Expanding Chapter Horizons with District Conferences
When you hear PRSSA, what is your first thought? Is it a communications organization on your campus or an international society of students who want to learn and grow together?
During my freshman year, I thought PRSSA was a small club, but now I know it is so much more. The thing that changed my perspective? District Conferences.
District Conferences are typically held over the course of 1-3 days and are an opportunity for members to meet, mingle and learn from the best in the industry alongside the next generation of leaders. Conferences are held between February and April each year.
My favorite aspect of each District Conference is that they are planned and executed by students, for students. The host Chapter determines the theme, the programming and the location. Event planning is often a skilled required in many jobs in the public relations industry, and hosting conferences allows students to gain valuable, resume-building experience.
I had the pleasure of being a District Conference coordinator in 2024, and it allowed me to develop my leadership, problem-solving and operations skills while introducing me to amazing professionals and peers. The conference provided an opportunity for my Chapter at the University of South Carolina to connect with members and advisers of other Chapters.
Although conferences are held in the spring, the hosting process begins during the summer. To host a 2025 District Conference, you must apply between August 5 and September 4. Applications are binding, meaning that if your Chapter applies and is selected, you must host.
Planning starts early to ensure that it is a gradual process. It is very manageable as long as you are diligent in your work and take things step-by-step. You are not only working for your Chapter, but for everyone in your District and beyond. Ensuring that each conference is affordable and well-planned is vital to encourage Chapters from across the District to make the trip to your event.
Throughout the planning process, PRSSA National helps promote conferences on the national website and social media channels. This exposure helps expand your Chapter’s reach and helps connect various Chapters with one another.
Working with a team of other students focused on a common goal is a great collaboration experience. Being on a District Conference hosting team can even forge friendships. My experience as the leader of a District Conference team led to close relationships, trust, a shared interest in wanting the event to succeed, and great memories of the planning, execution and aftermath of the conference.
The days of a conference themselves are a time of joy. They are the culmination of months of hard work. Nothing quite compares to seeing attendees engaged in a session, smiling while networking or thanking you for your hard work.
Submitting your hosting application is imperative to hosting a District Conference. This is the time to flush out your ideas for your Chapter’s District Conference. You’ll need to think about the types of sessions you’ll want to host, think of ways to engage students in non-speaker sessions or events, conference themes, brand kits, and budget requirements. You’ll also need to prepare for an interview to explain more about your Chapter’s District Conference dreams. Below, you can find some tips and tricks to use to think about your application.
Application and Hosting Tips and Tricks
Brainstorming Sessions
A large portion of the application asks you to brainstorm. Think about what theme will allow you to bring in a range of speakers that will attract students, and what speakers/sessions will support your theme.
When brainstorming speakers, I found it useful to stick to the 3-3-3 method. We had a list of three dream speakers (even if they were a reach to get), three ideas of realistic speakers, and three safety speakers or sessions. Thinking big is a good thing! A reach speaker could be someone that perfectly fits your theme but lives far away and would require a large amount of money to cover their travel and hotel. A safety idea could include a person who lives in the area with a prior relationship with your Chapter.
If you list a speaker on your application, it is okay if that speaker does not pan out. Only one of the session ideas that were submitted on my hosting application last year occurred during the program. It is normal for plans to evolve! Event planning taught me that it is important to have more than just a plan A and B. You never know what will come up in the process but if you are prepared you can handle it.
Prepare for the Interview
If you write something on your application, be ready to answer questions about it. You should be able to explain how every session idea relates to your theme. A great thing to think about is how you will encourage other Chapters to attend!
Creativity is Key
Every conference is unique. Sessions do not only need to be speakers. Some great ideas include agency/venue tours, a PRSA x PRSSA networking lunch, a mini-campaign/branding competition and more. Think outside the box to create a special experience for conference attendees.
Funding is Fun
The monetary aspect of hosting a District Conference may seem scary, but there are so many ways to offset the cost. You can work with the VP of Events and Fundraising to create sponsorship packages, seek in-kind donors for meals and welcome bag items, and host fundraising events that are tailored to your campus’ environment.
You can find the application to host a PRSSA 2025 District Conference here.
Alicia Caracciolo, PRSSA 2024-2025 Vice President of Events and Fundraising, is a junior studying Public Relations at the University of South Carolina. Caracciolo’s journey with PRSSA began her freshman year of college while she searched for a place to grow in her understanding of public relations. Last year she served as the Vice President of Programming for the University of South Carolina Chapter and as Southeast District Conference Coordinator.
