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2014 Council on Foundations

Fall Conference

October 19 - 22 Cleveland Convention Center

SESSION DESIGNER MANUAL

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Contents

Introduction .................................................................................................................................................................. 3

Important Dates ........................................................................................................................................................... 3

I. Conference Basics .................................................................................................................................................. 4

Understanding the Audience ..................................................................................................................................... 4

Theme ........................................................................................................................................................................... 4

Schedule At-A-Glance ................................................................................................................................................ 5

II. Session Development ............................................................................................................................................ 6

A. Designing Council Conference Sessions: Expectations and Guidance ......................................................... 6

B. New Learning Offerings …………………………………………………………………………………………………………………8

C. Session Designer Responsibilities Checklist ................................................................................................... 13

III. Presenter Policies: Expenses, Compensation, and Reimbursement .......................................................... 15

A. Honoraria ............................................................................................................................................................... 15

B. Registration .......................................................................................................................................................... 15

C. Presenter/Speaker Reimbursement ................................................................................................................. 15

D. Guidelines for Reimbursable Expenses for Eligible Conference Presenters .............................................. 15

IV. Your Role During the Conference .................................................................................................................... 18

V. Social Media Tools ............................................................................................................................................... 19

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Introduction

Your role as a session designer for the 2014 Fall Conference is important, and we’re looking

forward to working with you. Contact information for the Council staff and the conference Advisory

group is on page 20 of this manual. Should you need assistance, please feel free to reach out to

at any time.

Important Dates

Please Note the Important Deadline of September 20!

Information by the requested dates will ensure that your needs are met and will contribute to a

smooth experience for conference attendees.

August 29 Deadline for session designers to submit final edits to session title.

September 16 Hotel room rate held until September 16 you are responsible for making

your hotel reservation CLICK HERE to see room availability. Please note,

rooms may sell-out before this date.

September 26 Session designers refine the session’s content, complete planning of the

format and agenda, confirm presenters, and submit audio-visual needs to

speakers@cof.org

September 26 Deadline to submit:

Three easy steps to submit your speaker bios & photos

CLICK HERE to log into the COF login page

Login using your unique username and password

Follow the instructions to update your photo and bio and complete the consent and waiver form

October 3 Deadline for session designers to submit:

Resources related to your session (e.g., PowerPoint presentation;

electronic versions of hand-outs; articles) to be made available on the

conference website and app prior to your session. Email to

resources@cof.org

October 3 Review the conference website and app for accuracy about your session

(speakers, bios, session description); notify the Council of any necessary

changes

October 19-22 Session designers oversee presentation of the sessions at the conference

at assigned date and time

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I. Conference Basics

Understanding the Audience

This conference is primarily geared toward practitioners engaged in community foundation philanthropy (including foundation executives and staff, trustees, donors, and donor advisors) with all levels of experience. All are looking for new—and practical—ways to solve their current challenges and for ways to propel their foundations/organizations forward. Our attendees want substantive and viable learning experiences that they can immediately put into practice.

The following outlines some of the key statistics of our audience from the 2013 Fall Conference in San Diego.

Conference participants (including speakers and exhibitors) 1,164

Organizations represented 487

Registrants from member organizations 925

Member organizations represented 333

First-time conference attendees 187

Countries represented 7

International registrants 17

Theme

The 2014 Fall Conference for Community Foundations is the culmination of a year of celebrating

the impact of the first century of community philanthropy and a concept that has spread around

the globe. The October gathering builds upon two important bodies of work: the conversations on

place-based philanthropy that began at last fall’s conference and the extensive research

sponsored by the Council and conducted by the Monitor Institute on the future of community

philanthropy. In addition, conference content is being built in response to the challenges,

takeaways and needs provided by our constituency.

We ask you to incorporate the roles as described by the Monitor Institute on the future of

community philanthropy, into your session design and delivery. How will your session facilitate

connections among participants and make connections that promote learning, impact, insight and

inspiration? How will your session support the efforts of collaboration in their communities?

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Schedule At-A-Glance*

2014 Fall Conference for Community Foundations October 19 - 22, 2014

Saturday, October 18

Morning and

Afternoon

Activities

Center for Community Foundation Excellence

Advancement Network

Sunday, June 9

Morning Activity

Center for Community Foundation Excellence

Advancement Network

Anchor Institutions

Resilient Communities Confronting Climate Change: A Pivotal Role for Community Foundations

ProNet

Evening Activities

Global Scholarships Reception

Kick-off Reception Rock & Roll Hall of Fame

Monday, October 20

Morning Activities

Coffee & Pastries in Community Central

Mini plenaries

Afternoon

Activities

Lunch Concurrent

Sessions Power

Learning Learning

Labs Deep Dives Networking

Break Evening Activity

Networking Reception Cleveland Museum of Art

Tuesday, October 21

Morning Activities

Coffee & Pastries in Community Central

Mini plenaries

Roles Workshops

Afternoon

Activities

Lunch Concurrent

Sessions Power

Learning Learning

Labs Deep Dives Site

Sessions Networking

Break Evening Activity

Open

Evening

Wednesday, October 22

Morning Activities

Breakfast Plenary

Learning Labs

Workshops Closing

Plenary 1 p.m.

Conference Ends

*This is a preliminary event schedule and is subject to change.

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II. Session Development

This section describes your responsibilities as session designer to:

Develop interactive, effective, and responsive sessions

Work closely with your presenters through planning calls and meetings

Keep Council staff informed of any changes or challenges that arise

Meet deadlines for submitting critical session and presenter information

Overview of Key Roles:

Session Designer: The session designer is responsible for developing the content and format of the session; selecting, coordinating and preparing all presenters and ensuring all forms and information for the session and presenters is submitted on-time (September 5).

A. Designing Council Conference Sessions: Expectations and Guidance

Conference attendees repeatedly list networking as the No. 1 reason to attend the

conference, so building opportunities for facilitated and engaged discussions into sessions

is critical. The delivery format is as important as the content. Our goal is to ensure

attendees are engaged and active participants. Let’s shake things up and urge them to

think in new ways!

We recommend that you consider incorporating the following into your session to ensure

that your participants are not passive attendees, but are part of the discussion:

o Opportunities for peer learning in small groups or pairs

o Opportunities for question and answer dialogues

o Action-planning time

o Opportunities for idea exchanges and conversations

o Multi-media resources (video clips*; music)

The sessions that get the highest ratings are usually NOT panels. Participants appreciate

the opportunity engage in the discussion. Even if you have a group of experts on a given

topic, explore how to create an opportunity for them to share their expertise without relying

solely on the traditional panel format.

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The following are Ten Steps to develop an effective session and ensure attendee engagement:

1. Identify the best format for your session topic. Consider the following questions as you

think through the right format.

What inspires you personally in a session?

What do you want people to leave the session with? Begin with the end in mind. Build the

format around that goal to ensure attendees leave enriched.

What format will allow you to best show the alignment of your topic to the conference

theme?

Can visuals, audio, or art be integrated into the session to emphasize your point?

Here are some format examples. Room size and capacities may vary and should be discussed

with Council staff to confirm the best approach and options:

Point/Counterpoint

These sessions feature opposing points of view, with protagonists and antagonists taking

opposite sides of a specific topic. A moderator facilitates a lively debate and Q&A. The

room is set up like a classroom. CLICK HERE to see an example.

Role Playing

These sessions are organized around short skits that illustrate a point. Role play can help

participants understand different viewpoints and practice strategies in conversation and

conflict management. The room is set up with six round tables and works best for 20 to 40

people.

Deep Dive

These two or three hour sessions are intended to offer more in-depth exploration of a

subject with high engagement and interactivity with the audience. The room is set-up in

rounds.

Salon

This is a small-group conversation with a primary speaker and a moderator. Small groups

are no larger than 20 and feature extensive interaction. Chairs are set up in a circle, and

the session works best for 25 or fewer people.

Fishbowl (Due to room availability, this format is unavailable for 2014)

Fishbowl sessions involve five-to-eight people seated in a circle, having a conversation in

full view of a larger group of listeners. The fishbowl provides a creative way to include the

public in a small-group discussion. Fishbowls are useful for airing hot topics or sharing

information from a variety of perspectives. More often, one or more chairs are open to

members of the audience who want to ask questions or make comments. Although largely

self-organizing, once the discussion gets underway, the fishbowl process usually has a

facilitator or moderator. The room is set up with chairs in two concentric circles. Learn

more CLICK HERE.

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Know & Go

Learning occurs in various ways for adults. In a world where we have less time to learn, more activities to

juggle at work and personally, and constant access to technology, learning opportunities must be shorter,

more concise and more readily available in various ways.

The Council is excited to introduce Know & Go. These short, focused, bite-sized learning opportunities

take advantage of current learning formats and allow the learner to acquire “knowledge nugget” in less

formal environments and in less time. Experience FRED Talks, Flash Talks and Peer Shares under this new

segment of conference programming.

What is a Flash Talk? Flash presentations are Ignite-style formats where a presenter speaks while slides advance automatically to support them. It is exactly 5 minutes, and contains exactly 20 slides. The slides advance automatically after each slide is displayed for 15 seconds. No Animation or video. Limited text.

Benefits of Flash Talks This format is used for storytelling and is a good way to share what you love, what you’re passionate about or an accomplishment you’re proud of – personally or professionally. There are several benefits inherent in this learning method: 1. Much more fulfilling for an audience than the standard free-form presentation. 2. Better aligned with the amount of information the brain can process in a given amount of time. 3. Emphasizes content, not numbers of visuals or timing. 4. Preparation is mandatory. 5. Respects audience time. 6. Encourages concision.

Slideshow Tips

Keep It Simple. Use relevant images/photos and a few key words to capture the idea.

Avoid using lots of text. If necessary, use brief 1‐3 word statements. Do not read off your slides.

Slides advance every 15 seconds, so avoid cramming too many topics or ideas into one slide.

Instead, give yourself breathing room by spacing ideas and topics across multiple slides. You have

20 slides, so don’t be afraid to use them.

Give credit where credit is due by naming the image owner.

We highly recommend that your last slide be a “Next Steps” or Call to Action slide.

Tell A Story. Make it fun or memorable, and do not over think it.

Practice makes perfect. With 5 minutes and 20 slides give your presentation to a friend or stand in

front of a mirror and give the presentation to yourself.

Examples of Flash-style Talks - http://igniteshow.com/browse

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What is a FRED Talk? In honor of Fred Goeff, the forefather of community foundations, these TED-style talks showcase ideas in 20 minutes or less. These ideas should showcase innovative thinking, and new approaches to old challenges. Types of talks 1. The big idea - make one or two very strong points, and it’s important. 2. The small idea - not about one big, world-changing idea, but instead a very engaging take on an

interesting topic. 3. The “issue” talk - expose your audience to an issue that they may not otherwise know much

about. Examples from the Top 20 TED Talks - htp://www.ted.com/playlists/171/the_20_most_popular_talks_of_a

What is a Peer Share? Learning from peers is one of the top ways that adults learn. Why reinvent the wheel when a colleague may have a solution, an idea or a resource you can adapt to your challenge. These 15 minute sessions provide time for a peer presented overview of a model, project or initiative and why it has been successful with time for dialogue with the audience to learn how to apply aspects of the project to their work. Benefits of a Peer Share 1. Good way to present case studies of successful models of projects and programs. 2. Straight to the point and focuses presenter on the challenge, the plan and why it was successful. 3. 5 minute overview then 10 minute Q&A from peers. 4. Supports peer-to-peer learning

Session Structure:

1. 5 minute overview a. Case presenter presents facts of case study (5 minutes) b. What was the original challenge? c. Who were the major stakeholders? d. What was at stake? e. What action steps were taken? f. What has been the outcome/return on investment?

2. 10 minute Peer Q&A to answer questions related to case study

2. Understand your session size and needs.

Does the session target a specific group? If so, is there content that appeals to other roles

in the foundation?

Four presenters, including the moderator, is the maximum recommended, but fewer are

preferred to ensure audience interaction.

Ensure time for audience Q&A and engagement in each session.

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Conference attendees self-select their sessions and we will not know in advance how

many participants will attend your session. The typical range is 50 – 100 participants in the

concurrent workshop sessions, more for mini-plenaries and deep dive sessions.

3. Identify moderators, presenters, and facilitators.

The conference team is committed to diversity and inclusion. Session designers should consider

presenters across lines of ethnicity, race, age, gender, sexual orientation and identification,

economic circumstance, disability, and political philosophy. Whenever possible, a mix of

philanthropic leaders, program staff, corporate grantmakers, and Next Gen attendees should be

presenters or targeted attendees. Next Gen leaders are a key audience at our conferences, and

we strongly encourage you to incorporate their voices into your session. For help in finding a Next

Gen speaker, e-mail or call Jessica Pearce (703-879-0752).

The Council will cover travel, hotel accommodations, and nonconference-provided meals for one

presenter per session. You must receive approval from Council staff for additional support. Please

carefully review Section III for details.

Members of the Team

Sessions may include the following presenter roles. However your session divides the roles, be

sure to appoint a primary facilitator and a timekeeper.

Moderator. This person is the timekeeper and guide for the presentation and helps

ensure that session objectives are met. The moderator introduces the subject and

presenters, engages the session by keeping time and presenters on track, and

manages interaction with the audience.

Presenter. This person lends his or her knowledge and experience to the overall

learning experience. If a session doesn’t have a moderator, the presenter must keep

everyone on track.

Facilitator. The leader of a session that is entirely interactive (for example, small-

group work). This person speaks briefly, sets the stage, and directs the audience in an

exercise or thinking process.

Non-solicitation Policy

Sessions are designed to educate and inform, not sell attendees on ideas or services. Please

ensure that all presenters understand that the session is not a platform for soliciting business but

an opportunity to share ideas and build understanding.

4. Ensure that all confirmed presenters submit their biography, photo, and signed

Presenter Resource and Recording/Broadcast Permissions Waiver & Consent Form by

September 5.

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Once you have confirmed your presenters, we request that they provide us with a biography

(approximately 100 words) and a high-resolution, portrait-style photo of at least 800x600 pixels

with minimum 72 dpi for each presenter for the conference website and mobile application. To

complete this step, please CLICK HERE to log into the Council’s log in page. Use the username

and password provided in your invitation letter to sign on to the website to upload/change you

biography, photo and to complete your waiver and consent form. *Note: a photo and bio are

required. – DUE September 5*.

* Receipt of Speaker photo and bio after September 5 may delay reflection of speakers on the

conference website and program.

5. Convene your session team via meeting or conference call.

The session designer is responsible for determining the goals of the session and focusing the

attendee experience. Discuss the following on the call and reach a conclusion about session

design and resource needs:

Describe your vision of the session flow with the presenters.

Clearly identify what attendees should know when they leave the session (objectives).

Review how the session promotes diversity and inclusion.

Consider integrating media, visuals, or other artistic elements into the session and identify

space and audiovisual requirements.

Discuss who the session appeals to and anticipate the audience size and makeup (for

example, this session appeals to trustees).

Outline ways to engage the audience interactively and allow time for peer to peer

exchange.

New this year, speakers will have the opportunity to promote their session with registered

conference attendees on the Philanthropy Exchange. The 2014 Fall Conference Exchange is a

new and private online platform that we are launching during the Conference that will encourage

speakers to promote their sessions, and keep attendees engaged in the programming. We are

hoping this social network gives our members the opportunity to connect with both speakers to

start the conversation around community philanthropy early and have it continue long after the

conference is over. Also, we hope you consider using the Council’s social media outlets, including

our Twitter feed, and our Facebook page. See Section V for detailed information about the

Council’s social media resources.

6. Structure of a Session.

As you develop your agenda, keep in mind that most sessions have four basic segments (noting

that this may vary with the format that you select for your session):

Orientation. About 5 percent of session time. Briefly introduce the subject and presenters.

Clearly explain session goals and objectives. Tell attendees what they can expect to leave

with. Depending on the size of the audience, the moderator may survey the audience for

their expertise on the topic and build on intellectual capital in the room.

Presentation. Approximately 10 percent to 30 percent of the session. Briefly introduce the

main concepts, questions, and issues to stimulate thought and discussion. This part of the

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session can be a brief opening statement from two presenters, short debate, performance,

role play, presentation of a brief case study or other configuration.

Interaction. About 40 percent to 70 percent of the session. Engage the audience! See the

sample formats for audience-engaging sessions.

Closure. About 5 percent to 10 percent of the session. Review key ideas and findings and

present a call to action.

7. Develop a session agenda or script.

Session agendas help to ensure effective delivery of desired outcomes and serve as road maps

for your team. After your session team’s conference call, draft a written agenda or script outlining

the following items:

Introduction of the session—include who, how long, and key elements.

Indicate when and how transitions take place.

Describe the subject matter.

Create a timeline that includes each portion of the session and identify a timekeeper.

Indicate goals and expectations for audience participation.

Determine audiovisual needs.

Discuss inclusion of the conference theme: Once the agenda and timeline are complete,

provide copies to all participants so they can offer input. Plan to rehearse the session at

least twice—once in advance of the conference and again during a pre-session briefing on

site.

8. Prepare and plan for technology needs.

Laptops: Presenters are required to provide their own laptops or tablets for presentations. If you will be presenting with a Mac or a tablet please bring appropriate projector connection (dongle).

PowerPoint Presentations: If you use a PowerPoint during your session, we require that you to use the template provided by the Council (found as an attachment to your letter of acceptance), which has the theme and logo for the conference. Please insert your content into the design template. You are responsible for bringing the PowerPoint presentation to your session, loaded on your own laptop. Tips for an effective PowerPoint Presentation can be found here.

All session rooms contain:

1 Podium microphone (for presenter)

1 Standing microphone (for the audience)

1 Cordless handheld microphone (same)

1 LCD screen

o Lav mics are available for use as well. For these and any other AV needs, request

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by emailing speakers@cof.org

9. Identify session resources for the conference website and MP3 recordings.

Determine what type of resources will best represent the session and serve as valuable

educational material before and following the conference. Upload your handouts and presentation

via the speaker resource center site by October 3. You may provide handouts on site though we

ask you to limit them to essential materials, and consider suggesting electronically based

resources. Please note that the Council does not copy materials or reimburse for duplication or

shipping costs.

10. Plan a pre-session briefing on site for the team.

Conduct a briefing at the conference location with the moderator and presenters to handle any

last-minute requirements. A speaker ready room will be available for your use. Ask at the

registration desk or feel free to find a meeting place on-site.

B. Session Designer Responsibilities Checklist

The checklist below tracks the steps in session development and targets key deadlines. We have

established dates in the checklist to allow for timely development of marketing and informational

materials for the conference. Please note that while the overall objective is to meet each of these

dates, Council staff welcomes materials as soon as they are ready.

Activity Date

STEP 1: Review the 2014 Fall Conference Design

Manual.

Upon receipt

STEP 2: Confirm panelist to discuss your accepted

session proposal.

Within two weeks of

acceptance notification

STEP 3: Submit all information and / or forms.

Final session title due (September 26)

Have each confirmed presenter complete the online, (September 26) which includes via the Speaker Resource Center:

150 word bio

High-resolution photo

Completed Presenter Resource and Recording/Broadcast Permissions Waiver and Consent Form

September 26

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STEP 4: Conduct at least one meeting/conference call

with your session team by this time. Determine

presenter roles, session objectives, session format,

room setup, audiovisual needs, session take-aways (if

appropriate), and resources for the conference online

tool.

September 26th

STEP 5: Send your resource materials for the

conference online tool. (Presenters and session

designers may submit resources.) At least one item is

suggested per session. Upload via the Speaker

Resources Center

October 3rd

STEP 6: Review the conference website and app for

accuracy about your session (speakers, bios, session

description); notify the Council of any necessary

changes.

Submit changes to: speakers@cof.org

September 26

STEP 7: Conduct a pre-session rehearsal on site in

Cleveland, OH. Attend your session, and enjoy the

conference!

October 19-22

STEP 8: Presenters eligible for reimbursement (see

Section III) mail Non-Staff Travel Expense Report,

Government Official Questionnaire COF Form GOQ-09

and applicable original receipts to the Council.

By November 28

Mail to:

Council on Foundations

c/o Storme Gray

2121 Crystal Drive,

Suite 700

Arlington, VA 22202

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III. Presenter Policies: Expenses, Compensation, and Reimbursement

This section includes information on reimbursable expenses and compensation. Council staff will

communicate these policies to speakers directly and enforce them when necessary. Presenters

can contact Jessica Pearce.

A. Honoraria

The Council does not provide honoraria for concurrent session presenters.

B. Registration

All speakers are registered as “day-only” attendees (unless already registered prior to notification

of conference participation) as defined below.

When you arrive at the conference, please check-in at the registration desk to receive your badge

and

C. Presenter/Speaker Reimbursement

The Council will reimburse one presenter per session. The reimbursed presenter is to be decided

by the session designer or group of presenters and identified via e-mail to speakers@cof.org

The Council will cover expenses described as described below.

One complimentary day of registration for each day they are presenting (excluding non-Council preconference events)

Hotel room and taxes for one night stay at a Council designated hotel if the

presenter resides outside of the local conference area.

Roundtrip transportation to and from the conference not to exceed $400.

Ground Transportation: The Council will not reimburse the cost of

limousine service. Itemize use of taxis on back of expense report and

submit original receipts. The reimbursement should not exceed the

standard taxi expenses for the area. The Council will reimburse mileage at

.56 cents per mile when a personal automobile is used (this amount cannot

exceed the cost of round-trip coach airfare). The Council will not pay for any

damages, repairs, or out-of-pocket costs for operating your automobile. The

Council will not reimburse for rental cars.

*All expenses must be documented and in line with the Council’s Guidelines for Reimbursable

Expenses for Conference Presenters.

D. Guidelines for Reimbursable Expenses for Eligible Conference Presenters

The Council on Foundations will cover the expenses described in these guidelines for one

presenter per session. Original receipts for out-of-pocket expenses must be attached to the

Travel and Expense form in order to be reimbursed, regardless of the amount. Reimbursements

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will not be made until the Council’s accounting requirements are met. [Please refer to

Presenters Expense Policy, above]

Roundtrip Transportation: The Council will reimburse the amounts indicated below (unless a

different amount is indicated on your presenter contract) for ground transportation and airfare

between your home and the conference site.

Ground Transportation: The Council will not reimburse the cost of limousine service. Itemize

use of taxis on back of expense report and submit original receipts. The Council will reimburse

mileage at .56 cents per mile when a personal automobile is used (this amount cannot exceed

the cost of round-trip coach airfare). The Council will not pay for any damages, repairs, or out-

of-pocket costs for operating your automobile. The Council will not reimburse for rental cars.

Airfare: The Council will reimburse you up to $400 (unless a different amount is

negotiated with the Council prior to the conference) for one round-trip, coach class ticket

between your home and the conference site. You are also granted up to $35.00 for one

checked bag. The Council will not reimburse for any amount above $400 unless

approval is received prior to purchasing the ticket. The itinerary may not contain

additional stopovers without advance approval. Any costs associated with changes to your

itinerary following issuance of the ticket are your responsibility. We encourage you to seek

the most reasonable air fare possible. Flight arrangements may be made online.

Hotel: You are responsible for making your reservation at the conference hotel.

Reservations made at other hotels will not be reimbursed, without prior approval. If you live

outside of the local conference area, one night of your stay (unless an additional number of

nights have been approved) at the conference hotel will be billed directly to the Council. You are

responsible for any cancellation fees. The hotel will bill you directly for additional nights and any

other charges made to your room such as upgrades, meals, videos, parking, valet, and taxes. No

entertainment or personal expenses, e.g., phone calls, internet service, postage, photocopying

services, dry-cleaning, pay television, health club, etc., will be reimbursed.

Tips: The Council will reimburse for porterage in the amount of $1.00 per bag and gratuities of $2.00

per day for maid service for nights the Council is covering.

Meals: If meals are not provided by the conference or otherwise by the Council, the Council will

reimburse the cost of meals while traveling and on the day of your presentation up to the following

limits (inclusive of tax and gratuity): $30 for breakfast, $35 for lunch and $50 for dinner.

Foreign Exchange: The Council will reimburse based on the documented rate of exchange

actually paid. Original receipts must be included that show the amount of foreign currency

purchased and rate of exchange received. Reimbursements for out of pocket expenses will be

made at the documented rate up to the total amount of currency purchased. If documentation is

not available for foreign exchange rates used, the Council will reimburse at the rate quoted by

www.exchangerate.com. For foreign credit card transactions, reimbursements will be based on

the actual costs reported by credit card receipt; therefore, credit card receipts or statements must

be included with reimbursement requests for foreign expenses paid by credit card. The basis used

to calculate the amount of foreign expenses should be noted on the travel report.

If you are eligible for reimbursement, you will be contacted by the Conference Team and provided

with the necessary documents. Please note the deadline for submitting Travel & Expense Report

with your receipts indicated on the form (thirty days after the conference). Reimbursements will

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be processed after the conclusion of the conference. To guarantee prompt reimbursement,

please be certain that the Travel & Expense Report is complete, signed and submitted with

all original receipts by the specified deadline. Please allow four weeks after the report has

been submitted to receive payment.

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IV. Your Role During the Conference

Council staff hope that the conference experience is as rewarding for session designers and

participants as it is for attendees. We want you to enjoy this experience, but we need your help to

ensure smooth and successful sessions.

Resources and responsibilities for session designers:

Session evaluations will be available on the conference app and the Council’s website.

Refer attendees to resources. All session attendees will receive a list of resources

related to the session content during the session. Resources will be available on the

conference website and app. Reference resources and follow up before, during, and after

the sessions.

Arrive at your session room at least 10 minutes before start time. Conduct sound

checks. Test audio/visual equipment before session begins. Technicians will be available

to assist you.

Use microphones at all times. Please encourage attendees to use the floor or table top

microphones during the Q&A portion of the session. If participants are not using

microphones, please repeat the questions so that the audience will catch the questions.

Ask Council staff. If you have any problems or concerns, please ask the Council staff

member assigned to your session for assistance.

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V. Social Media Tools

In advance of the 2014 Fall Conference, we invite and encourage you to promote your sessions

on the 2014 Fall Conference Exchange. As well as the Council’s social media platforms—

Facebook, Twitter, and LinkedIn. It is a great way to initiate discussions and showcase your work

before, during, and after the conference.

Twitter: COF_

More than 30,000 people follow the Council on Twitter. We encourage you to tweet from our

conferences. We stream the Twitter feed on screens at the conferences so everyone can see the

conversation. You can follow the Council on Twitter at “@COF_” (please note the underscore

after COF). We have a specific hashtag for tweeting about the conference (#CF100). In addition,

session designers and participants may use a separate hashtag specific to the session to promote

discussion. We recommend that any additional hashtag be kept as short as possible.

“Like” Us on the Council’s Facebook Page

Please find us on Facebook—www.facebook.com/councilonfoundations—and “like” our page. Ask

questions, post news, or weigh in on critical issues regarding rural philanthropy.

Social Media Toolkit

A Social Media Toolkit and additional marketing materials will be forwarded to presenters to

promote their sessions in a separate communication. Additionally, the Council’s communications

team may reach out to speakers to be part of conference promotional materials.

2014 Fall Conference Advisory Group

Volunteer Advisory Group Vikki Spruill President and CEO Council on Foundations Ronn Richard - Chair President & CEO The Cleveland Foundation Ana Marie Argilagos Senior Advisor The Ford Foundation Kali Baker Director of Communications Omaha Community Foundation

Clotilde Perez Bode Dedecker President/CEO Community Foundation for Greater Buffalo Nick Deychakiwsky Program Officer The Charles Stewart Mott Foundation Leslie Dunford Vice President for Corporate The Cleveland Foundation Luz Frias Vice President of Community Philanthropy The Minneapolis Foundation

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Neel Hajra Chief Operating officer & VP for Community Investment The Ann Arbor Area Community Foundation Susan Hallett Vice President , Programs The Community Foundation Serving Richmond & Central Virginia Jenny Hodgson Executive Director Global Fund for Community Foundations Lisa Jolley, J.D. Director of Donor Services and Development The Columbus Foundation Jonathan Lorenzo Yorba President & CEO The Community Foundation Serving Riverside & San Bernardino Counties Keith Mahoney Director, Public Affairs The Boston Foundation

David Maurrase President and Founder Marga Incorporated Michael Murphy Director, Marketing & Communications The Cleveland Foundation Richard Ober CEO The New Hampshire Charitable Foundation

Sylvia Perez Chief of Staff & Manager for Governmental and International Affairs The Cleveland Foundation Bahia Ramos Director, Community Foundations The John S. and James L. Knight Foundation Randy Royster President & CEO Albuquerque Community Foundation Gerry Salole Chief Executive European Foundation Centre Javier Soto President & CEO The Miami Foundation Scot Spencer Associate Director The Annie E. Casey Foundation Alandra Washington Director of Family Economic Security Programs The W.K. Kellogg Foundation Fay Wightman FLW Consulting and Management Services, Inc. Wallace (Ace) Yakey Vice President, Community Development Lilly Endowment Jeff Yost President and CEO Nebraska Community Foundation

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Council Staff Vicente Rodriguez Vice President, Member Experience & Diversity Inclusion Council on Foundations Ericka Plater-Turner Senior Director, Member Experience, Diversity & Inclusion Council on Foundations Kahlee Yeldell Member Experience Logistics Manager, Member Experience and Diversity & Inclusion Council on Foundations

Jessica Pearce Content Designer, Member Experience and Diversity & Inclusion Council on Foundations Storme Gray Program Coordinator, Member Experience and Diversity & Inclusion Council on Foundations Stephani McDow Program Manager, Member Experience and Diversity & Inclusion Council on Foundations

Resource Team Lisa Spinali (Program Strategy Leadership) Consultant Roberta Sumner (Events & Logistics Team Lead) VRS Events Valerie Sumner (Conference Management Co-Lead) VRS Events Michelle Mobley (Marketing) VRS Events Ron (Designer) VRS Events