1. Help Your Clients … While You Help Yourself: How to Maximize Your Existing Staff Resources to Make Events Management Services a Viable Part of Your Revenue Stream NCUCCC * University of Alabama * August 3-5, 2008 Jud Hair and Chip Futrell

2. What will you learn today?? How to use your existing staff expertise to help your clients: - Plan - Budget - Market - Deliver Successful noncredit, receipts- based educational programs.

3. What are the benefits?  Maximize strengths of your staff.  Build relationships throughout campus.  Significantly grow your overall volume of activity.  Operate in a no-deficit financial status.  Provide quality service to a broad range of clientele.

4. What’s the bottom line? You will be able to: Increase your overall unit revenue by managing the details for other groups … … both on and off campus.

5. Where do you start?  Promote your “events management” capabilities.  Quantify the value of your services.

6. Three Things You Must Know … 1. What your “events management” services are really worth. 2. How to price each service accurately. 3. How to let people know about your “events management” services.

7. Calculate the True Value of Your Staff Time: Step 1 Average the hourly value of your “events management” staff personnel including salary and benefits. Average hourly salary & benefits for NC State staff = $35

8. Calculate the True Value of Your Staff Time: Step 2 Add to this figure an amount designed to cover other salaries and benefits not directly tied to “events management.” Add 50% to cover staff not directly involved

9. Calculate the True Value of Your Staff Time: Step 3 Plug in a small percentage to create a surplus to help your unit grow. Add 5% to cover potential annual salary increase.

10. Do the Math Average hourly salary & benefits for staff = $35 Add 50% to cover staff not directly involved Add 5% to cover potential annual salary increase. $35 x 1.50 x 1.05 = $55

11. Remember This Dollar Figure Keep this $55 figure in mind … Later, you’ll see how this figure will be the foundation for quantifying each service as a function of time and money.

12. What else Should You Do? Train & credential your staff. Give them the tools to do the job. Use experience to improve on job.

13. The LERN CPP

14. The CPP: What You Get.  Recognition of knowledge  Attain training from a leading provider  Standard of achievement  OPD has benefited by having 18 CPP recognized professionals  Provides sufficient training and education in ten primary capacity areas

15. CPP: The “Bottom Line” Your staff gains the knowledge skills to do their jobs more professionally.

16. 18 of Our Staff Have Become Certified Program Planners!

17. Our Staff Handles Small Events.

18. Our Staff Handles Large Events!

19. We Actively Promote Our Services

20. We Have Developed Effective Spreadsheet Tools for Our Customers  The “Admin Fee Work Sheet”  The “Budget Work sheet”

21. The OPD “Admin Fee” Sheet (Page 1)

22. The OPD “Admin Fee” Sheet (Page 2)

23. The OPD “Admin Fee” Sheet (Page 3)

24. The OPD Budget Sheet

25. Lessons We’ve Learned So Far.  Created a new revenue stream.  Initiated new opportunities for collaboration and partnerships.  Experienced greater demands for high quality, customer service and responsiveness.

26. Lessons We’ve Learned (Continued)  Utilized more efficient project management.  Enhanced juggling of programmatic responsibilities and assignments.  Provided staff development and training.  Respected credibility of CPP staff.

27. Lessons We’re Still Learning! Communicate, communicate, communicate.. Achieved higher level of responsiveness. Experienced greater expectations from partner(s) and participants. Coping with numerous regulations, rules, and processes.

28. Lessons We’re Still Learning (Continued) Dealing with ongoing registration  Credit card registration module  E-mail confirmations Transitioning  1990’s registration software to new registration software  Staff training

29. With Growth Come Challenges  2000-2001 196 total programs 25 were client (events management) = 13% of total  2006-2007 384 total programs 274 were client (events management) = 71% of total

30. Questions & Answers Jud Hair jud_hair@ncsu.edujud_hair@ncsu.edu 919-515-8191 Chip Futrell chip_futrell@ncsu.educhip_futrell@ncsu.edu 919-515-8179