DAMAI Support of Speaker Tours

1
DAMAI Support of Speaker Tours
2003 2003 version Deborah Henderson V.P.
Education and Special Projects Nov 10 2002
original approved by DAMAI BOARD
2
Chapters

• Benefits for Chapters
• Reduced Cost by sharing
• Celebrated speakers chapter visibility
• Collaboration with other chapters.
• Risks for Chapters
• Not enough interest by membership
• Expense no way to recoup
• Timing doesnt work with chapters meetings

3
Speakers

• Benefits for Speakers
• High Exposure.
• Good will.
• Some potential income from contacts.
• Risks for Speakers
• Extended stay away from home .
• Jet lag, and then some.
• Expenses up front.

4
Proposed changes to previous proposal

• DAMAI does not start the tour proposal, the
  chapters do
• DAMAI does not recommend speakers, it publicizes
  speakers who are willing and able (update of
  speakers page will be required)
• Model for shared costs is worked out by chapters
• (inter-city travel and stay-over costs and will
  be difficult points to agree on, however it will
  be a necessary part of proposal)

5
Advantages

• Interest is driven by the chapters we dont
  assume what
• they want
• DAMAI risk in recommending speakers disappears
• (partisan/endorsement problem)
• Financial support is front and centre, chapter
  benefit is
• tangible. In the past tour support was for
• arrangements - financial support was not offered.

6
Whats a Regional Tour?... geographic affinities
we expect to see
38 Local DAMA Chapters
Seattle


Rochester/ Upper NY State

Montana forming

Portland
Minneapolis/ St. Paul


Boston

Michigann
Wisconsin


DAMA NE



New York City


New Jersey
2 Ohio Chapters

Chicago

Philadelphia


San Francisco

National Capital Region




Kansas City
Topeka
Rocky Mtn. Region

St. Louis
Sacramento


Nashville
Carolinas
Los Angeles

Phoenix


Atlanta
Dallas
Heart of Texas
International Chapters in...


Canberra, Australia Melbourne, Australia Sydney,
Australia British Columbia, Canada Toronto,
Canada Milan, Italy Bromma, Sweden London,
UK Germany
Houston
And, 75 Members at Large
7

• Chapters to provide normal speaker logistical
  support
• Recommendations for 2-3 hotels within reasonable
  distance of Airport, or near speaking venue.
• Name Contact Number for VP Education of the
  local chapters (Speaker support).
• All local transportation for speaker
• Possible booking of travel arrangements
• (some speakers do their own)

8

• Chapters to provide normal speaker logistical
  support..contd
• Necessary presentation equipment for speaker,
  overhead copies for attendees.

9

• For DAMAI support we need even more info from
  Chapters
• List of participating Chapters for the regional
  tour.
• Proposed itinerary for speaker (order and timing
  of chapters in the tour)
• Total estimated cost for tour (within 20 error
  if possible), documented
• Request for funding itemized by chapter, endorsed
  by all participating chapters

10

• Estimated Costs defined as
• Local transportation costs
• Presentation equipment overhead copy costs
• Incidentals, per diem/expenses for speaker
• Inter-city costs
• Speaker fees NOT to be covered by DAMAI or used
  in calc in any way.

11

• Costs contd
• Expect that costs will be different in each city,
  will have to be itemized for each chapter/city
• Inter-city and stay-over costs must be included
  in the estimate by the involved chapters, and a
  strategy for payment agreed
• to by the chapters

12
Sample Cost Elements

• if applies
• x number of chapters
• x number of nights weekends
• x number of days of tour
• local cost not to be included
• Total cost

• Intl Airfare
• Inter-chapter Airfares
• Hotel stays including bridging nights, like
  weekends
• PerDiem/expenses
• dinner, bkfst, lunch, personal
• local incidentals

13
Program Rules

• Each application for financial support of
  speaker tour must involve
• at least 3 chapters with speaker(s) travelling
  directly between chapters within 3 days to speak
  at a local program

14
Program Rulescontd 2

• DAMAI will support 30 of budgeted expenses up to
  max 1500 estimated costs (as per guidelines
  above) of the total tour, if
• the chapters proposal meets the qualifications
• they submit the information needed to DAMAI
• fits within the annual budget of DAMAI for this
  sponsorship program on a first come first
  serve basis

15
Program Rulescontd 3

• DAMAI will work with only one chapter, a
  Coordinating chapter
• Proposal itemized down to chapter level
• DAMAI will not write the cheque for the speaker
  for costs (speaker has agreement with chapters
  not us)
• Any overage in actual costs will be dealt with on
  a group basis, up to the stated limits of the
  Program

16
Program Rulescontd 4

• DAMAI will write one cheque per tour
• Disbursement is up to the Coordinating chapter,
• but a plan for this must be addressed in the
  proposal

17
Program Rulescontd 5

• Applications for an additional Grant under the
  existing Grant Program will be accepted.

18
Conclusions

• Publicity to chapters is crucial for program and
  rules.
• Forum for announcing opportunities to form a
  tour (education listserv)
• Advertising of tour on our DAMAI website
• Its a 2 way street DAMAI will support with
• Names of Speakers willing and interested in doing
  tours (credentials not checked)
• regional affinities suggest other chapters to
  the co-ordinating chapters as they begin to
  recognize their
• region - raise awareness of newly forming
  chapters