Entry Checklist
Have you remembered to submit your:

Entry fee/check payable to FGCA
Entry form (four copies)
Cover letter/summary statement (four copies)
50-word summary
Four copies of each entry

The Crystal Awards competition is conducted annually by the Florida Government Communicators Association to recognize outstanding public relations programs in Florida and to encourage and promote the development of public relations professionalism in our state.

The Crystal Awards have become a standard of public relations excellence among government communicators in the state of Florida. Winners demonstrate the very best examples of innovation, planning and design. The awards competition includes three divisions of categories: Public Relations Programs, Printed Tools of Public Relations and Audio/Visual Tools of Public Relations. To qualify for judging, an entry must incorporate sound public relations research and planning. Entries also must meet the highest standard of production, execution and evaluation of results and budget.

Awards Presented:

Crystal Award: May be presented to the top-scoring entry in each category if the entry meets predetermined criteria of excellence set by the judges.

Award of Excellence: Presented to all entries that meet the standards of excellence set by a panel of judges.

Judges’ Award: Presented by judges for an outstanding entry that achieves maximum results while using a minimum amount of money.

Crown Crystal: Presented to the highest scoring entry for each division: A, B and C. In the event of a tie, the judges will determine the winner.

Judging Criteria
It is important to remember that the Crystal Awards program is a public relations competition. As such, it is the public relations aspect of the entry that will receive the greatest scrutiny by the judges. To this end, the judges first read and evaluate the summary accompanying the entry. Seventy percent of the scoring is based on the summary that sets out the reason and need for the development of the public relations program or tool, how it was implemented and the results. The judges then review the support materials for professionalism, innovation and design to score the remaining 30 percent of the entry. The judging method allows the judges to concentrate on the following criteria required in each summary:

• Research/Situation Analysis. Summarize the situation and any information gathered (through formal and/or informal research methods) that helped identify the problem or issue, target audiences and develop a strategy for addressing the problem or issue.
• Objectives.  Clearly state the specific, measurable objectives (qualitative and/or quantitative) that the program or tool was designed to achieve.
• Implementation.  Outline the steps used to achieve the stated objectives.
• Evaluation. Explain how the success of the program or tool was measured and how well it achieved its objectives.

• Budget. Explain the financial outlay required for development, implementation and evaluation of the program or tool. (Reporting staff time agency/corporation/non-profit/government should be expressed in a total dollar amount for the entire number of hours. Hourly rates, salaries or total number of hours are not necessary.) Explain how these expenses relate to the project’s success.

Rules for Entry

• Entries must be submitted in the most appropriate division and category.
• Entries for the same project may not be entered in more than one category in the same year; however, pieces from an entry may be entered into other categories. Entries that win Crystal Awards may not be re-entered in subsequent years unless there has been substantial change in the entry.
• Some part of the entry must have taken place between January 1, 2008 and entry deadline date, October 16, 2009.
• Entries must be submitted on 8½” x 11” paper and are limited to one hardcover, stiff-spined, three-ringed binder, no larger than 3 inches thick. Support material such as original art or specialty items that do not fit this format must be photographed for inclusion.
• An original or photocopied entry form must be the first page of each entry binder.
• The summary cannot exceed two typewritten pages. Type size must be a minimum of ten-point, double-spaced, with a one-inch margin around the summary. The summary must address each of the following: Research/Situation Analysis; Objectives; Implementation; Evaluation and Budget. Summary must be a Word document using Times New Roman.
• The two-page summary should immediately follow the entry form in the binder. Three additional photocopies of the two-page summary must be included in the front pocket of the binder.
• An organizational overview should immediately follow the two-page summary and briefly list organization background and PR staff size to better acquaint the judges with the submitting organization.
• Materials that support or substantiate information provided in the summary should be included. News clippings, photos, publications and copies of materials used in the implementation of the program/tool are pertinent. Support material larger than 8½” x 11” format must be folded or photocopied in order to fit the notebook. Examples of audio-visual materials and video coverage may be submitted to support any entry in the Public Relations Programs Division. These must be submitted on CD or DVD. (Please, no perishables.)
• A 50-word summary of the entry must be the last page in the entry notebook.
• Entries in the Audio-Visual Division must be submitted on a CD or DVD. All items must be labeled with division and category.
• Check for entry fee should be attached to a photocopy of the entry form and placed in the front pocket of the folder. For multiple entries, you may attach one check to copies of each entry form and place in front pocket of one of the entries.
• Include a CD that contains the following:
• •  Two-page summary in text format
• •  50-word summary in text format
• •  JPEG or TIF image representing your entry
• Label the CD and place in an envelope. Staple the envelope to the 50-word summary on the last page of the entry. Do not place these items in the pocket of the binder as they might fall out during shipping.

Awards will be announced and presented at the Florida Government Communicators Association’s annual conference.
DISCLAIMERS
The judges reserve the right to reclassify entries if deemed necessary. Entries that do not follow all of the Rules for Entry may be disqualified. No part of the entry may be submitted after the deadline. Fees for disqualified entries will not be refunded. Judges reserve the right to not present all awards for each category. The decision of the judges is final. All entries must be claimed prior to leaving conference. Unclaimed entries will NOT be returned.

Divisions for Entry

Division A, Public Relations Programs
A public relations program is defined as a broad-based communications endeavor using two or more public relations tools.

• Community Relations - any program that improves the organization’s image in the community through support of charitable or service activities. The program can be limited to specific segments of the community and usually is aimed at improving specific aspects of community life. Basically, community “good neighbor” or community betterment programs.
• Public Service - any program developed to inform about issues of public concern. These programs often deal with larger issues that require public knowledge and action. Public service programs usually are aimed at educating the public and solving public problems.
• Institutional - any program that creates a public image for the organization. Typically designed to generate support for and awareness of the organization’s mission, values, programs, plans or activities.
• Public Information - any program developed solely to inform or influence target audiences through use of the news media. This could include news conferences, special tours or informational programs.
• Crisis Communication - any program developed to handle a disaster or emergency situation. Show potential effects of the problem, as well as plans, materials and budgets allocated to develop, implement and evaluate the effectiveness of the plan.
• Internal - any program developed to communicate with internal publics such as employees, shareholders, association members, etc.
• Promotional/Marketing - any program developed to promote, publicize, introduce or create an identity for a specific product, service or idea. These programs are generally developed within a marketing framework and often include a purchase or user acceptance of a specific product or service among their objectives.
• Public Affairs - any program directed toward government action or activities such as legislative activities, political campaigns, or relations with public bodies or regulatory agencies. In the broadest sense, this category includes everything meant by “lobbying” plus direct political activities.
• Special Events - any program developed to commemorate a special event, observance or one-time activity. These could include anniversary celebrations, open houses, dedications or parties and receptions
• Other - any program that is not included in the above-listed categories.

Division B, Printed Tools of Public Relations
A printed tool is any printed material used for a public relations purpose, either standing alone or as part of a public relations program. It includes written material and specialty items. In the case of regularly produced printed materials, such as newsletters or magazines, one to three issues should be included in the support material.

• Annual Report - internal and external reports are included in this category.
• Brochure - any folder or bound publication produced for a single specific purpose.
• Magazine - any periodical or regular publication, which may include articles of one page in length or longer. Publication is usually 8.5” x 11” and 16 or more pages in length.
• Newsletter - One to Three Color - any regular publication that normally carries brief articles less than one page in length. Publication is typically less than 16 pages.
• Newsletter - Four Color - any regular publication that normally carries brief articles less than one page in length. Publication is typically less than 16 pages.
• Poster and Calendar - any poster or calendar used to achieve a public relations objective.
• News Release - any document prepared and released to the media as a news item, article or feature story on behalf of a sponsoring person or organization.
• Written Speech - the typewritten or printed text of a speech given to achieve a public relations objective.
• Specialty Item - any gift, premium, novelty or physical token used to convey an impression, make a point, establish an image or achieve a public relations objective. Submit a photograph to represent perishable items.
• Other - any printed public relations tool that does not fi t into the above-listed categories.

Division C, Audio/Visual Tools of Public Relations
This division includes any audio or audio/visual presentation or program that serves a public relations objective. Audio, video or electronic presentations should be submitted on a CD or DVD with a copy of the script or storyboard, if available.

• Audio Presentations - any sound-only program including podcasts, telephone hot lines and other recorded messages, radio programs, public service announcements, and audio news releases.
• Electronic Communications - any regular communication that is created and distributed electronically including blogs, e-mail, newsletters, surveys, e-mail promotions, e-mail marketing, etc.
• Video, Internal - any video that presents information to an organization’s internal audience. Examples include orientation programs, meeting openers, news shows, etc.
• Video, Public Service/more than one minute - any video more than one minute in length, which is presented to inform or educate an organization’s external audiences on all issues of public concern.
• Video, Public Service/one minute or less - any video less than one minute in length, which is presented to inform or educate an organization’s external audiences on an issue of public concern.
• Video, Institutional - any video used to support the public image of an organization. This tool typically is designed to generate awareness and support of the organization’s mission, values, programs, plans or activities.
• Video, Promotional/Marketing - any video shown to promote, publicize, introduce or create an identity for a specific product, service or idea. These tools generally are developed within a marketing framework and often include a purchase or user acceptance of a specific product or service among their objectives.
• Video News Release - any video prepared and released to the media as a news item, article or feature story on behalf of a sponsoring organization.
• Web Site - any external or internal Web site created to achieve a public relations objective. Include a hard copy of the first page of the Web site in the entry notebook.
• Presentation - any presentation that uses computer technology to combine audio/visual tools to achieve a public relations objective including PowerPoint, online seminar, web conferencing, etc.
• Other - any audio/visual tool that is not included in the above-listed categories

Entry Checklist

• Division and category are noted.
• Some part of entry took place between January 1, 2008 and Entry Deadline Date, October 16, 2009.
• Entry is contained in a hardcover, stiff-spined, three-ring binder no larger than three inches.
• Original or photocopied entry form is first page of entry.
• Summary is no longer than two pages and is double-spaced with a one-inch margin around each page. (Minimum type size is 10 point.)
• Summary is a Word document and uses Times New Roman font.
• Three copies in addition to original two-page summary are included.
• Brief organizational overview immediately follows the two-page summary.
• All support materials and Audio/Video and electronic requirements are met.
• All support materials are labeled with proper identification, division and category.
• 50-word summary is included.
• Name(s) to be used on award are specified and properly spelled.
• Check made payable to FGCA and duplicates of each entry form are attached.
• CD containing two-page summary, 50-word summary and digital image is labeled, placed in an envelope and attached to the 50-word summary.

Entry Fees: Division A, B or C
FGCA Member - $50 each
Non-member - $100 each + $10 for new membership
Make checks payable to FGCA.

Send Entries to:
Kristin Guira, Crystal Awards Committee Chair
Polk County Board of County Commissioners
Communications Division
330 West Church Street, Drawer CA04
Bartow, FL 33830
(863) 534-6046

All entries must be received NO LATER THAN 5 p.m. on

2008 Awards Information

BROCHURE

Sept 11: Call for Entries
Oct 16: Entry Deadline

PAY FOR YOUR ENTRIES ONLINE!
Use separate additions to the cart for multiple entries.

Entry Title:

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