judging

All entries will be judged by an independent board of experienced public relations and marketing communications professionals. They will evaluate these criteria:

o Clearly stated and measurable objective(s), goal(s) and target audience(s)

o Appropriateness to audience and objectives

o Content, clarity, style

o Innovative graphics/design

o Skill in use of copy, layout, art or photography

o Overall quality and effectiveness

o Evaluation of results (empirical or anecdotal)

The judging will be held at AAPA Headquarters in Alexandria, Virginia, shortly after the entry deadline. Those entering the contest will be notified of the competition’s results shortly after judging is complete.

Fees

The fee for each entry is $65, payable by check or credit card (Visa, Mastercard or American Express only). If you prefer, credit card transactions can be made over the phone by calling AAPA at 703-684-5700. Checks must be made payable to the "American Association of Port Authorities" and must accompany the entry. If AAPA does not have the fee by the time entries are judged, the entry will be invalid. Multiple components submitted as part of an Overall Campaign, Advertising Series, Periodical (which requires three consecutive issues) or Special Events entry constitutes a single submission at $65 per entry.

Awards

Winners will be recognized at the AAPA Annual Convention during the week of September 21-25, 2008, in Anchorage, Alaska. Top entries will receive an Award of Excellence plaque or Award of Merit certificate. At AAPA’s discretion, Honorable Mention awards may be bestowed on entries that score well in most criteria, but do not meet the benchmark for an Award of Excellence or Merit. Honorable Mention awards are meant to recognize professionalism and/or creativity which may otherwise be ineligible for recognition.

To recognize superior performance in the competition, the Dan Maynard Communications Award for Overall Excellence will be presented to the port that earns the most award points in the competition. The annual Award of Overall Excellence was renamed by AAPA’s Public Relations Committee in 2004 after the late Dan Maynard, the committee’s former colleague and communications director for the Port Authority of New York & New Jersey.

Entry Deadline

Entries in all categories must be received at AAPA Headquarters by Friday, May 2, 2008. Send to:

Communications Awards

American Association of Port Authorities

1010 Duke Street

Alexandria, VA 22314-3589

For more information, contact:

Aaron Ellis, Director of Communications

(703) 684-5700; aellis@aapa-

COMPREHENSIVE ENTRY FORM

Please enclose one completed Comprehensive Entry Form with your entire entry packet. Also complete and include a separate entry questionnaire with each individual submission, together with a high-resolution electronic logo and an electronic image (see Electronic Images for details) that best depicts your entry for use in publicizing it if it wins an award. Submit ALL entries in one package with one payment (check or credit card) to cover all Communications Awards Program submissions.

Name: _____________________________________________

Title: _____________________________________________

Entity: _____________________________________________

Address: ____________________________________________________________________________

Telephone: _________________ Fax: ________________ E-mail: ________________________

|CATEGORY 1 |CATEGORY 2 |

|By default, all entities will be classified in Category 1 unless they meet |Entities must meet both of the following criteria: |

|both Category 2 criteria. |Two or fewer full-time equivalent professional PR or marketing |

| |communications staff; and,, |

| |An annual PR budget of less than $150,000. |

Check appropriate boxes and attach

with separate entry forms

1. ADVERTISEMENTS-SINGLE

Single Print Advertisement ( (

Electronic [Website, Broadcast

(radio/TV)] ( (

2. ADVERTISEMENT-SERIES

Ad Series ( (

Electronic [Website, Broadcast

(radio/TV)] ( (

3. ANNUAL REPORTS ( (

4. AUDIO-ONLY PRESENTATIONS ( (

5. DIRECTORIES/HANDBOOKS ( (

6. MISCELLANEOUS ( (

Describe Entry:

______________________________________________

______________________________________________

7. OVERALL CAMPAIGN ( (

Describe Entry: Association of Port Authorities

______________________________________________

______________________________________________

8. PERIODICALS (Magazines & Newsletters)

Attach latest three consecutive issues ( (

9. PROMOTIONAL/ADVOCACY MATERIALS

Brochures, pamphlets, flyers, booklets ( (

Maps, posters, calendars ( (

10. SPECIAL EVENTS ( (

Describe Entry: ____________________________________________________________________________________________

11. VIDEOS ( (

12. VISUAL-ONLY PRESENATIONS ( (

13. WEB SITES ( (

OFFICIAL PAYMENT FORM

Enclose one completed Official Payment Form with your entire entry packet. The fee for each entry is $65, payable by check or credit card (Visa, Mastercard or American Express only). Checks must be made payable to the “American Association of Port Authorities.” To handle your credit card payment over the phone, please call AAPA at 703-684-5700.

To assist you in calculating the cost, please write the number of entries submitted for each applicable classification. For example, each Annual Report, Promotional/Advocacy piece, Handbook or Video-Only Presentation is considered a single entry at $65 per entry. An Overall Campaign, Special Event, Ad Series or Periodical (consisting of three consecutive issues) submission constitutes a single entry at $65 per entry.

1. ADVERTISEMENTS-SINGLE ______

2. ADVERTISEMENTS-SERIES ______

3. ANNUAL REPORTS ______

4. AUDIO-ONLY PRESENTATIONS ______

5. DIRECTORIES/HANDBOOKS ______

6. MISCELLANEOUS ______

7. OVERALL CAMPAIGN ______

8. PERIODICALS ______

9. PROMOTIONAL/ADVOCACY

MATERIAL ______

10. SPECIAL EVENTS ______

11. VIDEOS ______

12. VISUAL-ONLY PRESENTATIONS ______

13. WEB SITES ______

TOTAL: (number of entries) ______ x $65 = ____________

CHECK: Checks must be made payable to the “American Association of Port Authorities.” Please reference the AAPA Communications Awards Program somewhere on the check.

CREDIT CARD

Visa ( MasterCard ( American Express (

Credit Card Number:

_______________________________________________________________________________

Expiration Date: ________________________________________________________________

The name that appears on the front of the Credit Card:

_______________________________________________________________________________

The Cardholder’s Billing Address:

_______________________________________________________________________________

Phone Number:

________________________________________________________________________________

1. ADVERTISEMENTS - SINGLE

A single advertisement is defined as any color or black & white marketing communications print materials or electronic promotions appearing on websites, radio or television, that are produced for media on a paid-placement or trade-out basis, or mailed directly to target audiences electronically or through a paid carrier, such as the post office, UPS or FedEx. You must complete the questions on this page for each entry and include a printed/mounted ad (for judging and display purposes) and a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

( Single Print Advertisement ( Website Ad ( Broadcast Ad (for radio/TV)

Entry Title: ______________________________________________________________________________

Port Name: ______________________________________________________________________________

1) Was this entry produced in-house? ( by an agency? ( or a combination? (

2) To what audience(s) was this entry targeted?

3) Where was the advertisement placed?

a) What was the circulation of print publications or electronic media used?

b) Number of print insertions or ad spots placed, or number of website “visits” counted?

4) What was the goal or objective for this advertisement and what were the key messages this ad intended to communicate to its target audience(s)?

5) How did you evaluate the success of this entry and what were the results? (Be specific.)

6) If your Single Advertisement is in a language other than English, please briefly describe the major points of the ad in English.

2. ADVERTISEMENTS - SERIES

A series of advertisements is defined as any two or more different color or black & white marketing communications print materials, or electronic promotions appearing on websites, radio or television, that are produced for media on a paid-placement or trade-out basis, or mailed directly to target audiences electronically or through a paid carrier, such as the post office or FedEx. Advertisements in this classification should promote the same issue, theme, event, service or product. You must complete the questions on this page for each entry and include printed/mounted advertisements (for judging and display purposes) and a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

( Ad Series ( Website Ads ( Broadcast Ads (radio/TV)

Entry Title: ______________________________________________________________________________

Port Name: ______________________________________________________________________________

1) Was this entry produced in-house? ( by an agency? ( or a combination? (

2) To what audience(s) was this entry targeted?

3) Where were the advertisements in this entry placed?

a) What was the circulation of print publications or electronic media used?

b) Number of print insertions or ad spots placed per ad, or number of website “visits” counted per ad?

4) What was the goal or objective for this ad series and what were the key messages these ads intended to communicate to their target audience(s)?

5) How did you evaluate the success of this entry and what were the results? (Be specific.)

6) If your Advertising Series is in a language other than English, please briefly describe the major points of each advertisement in English.

3. ANNUAL REPORTS

Annual reports provide a summary of an organization’s major developments and management decisions during a particular year, and may include an annualized financial accounting (optional). You must complete the questions on this page for each entry and include a printed copy of the annual report being submitted (for judging and display purposes) and a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

Entry Title: ______________________________________________________________________________

Port Name: ______________________________________________________________________________

1) Was this entry produced in-house? ( by an agency? ( or a combination? (

2) To what audience(s) was this entry targeted?

3) What was the goal or objective for this entry and what were the key messages this entry intended to communicate to its target audience(s)?

4) How many printed copies or data disks (e.g., CDs) were distributed, if any? If created for the Web, how did you assess readership or “visits”?

5) How did you evaluate the success of this entry and what were the results? (Be specific.)

6) If your Annual Report is in a language other than English, please briefly describe the major points of this entry in English.

4. AUDIO-ONLY PRESENTATIONS

Submissions in this classification may include oral interviews, radio programs, podcasts and other electronic communications for which there is sound but no images. Entries can be submitted either on a standard audio cassette tape, DVD, CD or memory stick. (Note: Please include running time, when applicable, on entry label. Please do not submit video presentations in this classification.) You must complete the questions on this page for each entry and include both a print image of the submission (for display purposes) and a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

Entry Title: _________________________________________________ Running Time: ___________

Port Name: _____________________________________________________________________________

1) Was this entry produced in-house? ( by an agency? ( or a combination? (

2) To what audience(s) was this entry targeted?

3) What was the goal or objective for this entry and what were the key messages this entry intended to communicate to its target audience(s)?

4) If produced for the Web, how did you assess “visits”? If applicable, how many audio tapes or data storage devices (e.g., CDs, memory sticks) were distributed?

5) How did you evaluate the success of this entry and what were the results? (Be specific.)

6) If your Audio-Only Presentation is in a language other than English, please briefly describe the major points of this entry in English or provide a written transcript in English.

5. DIRECTORIES/HANDBOOKS

Directories and handbooks are printed publications which provide descriptions of port services and facilities, along with comprehensive contact information. Some organizational news and feature information is allowed, but should not be the dominant feature of this submission. You must complete the questions on this page for each entry and include a printed rendition of the submission (for judging and display purposes) and a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

Entry Title: ______________________________________________________________________________

Port Name: ______________________________________________________________________________

1) Was this entry produced in-house? ( by an agency? ( or a combination? (

2) To what audience(s) was this entry targeted?

3) What was the goal or objective of producing this entry and what were the key messages this entry intended to communicate to its target audience(s)?

4) How many printed copies were distributed?

5) How did you evaluate the success of this entry and what were the results? (Be specific.)

6) If your Directories/Handbooks submission is in a language other than English, please briefly describe the major points of this entry in English.

6. MISCELLANEOUS

Entries that do not fall within the other classifications will be judged in the Miscellaneous classification. You must complete the questions on this page for each entry and include a printed rendition of the submission (for judging and display purposes) and a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

Type of Entry (e.g., billboard, sky-writing, blog): _________________________________________________

Entry Title: ______________________________________________________________________________

Port Name: ______________________________________________________________________________

1) Was this entry produced in-house? ( by an agency? ( or a combination? (

2) To what audience(s) was this entry targeted?

3) What was the goal or objective of producing this entry and what were the key message(s) this entry intended to communicate to its target audience(s)?

4) How many printed copies or data disks (e.g., CDs) were distributed, if any? If produced for the Web, how did you assess “visits”?

5) How did you evaluate the success of this entry and what were the results? (Be specific.)

6) If your Miscellaneous submission is in a language other than English, please briefly describe the major points of this entry in English.

7. OVERALL CAMPAIGN

Entries for Overall Campaign must include copies of all materials related to a comprehensive campaign or program (e.g., news releases, ads, brochures, Web site pages, videos, etc.) designed to achieve a specific goal or objective, and can include materials entered into other classifications of this awards competition... You must complete the questions on this page for each entry and include a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

Entry Title: ______________________________________________________________________________

Port Name: ______________________________________________________________________________

1) Was this entry produced in-house? ( by an agency? ( or a combination? (

_____ Number of staff _____ Number of volunteers

2) To what audience(s) was this entry targeted?

3) What was the overall objective, the key messages and timeline of events for the campaign? (Attach separate write-up if preferred.)

4) Thoroughly describe the campaign in terms of: research, planning, implementation and evaluation, and provide an analysis of the campaign’s success in meeting the overall objective.

5) If your Overall Campaign is in a language other than English, please briefly describe the major points of this entry in English.

8. PERIODICALS

(Newsletters & Magazines)

For this classification, Periodicals are defined as color or black & white print or electronic publications (generally newsletters and magazines) that are published at least twice annually. Please send the most recent three consecutive issues for judging. For electronic periodical submissions, cover pages of the most recent three consecutive issues must be copied onto standard 8 1/2” x 11” paper and attached to matte board(s) in order to be judged and for display purposes. You must complete the questions on this page for each entry and include a printed rendition of the submission (for judging and display purposes) and a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

Type of Entry: ( Printed Periodical ( Electronic Periodical

Entry Title: _________________________________________________________________________

Port Name: __________________________________________________________________________

Periodicals will only be judged if three consecutive issues of the publication are provided. Submissions must have been produced between May 1, 2006 and April 30, 2008.

1) Was this entry produced in-house? ( by an agency? ( or a combination? (

2) To what audience(s) was this entry targeted?

3) What was the goal or objective of producing this entry and what were the key messages this entry intended to communicate to its target audience(s)?

4) How many printed copies were distributed, if any, of each of the three issues? If produced for the Web, how did you track readership or “visits”?

5) How did you evaluate the success of this entry and what were the results? (Be specific.)

6) If your Miscellaneous submission is in a language other than English, please briefly describe the major points of this entry in English.

9. PROMOTIONAL/ADVOCACY MATERIALS

(Brochures/flyers/pamphlets/booklets OR maps/calendars/posters)

Materials submitted in this classification may be in either print or electronic form, and must promote or advocate for a particular goal, objective, program, service or policy, and should be a component of a larger communications effort. Do not enter advertisements in this classification! Eligible entries are split between brochures, flyers, pamphlets and booklets; and maps, posters and calendars. Maps, calendars and posters will be judged separately from brochures, pamphlets, flyers and booklets. If the promotional/advocacy material is sent via direct mail (either electronic mail or through a paid carrier, such as the post office or FedEx), it should elicit a return-reply response. If submitting a series of promotional materials that advocate for the same or similar thing, you may submit them as one entry, but include one printed sample of each promotional piece for judging and display purposes. Each stand-alone promotional piece that advocates for something different must be submitted as an individual entry. Photographs used in maps, calendars and posters must be identified in the body copy or have captions. You must complete the questions on this page for each entry and include a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

( Brochure/Flyer/Pamphlet/Booklet ( Map/Calendar/Poster

Type of Entry: ______________________________________________________________________________

Entry Title: ______________________________________________________________________________

Port Name: ______________________________________________________________________________

1) Was this entry produced in-house? ( by an agency? ( or a combination? (

2) To what audience(s) was this entry targeted?

3) What was the goal or objective of producing this entry and what were the key messages this entry intended to communicate to its target audience(s)?

4) How many printed copies or data disks (e.g., CDs) were distributed? If created for the Web, how did you assess readership or “visits”?

5) How did you evaluate the success of this entry and what were the results? (Be specific.)

6) If your Promotional/Advocacy Materials submission is in a language other than English, please briefly describe the major points of this entry in English.

10. SPECIAL EVENTS

Entries should clearly identify goals/objectives of event, target audiences, evaluation of success, and include all program books, publicity materials, audio/visual materials, photographs or other supporting documentation for the submitted event. You must complete the questions on this page for each entry and include a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

Entry Title: ______________________________________________________________________________

Port Name: ______________________________________________________________________________

1) Was this event planned in-house? ( by an agency/firm? ( or a combination? (

____ Number of staff _____ Number of volunteers

2) What was the overall goal/objective of this event, who was the target audience(s) and what were the key messages you intended to communicate to your target audiences? (Attach separate write-up if necessary.)

3) Thoroughly describe the event in terms of research, planning, promotion/advertising, implementation, attendance and evaluation of success, and provide an analysis of the event’s success in meeting the overall objective.

4) If your Special Event submission is in a language other than English, please briefly describe the major points of this entry in English.

11. VIDEOS

This classification is for entries that have both audio and visual elements combined which are produced by, or on behalf of, the submitting entity and that advocates for or educates viewers on a particular goal, objective or program. All video presentations must be submitted in a DVD or ½-inch VHS format and be labeled with running time. You must complete the questions on this page for each entry and include a print rendition of the submission (for judging and display purposes) and a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

Entry Title: ______________________________________________________________________________

Port Name: ______________________________________________________________________________

1) Was this entry produced in-house? ( by an agency? ( or a combination? (

2) To what audience(s) was this entry targeted?

1) What was the goal or objective for this entry and what were the key messages this entry intended to communicate to its target audience(s)?

5) If produced for the Web, how did you assess “visits”? If applicable, how many data storage devices (e.g., CD-ROMs, DVDs, memory sticks) were distributed? How much stock footage vs. original shots did you use?

6) How did you evaluate the success of this entry and what were the results? (Be specific.)

7) If your Video is in a language other than English, please briefly describe the major points of this entry in English or provide a written transcript in English.

12. VISUAL-ONLY PRESENTATIONS

Submissions in this classification may include promotional and educational recordings, PowerPoint presentations, Webinars and other electronic communications for which there are images and written words, but very little or no sound. Entries may be submitted on a CD-ROM, DVD, memory stick or ½-inch VHS videocassette, but must be labeled with running time. You must complete the questions on this page for each entry and include a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

Entry Title: ___________________________________________________ Running Time: ___________

Port Name: ______________________________________________________________________________

1) Was this entry produced in-house? ( by an agency? ( or a combination? (

2) To what audience(s) was this entry targeted?

3) Is this entry part of a larger campaign?

4) What is the objective(s) of this entry and what message(s) does it intend to communicate?

5) If produced for the Web, how did you assess “visits”? If applicable, how many data storage devices (e.g., CD-ROMs, DVDs, memory sticks) were distributed? How much stock footage vs. original shots did you use?

6) How did you evaluate the success of this entry and what were the results? (Be specific.)

7) If your Visual-Only Presentation is in a language other than English, please briefly describe the major points of this entry in English.

13. WEB SITES

Includes both Internet and Intranet Web sites. For judging and display purposes, include both the Web site address and printed copies of specific website pages (e.g., screen shots) you want judged/displayed. You must complete the questions on this page for each entry and include a high-resolution electronic image (see Electronic Images for details) that best depicts it for publicity purposes. Please be brief, but use as many pages as you feel is necessary to answer the questions.

CATEGORY 1 ( CATEGORY 2 (

URL (Website Address): _____________________________________________________________________

Port Name: ______________________________________________________________________________

1) Was the site designed in-house? ( by an agency? ( or a combination? (

2) Is the site maintained by in-house staff? ( by an outside agency? ( or a combination? (

3) To what audience(s) is the site targeted?

4) Describe the objective of the website. What features and information are used to support the objective?

5) How do you promote your website?

6) Is there a password-protected area that the judges can view? If yes, what is the password?

7) How did you evaluate the success of this entry?

( # of “visits” ( Business opportunities gained ( Audience feedback

( Time/money saved by providing material electronically ( Other (please explain)

8) If your Web site submission is in a language other than English, please briefly describe the major points of this entry in English.

|OFFICIAL ENTRY LABEL |OFFICIAL ENTRY LABEL |

|AAPA 2008 |AAPA 2008 |

|COMMUNICATIONS AWARDS |COMMUNICATIONS AWARDS |

| | |

|PORT: ______________________________________ |PORT: ______________________________________ |

|CONTACT PERSON: _________________________ |CONTACT PERSON: ________________________ |

|ENTRY CATEGORY: _________________________ |ENTRY CATEGORY: ________________________ |

|OFFICIAL ENTRY LABEL |OFFICIAL ENTRY LABEL |

|AAPA 2008 |AAPA 2008 |

|COMMUNICATIONS AWARDS |COMMUNICATIONS AWARDS |

| | |

|PORT: ______________________________________ |PORT: ______________________________________ |

|CONTACT PERSON: ________________________ |CONTACT PERSON: ________________________ |

|ENTRY CATEGORY: ________________________ |ENTRY CATEGORY: ________________________ |

|OFFICIAL ENTRY LABEL |OFFICIAL ENTRY LABEL |

|AAPA 2008 |AAPA 2008 |

|COMMUNICATIONS AWARDS |COMMUNICATIONS AWARDS |

| | |

|PORT: ______________________________________ |PORT: ______________________________________ |

|CONTACT PERSON: ________________________ |CONTACT PERSON: ________________________ |

|ENTRY CATEGORY: ________________________ |ENTRY CATEGORY: ________________________ |

|OFFICIAL ENTRY LABEL |OFFICIAL ENTRY LABEL |

|AAPA 2008 |AAPA 2008 |

|COMMUNICATIONS AWARDS |COMMUNICATIONS AWARDS |

| | |

|PORT: ______________________________________ |PORT: _____________________________________ |

|CONTACT PERSON: _________________________ |CONTACT PERSON: ________________________ |

|ENTRY CATEGORY: ________________________ |ENTRY CATEGORY: ________________________ |

|OFFICIAL ENTRY LABEL |OFFICIAL ENTRY LABEL |

|AAPA 2008 |AAPA 2008 |

|COMMUNICATIONS AWARDS |COMMUNICATIONS AWARDS |

| | |

|PORT: ______________________________________ |PORT: _____________________________________ |

|CONTACT PERSON: _________________________ |CONTACT PERSON: ________________________ |

|ENTRY CATEGORY: _________________________ |ENTRY CATEGORY: ________________________ |

TIPS ON SCORING HIGH MARKS FOR EVALUATION

Judges for AAPA's Annual Communications Awards use score sheets that require a numerical score on the following criteria:

1. Appropriateness to identified target audience(s) and communications objectives

2. Value of content

3. Clarity of message(s)

4. Skill in writing, layout, graphics and design

5. Overall effectiveness

6. Evaluation of communication success (using empirical or anecdotal evidence)

The areas that consistently get low scores from judges are entries that do not state measurable goals and objectives and that don’t provide any analysis of the communication’s effectiveness, such as empirical or anecdotal evidence to determine the entry’s success in achieving its goals and objectives. Oftentimes judges have also complained that entries fail to provide enough background or situational analysis for them to understand the reason or purpose behind the stated objectives. In other words, judges want to know what the entry is trying to achieve and why the submitting port wants to achieve it.

Some examples of judges comments are: Suggest more formal evaluation method such as a survey or reply card; No description of proactive evaluation process or listing of any quantifiable measures; and No clear evidence of evaluation. How do you justify that your effort was worthwhile?

Entries that state something like, "We got lots of favorable comments." do not constitute effective evaluation. The judges are looking for evidence that you have built quantifiable measures into your communication piece. In other words, how many people saw it or read it? Was there a way for them to contact you later, such as by phone, email, reply card, etc.? How often do you ask their opinion of the piece? What percentage of the people you sent it to saw it and responded?

Another concern of judges is that many submissions do not clearly state the purpose of the communications entry. They want to know why the particular communications vehicle was chosen over all the other possible options and if any other communications vehicles were considered.

Finally, some judges have complained when too much information is contained in an individual submission binder. Individual entries in binders weighing more than five (5) pounds generally contain more information than judges can absorb and will be graded down as a result. Keep binder weights to less than five (5) pounds. For example, consider summarizing survey results when including feedback surveys with your submission rather than including every completed survey in your submission binder.

Consider the following:

Advertisements ( How many people saw the ad (circulation of publications)? Was there a direct feedback mechanism (such as a phone number or website address) in the ad so you could measure response? What was the marketing result you wanted and what did you get?

Periodicals ( Do you perform readership surveys of your periodicals so that you know what your readers think? How do you know if the newsletter or magazine is too long or too short or if readers like the look, content and layout? Have you ever conducted a focus group to determine what people think of the publication? Have you logged evidence of call-in or email responses to determine the success of your publications?

Special Events ( How many people attended your event in relation to your stated objectives? How did you record attendees’ attitudes toward the event? Did you do a post-event internal and/or external evaluation to seek ways to improve the next event?

Web Sites ( What are your website “visit” stats and do they meet your objectives? How many visits per month as compared to a year ago? Do you have a "Contact Us" button and how many responses does it get? How many organizations ask to link to your site?

Promotional Materials ( Do your posters and maps entice readers to respond and do they have contact information that’s easy for readers to remember? Do you have a way to capture the information on who is responding to your cards and letters and what they are saying? Do your brochures and flyers have identification codes that respondents can mention when they write in or call that lets you know how they learned about your message? How did you assess the number of people who responded? What percentage of the total mailing?

Videos ( How many people have viewed your video presentation since you produced it? Have you asked any of these groups to fill out a simple evaluation form about what they learned? Does the videotape/DVD have a call-to-action which is in a measurable form, such as letters to legislators?

Handbooks and Directories ( If your communication is a handbook or directory, what, and how many inquiries have resulted and what are people saying about the information contained in it, or the pictures/illustrations? Did you get requests for more copies?

For each communication product or service you enter, ask yourself: Why did I produce this piece or program and do I know whether it met my objective(s)? If you aren’t able to answer these questions, the entry probably isn’t ready to be judged.

Please contact Aaron Ellis, Director of Communications, at 703-684-5700, aellis@aapa-, if you have further questions about evaluation and AAPA's Annual Communications Awards, or if you would like an example of an outstanding entry form submission.

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2008 COMMUNICATIONS

AWARDS PROGRAM

2006 COMMUNICATIONS

AWARDS

2008 COMMUNICATIONS

AWARDS PROGRAM

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