PRSA Travel and Tourism Section - Public Relations Society of ...

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Washington, DC 2006 Thursday, June 15 8 80% contracted attrition rate Friday, June 16 12 Saturday, June 17 100 Sunday, June 18 189 (conference officially began) Monday, June 19 196 Tuesday, June 20 134 Wednesday, June 21 8 Denver, CO 2005 Friday, April 15 17 Saturday, April 16 137 Sunday, April 17 236 (conference officially began) Monday, April 18 245 Tuesday, April 19 247 CONFERENCE STRUCTURE • The conference format is usually a Sunday through Tuesday or Wednesday through Friday format (3 days), not including any pre-conference activities. • Members of the PRSA Travel and Tourism Section Executive Board arrive a day early for meetings. • The Host Committee is encouraged to organize pre- and/or post-tours for conference attendees and the media to allow them to experience the destination. • The host hotel should offer the conference rate for up to two nights prior and two nights after the conference. • Each day’s activities include a mixture of professional development sessions and media panels. The Host Committee and the PRSA Travel & Tourism Section Board work collaboratively to determine the professional development topics, the overall theme of the conference, and to identify and secure panelists for these topic sessions, as well as keynote speakers. The PRSA Board retains final approval for all topics, speakers, etc. • The Host Committee has flexibility in planning each day’s itinerary, and we encourage you to be creative with the schedule. This must be done in collaboration with PRSA staff and the Section’s board. PRSA will assist you in structuring the conference agenda and can provide programs from past conferences to reference. What follows is a loose outline you may wish to follow as you plan your bid. PLEASE NOTE, the actual conference structure is subject to change based on evaluations received from conference attendees the prior year. The PRSA Travel & Tourism Section Board’s primary goal is to best meet the needs of our members and conference attendees: Arrival DAY • Registration all day. • PRSA Travel and Tourism Section Board arrives and meets that afternoon/evening. • Pre-tours/activities for attendees to allow them to experience different aspects of the host city or destination and meet other conference attendees. • Pre-Conference Professional Development Seminar (Max 50 ppl) • Opening Evening Reception o NOTE: Previous events have included heavy hors d’oeuvres and an open bar; some events have featured entertainment. 4
DAY 1 • Registration all day. • Welcome keynote (mid-morning) • Breakout Sessions • Group lunch- keynote speaker or big-name media panel • Two afternoon general sessions. • Free night. Participants are responsible for their own dinners. We encourage you to organize dine-around activities – by providing suggestions of or possibly discounts at local restaurants. PRSA staff would assist with this process. DAY 2 • Organizations for PR professionals representing state public relations offices, foreign travel offices, PR agencies, and convention and visitors bureaus gather at roundtable discussions for each group that morning. • Group lunch. This typically features a keynote speaker who can address current trends or hot topics in the field of travel-related public relations. • Four to five professional development sessions/media panels (no more than three consecutive). • Evening Media Mixer – suggested off-site venue that highlights destination o Media Mixer format is dependent upon the PRSA Travel & Tourism Section Board’s decision, based on a number of factors including number of travel media within a 150-mile radius and past Media Event evaluations. DAY 3/Departure Day • Morning professional development opportunities • Group breakfast/brunch – roundtable discussion or professional development session. • Conference Ends early afternoon in time for attendees to catch flights home HOST LOCATION BENEFITS • Your destination receives meeting revenue from rooms, food and beverage, etc. • Your destination will likely receive media coverage from the media members who participate in the conference and any special pre- or post-conference tours. This requires some proactive work on part of either the host CVB or the Host Committee. • Because you share responsibility for filling the media panels with the Section’s board members, you can access media that you otherwise might not be able to bring to your destination. This strengthens your relationship with the media, as your interaction with them goes beyond a standard pitch. You could also use this opportunity to craft a special press tour for these members of the media. • Your destination is exposed to professionals with a predisposition toward travel. • The conference provides a quality education program for professionals in the fields of public relations, marketing and travel. You can encourage professionals from your area to attend the conference and enhance their own skills. We offer a day rate for registrants who want to attend just one part of the conference. HOST LOCATION RESPONSIBLITIES NOTE: All contracts, final arrangements and guarantees with any hotels or outside vendors must be negotiated and signed by PRSA staff. • The top two destinations chosen from all bids must host up to two members of the PRSA Travel & Tourism Section Board and a member of PRSA staff (3 people total) for a site visit of your location. We ask that you make arrangements for these PRSA representatives at a prospective conference hotel site (do not have to be at the same hotel). 5
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