1.  Ann Lindsey, CSP, CET  Lindsey Consulting  Andrea Ball, CSP  Orange Lake Resort  Tim Page-Bottorff, CSP  SafeStart Planning a Successful PDC –

2. Outcomes Of This Session: Steps - defining an event (a journey) How to take those steps Come away with the major aspects identified to host and plan a successful event – Successful? 2

3.  How do you define your event… STEPS…

4. Considerations  As a Chapter / As an Event  How will you stand out? Brand? Mission? Vision? Who?

5. Your PDC Vision Outlining where you want to be Communicate the purpose of the event Mission How you will get to where you want to be ? Primary objectives ? Why you exist as an event. Goals & Objectives? Strategic Short Term What did everyone leave with? It Takes Planning & It Takes Volunteers / Teamwork

6. Volunteers to Help Why do we Volunteer? Why do we belong to the groups we pay membership for? What do we want to know before we volunteer / commit? 5 Bag Stuffing Event

7. Defining Roles and Responsibilities ( EXHIBITORS: ( -Chair) (Key Duties: Updates / critiques the Exhibitor requests and all forms relating to exhibitors; acts as the liaison between the ASSE and the Exhibitors; Timeframe oriented on ensuring adequate information / requests have been sent out; seeks to increase the outreach of the conference exhibitor list; assists planners in development of the bingo cards; ensures coordination efforts are made for the exhibitors donation of door prizes; ensures exhibitors are invited to the reception; updates and ensures the exhibitor evaluation forms are distributed to each exhibitor; ensures photos are taken of the exhibitors at the conference) Chairs or Co-Chairs Chair of the Event Program Speakers Moderators Registration CEU’s Marketing & PR Promotional Exhibitors Sponsors – Business Development What are the Time Commitments involved?

8. What Kind of Event? How Long? Multi Day Half Day Topics? Half Day Workshops One topic in depth Type of Presentations? Case Studies Lecture Panel Type of Event? For Profit Community Outreach Giving Back to Membership Annual? Biannual? Additional Workshops?

9. Partnerships / In Association with… What does the Chapter need to be successful? Purpose of the Chapter Event? Can be Both Good and Bad…

10. The Nuts and Bolts…  Making everything work together….

11. 10 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) Hierarchy of Building a Successful Event Speakers Attendees Exhibitors Appreciation Sponsors Volunteers

12. PDC Planning Meetings Schedule of meetings Make each meeting Meaningful and of Value to Event : Set Agendas Action Items Sub-committees set Identifying any needs, trouble encountered to give help / assistance Expectations for the Committee - Values Budget & Mission – Keep it moving forward Deadlines – keeping a project timeline! Providing updates to report. (Marketing / Early Bird etc.) Goals – (Might be just to have an event) 7

13. Budgeting How much money do you have to get started? Society Approvals Joint Ventures with other Organizations Over $2500.00 – to RVP Negotiating Contract Agreements Registration Handling Audio / Visual (and Company lending) Venue If for free, what in exchange? Free to employees? Free based on food expense? CEU’s Event Insurance Policies Partnerships / Joint Ventures

14. Expense of the Event 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

15. Attendee Allure Speaker Value, Quality & Relevance References Heard them before? Exhibitors & Conference Giveaways Overall Mission – Professional Development Key Note - What will be heard by all… message to take away, tie it all in & build momentum 11

16. Speakers Once You Select Your Speakers Verify Time Slot Are they attending the entire event? Do you have everything you need? Photo Use Marketing Post to Website!! Recruiting Moderators Courtesy & Providing Information / Updates to those you did not select! 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. Call For Speakers CEU’s & Moderating

17. Continuing Education Units (CEU’s) Trudy Goldman, ARM Manager, Education and Program Development ASSE 1800 E. Oakton St. Des Plaines, IL 60018 Appoint someone to be in charge of CEU’s. Application Submitting of names back to ASSE Go to Officer Central and download the latest CEU application Fill out the entire application before submitting it. Call Trudy Goldman if you have any questions. DON’T DELAY!!!

18. Sponsors 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? Sponsors – Need:

19. Exhibitors Overcoming the past… 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. Major Layout Considerations Courtesy & a Waiting List…

20. Agenda 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?

21. Getting the Word Out! Who is your target audience? Why should they care? Membership / What about other Safety Professionals? – how will you reach them? Seek a Partnership What Message does it convey? Marketing! Purpose For Everything

22. Emails To Membership – (When & Why) Save the Date – ASAP! - Get on calendars! Registration is Now Open – Early Bird Dates (ASSE Discounts?) Agenda is Set Announcing CEU’s Last Week of Early Bird Email send out to other organizations interested in events put on by ASSE & Other Organizations with ties / similar interests Last Day of Early Bird Conference – Next Week Conference is Tomorrow – can still register onsite

23. Planning Forward / Evaluations What are their needs / Challenges? Topics they’d like to hear? What we need to know from new things this year? Were they successful? What was outcome? What’s in store?- Thoughts for next year… What does knowing this give me?

24. Overall Outcome 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. “Thank You’s” / Appreciation This also is required for future success with: Attendees (deliver what was promised) – exceed expectations Exhibitors (interactions & recognition) Sponsors (visual recognition & appreciation) Future success – stems from the willingness of volunteers to commit to excellence – … this all comes from inclusion and recognition / appreciation!

26. 20 The Story… What outcome equates to a successful event? Goals – Short Term / Strategic