Conference Planning: Success from Contract Negotiation to the Banquet BUILDING CAP’S TEAM... FOR TODAY AND TOMORROW

Goal To ensure each member attending a Wing or Region conference feels that the time they spent was of value, all their questions were answered and they are more equipped to execute the missions of the Civil Air Patrol. This is the time for members to become re-energized about THEIR organization! re-energized about THEIR organization!

Purpose  Ensure the Commander’s vision for the Wing is communicated  Make members feel valued  Disseminate information  Train members  Socializing with members from other areas

Major Players  Wing Commander  Project Officer  Directors  Presenters  Staff

Major Components  Date and Location  Staff Selection  Marketing to maximize attendance  Facility and Meals  Program and Sessions  Fees and Expenses  Member Recognition and Awards

Marketing  When to begin  Develop web site  Marketing venues  Send out electronic announcements and post information on web site  How to promote activity  Continual conference teasers  Targeted audiences

Marketing  Maximizing Attendance  What is your normal attendance?  How can you get more to come?  Who are you targeting?  Senior vs. cadet members

Facilities  Contract Negotiations  Location and size of facilities  Venue competition  Costs

Program  Conference Theme  Conference program topics  Presenters and vendors  Schedules: Assembly, Seminars, Banquet  Guest speakers

Registration  Develop application process  Disseminate application / post on web site  Contact local Chamber of Commerce  Commander's Welcome letter  Packet materials  Staff registration desk

Program  What is the main thing you most want your members to come away with?  What program elements are musts?  Pre-conference training opportunities.

Finance  Conference registration fee  Package deal, Conference only, cadet fee  Payment options  Paypal, Eventbrite  Room rates  Food costs

Logistics  Food / Meal Options  Friday night reception  Lunch on Saturday  Banquet: buffet or sit down  No-host bar

Guests  Who should you invite to the conference?  How do you invite guests?

Awards  Award Committee  Year-of and special awards  Order / engrave plaques  Print certificates  Award presentation

Summary  Conference needs a Purpose  Wing Commander must be engaged  Staff need to be do-ers not talkers  Plan early, communicate often  It’s the little things that will make it a success.

Please complete the 2015 survey online for a chance to have your conference registration fee refunded Civil Air Patrol