Seminar

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Seminar Conference Logistics Planning

• ASSE Leadership Conference
• 2007

Presented by Lynne Seville, CSP Diana Stegall,
CSP, ARM, CPCU, ALCM
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Definitions

• Chapter Meetings monthly, regularly scheduled,
  meals, networking focused, with a single speaker
• Seminar Usually single topic, ½ to 2 days,
  single or multiple speakers, breaks/meals and
  lodging, advertising, Exhibitors, sponsors, etc.
• Conference Like seminars, but multiple topics
  and speakers, and event focused

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Focus Today

• Seminar and Conference Planning

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Objectives

• Discuss the Important Organizational Elements
  Necessary for Success
• Discuss the Planning Process
• Provide Tips
• Increase Your Awareness of Resources that are
  Available

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Keys To Success

• Preparation and Planning
• Organization and Teamwork

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Why Do Chapters Have Seminars and Conference?

• Chapter Stars Recognition Program
• Member service
• Outreach to community
• Raise money
• Combination of above

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Preparation and Planning

• Organization
• Defining the Audience
• Program Planning
• Budget
• Facilities and Logistics
• Advertising and Marketing
• Sponsorship and Exhibitors
• Special events and tours
•  

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Whos in charge?

• Appoint or Elect a Chairperson
• Define the Organization
• Usually a Separate Committee
• Reports to someone on executive board
• Manageable size
• Responsibilities
• Good communication

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Committee Responsibilities

• Program Planning and Speaker Selection
• Logistics - Facilities, meals, breaks, lodging
• Advertising and Marketing
• Sponsors and Exhibits
• Special Events

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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

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Timing

• Allow at least 4-8 Months for Planning
• Avoid Conflicts in Scheduling
• Length of the Seminar or Conference
• Keynote addresses
• Specific sessions
• Breaks 1.25 - 1.5 hours total for the day
• Lunch 1 - 1.5 hours each

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Defining the Audience

• Who is the Intended Audience
• Construction / Manufacturing / Service
• Practice Specialties
• Entry-level
• Advanced Safety Professional
• Employees of Members Companies
• Is there a Needs Assessment?
• Affects what type of Seminar or Conference to
  have
• Affects possible topics

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Program Planning and Format

• Panel Discussions
• Lecture
• Case Studies
• Many Topics for each day
• Introductory topics
• One topic in depth

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Topics

• Whats Current
• What Needed Based on Assessment
• Regulatory
• upcoming
• recent changes
• Whats in the News
• Perennial Topics

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Where Do You Find Speakers?

• Ask members for Recommendations
• Contact ASSE PD Department at HQ
• Contact Specialty Practice Groups
• Consultants
• OSHA Education Bureau
• Locally or Regionally Known

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What Do You Need From Speakers And What Do
Speakers Need?

• Bio Review
• Peer Review
• Availability
• Clear Expectations
• Confirm in writing

• A/V Needs
• Accommodations
• Meals
• Compensation?

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Budget

• Determines the Cost of Seminar or Conference
• Defines the Break Even Point
• Helps in Establishing a Date of No Return
• Check the Cost of Other Seminars or Conferences
  of Comparable Length and Audience

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Expenses

• Facilities
• Meals and Breaks
• A/V Expenses
• Advertising and Marketing (including postage)
• Speaker Fees and Expenses

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Expenses (contd)

• Handout Materials and Other Printing
• Signage
• Name Badges
• Office Supplies
• Decorations
• Interpreter

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Income

• Do You Plan on Making Money?
• If So, Plan the Budget Accordingly and Identify
  Additional Sources of Income
• Exhibitors
• Sponsors
• Registration Fees
• Merchandise

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Registration

• Early registration versus on site
• Cancellation policy
• Visa/MasterCard?
• PayPal?
• Mail, phone, fax
• Regular updates one month out
• Confirmations

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Selecting The Location

• Centrally Located City
• Facilities Suitable for the Event
• must be conducive to learning!
• Must meet space requirements
• ADA
• Available and Affordable Lodging
• Near Member Facilities
• Near Local College/University

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Facilities - Hotels

• Cost plus plus
• Staff to Assist
• Good AV Support
• Cant usually bring in outside food or drink
• Negotiate

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Member Hosted Facility

• Get member involved on committee
• If open spaces, their employees attend free
• Lodging Nearby?
• Meals and Breaks ?
• Catering
• Cafeteria

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Facilities - College/University

• Free or Low Cost Meeting Rooms
• Lodging?
• Meals and Breaks?
• Parking
• Students Free if space is available
• Get Students Involved in Planning/Setup

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Meals and Breaks

• How Many Breaks
• Type of Refreshments and Snacks
• Lunch
• sit down
• buffet
• boxed lunch
• off site

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Contracts

• Read Carefully
• Negotiate
• Commit only to Budgeted Costs
• Spell Out All the Details
• Contracts over 1500 should be reviewed by RVP

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Advertising and Marketing

• How Will You Advertise to Reach the Target?
• Chapter newsletter
• Chapter Website
• Special Mailing
• Local newspapers
• Other chapters newsletters/websites
• Members Only
• Ad in Professional Safety (one free/year)
• ASSE Calendar of Events

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Advertising and Marketing

• Target the Audience for the Event
• Member list
• Member list nearby chapters
• Member list of other Associations
• Chamber of Commerce
• Create an Advertisement and Mail Piece
• Begin Notification 3-4 months out - Repeat
• Follow-up with the Mailing 4-6 Weeks Out

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Sponsors and Exhibitors

• Exhibitors
• For Event 1 Day or More in Length
• Space Available and Accessible by Attendees
• Sponsors Always!
• Breaks
• Printing
• Mailings
• Events

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Sponsors and Exhibitors

• Provide Adequate Thanks for Their Involvement and
  Support
• Include Sponsors and Exhibitors in Meal and Event
  Planning
• Charge Reasonable Fees
• Exhibitors - 200 to 500
• Sponsors - 500 to 10,000 (depends on exposure
  and attendance)

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Special Events

• Plant or Other Facility Tours
• Night Out
• Meal and Entertainment
• Golfing
• If There is a Cost, Keep it Reasonable
• Always Consider Transportation
• Include the Cost of the Event

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On Site Assistance

• Member Volunteers
• Room Setup
• Directions and signs
• Moderators for Speaker Introductions
• Speaker Gifts

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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

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Other Considerations

• COC Points, CM Points and CEUs
• Alternate Speakers
• Debriefing session with committee

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Additional Resources

• Members Only - Officer Central - PDC Activities
  for Chapters
• Trudy Goldman (tgoldman_at_asse.org)
• Members Only - Officer Central - meeting and
  conference planning tips
• ASSE Regions and Chapters
• Local Hotel Meeting Planners

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Discussion and Questions