1. Welcome!
The tables are numbered When the attendees arrived, they were given a number 1,2,3,4,5 or 6 and that is the table to which they are assigned.
Here’s the tentative time schedule:
Welcome, agenda, and slide presentation 30 minutes
Move to round tables in back of room 5 minutes
Shared best practices and discussion 45 minutes
Report out from each table 10 minutes
Best of luck to you ... and thanks for helping with leadership conference.
Judie

2. The Programs Challenge
To take “yet another” dull, boring meeting that members feel compelled to attend, and turn it into an exciting, thrilling experience they can’t wait to get to, and don’t want to leave!!!
This is an introductory slide to help set the stage for the ensuing discussion.
Ask why people came to your Workshop and what they hope to get out of it. You might want to take a couple of notes.
Move this along, though, so you don’t lose a whole bunch of time. Maybe ask everyone, in 5 words or less, to share one thing they hope to take home. That should do it!
Judie

3. What’s the first thing to do?
Try NOT to call it “JUST” a meeting!
Leave that term for business meetings
If you’re having a “program”…then get creative…people go to “meetings” all day long!
How can you get around that one…any ideas?
Judie

4. Spice It Up! Judie Call it a special program or “event” if you can.
Market the daylights out of it…DON’T just announce it…MARKET it. You’re selling a product – you have to GENERATE interest!
Great place to get them talking.
Do they simply announce upcoming events or do they really MARKET them?
How do they get the word out?
How do they use new technology to make people more aware?
Judie

5. Let’s Talk
Everyone give me the “best” meeting your chapter has had in recent months.
Now, let’s go back…WHY did you call it that?
What made it SPECIAL?
When are you holding most of your chapter programs? (Before, during, or after work?)
Annie Oakley
Museum
Hotels
Include meals
Location –view (water or other)
No budget –
Give to speakers charity
Many speakers will speak for free
Executive speak for free. (list of objectives for their reviews)
New speakers and they want advertisement (sell their books etc)
Video?
Steve

6. Understand the Competition
People working long hours
Long commutes
Childcare/“sandwich generation” issues
Other scheduled evening activities
Embroiled in work and unable to break free for lunchtime meetings
What else can negatively impact your meeting??
People are busy so we need to make it worth their while to break free and come to the NMA event.
How have some of them made it “easier” to talk people into coming?
Steve

7. Beating the competition
Put pizazz in your program and its promotion
Highlight the topic or the presenter; relevancy
Convenient time and place
Appeal to peoples’ hot buttons
Make it FUN
Guarantee easy “in and out”
PIZAZZ
Buffalo Bill Cody
Sort of builds on the previous slide. Get people thinking that they don’t HAVE to do the same boring things, time after time!
Middle of the week
Switch locations and speakers – appeal to a diverse crowd
Wine tasting and band - Casual
Holiday Party (Queen Mary)
Themes – sports, western, aviation night, luau
Science – JPL, Astronaut to meteorologist
Motivational and Inspirational speakers
Steve

8. California Air National Guard AA Pilot Miss California 1992 IT'S LUAU
Leader
Patricia Murray
California Air National Guard
AA Pilot
Miss California 1992
IT'S LUAU
TIME
Dr. Tony Ferretti
Leadership
Steve
JT Snow
Sports Night
Aviation Night
The Beverly Bells
Tippi Hedren
Leadership

9. Thank You!
Thank you for being the featured keynote Guest Speaker at the Boeing Leadership Association of Southern California (BLASC) monthly General Membership Meeting (GMM) on ……..
Steve

10. 3 Steps to Effective Programs
Planning Ahead
Setting the Content
Staging the Meeting
Indian Scout
The components of effective meetings may be broken down in a number of different ways. Here, we have determined three simple steps to follow to ensure an effective meeting.
Let’s take a look at them…
Steve
School-Marm

11. Proper US Flag Display & Invocation & Pledge
When the flag is mounted on a staff that sits on a platform
U.S. Flag placed to the speaker's right (the audience's left)
and any other flag(s) on the platform should be to the left of the U.S. Flag
Invocation & Pledge
New Members
Sample Script
Steve

12. Planning Organize Program Committee Choose Theme or Objective
Determine Functions
Select Committee Leaders
Choose Theme or Objective
Plan Program
Advance Planning
Determine Budget
(These bullets will be expanded upon in greater detail in the following slides. Just share that here are four things to look at in terms of planning.)
Advance program planning is critical to success.
Don’t do this alone…have a team, a committee, or whatever it takes. The organization of your team plays a key role in the planning process.
We’ll talk about the importance of themes and objectives for a meeting.
One must allow enough time to organize and secure facilities, speakers, etc..
However, you must know how much of a budget you have before you can do much!
Judie
Train Robberies

13. Planning
Programs Committee -- Determine functions & Select leaders
(divide responsibilities)
Program Content
Team
Promotion & Publicity Team
Registration
Team
Arrangements
Team
Theme
Program Outline
Featured Speaker
Meeting Programs
Awards
Invocations
Entertainment
Etc.
Publicity
Program printing
Registration blanks
Promo literature
Coordinate calls by member relations people
Registration desk
help
equipment
advance registrations
new registrations
badges
distribute badges and programs
Facilities
Signs
Equipment
PA System
Lighting, heating, etc.
Chairs
Gavel
Flag
This is an example of the basic programming structure for most chapters. Generally, the Program Chairman (Coordinator) has the primary responsibility for the meeting and may assign as many teams and team leaders as he/she needs to get the job done.
What other structures have the participants seen or experienced? How do YOUR committees work?
Judie
Structure may vary by chapter
Program Chairman
or Coordinator

14. BLASC 2015 Programs & Operations Organization
Steve Stakley
VP Programs
Elena Einstein
VP Operations
John Kremer
Executive Advisor
Charley Hoyt
Executive Advisor
Kim Talor
Alternate VP
Denee Martel
Alternate VP
Avis French Steve Stakley (BLASC & SCAC)
Awards Chair
Kim Talor
Programs Committee
Mark Goldhamer & Victor Koman
Webmaster & Booster Manager
Don Rising
Reception Manager
Judie
Nenita Miyata & Dave Andersen
Photographers
Kehinde Aribigbola
Publications

15. VP Operations Objectives & Goals
Roles & Responsibilities: VP Duties Include:
Attending & briefing monthly status (3P report) at BOD meetings
Oversee & Manage Annual Budget for Venue expenses for GMMs
Submit payment requests for venue fees in a timely manner
Provides feedback to flyer & brochure development
Work with Programs VP to manage GMM details
Coordinate GMM seating
Attend BLASC Booster meetings
Coordinate with other VPs (Programs, Finance, Budgets & Procurement, Member Services)
Alternate GMM locations to accommodate members at different Boeing campuses
Attend NMA National and/or LDC conferences
Oversee all arrangements for the annual Holiday Party
Serve as chairperson for all committees commissioned within Operations
GMMs include:
Streamline venue management
Develop cost reduction goals
Establish long term relationships with quality venues
Judie

16. Planning Choose Theme or Objective…or Learning Outcomes
Many chapters have found it helpful to have meetings centered around a general theme; some examples of meeting themes include:
Sports Barbecues Leadership
Winning Helping Hand Others . . .
You may choose to elaborate a little bit on each one.
NOTE: Encourage the group to list some additional themes that could be used.
Judie

17. Planning Plan Program Advance Planning How far out do you plan?
Do you link programs to community or company objectives, directions, products, etc?
Advance program planning is critical to success. One must allow enough time to organize and secure facilities, speakers, etc.
Talk about the 2 questions on the slide.
The thing to hit, here, is the word “advance”. To pull off good programs you have to be strategic and be thinking ahead all the time.
Talk at board meetings and through s.
Judie

18. Planning Determine Budget What are some suggestions for cost savings?
As we said before, advance program planning is critical to success; however, you must know what your budget is before you can do this.
How do they budget for chapter programs? (Be careful not to let the larger chapters get too crazy with what they’re able to do because they have larger budgets.)
NOTE: You’re about halfway through. If you’re noticing any conversation ”hogs”, take note and try to suppress any one person from talking too much!
You might ask the participants how they project what kind of budget they should have for their programs.
How have they learned to “do more with less”? Steve

19. Meeting Content Opening Ceremonies Spotlight Feature Main Feature
Possible Food Event
Closing
These five bullets will be expanded upon in the following slides.
The opening ceremonies help to set the tone for your meeting.
In addition, the spotlight and main features will be the heart of your meeting, and should, therefore, receive utmost attention to detail.
Any other additional activities during or after your meeting can prove to be a beneficial way to get people to network, unwind, and end the meeting event on a positive note.
Certainly meals are a subject all their own and we’ll talk about that as part of staging your meeting.
And, it’s important to close well. Now let’s look at these individually. Steve
The Cartwright Family

20. Meeting Content Opening Ceremonies Call to Order
Invocation… yes or no?
Singer
Flag Salute
Military Color Guard
Chorus
Table Games
Mixer
Secret Greeters
Calvary Cannon
These are examples of the various items that may be included in the opening ceremonies.
You may choose to elaborate a little bit on each one, or just a few.
Also, encourage the group to list some additional items that may be part of the opening ceremonies.
In addition, discuss some questions that are often overlooked in opening ceremonies - such as those relating to WHO . . .
Who will give the call to order? The invocation? The pledge? Introduce the guests? Etc . Steve

21. --ALWAYS GIVE THEM A TIME LIMIT--
Meeting Content
Spotlight Speaker:
Highlight parent organization
New employee program
Planned construction
New products
Ask a customer or vendor to speak
Bring in someone from the community
--ALWAYS GIVE THEM A TIME LIMIT--
Spotlight features should be short and not particularly related to the Main Feature. We have listed a few suggestions for a Spotlight Feature.
One important note. Spotlight speakers should ALWAYS be given a time limit. Far too many times a spotlight speaker will go on TOO long and really upend your program. Ten minutes is usually enough time…especially if it’s before a meal!
Who do the chapters in your group tend to use? Success stories? Steve

22. Meeting Content Main Feature Speaker Panel Discussions
NMA Leadership Speech Contest
Social Event
What else have you done that’s been a successful chapter program? Steve

23. How and Where Do You Find Speakers?
Telegraph
Getting the right speaker for your meeting can be quite a challenge. Many different facets must be considered, such as:
Does the meeting have a theme?
Have the meetings had too many “serious” speakers, and is it time for something on the lighter side?
Do we not need a “speaker”, but rather something different … like a panel, film, etc…?
How much money is in the budget for a speaker?
What else can the group think of? Judie
Calamity Jane

24. What is involved in “staging” a meeting?
Staging the Meeting
Covered Wagon
What is involved in “staging” a meeting?
Display this slide before the group and allow them to provide answers and feedback before proceeding onto the next slide - which reveals the “official” answer to this question.
Some participants will give answers that are found on the proceeding slides, while others may offer new suggestions that are not listed. That’s okay, for there are many “correct” ways of doing things - the important thing is to have the foundation of the three fundamental steps.
Judie

25. Staging the Meeting Location Food Service Physical Set-up Audio-Visual
Permanent
Varying
Food Service
Type
Menu
Non-Dinner
Financial Arrangements
Physical Set-up
Audio-Visual
These are examples of the various details that are involved in “Staging” the meeting.
You may choose to elaborate a little bit on each one, or just a few. This is a great place to solicit best practices and lessons learned.
Also, encourage the group to list some additional items that are involved in “staging” the meeting.
Judie

26. Staging the Meeting Meeting Hints:
Get there early and set up in time to greet
Check a/c, A/V, light controls, and be able to kill background music easily
Arrange to have servers depart before your speaker begins
Encourage the group to list some additional items that are involved in “staging” the meeting.
Judie

27. Staging the Meeting How do you foster that spirit?
Foster the “sense of community” and make people feel good about themselves and one another.
People need to participate in your event, not just observe.
For the most part, people CHOOSE to come to your event because they expect to have a nice time…and the definitions of that are all over the place. Yet the fact remains that most people want to FEEL good about having made the buying decision.
You have to create that atmosphere of community.
How do you do that?
Judie
How do you foster that spirit?

28. Staging the Meeting
There’s an old saying about programs management: “Open and Close Strongly!”
Close your meetings professionally. Use the opportunity to highlight an upcoming event. Score points with the appropriate thank you’s.
What are some good ways to end your event on a high note?
Judie

29. Dodge City Peace Commission
Top Management Night
What are the Secrets of Success???
How many of you hold this type of event?
How do you make it spectacular?
How do you make your CHAPTER look value-added that night?
Steve
Dodge City Peace Commission

30. And while we’re at it…
What are strategies for getting senior management involved in your events during the rest of the year?
Steve

31. Something New
Event planners increasingly asked to consider environmental impact:
Waste management
Resource and energy use
Travel and transportation alternatives
Facilities selection
Site construction techniques
Food provision and disposal
Heating and air conditioning
Green conventions or green meetings are a huge international movement dedicated to protecting the environment by the use of wise choices during event planning, the event itself, and afterwards. Part of the sustainability movement.
Be prepared to deal with a company, individual, or group which asks you to document how “green” your function is!
Gobs of info available on line.
Steve

32. Ever have a program bomb?
Oops!
Ever have a program bomb?
What happened?
General Custer
This is always fun to ask!
Steve

33. How can you measure the effectiveness or success of your meetings?
Evaluation
How can you measure the effectiveness or success of your meetings?
Pony Express
Display this slide before the group and allow them to provide answers and feedback before proceeding onto the next slide - which reveals the “official” answer to this question.
Some participants will give answers that are found on the proceeding slides, while others may offer new suggestions that are not listed. That’s okay, for there are many “correct” ways of doing things - the important thing is to have the foundation of the three fundamental steps.
Steve

34. Evaluation How did you do? ATTENDANCE and Smiles! Your Best Barometer:
Smoke Signals
Program Evaluation
Questionnaires
Interviews
Other
Solicit Suggestions for future meetings
Your Best Barometer:
ATTENDANCE and Smiles!
These are examples of the various ways to evaluate the success of meetings.
You may choose to elaborate a little bit on each one, or just a few.
Also, encourage the group to list some additional items that are involved in meeting evaluation.
Explain to them that there are some sample evaluation forms used by some of our chapters for their monthly programs in the guidebook. They may want to revise one of them for their use.
Steve

35. Now Small Groups How do you get People to Participate?
How do you Organize Program Committee?
Determine Functions
Select Committee Leaders
How do you Choose Theme or Objective?
How do you Plan the Program?
Advance Planning
How do you Determine Budget?
Judie

36. Celebrate’n
Happy Trails To You!