A symposium can have the best program, but if it is not adequately publicized, it will simply fail. The Publicity Chairperson must start a campaign once the initial conception or the symposium theme has been formulated and approved by the Executive Committee of the Society. He or she must plan his or her strategy (a suggested calendar of events is provided in Appendix A) and submit the plan or action to the Symposium Steering Committee for approval. The approved plan or action shall be renewed until the Symposium is held.

2. Press Releases:
The first step in the publicity process is the Call for Papers, which should be published in the Marine Technology and SNAME News and on the SNAME Web site. The Call for Papers is generally prepared by the Papers Committee once the symposium theme has been established. However, it is important for the chairperson of the Publicity Committee to work in concert on the final draft of this document so that it will have maximum appeal. Starting some eighteen months before the scheduled date or the Symposium, the Call for Papers should be issued in all appropriate SNAME publications: Marine Techno1ogy, Journal of Ship Research, Journal of Ship Production, and as part of the seventeen section news releases on SNAME activities. An overseas mailing of the Call for Papers should be sent to all international members of SNAME, as it is important to spread the announcement of the upcoming symposium worldwide if it is of interest. This effort should be worked through Society Headquarters.

3. Magazine and Other Media Coverage:
a) A condensed version of the call for Papers could be sent to other maritime journals, some will charge or do exchange of advertising for distribution of their magazines at event, such as:

• Marine Log
• Marine Engineering Log
• Maritime Reporter and Engineering News
• U.S. Naval Institute “Proceedings”
• Fairplay
• Maritime Research Institute at Kings Point
• Journal of Commerce

This is a way of attracting audience as well as soliciting authors. Society headquarters will supply an updated released mailing list that is helpful.

The Symposium Steering Committee must have a budget for the Publicity Committee as to where and how it should be spent.

b) The News Releases Publicity Chairperson must draw up his news releases (see sample at back) which will advertise the latest developments in the symposium, in terms of authors, subject, keynote speaker(s), and luncheon speaker(s). These news releases have to be periodically updated so that as the symposium evolves and the technical program is formulated an audience can be attracted.

c) Websites:
Design a website such as www.FAST99.com and have a link on the SNAME Website and others such as ASNE. The website can be designed to have call for papers, registration, booking of accommodations, list papers as accepted, etc. The site can be viewed worldwide and is a good tool in promoting your symposium.

4. Letter and Special Appeal:
The Publicity Chairperson must choose a committee to work with him on his plan of action as well as create new ideas or just where advance notices and press releases are to be sent for the most benefit.

Many sections that have given symposia should have prepared a report that listed the names, addresses and email addresses of past registrants. This list should be updated for the proposed symposium so the Publicity chairperson can send out a special bulk mailing announcing the symposium as soon as the Technical Committee has formulated its program. The bulk mailing would also include any last-minute changes to the program, but this must be weighed with the cost of printing and mailing versus the number of prospective registrants that it might attract. The mailing is a judgment decision, which should be carefully considered. It is likely that people who attended a previous symposium in a section will be interested in the next.

Emailing on an individual basis or mass (if you use a commercial program) emailing is not expensive and should be used where feasible.

5. Photographic Coverages:
One of the prime members of the Publicity Committee is someone in the Section who is talented at photography and may have means to develop and enlarge photographs at cost. The Society's Marine Technology and SNAME News, other magazines, and newspapers require 8.5 x 10-inch glossy black and white photographs. The use of color photography is discouraged because black and white imaging film will give more striking contrast.

The Publicity Chairperson must draft a program for the photographers to follow so that there will be maximum coverage for all major events of the symposium. At the conclusion of the authors' breakfast each morning of the symposium, the authors and moderators should be gathered for pictures in reporting the symposium after the event. Photographic coverage includes the keynote speaker(s), principal organizers of the symposium, and luncheon speaker(s). All of this must be carefully coordinated.

6. Press at Symposium:
The use of the press at a symposium should be discussed with the Symposium steering Committee and Society Headquarters. If the press are to cover the luncheon speeches or that of the keynote speaker, money should be set aside in the publicity budget to cover their meal costs, badges, and other incidental expenses that could arise. At the luncheons, the Publicity Chairperson should be provided with a table(s) where the press, magazine, SNAME, and the photographers can sit together. In this way the Publicity Chairperson can direct the coverage deemed necessary.

The Symposium theme is important in getting the press to the event. If the symposium is similar to the one held by the New York Metropolitan Section in 1987, an important part of that theme was the state of the marine industry and its needs. For such a topic, the Publicity Chairperson should invite to the luncheon speeches, members of major newspapers and TV along with some important trade papers and magazines that will convey important changes necessary to revitalize the American Merchant Marine. Letters should also be sent to the local congressmen and senators on the importance of the symposium. The duty of the Publicity Chairperson is to carefully develop the details of the invitations and must also weigh carefully who should be invited to publicize the important messages and ideas that the symposium has to offer. The list should be discussed at symposium committee meetings to decide on a strategy and who should be invited.

7. Post Symposium Dates:
At the conclusion of the symposium, the Chairperson of the Publicity, Symposium and the Technical Committee should put together a final press release complete with photographs that will be sent to maritime publications, Marine Technology and SNAME News, and publications of other participating organizations in the symposium. It should be remembered that the publication of the symposium papers, authors, and other events might mean additional sales of the Symposium Transactions and, thus, extra sources of revenue for the Section.

The Publicity Chairperson is one of the most important appointments made by the symposium chairpersons and the steering committee. As the symposium develops the status report on media coverage and publication of the symposium in various journals should be constantly updated and reviewed by all members of the steering committee.