seminar & conference logistics planning leadership conference 2011 presented by: christine...
TRANSCRIPT
Seminar & Conference Logistics Planning
Leadership Conference2011
Presented by:Christine Sullivan, CSP, ARM Trish Ennis, CSP, ARM
Objectives
• Discuss the Important Organizational Elements Necessary for Success
• Discuss the Planning Process• Provide Tips• Increase Your Awareness of Resources that
are Available
Why Have A PDC?
• Who Are the Stakeholders?• What is the learning objective?– COC, CEU– Chapter STARS– Revenue generation– Member engagement/service– Community outreach
Preparation and Planning
• Identify the Audience• Plan Program• Budget• Facilities and Logistics• Advertising and Marketing• Sponsorship and vendors• Special events and tours
Should You Partner?
• Would Partnering Increase Chances of Success• Who Might be a Good Partner?– Safety Councils, Manufacturing Associations,
Local AIHA, AAOHN, CMA Chapters• Responsibilities and Profits Shared• Set Clear Expectations
Timing• Allow at least 4-6 Months for Planning• Avoid Conflicts in Scheduling• Determine Length of the Event–Keynote addresses– Specific sessions–Breaks–Meals
Program Planning and Format• Panel Discussions• Lecture• Case Studies• Many Topics for each day• Introductory topics• One topic in depth
Topics
• What’s Current• What’s Needed – based on assessment • Regulatory– upcoming– recent changes
• What’s in the News
Where Do You Find Speakers?• Member Recommendations• Contact ASSE Professional Development• Consultants• OSHA Education Bureau• Locally or Regionally Known
Selecting The Location
• Centrally Located• Suitable for the Event– Conducive to learning!– Meets space requirements– ADA
• Available and Affordable Lodging
Budget• Determine Your Costs– Facilities– Meals and Breaks– AV Expenses– Advertising and Marketing (including postage)– Speaker Fees and Expenses
Budget
• Define the Break Even Point–Do You Expect Revenue?– If So, Plan Accordingly • Identify Additional Sources of Income–Vendors–Sponsors–Registration Fees–Merchandise
Facilities - Hotels
• Understand Fee Structure– Cost plus, plus
• Staff Assistance• AV Support• Rules – Catering requirement
• Negotiate
Contracts• Read Carefully and Understand– Room block– Attrition
• Negotiate• Commit only to Budgeted Costs• Spell Out All the Details • Contracts over $1500 should be reviewed by
RVP
Member Hosted Facility
• Member involved on committee• Employees attend free?• Transportation• Lodging Nearby?• Meals and Breaks ? –Catering–Cafeteria
Sponsors and Vendors• Vendors– For Event 1 Day or More in Length– Space Available and Accessible by Attendees
• Sponsors Always!– Breaks– Printing– Mailings– Events
Handouts
• Do you want to offer them?• Does the speaker want them distributed before or after
the presentation?• Sufficient Number• Feedback forms– speakers– seminar as a whole