AAPA’s 2013 Communications Awards Program offers the opportunity to showcase your port staff’s skills and talents in the areas of public/community relations and marketing communications. Winning entries will be announced prior to the 102ndAnnual AAPA Annual Convention and Exhibition in Orlando, Fla., Oct. 13-17, 2013, and will be featured in the Fall 2013 issue of AAPA Seaports Magazine.

PROGRAM HIGHLIGHTS

Sponsored by AAPA’s Public Relations Committee, the annual Communications Awards Program has recognized excellence in port communications since 1966. The purpose of the competition is to recognize excellence in the products, programs and services that public port authorities design and produce to meet their public relations and marketing goals.

AAPA member ports may submit entries in one of two categories: Category 1 ports have at least three fulltime equivalent PR and marketing communications staff and an annual marketing/PR budget equaling or exceeding $200,000 (including staff salaries);Category 2ports have an annual marketing/PR budget of less than $200,000 (including staff salaries)and two or fewer fulltime equivalent PR and marketing communications staff. The 15 different entry classifications range from advertisements to video presentations, to magazines and social media sites.

Deadline for entries to reach AAPA headquarters is
5:00 p.m. (Eastern Time), Wednesday, May 1, 2013

Entries are judged by an independent panel of senior communications professionals on the basis of: defining the communications challenge or opportunity (10%);identifying how the entry complements the port’s mission and overall communications program (10%); summarizing the planning and programming components (10%);explaining actions and communication outputs (10%); defining evaluation methods (10%);and on the overall quality of the entry (50%).

AAPA’s 47th Annual Communications Awards is open to all AAPA Corporate (i.e., port authority) members and features several rules and classification revisions for 2013. An important requirement is that entrants mustdownload a template PowerPoint slide from AAPA’s website and insert specific entry information and graphics into the slide, including the port’s logo, and email it to y the May 1, 2013,deadline (see page 4 for details) to be eligible.

To encourage entries from AAPA-member ports throughout the Western Hemisphere, supporting communications materials may be in a language other than English. However, application forms, the summary statement and answers to each of the five entry questionsmust be in English so English-speaking judges can read and understand them.

All entries will be judged on a 100-point scale. Regardless of the number of entries, no awards will be given in a particular classification if the judged entries do not meet the minimum number of points for an award.

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ENTRY CLASSIFICATIONS

1.AAPA Awareness Initiative Messaging

Entries in this classification must have as their goal to raise awareness of the critical importance of seaports and must utilize one or more messages and/or graphics of AAPA’s “Seaports Deliver Prosperity” awareness initiative, found at judging purposes, please provide a printed example of each Awareness Initiative message. If the message is electronic, please also provide the Internet URL link.

2.Advertisements – Single

Entries in this classification are defined as marketing communications print materials, or electronic promotions appearing on the Internet, 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. For judging purposes, advertisements developed for electronic media should be submitted with a URL link to the advertisement so it can be accessed on the Internet, along with a one page print-out to illustrate the ad for judging and display purposes.

3.Advertisements – Series

Entries in this classification are defined as any two
or more differentpromotional print materials, or electronic promotions appearing on the Internet, radio or television, which are produced 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. Advertisements in this classification should promote a similar issue, theme, event, service or product. For judging purposes, ad-vertisements developed for electronic media should be submitted with a URL link to each advertisement so each can be accessed on the Internet, along with a one page print-out to illustrate each ad for judging and display purposes.

4.Annual Reports

Entries in this classification should summarize a port’s major messages, developments and management decisions during a calendar or fiscal year, although
an annualized financial accounting of the port is not a requirement. For judging purposes, annual reports produced in a digital format must include a URL link to the report on the Internet.

5.Audio-Only Presentations

Entries in this classification may include oral interviews, recorded speeches, radio programs, podcasts and other non-advertising audio communications. Entries can be submitted either on a memory stick or via a URL link, and must include run time on the Entry Submission form.(If submitting a video presentation which combines sound and images, please use the Videos classification.)

6.Directories/Handbooks

Entries in this classification are defined as 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.For judging and display purposes, please include a copy of the actual directory or handbook with your Entry Submission.

7. Miscellaneous

Entries that do not fit in any other classification will be judged in this classification. As with other classifications, judges will not only be looking for creativity
and clarity of messages, but also a brief situational analysis; clearly stated goals, objectives, strategies, tactics and target audiences; and some form of evaluation to analyze the entry’s success.For judging and display purposes, please provide a printed ex-ample of each unique communication mentioned with your Entry Submission. If the communications areelectronic, please also provide an Internet URL link for each.

8. Overall Campaign

Entries for Overall Campaign may include copies of components from other entry classifications, but each Overall Campaign entry must include a range of com- munications materials used in a comprehensive public relations campaign or program designed to achieve specific goalsand objectives. Clearly identify the cam- paign goals, objectives, tactics, strategies and target audiences, and include a detailed description of pro-gram elements including research, planning, implementation and evaluation of results.For judging and display purposes, please provide a printed example of each communication element in your Entry Submis-sion. For each unique electronic communication, please also provide an Internet URL link.

9.Periodicals (Newsletters & Magazines)

Entries in this classificationare defined as print or electronic publications that are published at least twice per year. Print periodical entries must be submitted in the original publication size; no enlargements or reductions are permitted. For electronic periodicals, submit examples on a memory stick or via an Internet URL for judging. For both print and electronic entries, include the most recent three consecutive is-sues of the periodical or the entry will be disqualified.

10.Promotional/Advocacy Materials

Entries 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. No advertisements allowed! Eligible entries are split between brochures, flyers, pamphlets and booklets; and maps, posters and calendars; and will be judged separately. If the entry was distributed via direct mail (either electronic mail or through a paid carrier, such as the post office, UPS or FedEx), it should have asked for a reader response. If submit-ting a series of promotional materials that advocate for the same or similar thing, please submit them as one entry, but include a printed sample of each promotional piece for judging purposes. Each stand-alone promotional piece that advocates for something different must be submitted as a separate entry.

11.Social/Web-Based Media

Entries in this classification may include port uses of social, web-based media such as Facebook, Twitter and YouTube for engaging, informing and educating stakeholders. For judging purposes, please include a social media URL address with each entry AND a printed copy of one page from each social media site that you most want judges to review. Each entry in this classification may include up to three (3) social media sites in which the port has a presence.

12.Special Events

Entries in this classification may range from milestone events like anniversaries lasting up to a year, toshorter-term events like port festivals, employee volunteer activities and press conferences. The entry should clearly identify the special event’s goals, objectives, strategies, tactics and target audiences, and include a detailed description of program ele-ments, including research, planning, implementation and evaluation of results. Submissions can include copies of components from other entry classifications.(Note: If entering a series of special events with the same overarching goals and objectives, consider submitting them in the Overall Campaign classifi-cation.)

13.Videos

This classification is for entries that have both audio andvisual elements combined which are produced by, or on behalf of, the submitting port and that advocates for or educates viewers on a particular goal, objective or program (e.g., port brand video, video tour, marketing video, educational video, recorded newscasts, etc.). All video presentations must be submitted on either a memory stick or via an Internet URL (e.g., on YouTube or a port website), with an entry label markedwith the precise run time for judging purposes.

14.Visual-Only Presentations

Submissions in this classification include graphics-rich information and education materials, photo displays, PowerPoint presentations, webinars and other electronic communications for which there are images and written words, but little or no sound. Entries can be submitted as printed material, on a memory stick or via an Internet URL. Be sure to include therun time of each entry label. (If submitting a presentation which combines sound and images, please use Videos classification.)

15.Websites

Entries in this classification include both Internet and Intranet websites. For judging purposes, please include the website address with your entry AND printed copies of the Home page and up to six other website pages that you most want the judges to review.

COMPETITION SPECIFICATIONS

Entry Form Information

  • All entry packets must include one completed Master Entry Form specifying the number of allentry classifications that are being submitted.
  • Each individualsubmissionmust include a completed entry form, and all entry forms and supporting materials describing the entry must be written in English, although the actual communications submission may be in a language other than English.
  • An Entry Labelmust be attached to the front or back of each piece of supporting material (e.g., print ad, port magazine, directory, website screen shot, PowerPoint speech printout).
  • Each entry must include a brief summary statement that can be used by AAPA to describe the entry in a news release or magazine story should the entry be selected for an award.
  • A completed AAPA PowerPoint slide for each entry
    downloaded from and mustbe emailed to by May 1, 2013.
  • If possible, all entries from the same port should be submitted in one package that includes a completed Master Entry Form and a completed entry form for each individual classification for which entries are being submitted.
  • Do not submit multiple entries in a common binder since each entrymust be separated for judging.
  • Duplicate entries (except for components of Overall Campaign and Special Events classifications) will be disqualified from the competition. AAPA reserves the right to reject or reclassify entries that are incorrect for the submitted classification.
  • For judging purposes, print entries must be submitted in their original size and format. Allelectronic entries must include a printed graphic representation of the submission, such as the front cover of a publication, for judging purposes.

Entry Timeframe

  • The 2013AAPA Communications Awards Program will allow submissions that were produced, imple-mented andevaluated up to 24 months prior to the May 1, 2013, entry deadline.
  • Previously entered submissions and any communications older than 24 months are ineligible for judging in the 2012 competition.

Language Requirements

  • Supporting materials, such as advertisements, videos, websites and periodicals, may be submitted in any language desired, but entry forms and the application document used to answer the entry questionsmust be submitted in English only for the judges to read.
  • Entry forms are provided to describe each submission. Entry submitters should use the entry form provided and the supporting application document to translate parts of any submission that may not be clear to English-speaking judges.
  • The purpose of allowing non-English communications materials to be submitted is to encourage submissions from ports in non-English-speaking countries.

No Returns

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

PowerPoint Slide Requirements

For creation of the annual AAPA Awards Program luncheon presentation, you mustdownload theAAPA PowerPoint slideand insert into the slide the name and classification of your entry, along with your port’s logo ANDelectronic image or images (preferably JPG format between 500kb and 1mb file size) that best illustrate the entry. Please email each completed PowerPoint slide to Aaron Ellis at , and don’t forget to include your contact information and the entry name and classificationas part of your email. Please submit each completed PowerPoint slide in separate emails.

Entry Categories

In order to fairly consider the work of ports 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 ports with:

  • Two or fewer full-time equivalent PR and marketing communications staff; and,
  • Ports with an annual marketing/PR budget of
    less than $200,000, including staff salaries.

Judging

All entries will be judged by professional public relations and marketing communications practitioners from the Washington, D.C., area. They will evaluate the following criteria:

  • Brief, descriptive summary of situation analysis, public relations challenge or opportunity and how the particular entry compliments the port’s mission or overall communications plan.
  • Availability of research to justify the chosen approach.
  • Clearly stated objectives, goals, strategies, tactics and target audiences.
  • Appropriateness to audience and objectives.
  • Appropriateness of content, clarity and style.
  • Innovative use of photographs/graphics/design.
  • Skill in use of copy and layout.
  • Evaluation of results (from formal surveys to anecdotal audience feedback).

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

Fees

  • With your Payment Form, please include $90 for each entry (payable via port purchase order, check, Visa, MasterCard or American Express).
  • If you prefer, credit card transactions can be made
    by 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 purchase order or entry fee by the May 1, 2013 entry deadline, the entry may be disqualified.
  • 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 $90 per entry.

Awards

  • Winners will receive their awards and be recognized at the AAPA 102ndAnnual Convention in Orlando, Fla., on Wednesday, Oct. 16, 2013.
  • Top scoring entries will receive an Award of Excellence plaque, or Award of Distinction or Award of Meritcertificate.
  • 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 overall. 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 Wednesday, May 1, 2013. Send to:

AAPA Communications Awards Program

American Association of Port Authorities

1010 Duke Street

Alexandria, VA 22314-3589

For more information, contact:

Aaron Ellis

Public Affairs Director

(703) 684-5700

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MASTER ENTRY FORM

Please enclose one completed Master Entry Form with your entire entry packet. Also complete and include a separate entry form for each individual submission, and separately email a completed PowerPoint slidefor each entry as referenced on page 4 of the competition specifications. The slide(s) should be emailedseparately to Aaron Ellis at . If possible, submit ALLprinted entry information in one package with one payment (purchase order, check or credit card) to cover all Communications Awards Program submissions.