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2017 CGFOA Annual Education aNd Conference
Session Moderator Training
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Agenda Introduction Moderator Responsibilities / Timeline
Speaker Benefits Moderator Benefits Session Location Policies Coaching Speakers Forms Equipment Questions Can we combine 3, 4, 5
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Introduction Presenters Purpose
Cheryl Pattelli, CFO, City of Boulder – CGFOA Education Co-Chair Catrina Asher, Finance Division Assistant Director, Boulder County - CGFOA Education Co-Chair Kathy Velzen, CGFOA Administrator Purpose Prepare Moderators to complete the responsibilities of organizing an effective session Resources on the CGFOA Website – Resources Tab - Session Moderator Resources Page Conference Speaker Information Form (Google Form) Conference Session Information Form (Google Form) Annual Education Session Form (Google Form) Conference Schedule - Visual PowerPoint Presentation Speaker Tips Who is a Finance Officer
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Moderator Responsibilities - Timeline
January Annual Education Program Planned Conference Program Planned Sessions assigned to Moderator Make sure you understand exactly what the committee is looking for in the session you have been assigned Make note of any suggested speakers Make note of general location (West Slope, I-70 Corridor, North Metro, South Metro, etc.) for Annual Education Make note of suggested time of year for the session (Spring, Summer, Fall, etc.) for Annual Education Make note of the suggested length of the session (length of session should be driven by CPE hours) hours = Webcast = 2 CPE 3.5 hours = half day session = 4 CPE 6 – 8 hours = full day = CPE Speakers are responsible for obtaining permission to reproduce copyrighted materials. Presentations must be received by us at no later than April 7, We do not provide printed copies for the event, yet provide attendees with a log-on at our website prior to the event to pick up and print any presentations they choose. You can send in pdf or PowerPoint format. All take-aways must also be received by this date if you want them included in the attendee distribution.
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Moderator Responsibilities - Timeline
February Obtain Annual Education Session speaker(s) to present the topic Find 3 or 4 dates that work for the speaker during the suggested time of year Avoid Mondays and Fridays if possible, though sometimes those are the best days for our generous instructors, especially if they will need to travel Establish acceptable locations (generally) for the instructor (i.e. Montrose vs. Grand Junction) Submit Annual Education Form (with all requested information) by March 1 Sessions being offered in February need to be planned immediately Obtain Conference Session speaker(s) to present the topic on the date and time requested Should a different time or date be requested, contact a Moderator from the same track at a different time or day and try to arrange a trade. Let Cheryl, Catrina, and Kathy know of any trades you have made.
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Moderator Responsibilities - Timeline
March If you are unable to find a speaker Reach out to greater education committee community to ask for help Reach out to Cheryl and Catrina for assistance May Finalize Conference Session Form with Speaker Finalize Conference Speaker Form with Speaker June Submit Conference Session form by June 1 Submit Conference Speaker form by June 15 Speakers are responsible for obtaining permission to reproduce copyrighted materials. Presentations must be received by us at no later than April 7, We do not provide printed copies for the event, yet provide attendees with a log-on at our website prior to the event to pick up and print any presentations they choose. You can send in pdf or PowerPoint format. All take-aways must also be received by this date if you want them included in the attendee distribution.
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Moderator Responsibilities - Timeline
September - October Work with Speaker to ensure session is being developed as described by the committee Coordinate panel member conference calls November Attend on-site Conference Moderator Training on Tuesday November 14, 2017 Moderate your session
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Questions?
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Speaker benefits Policies for paying Speakers are as follows:
As a not-for-profit organization, we do not typically pay speakers. A small honorarium can be paid ($100/$500) if that is what it takes to get the speaker. It is an individual Moderator decision that we trust will be made with the best interests of CGFOA in mind We will reimburse expenses and pay for mileage (current IRS rate) Speakers should bill CGFOA for honorariums, expenses and mileage. The invoice may be sent via or US mail to the Administrator Speakers receive a full free registration to the conference if they want to attend. Panel members (meaning more than one speaker for a session) receive a $50 discount off of their full conference registration Speakers are responsible for obtaining permission to reproduce copyrighted materials. Presentations must be received by us at no later than April 7, We do not provide printed copies for the event, yet provide attendees with a log-on at our website prior to the event to pick up and print any presentations they choose. You can send in pdf or PowerPoint format. All take-aways must also be received by this date if you want them included in the attendee distribution.
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Moderator Benefits Free Annual Education Session registration for you or a member of your staff at the session you moderate. $100 discount on full conference registration provided ALL responsibilities are fulfilled within the timeframes established. Speakers are responsible for obtaining permission to reproduce copyrighted materials. Presentations must be received by us at no later than April 7, We do not provide printed copies for the event, yet provide attendees with a log-on at our website prior to the event to pick up and print any presentations they choose. You can send in pdf or PowerPoint format. All take-aways must also be received by this date if you want them included in the attendee distribution.
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Session Location NEEDS & Polices
We need locations for annual education sessions Classroom seating for 25 – 50 Availability of AV equipment and internet access Availability of local catering services Required attendance by one entity employee Attendee must pre-register (free registration) Responsible for set up and take down/clean up of the room Responsible for returning the room to business ready at the end of the class
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Questions?
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Effective Sessions – Coaching Speakers
Assist your Speaker(s) in creating an effective session Top 5 Things Attendees Want: Match session to description Use case study or real life/business examples To not be sold Have enough content for full session To be engaged in session Match your session to the description you provided. If you need to change your description you would need to do that prior to March 20th.
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Help Your Speaker Know Our Audience
Colorado Government Finance Officers Association To improve the practice of governmental finance in Colorado By employing consistent financial classification, and principles By promoting ethical, high quality governmental service To develop closer relationships and understanding among those concerned with public finance in Colorado by facilitating a system of networking, by promoting training and sharing of information among finance officers By providing a forum for the discussion of common issues and problems
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Forms Forms are all Google Forms and are filled out online
Annual Education Session Form – Due BY March 1st (only one form for the session) Conference Session Form – Due BY June 1st Conference Speaker Form – due BY June 15th You may send a link to the forms to the Speaker, but we suggest it is more effective to call and walk them through the form to get the answers This will also allow you to build rapport and answer any questions they have Example – Treasury Technology Past, Present, Future – was all about workstations – so the title didn’t match the content Be sure your description is matching your content Any changes to your session descriptions – must be received by March 20th to Kim Lott
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Annual Education Form – Due March 1, 2017
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Annual Education Form – Due March 1, 2017
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Annual Education Form – Due March 1, 2017
All forms are located at: CGFOA Website Resources Tab Session Moderator Resources Page
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Equipment Speakers provide own laptops
Session rooms will include a projector, screen (or white wall) and a podium or table Additional AV needs to be requested on the forms submitted Please be sure the paperwork submitted includes ALL pertinent information (i.e. speaker uses a Mac and needs an adaptor, etc.)
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Questions?
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