Successful Stories Lessons to be Learned $$$

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Successful StoriesLessons to be Learned

• Sam Y. Zamrik
• ASME-TEC 05
• March 5, 2005
• Pittsburgh, PA

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What Makes a Conference Successful??

• YOU Only YOU
• The Volunteer
• Staff

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Ingredients of Successful Conferences

• --- Organization
• --- Conference Efficiency
• --- Budget Ingredient
• --- Critical Issues

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PVPD Success

• ---Organization Structure
• 1- Executive Committee Conf. Tech. Chairs
• 2-Technical Committees
• -- Conference Efficiency Technical Program,
  Utilization of Volunteers
• --Training work shops Executive as well as
  Committee Chairs
• -- Custodian Fund Growth Sharing Revenues
• -- Critical Issues

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BUDGET CRITICAL INGREDIENT

• A
• Visual Aids LCD, Projectors
• Conf. Receptions
• Coffee Breaks
• Honors Luncheon
• Authors Breakfast
• Final Program

• B
• ASME Charges
• - Staff ( Days)
• Direct Indirect Expense Webtools
• - Credit Card Charges
• - Registration Fees Collection, Staff Support

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CONFERENCE SUMMARY   Actual Budgeted
Registration Paid Full 537 500 Paid One Day
31 Other Attendees (minus Guests) 66
Total Paid and Other Attendance 634 Revenue/Expen
ses   Registration Income (including Pub.)
232,565.00 Ticket Income 22,617.00
Other Income 1,680.00
Total Gross 2002 PVP Income 256,862.00 Less
Conference Total Expenses 223,669.92 Total
Conference Income over Expenses 33,192.08  
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Conf. Efficiency

• Site Location Hotel Selection
• -- Easy Air Access
• -- Choose Site That Attendees Families Like
• -- Vacation Area with Moderate cost
• Transportation costs to events
• -- Acceptable Rates
• One Guest Room Rate (Single/Double)
• Government Rate, Alternate Hotels.
• Make Sure No Interference From Other Groups.
• What Services Do they Provide ? Cost ?

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Hotel Contract

• Room Night Block
• Room Night Guarantee (80)
• Cut-off Date
• Meeting Rooms
• Comp. Rooms
• Conference Room Charges
• Cancellation Penalty
• Liability Insurance
• Services

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PVPD Critical Issues

• What we are Facing
• -- Industry Downsizing
• -- Cost Sensitivity
• -- Competition
• -- Joint Conferences Benefit
• -- Recruiting High Quality Volunteers
• -- International Participation

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So What Makes a Good Conference Great?

• Organization
• Technical Program
• Conference Efficiency
• Social Event
• Volunteers
• The Answer
• ALL of the Above
• Thank you for your TEC Participation