Incentive Award and Promoter of the Month Requirements
Each year, Pennsylvania Dairy Princess and Promotion Services, Inc. conducts an INCENTIVE PROGRAM for counties and their royalty. This program is to encourage promotions at the grassroots level. Each County Dairy Princess, working together with her alternate(s), dairy maids, ambassadors and county committee, are requested to fulfill certain requirements during the year of her reign.
There will be two levels of required dairy promotion appearances, each receiving a monetary award.
The awards for completing the requirements and proper filing of reports will be:
$250.00 for the 1st level $500.00 for the 2nd level
| Promotion Category | 1st Level | 2nd Level |
| School Promotion | 15 | 30 |
| Media | 24 | 36 |
| Booth Promotions | 10 | 18 |
| Non-Dairy Presentations | 6 | 12 |
| Dairy Meetings | 3 | 5 |
| Special Events | 3 | 5 |
| State Events | Princesses must attend seminar and pageant. Alternates must attend seminar or mini seminar. Jr. Reps must attend mini-seminar. | |
Because the primary purpose of local promotion is to increase the consumption and sale of milk and dairy products, the major emphasis at both levels is toward the consumer. The majority of requirements are geared in that direction.
The Incentive Program will start with the reign of the County Dairy Princess and conclude with the end of her reign (not to exceed a 12 month period.) Guideline dates will be July 1 through June 30. (i.e. A princess can start her reports as of her crowning date or July 1.)
To determine this award, point values will be assigned to each type of required activity according to effort involved in its performance and its consumer effectiveness (i.e. a meeting involving a speech is valued higher than attendance alone or serving punch; and an article published in a local paper will have higher value than in a farm publication). Recognition at State Pageant will be given to the counties whose Dairy Promotion Team completes the minimum requirements at the two incentive levels.
IMPORTANT CHANGE: For any activity to count towards incentive credit the activity MUST address at least one of the 10 Key Messages. See attached sheet for the 10 Key Messages. On your monthly report you are required to indicate which key message(s) your promotion addresses. Credit will not be given if you do not identify the key message(s) on your monthly report. This important update allows us to align our incentive program with the national DMI (Dairy Management Incorporated) promotion standards.
PLEASE NOTE: For activities of Alternates and junior promoters to count, the individual must attend Seminar, Mini-Seminar or fall meetings. If there is a conflict with a junior promoter attending Mini-Seminar, a request in writing to attend Fall Meeting must be submitted prior to July 1, 2010 to PDPPS, Inc.. For activities of the committee to count toward incentive, a representative from the committee must attend the fall and spring meeting. It does not have to be the same committee representative but it must be a member of the committee, not royalty.
Submission of Monthly Reports
To submit records of county promotions a monthly report form must be completed and submitted. Incentive directions and forms can be found on the PDPPS website under the member’s only section. Every county is required to submit twelve monthly reports, regardless if you have a princess or not.
When completing the monthly report it is important that you fill out the form entirely with as much detail as possible. The monthly reports require a listing of appearances, location, number of persons contacted, materials distributed and miles traveled during the month. We also ask that you indicate who attended the promotion and if it was an appearance only or if a presentation, such as a skit or speech, was given. The more details you provide the more accurately we are able to give you credit. If you do not know where to categorize your promotion, please leave it blank and it will be filled in.
Additional monthly incentive report forms can be downloaded from the website or the attached report can be copied. The monthly report forms (white) should be made out in duplicate, one copy should be sent to PDPPS office, and the other should be kept for your records.
Monthly incentive reports should be filed on a regular basis; however to qualify for “Promoter of the Month” they must be filed by the 7th of the following month. Monthly reports should be submitted via one of the following means of communication and should have articles and completed radio forms attached, if applicable.
| Mail: | Fax: | Email (as an attachment) |
| PDPPS PO Box 188 Stewartstown, PA 17363 |
(717) 585-6536 | jessica@padairy.org |
If you have any questions feel free to call your area coordinator or the PDPPS office for clarification.
Promoter of the Month In cooperation with the American Dairy Association and Dairy Council, Inc. we will be recognizing a “PROMOTER OF THE MONTH” and a runner-up. To qualify as “Promoter of the Month” or runner-up, the forms must be postmarked by the 7th of the following month. The award each month will be:
CChecks will be sent directly from DC, Inc. to the county committee for use in purchasing promotion materials. In addition, the girls will be recognized on the PDPPS website and in the following years State Pageant booklet. |
Incentive Program &
Promoter of the Month Requirements
Level 1 |
Level 2 |
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School Promotions- |
15 |
30 |
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School children are at a very influential age and are an important target audience for dairy promotion. School promotions are to be counted by NUMBER of presentations made, regardless of the number of attendees. One school credit will be given for each presentation made. Examples: Scout troops, Sunday school classes, library story hour, farm tours for children, FFA and 4-H Meetings. Serving as a guide on a farm tour at a Farm City Day, and working a shift at the learning station during Farm Show may also be included. |
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Level 1 |
Level 2 |
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Media (use subcategory) |
24 | 36 | ||
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The media category is subdivided into six subcategories. When completing your incentive report use the subcategories to identify your promotion.
Newspapers: News articles must be written and published. Emphasis should be on local papers; however high school newspapers, church newsletters or other organizational newsletters may also be included. A princess may write her own article or use news releases given to her at seminar or a combination of both. Newspaper articles that mention of appearances at events or photos without copy written by or quoting the princess do not count. A copy of the article that shows the name and date of the paper must be included with the monthly report. The name and date of the article should be connected to the article, so we can see when it was printed. Do not cut and paste the name and date of the paper. In order for recipes to count towards incentive they must also include a dairy message. Recipes appearing on the same date in the same newspaper with a dairy message will count as one article. One media credit will be given for each newspaper article submitted meeting the above criteria. PSA’s, Radio spots and TV appearances: With today’s technology advancements radio spots and TV appearances that are recorded are often shared with other media outlets. In order to accurately record the number of radio spots and TV appearances completed you must complete the attached Radio/TV Appearance form, have it signed by the Radio /TV Station and submit it with your monthly incentive sheet. Radio/TV appearances should be counted by the number of actual interviews or tapings made (not the number of times the spot is played on a particular station). The Radio/TV Appearances form will allow us to determine exactly how many sister stations the recording is shared with, thus allowing us to give proper incentive credit. Delivering a PSA over the loudspeakers at events such as schools and fairs may be counted. One media credit will be given for each PSA, radio spot, or TV appearance made meeting the above criteria. Websites: Website creation has become fairly easy with new technology. For a county created website to count for incentive purposes it must be linked to the state program website. To have your website linked to the state webpage, send Jessica your url address. A county website will count as one media credit each time it is updated, up to one credit per month. The update must be made in the content area of the website. A copy of the updated webpage must be sent in with your incentive reports. You will be given one media credit for each month you update your website. Social Media: Social media sites such as Facebook and Twitter have grown in popularity and are an easy way to share our dairy message with consumers. To receive credit for postings on social media the postings must originate from a county created account. In order to receive 1 media credit for use of social media, 12 dairy related postings must be made within a calendar month; the postings must be on separate days. Only one media credit will be given per month for social media. A screen shot of the postings must be sent in with your incentive report. It is strongly encouraged that the person responsible for updating the social media site register for MyDairy, MyDairy provides consumer tested messages that you may post on your page. |
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Level 1 |
Level 2 |
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Booth Promotions (use subcategory) |
10 | 18 | ||
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Store Promotion: A 4-6 hour promotion conducted in a store where dairy products are available for sale. One credit will be given for each 4-6 hour promotion conducted in a store. Mall Promotion: A promotion conducted in a public place such as a mall, bank, Town Square, or fair. A Mall promotion is where a large group (over 100 people) of people have congregated and products are not available for sale. One credit will be given for each 4-6 hour promotion conducted. Assisting at a PDPPS event such as Ag. Progress Days, Farm City Day, Giant Ice Cream Sundae, Special Olympics and All American Dairy Show should be counted as a mall promotion. Fair Promotion: Fair promotions are events where you are staffing a county promotion fundraising stand. (i.e. working fair stand including milkshake, ice cream, T-shirt sales) One credit will be given for each 4-6 hour shift worked. NOTE: Each day of promotion should be counted as one appearance even though both Princess AND Alternate attend at same time. Exception: PDPPS sponsored events – credit will be given for each person attending. |
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Level 1 |
Level 2 |
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Non-Dairy Meetings - Presentation/Appearance Only |
6 | 12 | ||
| Meetings should be classified as Non-Dairy Meetings if the majority of those attending are not dairy farmers. This important audience includes presentations to women’s clubs, service clubs, senior citizen’s groups and PTA’s. Also included would be non-dairy farm meetings, (i.e. Extension, 4-H, etc.). Specify on your monthly report if you made an appearance only or gave a presentation (ie: skit, speech, activity, etc.). One credit will be given for each non-dairy meeting attended. | ||||
Level 1 |
Level 2 |
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Dairy Meetings - Presentation/Appearance Only |
3 | 5 | ||
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Meetings should be classified as Dairy Meetings if the majority of those in attendance are dairy farmers. (i.e. – Breed Associations, DHIA banquets, etc.) Specify on your monthly report if you made an appearance only or gave a presentation (ie: skit, speech, activity, etc.). Credit will be given for each dairy meeting attended |
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Level 1 |
Level 2 |
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Special Events |
3 | 5 | ||
| This is the “fun” group including parades, 1st baby presentations, distributing ribbons, etc. One credit will be given for each special event attended. |
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State Events:
State events include Spring/Fall Meetings, Seminar, Mini-Seminar and Pageant.
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