2. Planning a Successful PDC

3. Your Presenters Tim Page- Bottorff, CSP Mary Silva, CSP
RVP, Region II
Safe Start
Mary Silva, CSP
Crum & Forster
Eric Hallerud, CSP
RVP, Region V
City of Kansas City, MO

4. Takeaways Why host a PDC? When and Where? How Much? WII-FM?
Why? Help you define the reason(s) for hosting a PDC
What’s in it For M? The M is for Members, for My Team, for Me
When and Where – we’ll go over ideas for venues and timing
How much? Time will it take, How much money will it take and how much $ will it bring in. How much work is involved?

5. Success…
“How you define your event will allow you to determine your success” * Reasons for hosting….
Defining why you want to host a PDC will help lead your planning efforts and help to determine your success. Your event will be a success if it fulfills the reason you chose to host one.
Discuss reasons why chapters and regions host PDC’s – professional development, fund raiser, provide educational options for members in areas with geographic challenges, service, desire to partner with another organization to foster communication…. Ask the group why they are in the room today??

6. Asking the Right Questions
Who?
How will we stand out?
Brand?
Who are we trying to attract?
Who can we call on to take on the many and various tasks involved in staging a large scale event.
How will our PDC stand out as an attractive alternative to other conferences?
How can we best brand and advertise so that it will be seen as a successful ASSE sponsored event?

7. It Takes Volunteers / Teamwork
Define Vision, Mission and Goals
It Takes Planning &
It Takes Volunteers / Teamwork
Vision
Communicate event’s purpose
Mission
How you will get to where you want to be?
Goals
What does success look like?
How will we measure it?

8. Certification Workshops?
PDC Strategy
Annual?
Biannual?
Topics?
Half Day Workshops
One topic in depth
How Long?
Half Day
Full Day
Multi Day
Type of Presentations?
Case Studies
Lecture
Panel
Type of Event?
For Profit
Community Outreach
Giving Back to Membership
Exhibit Hall?
Sponsors?
Certification Workshops?

9. The Nuts and Bolts…
Making everything work together….

10. Early Stages Theme – Should you have a theme?
Establish Schedule & Speakers
Good Speakers & Viable subjects - build Desire to Attend (Allure of Event)
Who is the Audience
Level of decision makers –
Desire and subject relevance to work –
Build Exhibitor Value (Relevance of Participating)
Builds Sponsor Buy-in (Relevance to Contribute)
Speakers
Attendees
Exhibitors
Appreciation
Sponsors
Volunteers

11. Mid-Stages Regularly Scheduled Meetings Clear Committee Expectations
Meaningful and of Value to Event:
Agenda
Sub-committee membership
Action Items w/ Deadlines
Identify any outstanding needs
Clear Committee Expectations
Budget & Mission – Keep it moving forward
Stick to established deadlines
Keep Goals in Mind

12. Partnerships / Joint Ventures
$$ Doesn’t Define You, but……
How much money do you have to get started?
Society Approvals
Joint Ventures
Over $ – to RVP
Negotiating Contract Agreements
Registration Handling
Venue
If for free, what in exchange?
Free based on food expense?
A/V
Security Needs
Event Insurance
Partnerships / Joint Ventures

13. Setting Admission Rate
“This Deal is Getting Worse By The Minute”
Facilities
Meals, Snacks, Beverages
Gratuities
AV Expenses
Advertising & Marketing (postage)
Speaker Fees & Expenses
CEU’s
Promotional Items
Registration Service Fees
Recognitions / Thank You’s
Setting Admission Rate

14. Mission = Professional Development Exhibitors & Conference Giveaways
Speakers
Quality / Relevance / Value
Exhibitors & Conference Giveaways
Key Note –
take away message
build momentum

15. Venue Options Hotel / Conference Center University Campus
Corporate Office
Other Public Facilities

16. Speakers Speakers Needs– Theme Dates of Event Format of Submittal
Abstract
Biography
Learning Objectives
Why should they consider your event?
What could they gain?
Info. From past years – types of attendees etc.

17. Speakers…. Once Selected Verify Time Slot Use Marketing
Attending entire event?
Photo
Bio
Use Marketing
Post to Website!!
Recruiting Moderators
Courtesy & Providing Information / Updates to those not selected

18. Manager, Education & Program Development
Aleese Will Take Care Of You
Manager, Education & Program Development
Appoint someone to handle CEU’s.
Application
Submitting of names back to ASSE
Officer Central - download latest CEU application
Fill out the entire application
Questions to:
Aleese Eckenrode

19. Sponsors – Need: Why this is important Dates What is it for?
Where will their money go?
What’s in it for them?
What are their needs?
Input into program?
Would it benefit their employees?
What they get in exchange
Special Reception?
Discounted Rate for employees?

20. Work With The Hotel Overcoming the past… Floor Plan Lay-out –
Need to know who attends & Est. numbers
Floor Plan Lay-out –
key placements &
flow of traffic – attendee interactions
Bingo / Exhibitor Challenge…
Schedule Lay-out –
break out session timing /
breaks between sessions etc.

21. Gotta Schedule Early End of Event – will you gather?
Build and publish your agenda early
Include as much information as possible
Think out your Opening
Plan how you’ll handle raffles / door prizes
Lunches – any scheduled activities?
Remember to build in breaks and exhibitor time
End of Event – will you gather?

22. Marketing!! Who is your target audience? Why should they care?
What about other Safety Professionals?
How will you reach them?
Seek a Partnership

23. Establish Key Dates Save the Date – Get on calendars!
Registration is Now Open – Early Bird Dates (ASSE Discounts?)
Agenda is Set
Announcing CEU’s
Last Week of Early Bird
other organizations w/ similar interests
Last Day of Early Bird
Conference – Next Week
Conference is Tomorrow – can still register onsite

24. Importance of Evaluations
Conference Evaluations Analyzed:
Committee meeting soon after to discuss success & areas for improvements
- Attendance up over last year? – Place for comments: “Best Conference!” Noted for the ‘Attn to Details’
Exhibitor Evaluations Analyzed:
Highly satisfied with experience? –
Felt needed more opportunities to sponsor
Loved the bingo & 2 minute commercials
Felt with all the ‘planned interactions’ was on them to interact
Speaker Evaluations Analyzed:)
When they use what they learn in the same day – big success!!

25. Future PDC’s
Future success – stems from the willingness of volunteers to commit to excellence – … this all comes from inclusion and recognition / appreciation!
This also is required for future success with:
Attendees (deliver what was promised) – exceed expectations
Exhibitors (interactions & recognition)
Sponsors (visual recognition & appreciation)
Remember to THANK all of the above!

26. Questions?