2018 PR Xchange Awards Competition / PR Xchange Event
ALA Annual Conference
June 21- 26, 2018
New Orleans, Louisiana
18 Frequently Asked Questions (F.A.Q.)
Q1. What are the PR Xchange Awards Competition?
Q2. What is the PR Xchange Event at ALA Annual?
Q3. Who sponsors these 2 programs?
Q4. How are the PR Xchange winners selected?
Q5. Who is evaluating the work submitted?
Q6. Can I volunteer to be a judge?
Q7. What types of material may be submitted?
Q8. What is the difference between a print and electronic submission?
Q9. What if I have materials that do not fit into these categories?
Q10. Is there a limit for the number of entries?
Q11. What about web sites?
Q12. What are the operating budget divisions from which winners are selected?
Q13. What is the entry deadline?
Q14. How do I enter the PR Xchange competition?
Q15. After I complete the proposal form, where do I mail my materials?
Q16. When are winners notified?
Q17. Where do I send PR materials to the PR Xchange event?
Q18. When do the PR Xchange awards take place?
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Q1. What are the PR Xchange Awards Competition?
The annual PR Xchange Awards Competition recognizes the very best public relations materials produced by libraries in the past year. This year’s competition will award and recognize original materials produced during the 2017 calendar year. The co-chairs for 2018 who coordinate the Awards Competition are Mark Aaron Polger and Lesli Baker.
Q2. What is the PR Xchange Event at ALA Annual?
The PR Xchange Event is a drop-in style program at the ALA Annual Conference in the Exhibit Hall. It is always held the Sunday morning of the ALA Annual Conference. It’s an exciting event where libraries across the country share their PR and marketing ideas.
View and take free copies of award-winning PR materials from the juried PR Xchange awards, as well as promotional materials from libraries across North America. See creative library videos, newsletters, posters, and more! Attendees can learn how to improve their own promotional materials by talking with John Cotton Dana Award Winners, PR Xchange award winners, and other Library Marketing and PR authors and experts.
Q3. Who sponsors these 2 programs?
The PR Xchange Committee sponsors and oversees the PR Xchange Awards Competition and the PR Xchange Event at ALA Annual. The PR Xchange Committee is a committee under the Marketing and Communications Community of Practice of the Library Leadership and Management Association (LLAMA), a division of the American Library Association (ALA).
Q4. How are the PR Xchange winners selected?
Materials are judged on the quality of content, originality, design, and format. Judges will consider criteria such as the creativity of the approach, audience appeal, presentation of information in a clear and informative way, attractive appearance, appropriateness of design/graphics/photos and uniqueness of format.
Q5. Who is evaluating the work submitted?
The panel of judges from PR Xchange Awards Competition are made up of ten (10) in-person judges and ten (10) virtual judges. Judging for the PR Xchange Awards Competition is made up of volunteers who evaluate all of the materials in person and virtually.
The panel of judges represent a diverse group of experts in the areas of graphic design, public relations, communications, or marketing.
The panel does not include any members of the committee organizing the PR Xchange event or the PR Xchange Awards.
The co-chairs of the Awards Competition are not part of the panel. The judges reserve the right not to award a prize in a particular category if submitted work does not meet the criteria described above.
Q6. Can I volunteer to be a judge?
For 2018, we are looking for volunteer judges in the Greater New York City area. Those selected to judge materials cannot submit any proposals for the 2018 PR Xchange Awards Competition. Please contact us at prXchange.awards@gmail.com if you are interested in volunteering your time.
Q7. What types of material may be submitted?
Original materials (such as brochures, newsletters, posters, bookmarks) may be submitted in print or electronic formats.
The categories for 2018 are below:
1. Advocacy materials
2. Annual Reports/Strategic Plans, List of Events, Calendars, Newsletters
3. Bibliographies/Booklists, Materials promoting Collections, Services, Resources
4. Fundraising materials
5. Patron orientation materials
6. Reading program themes (all ages)
7. Special Programs & Exhibits
Q8. What is the difference between a print and electronic submission?
Print submissions are materials that are disseminated and delivered to library users in printed format.
Electronic submissions are born digital. Examples of electronic submissions can be an online exhibit, a YouTube video, any web-based promotional item (excluding library web sites).
This year we will have 2 different proposal forms to make it easier for you!
Q9. What if I have materials that do not fit into these categories?
If you have promotional materials that do not fit into the categories, please contact the co-chairs to determine suitability for the PR Xchange awards.
Q10. Is there a limit for the number of entries?
Please limit your submissions to no more than 5 proposals per library.
Q11. What about web sites?
Although web sites are an important part of your marketing efforts, the PR Xchange Awards does not accept library web sites as submissions. The following examples illustrate how web sites might be considered in the context of this competition:
• If a library submitted an orientation video, they might submit the URL for the video. Please note that the video itself is what is being entered in the competition, not the web site.
• A library with a clever YA summer reading campaign might submit an electronic brochure or poster, but also provide the URL for the summer reading program. The brochure or poster is the work entered in the competition, not the web site.
Q12. What are the operating budget divisions from which winners are selected?
Winners in each category will be selected in the following library operating budget
(not promotional campaign budget) divisions.
There are four (4) library operating budget categories:
1. Under $5 million
2. $5- $10 million
3. $10 - $15 million
4. $15,000,000 plus
Q13. What is the entry deadline?
Entries for the PR Xchange competition must be completed and postmarked no later than March 20, 2018.
Q14. How do I enter the PR Xchange competition?
Printed submissions: https://tinyurl.com/2018-prxchange-awards-prop-p
Electronic submissions: https://tinyurl.com/2018-prxchange-awards-prop-e
Q15. After I complete the proposal form, where do I mail my materials?
For print submissions:
Please mail three (3) copies of your entry, along with a print-out of the submission confirmation to:
2018 PR Xchange Awards Competition
c/o Mark Aaron Polger
70 East 10th street, apt. 6F
New York, NY 10003
For electronic submissions:
Please upload a file (or include the URL) at the end of the online application process.
Please limit your proposals to a total of 5 entries per library. If your Library Marketing Campaign contains many promotional items, please submit 1 item from your campaign and not all promotional items. Incomplete submissions or entry forms may result in elimination from the competition.
Q16. When are winners notified?
Winners will be notified in early May 2018. They will be asked to submit 50-75 copies of each winning entry for display and distribution during the PR Xchange event at the ALA Annual Conference in New Orleans, Louisiana.
The notification will include the address to which the copies should be sent and directions for preparing the mailings. Winners will also have their winning materials displayed and they will be invited to present their work at the PR Xchange event.
Winners will also receive their award certificates at the PR Xchange Awards ceremony held during the ALA Annual Conference. We encourage winners (or another library representative) to attend this event to accept their award.
Q17. Where do I send PR materials to the PR Xchange event?
Please mail extra copies of your library’s PR materials with other ALA attendees at the PR Xchange event, even if they did not win the PR Xchange. Mailing information (including a special mailing label) will be sent out in the weeks prior to the ALA Annual Conference. Look for information regarding mailing labels to be posted on the LLAMA web site and across many library listservs.
Q18. When do the PR Xchange awards take place?
Awards will be presented at the 2018 PR Xchange event on Sunday, June 24, 2018 at 1:00pm. The PR Xchange event will run from 11:00am to 1:00pm. The PR Xchange Awards ceremony will be held from 1:00pm-2:00pm. Both the PR Xchange event and the awards ceremony will be held in the Exhibit Hall in the Special Events Area. Large signage will direct you to the event space. Check the final ALA Annual Conference Program for the exact location. The co-chairs will be checking email at the conference so they can also help you. Email us at prxchange.awards@gmail.com and we will be able to reply right away.