How to Plan a Successful Seminar in Less than Four Months Brian Banks, P.G. Gary Rogers, P.G Schnabel Engineering

2003 AEG Carolina Section Seminar “Tools of the Trade: Sampling and Testing Methods for Geotechnical and Environmental Applications” March 21, 2003 Sheraton Four Points Hotel, Charlotte, NC Schedule of Activities TimeEventLocation 8:00-9:00Check inRegistration Hall (w/ open exhibit room) 9:00-10:30Morning Session 1Continental Ballroom A (Geotechnical Talks) Continental Ballroom B (Environmental Talks) 10:30-11:00Morning Break Exhibit Hall (Continental Ballroom C) 11:00-12:00Morning Session 2 Continental Ballroom A (Geotechnical Talks) Continental Ballroom B (Environmental Talks) 12:00-1:45Lunch with Keynote AddressEmpire Ballroom 1:45-2:15Exhibit ShowcaseExhibit Hall (Continental Ballroom C) 2:15-3:45Afternoon Session 1 Continental Ballroom A (Geotechnical Talks) Continental Ballroom B (Environmental Talks) 3:45-4:15Afternoon BreakExhibit Hall (Continental Ballroom C) 4:15-5:00WTC PresentationContinental Ballrooms A & B 5:00-6:30Social with Cash BarExhibit Hall (Continental Ballroom C)

Successes Attendance: Balance between Geotech and Environmental Professional Development Opportunity Information Dissemination AEG Exposure (Local and Regional) Increase Membership/Participation Financial Boost to Section

Financial Summary Income:Sponsors/Exhibitors$ 4,735 Registration 14,175 18,910 Expenses:Location/Food 8,906 Name Tags 133 Program 1,609 Keynote Speaker 363 Field Trip Food 1,132 12,573 Net Income: $ 6,337

Keys to Success Theme Leadership Key Roles Critical Path Items Diversity of Talk Topics Input from other Organizations Mailing/Distribution List

Key Roles Seminar Planning Committee Producer Technical Director Location Coordinator Sponsor/Exhibitor Coordinator Program Coordinator Field Trip Coordinator Advertising/Announcement Coordinator Reception Coordinator Equipment Coordinator

Critical Path Items Seminar Planning Committee Meeting of the Minds (Four Months Prior) to: - Set theme/technical direction - Discuss cost sharing (if applicable) - Appoint key roles * Producer * Technical Director * Location Coordinator * Exhibitor/Sponsor Coordinator * Advertising Coordinator

Critical Path Items Producer DELEGATE, TRACK, NAG!! Recruit Volunteers as Needed Extinguish Fires as they Erupt

Critical Path Items Technical Director Send Call for Abstracts (Four Months Prior) Resend Call for Abstracts (Three Months Prior) Contact Potential Key-note Speakers (Three Months Prior) Book Key-note Speaker (Two Months Prior) Notification to Presenters (Six Weeks Prior) Set Technical Schedule (Five Weeks Prior) Information to Presenters (Four Weeks Prior) Expanded Abstracts to Program Coordinator (Two Weeks Prior)

Critical Path Items Location Coordinator Contact Potential Meeting Locations (Four Months Prior) Reserve Location (Three Months Prior) Choose Meals/Break Food and Beverages (Two Months Prior) Confirm details (Three Weeks Prior) Various Issues (Day of)

Critical Path Items Exhibitor/Sponsor Coordinator Develop Distribution List (Three Months Prior) Distribute Call for Exhibitors/Sponsors (Two Months Prior) Redistribute Call for Exhibitors/Sponsors (Four Weeks Prior) Follow Through

Critical Path Items Program Coordinator Contact Potential Reproduction Companies (Three Months Prior) Assemble Information (Three Weeks Prior) To Printer (Two Weeks Prior)

Critical Path Items Field Trip Coordinator Advertising/Announcement Coordinator Reception Coordinator Equipment Coordinator

Discussion