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Public Relations Program for Oval International Business Contest for Students

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Public Relations Program for OVAL International Business Contest for Students

I. Situation
OVAL International Business Contest for Students is a competition of creative business ideas for university students from China, Japan and Korea. Once a year, the committees of the three countries take turns to hold the Contest in Beijing, Tokyo and Seoul. During the seven-day contest, participants join in intercultural communication, develop a comprehensive understanding of different cultures and adopt an international outlook while writing a complete business plan of a designated subject.
The Contest’s participants mainly come from top universities such as Peking University, Tsinghua University, Renmin University of China, Beijing Normal University, University of International Business and Economics, Beijing Foreign Studies University in China, University of Tokyo, Waseda University, Keio University in Japan and Seoul National University, Korea University, Yonsei University in Korea. Only 30 participants from each country can take part in the final contest after the selection organized by the three committees respectively.
As a university famous for business studies, University of International Business and Economics has been a major source of participants for the Contest. According to statistics provided by Program Manager of 11th OVAL China Committee, 636 participants applied for the Contest in 2011 among which 195 participants were from University of International Business and Economics accounting for 30.66% of all. Then in 2012, 459 participants applied with 111 from University of International Business and Economics making up 24.18% of all. However in 2013, only 18.64% of the 660 participants were students from University of International Business and Economics. It can be learned from the statistics that the proportion of students from University of International Business and Economics in all participants applied for the Contest has been significantly decreasing in recent years. In order to further research for the awareness and popularity of OVAL International Business Contest for Students among students in University of International Business and Economics, a simple questionnaire has been constructed by using the website www.sojump.com and handed out through the social network sites Renren and Weibo. Up to now 131 questionnaires have been returned and 126 of them are valid while 5 of them are mistakenly completed by students from other universities. The results of the questionnaire are as follows:
Question one: Have you ever heard of OVAL International Business Contest for Students?

Question two: If you have heard of OVAL International Business Contest for Students, have you ever participated in it?

Question three: If you have heard of OVAL International Business Contest for Students but have not participated in it, do you have the intention of taking part in the Contest in the future?

According to the results, 56% of the 126 students have heard of OVAL International Business Contest for Students but only 26% of them have participated in the Contest. Among the remaining 74% who do not have the experience, 52% of the students have the intention of taking part in the Contest in the future.
After analyzing the statistics of declining proportion of participants from University of International Business and Economics and the results of the questionnaire taken by students from the university, a conclusion can be drawn that OVAL International Business Contest for Students has not gained enough attention from students of University of International Business and Economics and is even losing the source of participants in the university. One of the reasons may be the increasing number of similar business contests in the campus, which demands OVAL International Business Contest for Students to launch a public relations program to raise its awareness and enhance its reputation in order to get more participants for the following contests.

II. Objectives
1. Build campus-wide visibility and increase students’ awareness of OVAL International Business Contest for Students.
2. Increase the official website www.oval-china.org page views by 50 percent.
3. Raise the percentage of participants from University of International Business and Economic from 18.64 percent in 2013 to 35 percent in 2014.

III. Audience
The statistics provided by Program Manager of 11th OVAL China Committee show that students of sophomore and junior year comprise the major part of the participants with 81.92 percent in 2011, 84.53 percent in 2012 and 77.88 percent in 2013. Therefore the target audience are sophomore and junior students in University of International Business and Economics. In addition, the nature of the Contest itself decides that it attracts students who study business and who are interested in Japanese and Korean culture. These students are also targeted.

IV. Strategy
1. Leverage OVAL’s alumni such as former staff, participants and judges studying or teaching in University of International Business and Economics to generate awareness about OVAL International Business Contest for Students.
2. Build relationships with relevant students’ organizations and student unions to bring additional visibility to the Contest as well as reach target audience.
3. Extend the coverage of information and news about the Contest in campus media and bulletin boards.
Key Messages:
1. OVAL International Business Contest for Students provides an opportunity for intercultural communication and an international perspective for business thinking.
2. Many students from University of International Business and Economics have participated in the Contest and got valuable experiences.
3. OVAL International Business Contest for Students is worth taking part in.

V. Tactics
1. Hold a lecture to introduce information about the Contest and invite previous participants and judges to share their experiences in the Contest as well as give advice on study for students attending the lecture. This activity has three major advantages. First, the form of a lecture allows for a clear and detailed introduction of the Contest and can reach a fairly large number of students in only one activity. Second, the experiences and comments of schoolmates and teachers are quite persuasive and convincing for students. Third, students are more likely to attend the lecture because of the useful suggestions and advice from senior students and teachers.
2. Cooperate with Student Union of School of Foreign Studies to organize an activity for communication between Chinese students with foreign students especially Japanese and Korean students to discuss about current economic issues among East Asian countries as well as practice their language skills. The Student Union of School of Foreign Studies has its own frequent audience who will build awareness of OVAL International Business Contest for Students during the promotion and execution of this activity. In addition, the theme of the activity is closely related to the Contest which will help students remember the Contest and become interested in it.
3. Organize a mini OVAL Contest which has the same format as the formal one but is limited to students in University of International Business and Economics, and provide goods with OVAL logo for all the participants and attractive prizes for winners. This activity is a direct method to get students involved in the Contest. And the real experience can help them better understand the Contest and prepare them for the formal contest.
4. Hand out flyers of the Contest in all the dormitory buildings, put up attractive posters on bulletin boards in the campus, post variable information in the university’s BBS and social network websites, and distribute introductory articles and impressive video clips of previous contests to campus media. These are the basic public relations methods in campus and are very effective ones to attract students’ attention to certain activities.

VI. Execution (Tactic 1)
1. Preparation
Publicity
a. Post information of the lecture in the university’s BBS and social network websites like Renren and Weibo.
b. Put up posters and banners of the lecture on bulletin boards in each dormitory building, near the cafeteria and around the playground.
c. Publicize the lecture inside the cooperative students’ organizations.
d. Play promotional video clips on televisions in the cafeteria and Ningyuan building.
e. Distribute flyers of the lecture near the cafeteria and in the dormitory buildings.
f. Put roll up banners in the halls of teaching buildings.
g. Contact campus media to release information about the lecture.
Equipment
a. Apply for the classroom for the lecture.
b. Design and print the flyers, posters and banners of the lecture.
c. Make the promotional video clips and PowerPoint for the lecture.
d. Borrow microphones and artificial flowers for decoration of the platform.
Guest Invitation
a. Invite previous participants and judges and communicate about the theme of their talking.
b. Check the contents and time of the guests’ speeches.
c. Invite representatives of campus media to come to the lecture and write news reports of it.
2. Timeline
5:30-6:30
Prepare the classroom for the lecture: Put up posters, set up name cards for guests, write the title of lecture on the blackboard, decorate the platform, etc.
Check the microphones and multimedia devices to ensure that the promotional video clips and PowerPoint can be played smoothly.
Contact the guests and representatives of media to make sure about their attendance.
Arrange guides to lead the guests and audience into the classroom.
Rehearse the whole process of the lecture.
6:30-7:00
Play promotional video clips during the entrance of audience.
7:00-7:10
Start the lecture and introduce the guests and representatives of campus media.
7:10-7:30
Introduce the history of the Contest and review the previous contests.
7:30-7:45
Explain the format and rules of the Contest.
7:45-7:50
Play the promotional video clip for the next contest.
7:50-8:20
Invite the guests to give their speeches.
8:20-8:30
End the lecture after 10-minute Q&A time.
3. Post-Event Assessment
a. Secure the coverage of the lecture in campus media.
b. Post pictures and reports of the lecture in the university’s BBS and social network websites.
c. Send thanks letter to the guests, campus media and cooperative students’ organizations.
c. Retrospect the whole activity and draw lessons from it.
4. Budget Item | Amount | Total Price | Posters of A4 size | 60 | 60 | Large posters | 70 | 210 | Flyers | 1500 | 150 | Name cards | 5 | 5 | Banners | 1 | 30 | Roll up banners | 3 | 180 | Bottled water | 15 | 19.5 | Total Expense | 654.5 |

VII. Calendar
The program was researched and planned during the last two months of 2013. The whole program will start in February of 2014 and the promotion/publicity aspects of the program will continue through three months after February.

VIII. Budget
RMB3, 000 to cover the lecture and mini OVAL Contest as well as promotional materials

IX. Evaluation
Objective 1: Build campus-wide visibility and increase students’ awareness of OVAL International Business Contest for Students
a. Determine how many flyers were distributed.
b. Check the click rates of the articles and video clips posted in the university’s BBS and social network websites.
c. Make a questionnaire using the same way as in the research and see whether the percentage of students who have heard of the Contest has risen.
Objective 2: Increase the official website www.oval-china.org page views by 50 percent
a. Ask Design Manager of OVAL China Committee who is in charge of the official website about the page views before and after the program.
Objective 3: Raise the percentage of participants from University of International Business and Economic from 18.64 percent in 2013 to 35 percent in 2014
a. Calculate the percentage of participants from University of International Business and Economics of all participants in the 2014 Contest and decide whether it meets the objective standard.

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