GUIDELINES

WHAT YOU SHOULD KNOW BEFORE YOU ENTER

New Entry Procedures:

our online entry registration to complete the official entry form. You must submit your entry form online regardless of your payment method. All entry NARRATIVES must be uploaded in PDF form before an entry can be submitted online. Additionally, the 50-word descriptions for all campaign entries must be submitted online at that time as well. After submitting the entry form, narrative, and campaign description, and receiving a receipt, you must print that receipt and include it with your entry. You will then have the option of printing the entry form to mail with a check or moving on to online credit card processing.

Deadlines

All entries must be received no later than 3 p.m. on March 7, 2008. Late entries may be submitted until 1 p.m. on March 14, 2008. Please note that a $100 late fee applies to every entry received after March 7, 2008.

Entry Fees

Entry fees are as follows:

Single Item/Member: $80
Single Item/Non Member: $100
Single Item/Student: $30

Campaign/Member: $125
Campaign/Non Member: $150
Campaign/Student: $50

Corporate members are eligible for volume discounts. Please email Kelly@pubclub.org to determine your discount if you have 15 or more entries. Discounts may only be applied BEFORE the entry deadline.

Eligibility

The Bell Ringer Awards are open to:

• All public relations and communications professionals in the New England region
• Full-time undergraduate and graduate students at a New England college or university
• Professionals outside of this geographic area who handle communications assignments for entities within New England.

Applications for individual entries and campaigns must be submitted by the agency/company that performed the work, regardless of current status of individual team members or client/agency relationships. For example, if an individual worked on a project during the eligibility period but no longer works with the agency and/or company, the individual cannot submit for the Bell Ringer. However, the agency and/or company can.

Eligibility Period

Entries must represent work completed between January 1, 2007, and March 7, 2008.

Contact Information

If you have any questions about your entry, please contact:
Kelly Woodsum
Executive Director
The Publicity Club of New England
Phone: 978-948-2323
Fax: 978-948-2709
kelly@pubclub.org

Judging

The judges of the Bell Ringer Awards are distinguished members of the PR, marketing/communications, and media communities. Judges evaluate entries according to the planning, execution, and accomplishment of marketing and communication objectives, placing a high value on creativity and demonstrated results. To protect the integrity of the awards program, no judge reviews any category in which he/she or his/her agency or company has entered.

Categories

Award categories are broken down into single item and campaign categories. Please note that a campaign may be entered in only one campaign category. However, any or all campaign elements may be submitted in appropriate single-item categories.

Fees

Each entry must be accompanied by the entry fee in the form of a check or money order payable to The Publicity Club of New England. You can also submit payment via credit card online. If you are submitting multiple entries and paying by check, please include one check for the full amount with your initial entry.

Member vs. Non-Member Rates

Corporate members pay the member rate for all entries. All entries not submitted by a corporate member organization must be submitted by an individual member to pay the member rate. The individual member's name must either be the contact for the entry or on the contributor's list for the entry.

Corporate members who enter more that 15 entries must contact Kelly Woodsum in order to receive the bulk rate discount prior to the entry deadline. No discounts will be given without prior notification.

Disqualification

Entries failing to follow the "Preparing Your Entry" guidelines (especially binder size) and requirements outlined in the Call for Entries will be disqualified. Disqualified entrants will not receive notification or refunds.

Duplicates

Should two parties submit duplicate materials, whether in the same or different categories, only one entry will be accepted. Both parties will be notified and must respond within 24 hours as to which entry will stand. If no consensus is reached, both entries will be disqualified. While no content changes will be allowed, additional names may be added to the Official Entry Form to recognize the work of the other party.

Use of Entries

All award entrants will have the opportunity to pick up their entries at the awards ceremony. No entries will be returned prior to or after the awards ceremony. All entries become the property of the Publicity Club of New England, which assumes no liability for their loss or damage, and retains the right to use them for educational and promotional purposes. Noting that Bell Ringer Award submissions make impressive new business and portfolio presentations, we recommend that you make an additional copy of your award submission as you compile the original to keep for your personal use.

Recognition

Only six individuals listed in the credits section of the Official Entry Form will be formally recognized with certificates. Please check to see that the list is accurate. It is the entrant's responsibility to ensure that the correct contributors receive credit and that their names and titles are correct.

If you would like to purchase additional certificates, they will be available for purchase following the awards ceremony. If you submit a list with more than six names, you will be billed before receiving the additional certificates.

AWARD CEREMONY

Awards will be presented at the 2008 Bell Ringer Awards Ceremony on Monday, June 2, 2008, from 6Ð10 p.m. at The Westin Boston Waterfront, Boston, in both professional and student divisions. The Super Bell Award will be given to the outstanding campaign entry deemed "Best of Show" by a consensus of the judges. The highest scoring Bell Ringer Campaign/Student Bell Ringer Campaign Award winners are automatically entered into the Super Bell Award competition.

At the awards ceremony, all winning entrants will receive an engraved trophy along with certificates for up to six individuals whose names appear on the entry form. Judges also present Merit Awards to any additional outstanding entries. If you would like to receive more than the allotted six originals, additional certificates will be available for purchase following the awards ceremony.

At the awards ceremony, the Publicity Club will recognize recipients of the William M. Cavanaugh Student Grant, the Bronze Bell (young professional award), and the John J. Molloy Crystal Bell (experienced veteran award). Visit these links on our Web site for award requirements, applications, and deadlines.

Contact Information

If you have any questions about your entry, please contact:
Kelly Woodsum
Executive Director
The Publicity Club of New England
Phone: 978-948-2323
Fax: 978-948-2709
kelly@pubclub.org

PREPARING YOUR ENTRY

Contact Information

If you have any questions about your entry, please contact:
Kelly Woodsum
Executive Director
The Publicity Club of New England
Phone: 978-948-2323
Fax: 978-948-2709
kelly@pubclub.org

New Entry Procedures:

All entries must be initiated online prior to delivery to the Publicity Club. Please use our online entry registration to complete the official entry form. You must submit your entry form online regardless of your payment method. All entry NARRATIVES must be uploaded in PDF form before online portion of the entry is complete. Additionally, the 50-word descriptions for all campaign entries should be submitted online at that time as well. After submitting the entry form, narrative, and campaign description, and receiving a receipt, you must print that receipt and include it with your entry. You will then have the option of printing the entry form to mail with a check or moving on to an online credit card processing.

NO ENTRIES WILL BE ACCEPTED WITHOUT AN ONLINE SUBMISSION RECEIPT.

Entries

Bell Ringer entries consist of two separate components: 1) the online application and 2) a three-ring binder, spiral binder, or folder with pockets containing the narrative and all supporting materials. Each entry narrative must be submitted online prior to sending the actual entry binder, which must include the following FOUR items:

• One copy of the online entry form.
• FOUR printed copies of the entry narrative. One copy of the narrative can be bound as part of your entry or stapled together in one packet. The additional narratives should be stapled in individual packets and should NOT be in sheet protectors. This is in addition to submitting your narrative online.
• Supporting materials (minimum of three, maximum of six for campaigns).
• Proof of payment.

Binders should not exceed 20" x 28". Clearly label each binder and loose entry materials with the entrant's name, organization/school, category, and code. Preface student entries with an "S" before the category code (e.g. S-7 for Graphic Identity). Clearly mark the bottom right-hand corner of your binder with the code for the category you are entering. For example, "7" if you are entering a Graphic Identity. A .JPG or .BMP version of your agency or company logo must be uploaded online. (We no longer require you to include a CD with a file of your logo in your binder/folder.)

Virtual Entry

For more information and guidance on how to pull together a Bell Ringer submission, check out the "Pub Club Virtual Entry."

Submission Address

Please make special note: Entries can be sent via FedEx, UPS, DHL or courier to the address below to arrive on March 7 (early deadline by 3:00 p.m.) or March 14 (1:00 p.m., late fees apply). Please do not send your entries early. All entries should arrive ON March 7 or ON March 14. The Publicity Club cannot be held responsible for courier or delivery errors, delays, etc. We highly recommend using a priority shipping method such as FedEx, UPS, or DHL or a courier. We do not recommend using regular, priority or overnight mail from the US Postal Service.

Send the binder/folder portion of your Bell Ringer entry to
Chris Stamm
Schwartz Communications
Prospect Place
230 Third Ave.
Waltham, MA 02451
978-948-2323 (This is the Publicity Club phone number. Please do not call Schwartz Communications with any Bell Ringer issues.)

If you would like to receive confirmation that your entry was received, simply enclose a self-addressed stamped postcard with your submission.

Online Entry Form Submission:

All entries must be submitted online prior to delivery to the Publicity Club. Please go to our online entry registration to complete the official entry form. You must submit your entry form online regardless of your payment method. All entry NARRATIVES must be uploaded in PDF form before an entry can be submitted online. Additionally, the 50-word descriptions for all campaign entries must be submitted online at that time as well. After submitting the entry form, narrative, and campaign description, and receiving a receipt, you must print that receipt and include it with your entry. You will then have the option of printing the entry form to mail with a check or moving on to an online credit card processing.

NO ENTRIES WILL BE ACCEPTED WITHOUT AN ONLINE SUBMISSION RECEIPT.

Entry Narratives

This document provides all details about your award entry, from research and planning to idea inception to activities and results.

Supporting Materials

Campaign entries must include a minimum of three and a maximum of six supporting materials. All news clips submitted in support of a campaign count as one item, regardless of quantity. (Please ensure that DVD entries are finalized when submitting DVD-Rs so that they can be viewed.) DO NOT send duplicates of the same coverage. For example, Associated Press stories that run in multiple outlets should be submitted once accompanied by a list of actual placements. Single-item entries do not have a minimum requirement for supporting items, however, the maximum remains at six. Tip: winning Bell Ringer entries often include a table of contents to help provide context for the supporting materials.

Logos

When submitting your entry online you will be asked to upload your company's logo. This will only need to be done once. Logos should be high resolution JPEG files. (We no longer require a CD of your logo with your entry binder/folder.)

Preparing Your Entry

Here is a step-by-step list of how to prepare your entry:

1. Write the narrative.
2. Gather your supporting materials.
3. Compile binder/folder (Visit "Pub Club Virtual Entry" for tips.
4. Label the binder/folder with your companyÕs name, category name and number.
5. Make FOUR copies of the narrative and include them with the binder.
6. Fill out, submit, and print one copy of the entire Official Entry Form. Include it with your binder/folder.
7. Upload your entry narrative, a JPG of your companyÕs logo, and a 50-word description (for campaigns only).
8. Submit payment (include your check for entry fees or pay via credit card online at www.pubclub.org)
9. Deliver your entry binder to the Publicity Club on March 7 or 14.
10. Purchase advance tickets to the Awards Ceremony on Monday, June 2, 2008 from 6Ð 10 p.m. at The Westin Boston Waterfront.