Program Planning

1
Program Planning

• Chapter 3

2
Objectives

• After completing chapter three, the reader will
  be able to
• Assemble a meeting program.
• Identify the time lines for the educational
  offering.
• Coordinate tasks and assigned deadlines in a
  manageable format.
• Develop performance guidelines for the program
  planning committee.

3
Assembling a Program Plan

• Key Components
• Research
• Time lines
• Program committees
• Final program/agenda

4
Objectives

• Collecting demographic information about meeting
  attendees is a prerequisite to
• selecting a location for the meeting
• determining the appropriate meeting length
• potential audience size

5
Research/Questions on Past Meetings

• Were a large percentage of the attendees from the
  local or regional area around the convention
  site, or from geographically dispersed audience?
• Where is the majority of the membership located?
• What are the common characteristics that the
  attendees possess?
• Do family members or guests attend?
• Are recreational activities important to the
  group?

6
Special Needs of Attendees

• The special needs of meeting attendees are
  important to identify before establishing
  objectives.
• from foreign country
• need specific arrangements
• have disabilities
• exhibitor needs
• nutrition
• holidays or religious observances

7
Likes and Dislikes of Attendees

• Past meeting evaluations determine
  preference/satisfaction
• type of accommodations
• local attractions
• recreational activities
• shopping
• eating establishment
• etc.

8
Likes and Dislikes for Program Scheduling

• Things to consider
• Interactive workshops versus lecture format
• Scheduled meal functions versus local restaurants
• Program during the meal versus time to network
  with colleagues
• etc.

9
Meetings History

• Past meeting evaluations provide such information
  as
• where attendees are from
• what they liked and disliked about previous
  meetings
• what activities are worth repeating
• what activities should be eliminated
• employer information and preferred method of
  payment

10
Meetings History (continued)

• Hotels history provide information such as
• room pick-up, check-in and check-out
• groups likes and dislikes
• early risers and late night people
• usage of recreational facilities
• Housekeeping, bellstand, banquet and security
  departments also provide useful information about
  the group

11
Meetings History (continued)

• Association membership records or corporate
  employee records can also provide information
  which can help the meeting manager know the
  meeting audience.

12
Time Lines

• Time line includes
• each task to be accomplished and is the core of
  the program plan
• should be specific to the meeting
• follow the meeting process from conception to
  completion and afterward
• A fully developed schedule is especially helpful
  when a committee is involved in program planning.

13
Time Lines (continued)

• Timelines may differ according to the type of
  organization or meeting objectives.

14
Time Lines

• The following overheads are an example of a
  typical convention and program planning time
  lines for an annual meeting of a large
  educational group.

15
Program Development

• Considerations/ questions to review before the
  program format and topics can be developed
• What are the broad objectives for the
  organization, meeting and attendees?
• Is the emphasis on education, or recognition for
  the organization, company or participants?
• Must the meeting be a financial success?
• What are the expectations of the audience?

16
Timetable

• Factors to be taken in consideration
• logistical constraints of the potential site
• timing of key sessions to meet needs of
  participants
• attendees prior attendance patterns
• success of past programming choices

17
Breaks

• Distance between destinations dictates the length
  of the break
• 10-minutes for every 50-minutes in session
• must allow for networking, phone calls, use of
  restrooms
• Breaks can be elaborate
• refreshments entertainment, and social
  interaction

18
Length of Sessions

• Minimize number of groups movement
• Room assignment critical
• Blocked hallways, lines at restrooms and
  telephones discourage attendees from attending
  the next session.

19
Housing

• If everyone can be housed in one facility, events
  can be scheduled earlier in the morning and
  extend later into the evening, than if attendees
  are staying in different facilities from where
  the convention activities are held.

20
Educational Formats

• Three Methods of Instruction
• Expository Learning
• Instructor presents to learners and they remain
  passive and watch or listen (plenary sessions)
• Participatory Learning
• Participants share knowledge/experiences and work
  together
• Instructor is member of the group

21
Educational Formats (continued)

• Evaluative Learning Method
• Tests whether attendees learned what was expected
• Can use the information effectively

22
Techniques to Enhance Educational Delivery

• Presenter/Discussion Format
• Panel of 3-4 experts in certain subject areas are
  identified, with each giving a brief discussion.
• Structured Questions
• 8-10 questions (per 1 hour session) to be
  distributed in advance to selected attendees.

23
Techniques to Enhance Educational Delivery
(continued)

• Workshops
• Roundtables
• Hands-On Participation
• Simulation Encounter
• An individual simulates certain behavior which
  can then be examined, studied and discussed by
  the attendees.

24
Techniques to Enhance Educational Delivery
(continued)

• Controversy Panel
• Poster Sessions

25
Activities

• Appropriate for
• the group
• the objective
• the time allotment

26
Other Programming Possibilities

• Technology is available which can extend the
  impact of a meeting far beyond the walls of a
  hotel or convention center.
• CD-Roms
• Distant learning via Internet
• Video audio conferencing

27
Working with Program Committees

• Committee members should be selected on the basis
  of dependability, accessibility and knowledge of
  the subject matter.
• Chairperson is selected on ability to maintain
  organizational control and be confident enough in
  the program planning process to delegate
  responsibilities.
• Provide a tentative schedule of committee
  meetings and the policy for reimbursement of
  travel expenses.

28
Performance Guidelines

• Know and respond to all timelines and deadlines.
• Report to chairperson and staff liaison
  immediately if deadlines cannot be met.
• In contracting prospective speakers
• Obtain full names, mailing addresses and phone
  numbers.

29
Performance Guidelines (continued)

• In contracting prospective speakers
• Explain expectations and format, including
  objectives and guidelines
• Delineate all remuneration and fee policies
• Indicate need for manuscripts and handouts
• Report immediately to staff liaison and
  chairperson if assignments are inappropriate/
  cannot be completed in time frame allocated.

30
Resource Workbook

• Prepare/send resource workbook to committee
  members before the first planning meeting.
• Typical Table of Contents
• List of committee members with their work, home
  and e-mail addresses, telephone and fax numbers
• Committee charge and/or performance criteria

31

• Typical Table of Contents (continued)
• List of staff members delineating their roles and
  responsibilities
• Meeting goals and objectives
• Brief history of program structure
• Previous years promotion pieces and programs
• Evaluation summary of previous program
• Minutes of previous program planning meetings
• Policies regarding remuneration and fees

32

• Typical Table of Contents (continued)
• Convention site information and map
• Estimated attendance
• Meeting dates, and how these compare to span of
  dates in previous years
• Facility floor plans and room capacities
• Local contacts and resources
• Meeting budget
• Planning deadlines/time frames

33

• Typical Table of Contents (continued)
• Session format descriptions (including sections
  for each format in which related materials can
  later be placed)
• Audio-visual information/restrictions
• Information on other elements of the program such
  as exhibits, spouse programs, tours, f b, and
  accommodations for people with disabilities
• Details regarding special considerations or
  problems, such as unavailability of specific
  meeting room on particular day.

34
Agenda

• Step-by Step Format
• Introduction of committee members and staff
• Meeting philosophy, objectives and theme
• Committee charge
• Overview of meeting site and physical arrangements

35

• Step-by Step Format (continued)
• Organizational policies
• Reimbursement of committee members expenses
• Remuneration to speakers (honoraria and travel
  expenses)
• Complimentary registration for committee members
  and speakers
• Review of evaluation summary, previous program
  and attendance

36

• Step-by Step Format (continued)
• Program formats
• General sessions
• Luncheon roundtables
• Workshops
• Controversy panels
• Program schedule
• Speaker suggestions
• Committee assignments
• Reporting forms, mechanisms timetables
• Date of next meeting

37
Program Development

• Planning Matrix (grid)
• Key elements such as topics or session titles are
  identified in vertical and horizontal columns are
  used to represent specifics such as subtopics or
  time segments available.

38
Minutes

• Keeping minutes at all planning sessions can help
  keep the process focused and provides
  documentation of accomplishments, challenges and
  assignments.
• Goal-oriented minutes are more useful in assuring
  action.