Chapter Hosting of RCI Educational Programs Planning and Implementing Successful Presentations Developed By the RCI Georgia Chapter

Purpose of the Program This learning module is intended to explain the process for chapter delivery of RCI education programs.

Learning Objectives Coordination with RCI Planning the event Organizing the team Action timelines

Coordination with RCI Reviewing RCI protocols Reserving the location and date Execute the service contract

A Partnership in Education RCI headquarters provides the manuals and delivery materials RCI chapter organizes the event and controls the delivery costs

Roof Technology and Science 1 Roof Technology and Science 1 Roof Technology and Science 2 Roof Technology and Science 2 Rooftop Quality Assurance Rooftop Quality Assurance Professional Building Consulting Professional Building Consulting Roof Systems Thermal and Moisture Design Roof Systems Thermal and Moisture Design Exterior Wall Technology & Science Exterior Wall Technology & Science Metal Roofing Metal Roofing Vegetative Roofing Vegetative Roofing Wind and Drainage Design Wind and Drainage Design RRC Review and Update RRC Review and Update Waterproofing Waterproofing Exterior Wall Technology & Science Exterior Wall Technology & Science Stucco and Exterior Finish Cladding Systems Stucco and Exterior Finish Cladding Systems Masonry Wall Systems Masonry Wall Systems Concrete Wall Systems Concrete Wall Systems Classes Available for On-Site Delivery

Review Association Protocols Request copy of RCI educational protocols Request a list of RCI trained instructors, look for chapter member instructors Determine if chapter has sufficient resources to host program

Protocol for RCI Affiliated Chapter Delivery of RCI, Inc. Educational Programs

The Process Sends out course request form to chapter presidents Approves dates, location of classes, instructors, and registration forms Requests courses and calendar dates Sets up class Facilitates Instructors Registration Form Promotes Class Provides class and instructor information to RCI, Inc. Collects fees from attendees and reimburses RCI Provides course materials and certificates Bills chapter based on attendee numbers Records CEHs (if needed)

Seminar Agreement Between RCI, Inc. and RCI Affiliated Chapter

Planning the Event Chapter Board directive to host the event Volunteers Meeting space/refreshments Audio/video equipment Registration of attendees Payment processing Communication via: mail, fax,

Planning the Event Establish Committee(s) Identify person to act as liaison with RCI Headquarters Prepare a detailed budget for the event Establish a timeline and action plan Set registration & cancellation deadlines

Organizing the Team Break down the effort into “bite size” pieces House Tasks Communication Tasks Education Tasks

House Sub-Committee Site selection Refreshments Audio/video Registration and payment processing (advanced and onsite) Materials distribution (course materials, nametags, etc.) Shipping coordination

Communications Sub-Committee Distribute marketing materials (registration flyer) Develop the contact list – for potential attendees Contact local interest groups (AIA, CSI, BOMA, Contractor Associations, etc.) Enlist all chapter members to circulate program information within their “spheres of influence” – private lists

Education Sub-Committee Select program instructor(s) If using multiple instructors, oversee instructor scheduling Designate onsite facilitator or “host” Obtain materials for instructors Obtain materials for attendees

Action Timeline 12 weeks …First organizational meeting 8 weeks …. Reserve meeting site, instructors, and distribute promotional materials 6 weeks …. Distribute promotional materials a second time 4 weeks …. Coordinate speaker schedules, distribute promotional materials a third time 2 weeks …. Registration deadline, supply RCI with names of attendees

Action Timeline 2 weeks …. Instructors’ advance meeting to coordinate presentation times 1 week …. Send reminder to registrants with event details

Checklist for planning and completion of education events courtesy of SoCal Chapter page 1 of 2

Checklist for planning and completion of education events courtesy of SoCal Chapter page 2 of 2

Key Factors for Success Broad outreach to potential attendees Allowing sufficient time to organize and promote the event Team members understanding their role

Pitfalls to Avoid Budget breakers include: – Rental cost of the meeting room – Meals and refreshments – Honorariums for instructors – Refunds for non- attendees

Pitfalls to Avoid Organizational issues include: – Overload individual team members – Allow sufficient preparation time prior to the event – Inadequate prospect list for attendees (only the usual suspects)

Learning Objectives Covered in the Presentation Coordination with RCI Planning the event Organizing the team Action timelines

Additional Resources From RCI RCI Educational Program Registration Flyer RCI Trained Instructors List RCI Educational Program Protocols Checklist for successful events (SoCal Chapter) RCI Education Catalog

Chapter Hosting of RCI Educational Programs Thank you Questions and Comments? Developed By the RCI Georgia Chapter