Promotions CS
The Promotions Subcommittee Chair, or his/her designee, will:
- Publicize the annual meeting before, during, and after the Annual Meeting. Publicity definitely boosts meeting attendance, attracts coverage for plenary speakers and symposia, increases AFS visibility, encourages the use of AFS as a source of fisheries news and stories, and prompts articles about fishery science and issues. (See Appendix A for further specific instructions regarding promotions.)
- The Promotions Chair will also organize several Subcommittees:
- Conference Ambassadors Subcommittee:
- Organize and solicit well-known individuals who are honorary ambassadors to help promote the conference and its purposes at all levels.
- Plan specific actions for the selected ambassadors to do before/during the meeting
- Coordinate with the Plenary Session Chair to invite dignitaries to participate in the plenary session.
- The Publicity Subcommittee:
- Develop a promotional video about the annual meeting that can be used in preceding annual meetings, at other fisheries-related meetings, and on the website. There is already a draft video that has been created, the publicity chair will work with the rest of the promotions committee to refine and update this video to meet our needs.
- Develop and print flyers or handouts that can be distributed to potential participants.
- Work with LAC and Program Committee to finalize articles for Fisheries (see Appendix A).
- Distribute email invitations to the Annual Meeting to as many potentially interested parties as possible, including all fisheries-related organizations, agencies, colleges and universities, and private businesses.
- Media Subcommittee:
- Solicit, organize, and disseminate all news releases to appropriate media before, during, and after the meeting (see Appendix A).
- Invite news media to selected sessions and arrange interviews between meeting participants and media contacts.
- Identify speakers most likely to attract media and make arrangements for them to give interviews.
- Coordinate with Meeting Room Arrangements Subcommittee for location of a Press Room as necessary.
- Web Site Liaison Subcommittee:
- Coordinate with LAC Co-Chairs, all Committee Chairs, and AFS web manager in the development and maintenance of a 2011 AFS meeting website (the web site will be hosted by the parent Society, but the content must be supplied by the local organizers via the Web Liaison).
- Review and finalize text, graphics, images for the Annual Meeting web site and submit to the AFS web master.
- The Photography Subcommittee:
- Make arrangements for photographing a variety of events and scenes to record the character of the Annual Meeting.
- Ensure that a photograph is taken of all plenary speakers, dignitaries, and award winners, and that the images are coordinated with correct information on the participants’ identity.
- Coordinate with AFS Fisheries staff and newsletter editors for WDAFS and WA/BC to ensure acceptable (and exceptional) photos are obtained for magazine and newsletter meeting reports and websites use (develop and complete shoot list).
- Via AFS, make photos available to award winners for use in announcements and news releases of AFS awards (help increase recognition of members and public visibility of AFS).
- The Logo and Artwork Subcommittee:
- Plan for and solicit artists to develop a meeting logo, artwork, and poster.
- Work with the artist(s) to ensure completion of logo and poster by the specified deadline.
- Coordinate with the Publicity and Signs subcommittees to select portions of the artwork to be used on decorations, in the program, and on signs and banners.
- Coordinate with the Student T-shirt Subcommittee to assist in design of the four conference shirts.
- The Printing Subcommittee:
- Make all arrangements for printing the Annual Meeting program.
- Gather all relevant information for the printed program, and ensure that the layout is completed. Coordinate this with the Program Committee, the LACs, Accommodations, Socials and Entertainment, and any other committee that would supply information or graphics for the program.
- Oversee all proof reading and printing necessary for the meeting.
- Ensure that the printed programs will be delivered to the meeting site in time for distribution at registration.
- The Signs Subcommittee:
- Design, create, and produce all welcoming banners, signs, and decorations.
- Develop and print large format posters of speaker schedules to be posted outside of each breakout room. Coordinate with the Program Committee for the most up to date information throughout the conference.
- Ensure that meeting attendees have an easy time navigating through the complex of meeting rooms and social events through the printing and placement of directional signs, tickets, and place cards as needed during the meeting.