Conference planning

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Conference planning Ideas to point you in the
right direction

• Amy Paradis Northern CA
• Kathi Randall Coastal CA

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VENDORS ARE EVERYTHING

• Assign someone to cater to them all day
• Feed them
• Give them chairs
• Keep in touch before, during, after
• Give them a lot of notice to get approval and
  monies
• Featured vendors for extra
• Grants
• Advertisements and/or acknowledge in syllabus
• Give them your list of attendees (names/hospitals
  only)
• Thank you notes

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VENUE

• Location. Location. Location.
• Free? Or Fee?
• What is the occupancy?
• Vendor space
• Dont skip this
• Food
• Ccan you bring it in?
• Catering only?

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SPEAKERS

• One big name speaker from out of the area
• Vendors can bring in lieu of fee
• Pull a favor with someone you know
• Spend the money and pay someone you want
• Your favorites topics, speakers,
• Recent articles experts, current
• Honorariums budget dependent
• Always give Thank you cards

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ADVERTISING

• Send advertising wide and far
• Save the date
• Brochures
• Use NANN mailing list and email list
• Use NANN Chapter website and give links
• Local hospital packets educators, CNS, Chapter
  Members
• Worth the money to get professional help to make
  a logo and brochure

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TEAMWORK

• Must have positions on your team
• Treasurer
• Budget
• Banking
• Venue coordinator
• Vendors
• Speaker coordinator
• Schedule
• Registration
• CE Provider
• On Site volunteers

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ONLINE SERVICES

• Website
• Online registration
• Online payment
• Password protecting lecture handouts
• Communication via email

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DO SOMETHING FUN UNUSUAL

• Raffles
• Door prizes
• Poster sessions
• Dinner party
• Wine and cheese reception
• Interesting food

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GO GREEN

• Guidelines for meetings from ANA
• Handouts
• Website

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SHARE YOUR BEST IDEA
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Soliciting Corporate Support

• Susan Meier
• FRANN

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Targeting Your Audience

• New Products
• Equipment
• Scrubs
• Books
• Formula Companies
• Patient use products

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Educational Grants

• Agenda
• Objectives
• Location of Conference
• Budget
• Estimated attendance
• Apply Early

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Educational Grants

• Abbott Laboratories Ross Products
• Mead-Johnson
• Ovation Pharmaceuticals
• MedImmune
• Johnson Johnson
• iNO Therapeutics
• March of Dimes
• Local companies

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Sponsorship Levels

• Gold
• Sponsor a meal, includes signage, name mention
  and speaker opportunity for 30 minutes (
  1,200-1,500)
• Silver
• Sponsor a speaker/topic, includes name mention
  (800)
• Bronze
• Sponsor an exhibit (300)

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Attendance Gifts

• Bags
• Flashdrive
• Pizza Cutters
• Water bottles
• Pens
• Notepads
• Lanyards

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Sponsors

• Formula companies
• IV products
• Ventilator companies
• Equipment
• Scrubs
• Books
• Use NANN for ideas

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Sponsor Benefits

• Verbal mention of vendors throughout conference
• Exhibit Table
• Exhibit hours
• Complimentary attendance at any lectures
• Complimentary Networking meals
• Vendor certificates signed by attendees

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Sponsor Coordination

• Consistent contact person
• Assign location
• Separate like companies
• Limit/exclude similar companies if large grant
  sponsorship by like company
• Utilize NANN Chapter webpage for templates of
  contracts, etc.

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Cultivate Relationships with Sponsors

• Keep a list/card file of potential sponsors
• Consistent contact person
• Request sponsorship well in advance of conference
• May need to negotiate price
• Send thank you letters after event

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NYCANN

• Angelica Braithwaite, MSN, RNC, NNP-BC, CPNP-PC
• Joy Henderson MSN, RNC, CPNP-PC

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History of NYCANN

• 33 Chapter of NANN, established March 2, 1991
• GOALS
• To be the leader of NICU educational offerings in
  NYC
• To provide a forum for networking, collaboration
  of NYC NICU professionals
• Offer conferences, workshops based on
• needs assessments of NICU nurses

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Infant Massage Certification Course
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NYCANN _at_ Work in NYC

• Involved in community projects
• Supporting a family center for displaced families
• March of Dimes gave 10,000 to Prematurity
  Campaign
• Walk annually in March for Babies
• Provide blankets for area NICUs made by
  Community helpers, friends of NYCANN

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NYCANN _at_ Work outside of NYC

• Travel internationally to experience neonatal
  nursing at the international level
• NYCANN members have traveled to and/or presented
  at the International Neonatal Nurses Conference
  in

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Our Next DestinationSouth Africa, October 2010
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Get Involved!!

• Become a member of NANN and NYCANN
• Volunteer to be a NICU Appleseed
• Contact person for your unit to share NYCANN
  information
• Volunteer for Executive Board
• Must be a NYCANN member
• Interested in advancing neonatal care in NYC
• Share your NICU news for future NYCANN
  publications
• Like the internet? Volunteer to help with NYCANN
  website
• Maintaining site
• Writing, editing NYCANN e-newsletter
  AppleSource
• Present a Poster or NICU Topic at a NYCANN
  Conference

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MANAGING CHAPTER FINANCES

• NYCANN Structure
• Treasurer only official officer
• Edna Asknes, MSN, RNC, PNP
• Other Executive Board Positions
• Education Chair Joy Henderson , MSN, RNC - NIC,
  CPNP- PC
• Membership Liaison/Financial Auditor
• Angelica Braithwaite, MSN, RNC, NNP-BC, CPNP
• Exhibitor /Community Outreach Liaison
• Maureen Samuels , MSN, RNC
• Member-at Large NANN Liaison
• Zenaida Magnaye Banzon, MSN, RN, CPNP
• Member at Large - NYC NICU Liaison
• Natasha Nurse, MSN, RN, CNS

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MANAGING CHAPTER FINANCES

• NYCANN Structure
• Treasurer reporting on revenue and spending
• Business Account
• Checking
• Savings
• Signatory Privileges
• At least 3 Executive Board w/ registered
  signature
• For reimbursement, cant sign for funds that will
  disbursed to you.

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MANAGING CHAPTER FINANCES

• Status of Finances
• Maintain an annual balance of _at_ 15,000 - 20,000
• Main source of income - from workshops and annual
  conference
• Went to this model in 1998 after attempting
• Monthly
• Bi monthly
• Quarterly Meetings
• Inconsistent attendance with rotating meetings at
  area hospitals.
• Survey sent to members annual conference format
  chosen

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MANAGING CHAPTER FINANCES

• CHECKS BALANCES
• Signatory members have a bank debit card
• Any activity must be accompanied by
• Original receipts
• Completed voucher form see handout
• Treasurers report at monthly Board meetings
• Review of conference/workshop revenue/expenses at
  next monthly Board meeting

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SUGGESTIONS for MANAGING CHAPTER FINANCES

• Determine Annual Budget Needs
• Based on Chapter Activities
• Review Funds
• Determine if fundraising needed
• Develop relationships with Vendors, Sponsors
• Allocate Funds -?matching funds to chapter
  activities
• Attempt to maintain a determined minimum for
  desired events

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• Lack of money is no obstacle. Lack of an idea is
  an obstacle.
• Ken Hakuta

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Thank You