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Hosting events and offering awards programs for members helps chapters achieve several goals: providing professional development, networking and recognition opportunities; increasing the visibility and importance of school PR; and creating chapter revenue to support programs and services.
Chapter events can run the gamut from one-hour webinars to multi-day in-person conferences. Read on for tips, strategies and examples on best practices for chapter event planning.
To be most effective, chapter events should address members’ current needs, as identified through a survey or the chapter’s strategic plan.
Event planning is a great way to get newer or less involved members engaged in the work of the chapter, as well as groom future leaders. Don’t rely on the board to do all work - consider having 1-2 board members serve as lead or liaison for an event, but have them work with a committee of non-board members to plan and implement the event.
In addition to more typical full-day or multi-day conferences - that may focus on one subject or cover a range of subjects - here are some other ideas for events to meet members’ needs:
If you’re stuck for ideas, reach out to other chapters to ask what events they offer and what topics they’ve found most appealing.
Some chapters use sponsors to help pay for conferences. See sample sponsorship guidelines below:
Just as NSPRA and our members have benefited from building and maintaining relationships with other professional associations and organizations such as the Public Relations Society of America (PRSA), Universal Accreditation Board (UAB), AASA, The School Superintendents Association and National School Boards Association (NSBA), chapters can develop these relationships at the state and regional level as well.
Chapter leaders are encouraged to pursue these alliances and collaborations as they promote the importance of the school public relations function to other education leaders and raise the status of our profession, along with receiving recognition for the work of the chapter and its members. What other education or communication-related associations exist in your state that might be good partners for conferences or other events?
MOSPRA Partnering Guide
Some ways to collaborate with other education-related associations:
Chapters can also partner with neighboring chapters to offer a joint conference or workshop. If you are holding virtual options and have the capacity, invite all NSPRA members to participate.
One of the hallmarks of an NSPRA National Seminar is the warm and friendly atmosphere, and the host chapter plays a critical role in ensuring that all participants feel welcome and involved during the week. Host chapter members help NSPRA staff stay tuned into participants’ needs. They also provide local expertise about places to go, things to see and other considerations related to the Seminar city.
Bottom line: Host chapters are a key part of the team that makes the NSPRA National Seminar a success!
Serving as a host chapter is optional, but for those chapters that welcome the opportunity, the following guidelines explain what hosting entails.
The host chapter’s primary responsibility is to oversee social activities woven throughout the Seminar. Planning generally begins several years prior to the event.
The year prior to the Seminar in your state, you can help create a “buzz” that gets people excited about coming to your state and the Seminar city. Some strategies that have been successful in the past include:
Communicate regularly with NSPRA about your plans.
This will help ensure that the chapter's plans meet hotel requirements and are a good fit for the Seminar schedule and our members. NSPRA staff work closely with the chapter as you prepare to host the NSPRA Seminar. Host committee chairs are encouraged to call the NSPRA office with any questions as you begin planning. Your primary contact for the Seminar is NSPRA's Seminar manager.
Develop a theme and logo that reflects the site location and the chapter brand.
Each year in the fall, NSPRA develops a National Seminar theme and logo that reflects the program offerings for use in marketing materials. Over the years, host chapters have also created their own social themes and logos to help balance the work and play aspects of attending a Seminar.
The host chapter is not required to develop its own logo, but those who choose to do so must follow these host chapter guidelines:
If your chapter chooses to have its own host chapter logo, you will be responsible for developing and paying for any artwork you plan to use and for providing appropriate color as well as black/white art to NSPRA for use in our Seminar promotions. In order to get maximum use of a chapter logo and theme, we recommend this be completed to unveil at the Seminar before yours as a preview.
Staff a preview booth at the Seminar before yours.
This will help you promote it in person and let folks get a peek at the enthusiasm your chapter members will bring as official hosts. NSPRA will provide you with a 6' table in a prime location for this purpose. The host chapter is responsible for decorating the table and providing any informational handouts such as site-seeing brochures, tourism guides and other materials that promote the future Seminar city.
Provide a preview-year video and remarks at the close of the current Seminar.
During the closing event on Wednesday of the current Seminar, officially invite participants to join your chapter at the next year’s Seminar and give them a preview of what they can expect in your host city. The goal of this video presentation with brief remarks is to “sell” the Seminar location and get people excited about coming to your city. The chapter may be as creative as it likes with the presentation, but please communicate with the NSPRA associate director in advance about your plans and submit the video by the end of June.
Assist NSPRA in marketing the Seminar to school communicators in your state.
Communicate with chapter members, colleagues and friends to encourage them to attend the Seminar. Prepare marketing materials about the activities the host chapter has planned for the Seminar, particularly for members of the chapter. This information might include sign-up forms for social activities or order forms for T-shirts for example.
Create a special host chapter webpage.
Promote the Seminar location and the chapter’s social activities.
The host chapter has traditionally been responsible for these Seminar activities:
Welcoming participants.
NSPRA provides you with a 6' table in a prime location for a host chapter hospitality booth, which can serve as spot for attendees to get tips on local sightseeing and nightlife, to pick up chapter swag, to buy host chapter T-shirts, etc. We ask the chapter to give an “official” welcome at the Annual Meeting and Celebration of Achievement on Sunday afternoon; to provide a chapter member(s) to present the “How to Make the Most of Your First NSPRA Seminar” session, also on Sunday afternoon (NSPRA provides slides); and to designate a chapter representative to attend the closing event on Wednesday to receive NSPRA's appreciation gift. NSPRA also will ask the host chapter to invite its members to volunteer to serve as "Ask Me!" helpers, stationed by NSPRA staff at key locations and times to answer attendee questions during the conference.
Selling T-shirts or souvenirs.
As long as the hotel allows such sales, the host chapter may sell items at its hospitality booth. The chapter is solely responsible for items sold and monies collected. Raffles or drawings may be held the same way. Communicate with the NSPRA Seminar manager in advance to discuss whether the Seminar hotel allows such sales.
Sponsoring a social event.
Today many vendors sponsor afterhours social events on Monday and Tuesday nights during the Seminar. These events are not run or hosted by NSPRA, and guest lists are determined by the vendors. NSPRA is open to a host chapter also providing evening activities on Monday or Tuesday that allow for attendee networking and fun, but such chapter-funded events are not required. Communicate with the NSPRA Seminar manager in advance about any ideas the chapter has for social events.
Coordinating sign-up dinners.
Once a popular NSPRA activity, sign-up dinners are no longer typical because of financial obligations placed on host chapters by participating restaurants (e.g., food and beverage minimums) and the large size of conference attendance today. If a chapter is still interested in organizing sign-up dinners, the host chapter must scout local restaurants in advance, assign chapter members to make arrangements, and serve as guides and hosts for each group. The chapter is responsible for coordinating sign-ups for each restaurant, but typically everyone who signs up is responsible for paying for their own meals. Communicate with the NSPRA Seminar manager in advance about any ideas the chapter has for dinner sign-ups.
Additional options
Host chapters may also be involved in some additional ways if they choose:
In recognition of the time and effort required of host chapters, NSPRA offers host chapters the following:
The year prior to your Seminar
The year the Seminar is in your state*
*Should the chapter choose to opt out of full participation in hosting activities at the Seminar or during the preview year, NSPRA reserves the right to adjust the special compensation that will be offered.
Get your Seminar Committee organized and working EARLY.
Once you’ve determined the kinds of activities you want to sponsor, assign people to oversee or chair sub-committees on each task area.
Assign one person to be the overall Seminar committee chair who will serve as the liaison to NSPRA.
We ask that this be just one person to ensure ease and accuracy in communication. All questions and requests should come through that person.
Involve as many of your chapter members as possible.
This helps build camaraderie and team spirit within the chapter. Don’t forget to communicate to the chapter at large what you are planning! Creating excitement at home helps create excitement about your plans across the association.
Start your fundraising efforts as soon as possible.
You will need up-front funds if you plan on selling T-shirts, and you may need a down payment for your social event. You will also need funds if you plan to do anything extra at the opening reception.
Don’t try to outdo the chapter who hosted the year before.
Every Seminar is different, and what makes it special is the unique way you decide to host at your Seminar. Different cities lend themselves to different types of activities, so keep that in mind as you plan.
Don’t bite off more than you can chew.
It’s easy to get excited and brainstorm lots of terrific ideas, but in the end you will find you have a limited amount of time and finite resources to accomplish your goals. Pick a couple of things you want to do, then do them well.
Consider providing chapter members with special T-shirts or some other item that makes them easily identifiable throughout the Seminar.
That makes it easy for participants to know who you are and feel comfortable stopping you to ask a question.
Which leads us to the most important host responsibility... Be visible!
The most memorable Seminars all have one thing in common — a very visible, enthusiastic host chapter. When you and your chapter members are outgoing, personable and obviously having a good time, it rubs off on everyone at the Seminar. Your active presence in the registration area and lobby, and at all the general sessions as well as at all the social events will leave an indelible impression on participants that they won’t soon forget.
And last but not least, have FUN!
This is your chance to shine as a chapter, so make the most of it. NSPRA staff work closely with the chapter as you prepare to host the NSPRA Seminar. Host chapter leaders are encouraged to call the NSPRA office at (301) 519-0496 with any questions as you begin planning.
Each year, NSPRA leaders visit many chapters to share national association news and resources, to provide professional development, and to better understand chapter members' priorities. That might look like:
Use the linked form to invite NSPRA to your chapter! Please be aware of the following guidelines:
NSPRA Executive Board members, association staff and award-winners are great sources of presentations for chapter conferences. Learn about some of their currently available presentation topics at the following links:
Take a look at who other chapters have had as speakers here, and add speakers you recommend from past chapter conferences through this form.
For information about past presenters at the NSPRA National Seminar, contact Associate Director Mellissa Braham, APR, at mbraham@nspra.org.
Read on for tips, strategies and examples on best practices for chapter award programs.
Chapter awards and recognition programs are a great way to honor members’ hard work, raise the visibility of the school PR function and generate chapter revenue. Look at the NSPRA awards to get ideas for how to structure your awards program. Reach out to other chapters to see how they organize, promote and judge their awards. Awards programs can recognize products (videos, websites, brochures), plans (referendum, crisis, marketing) and people. How many and what types of awards to offer are up to each chapter.
Some chapters use free online submission systems, such as Google Forms, while others use paid online systems such as Reviewr, Wizehive, Evalato or others (NSPRA uses OpenWater) - and then build the cost of the system into the awards fees.
Many chapters partner with another chapter to judge their awards, thus avoiding any conflicts of interest or relationship concerns.
NSPRA's Mark of Distinction chapter recognition program offers multiple recognition opportunities for NSPRA chapters of all sizes. Read more about the program here.