Chapter Ten Program Planning MEEC Chapter Ten Program Planning

Setting Objectives Who is the Audience? Why are they here? What is the Objective of the meeting? Impacts variety of meeting components Site selection Food & Beverage Transportation Room Layout and Set-Up Program Content Three Reasons People Attend Meetings Education Networking Conduct Business

Setting Objectives Objectives Need to Be S.M.A.R.T. S-pecific M-easurable A-ttainable R-elevant T-ime-based Objectives determine Program Objectives drive Program Planning

Association versus Corporate Association attendance is voluntary Marketing efforts needed to encourage attendance High risk involved Room block, food and beverage, meeting space often arranged for months/years in advance Corporate meetings are usually mandatory Number of attendees is usually pre-determined Less risk involved

Corporate Program Planning Many meetings are on as-needed basis Planner has shorter lead time to plan Small meetings Program planning in-house by manager or department who called meeting Develop relationship with specific hotels and staff Simple arrangements Large Events Mirror the process of an association planner

Corporate Program Planning Program designed to facilitate increased productivity and stability of the corporate workforce Planned by in-house Human Resource Department or management Consultants used for specialty topics Planner needs to know needs for a successful program

Association Program Planning Created to serve the educational and professional needs of a group of individuals who share a common purpose Monies generated by association are reinvested the the educational and professional growth of the members Annual meetings Regional meetings Specialized workshops

Importance of Education Return on Investment (ROI) and expectations of attendees Event (education) must be justified Meaningful program content Attendance based on quality of event/education Technology’s Impact Web and video-conferencing Distance learning Virtual tradeshows CD-ROMs and DVDs of presentations

Professional Certifications Associations provide current information and continuing education in a particular field Continuing Education Units (CEUs) Lead to certification or licensing Demonstrates some level of competency in the profession Good source of revenue through application and testing fees, study materials, re-certification Programs held at Annual meetings Regional seminars Workshops Distance Education

Program Development Understanding the Objectives Does the Programming: Facilitate communication between departments? Train new employees? Educate the members and/or lead toward certification? Require meals and networking to be an important component?

Program Development Programming Factors Program type Program content Session scheduling Speaker arrangements Refreshment breaks and meal functions Ancillary events Evaluation procedures

Program Type Specific Programs for a Specific Purpose General or Plenary Session All attendees, in one session, at one time May open and/or close a conference Keynote, VIP, or celebrity speakers Concurrent Session Professional or Career enhancement session Multiple sessions of multiple topics at one time 150 + people in attendance

Program Type Specific Programs for a Specific Purpose Workshop of Breakout Sessions Interactive session on trends, challenges, technologies Multiple sessions of multiple topics at one time Less than 150 people in attendance Roundtable Discussion Groups Small interactive session to cover very specific topic of interest 8-12 people convene around large round table with Facilitator Poster Sessions Used with academic, scientific or medical conference Presenter displays a panel or display board of their research

Program Content Content must be designed to: Match the needs of the audience Fulfill the programming objectives Different tracks / levels for different people Tracks Separate programming for various topic areas (genres) Specific workshops developed to fit into a particular area Levels Skill level of the session Beginner, Intermediate, Advanced

Program Content Session Scheduling Timing is critical in program development Avoid overlapping beginning/end times of events Determine if sessions or events should “compete” Consider distractions (recreational opportunities, etc) Provide appropriate pace Passing times from one session to another Allow for restroom breaks, voice mail/email, phone calls

Program Content Meal Functions Refreshment Breaks Breakfasts / Lunches Time to re-energize Meet old friends / make new contacts Discuss the topic/program Take care of personal business Good opportunity for sponsorships Breakfasts / Lunches Act as setting for General Session Provide networking function for attendees

Program Content Meal Functions Cocktail Receptions / Dinners Provide networking function for attendees Relaxing at end of day Limit alcohol consumption Provide non-alcoholic alternatives Food choices Avoid drowsy attendees Watch sugar and carbohydrates Add fresh vegetables, proteins (nuts , cheese)

Program Content Speaker Arrangements Volunteer Speakers Paid Benefits Reduce expenses Knowledgeable about industry topics Popular industry leaders may increase attendance Builds relationship with event sponsor Challenges May not adequately prepare for session Weak presentation skills Might Promote a personal agenda Paid Speaker Guidelines

Program Content Speaker Arrangements Paid Speakers Speakers Bureaus match speaker to objectives / topics Pay for travels, housing meals and honorarium Fees from $1,000 to $50,000 or more for 1 hour session Review through video/audio tapes / referrals Other Speaker Sources Local dignitaries Industry leaders University professors

Program Content Speaker Guidelines Inform the speaker of the requirements of the event Request appropriate information for logistics Define the expectations of the organization Audience Objectives of the event Clarify each (speaker’s and group’s) responsibilities

Program Content Presenter Contract A written agreement between presenter and the sponsor to provide a presentation on a specific topic at a specific place and time. Used for both paid and volunteer speakers Tape, CD-ROM and Internet Authorization Waiver Required if the speaker’s presentation is going to be made available in a different format Offering tapes, CD-ROMS and Web-casting expands the availability of the material to both those in attendance and those at home.

Program Content Audio Visual Equipment Enhances speakers’ presentations Major cost to the conference Confirm AV needs with the speaker or provide one standard set for all Provide template for use in making overheads, handouts and electronic presentations to give uniform look Alternatives to Handouts CD-ROM Post on Web site

Program Content Managing Speakers On-site Welcome letter Details and contact information Ask speakers to contact you when they arrive Assign a staff member or volunteer to “host” the speaker Provide a Speaker Ready Room Assign staff or volunteer to introduce the speaker Collect evaluations Provide complimentary tape if done Present small gift of appreciation Send thank you letter with evaluation tabulations

Program Content Ancillary Activities Pre and post conference activities Tours Shopping excursions Sports events Cultural Events Dinners Coordinate through a Destination Management Company Provide information from the Convention & Visitors Bureau

Review Setting Objectives Corporate Program Planning Association Program Planning Importance of Education Professional Certifications Program Development Program Content