1. resents p SMALL CHAPTERS CAN DO BIG THINGS! REVERSE VENDOR TRADE SHOW FOR A SMALL CHAPTER COPPER CHAPTER OF NIGP Cherie Odeski, CPPB

2. MEET 6-12 MONTHS AHEAD OF TIME Review lessons learned from the previous year Size of Room Number of tables available Use business cards for drawings Signs at all entrances Lunch speakers away from trade show floor Less than full day Hold drawings throughout the day Check AV equipment night before show Have backup AV equipment available ahead of time Have presentations ahead of time Add agency’s name to badges Establish milestones More volunteers from more agencies Pre-printed badges for pre registrants Close show for lunch to enable networking Consider level of noise Only 1 presentation after lunch Training for registration Sign in sheet for volunteers

3. SET MILESTONES ASSIGN TASKS TO COMMITTEE MEMBERS FIND VENUE IDENTIFY A THEME RFP FOR FACILITY CHOOSE FACILITY IDENTIFY PRESENTATIONS/PRESENTORS ORDER SIGNS CONFIRM ATTENDANCE FOOD

4. MILESTONES Decide on length of program –The Copper Chapter of NIGP has had both full day and half-day events. The half-day started at 8:00 AM and ended at Noon. This did not work well for vendors coming in from out of town. We then tried a full day event with 12 training sessions. This was too long and we lost our audience after about 2:00 PM. This year we will be going back to half-day but start at 10:00 AM. RFP for facility Choose Venue –Visit facility prior to award Identify Presentations Order Signs Confirm Agencies Attending Food

5. SCHEDULE REGULAR MEETINGS Initially once per month Closer to event every 2 weeks Even closer – every week and as needed TAKE MINUTES!

6. IDENTIFY COMMITTEES AND MEMBERS Facility Subcommittee Subcommittee will research, issue and evaluate RFP. Reserve the facility, coordinate access to the facility, coordinate equipment. Food Subcommittee Subcommittee will choose the menu and coordinate set up, service and break down with facility staff. Registration SubcommitteeNEED 2-3 NOW 4-6 DAY OF EVENT Subcommittee will receive registrations (on-line, mail, on-site). Members will serve as point of contact and will staff registration booth on-site. Communications Subcommittee Subcommittee will create and distribute all communication, including registration announcement and forms, agency invitations, supplier notifications, media releases and coverage for the event. At the event, subcommittee will manage all announcements, give-aways and related communications tasks. Subcommittee will create, as part of communication, the member directory for distribution at the event. Sponsorship and DonationsNEED 2 NOW TO CONTACT SPONSORS NEED 5-6 PREFERABLY 1 FROM EACH ENTITY Solicit sponsors and donations. Will coordinate receipt of sponsorships and donations. Will coordinate with other committees to ensure sponsors/donors are appropriately recognized. Coordinate inclusion of and/or use of sponsorships/donated items. Subcommittee will also work with agencies to identify what material from each agency will be included in give-away bags. Subcommittee will prepare bags for the day of the event and coordinate with the Registration Subcommittee to distribute bags on-site. Program SubcommitteeNEED ADDITIONAL 2 PEOPLE Subcommittee will create educational program and select and confirm instructors. Will coordinate printed materials and handouts for the program. Sign SubcommitteeNEED AT LEAST 1 PERSON Subcommittee will coordinate all signs for the event. Will ensure sponsors and donors are appropriately recognized on signage. Agency Recruitment Subcommittee Subcommittee will recruit chapter and non-chapter agencies, maintain list of attending agencies, notify agencies of logistics, coordinate agency registration day of event including name tags and table signs for each agency. Need 1-2 people to develop agency nametags and table signs. Day of the event we will need several people to help with set up and tear down.

7. AND OUR MOST IMPORTANT TOOL….

8. SCRIPT IDENTIFY TASKS AND PERSON RESPONSIBLE Two Days Prior to Event:Call and confirm all speakers, Honor Guard Day Before Event: MorningContact Hotel Arizona and confirm access to room anytime after 3pm Contact A/V rep at hotel for web password Print name badges Finalize Door Prize list NoonBag stuffing Deliver all bag materials for bag stuffing 4:30pmEarly prep at hotel – anyone who can make it! Test laptops – especially front counter Confirm table configurations Start set up of materials Signs to be delivered Prep name badges and lanyards Take signs, A-frames, easels to hotel Set up bag/ticket/survey table Someone to take laptops home to deliver in the morning

9. DAY OF REVERSE VENDOR TRADE SHOW 6:00amDoors unlocked 7:00am Agencies arrive for set-up Confirm podium/mics set-up Confirm all AV/laptops ready Layout path for Honor Guard (place stands for flags) Confirm all tables ready Confirm breakfast ready Confirm speaker rooms ready Water stations ready Confirm registration ready Laptop Bags ready Lanyards for attendees Cash/change Credit card machine List of pre-registered attendees Pens/pencils Signage ready Check wifi internet access Handout agency lanyards Set up ribbon & scissors for ribbon cutting Set up prize tickets and prizes 8:00amDoors open; Breakfast available (no ticket needed) Registration Opens 8:15amMayor Walkup and Honor Guard arrive 8:30amWelcome by Chapter President - 9amIntroductions by Chapter President 9am Ribbon Cutting (bring ribbon, scissors) Booths open! 9:05amAnnounce first round of classes starting in 5 minutes Check in with all speakers 9:15amFirst round of sessions Confirm speakers A/V ready 10:20 Announce next round of classes starting in 5 minutes Check in with all speakers 10:30amSecond round of sessions 11:20amAnnounce gathering at 11:30 special guest speakers Volunteer set up at buffet to collect tickets 11:30amLunch Speaker Introductions Announce buffet open 1:05pmAnnounce third round of session in 5 minutes Check in with all speakers 1:15pmThird round of sessions 2:20pmAnnounce final round of training starting in 5 minutes Check in with all speakers 3:15pmAnnounce closing in 45 minutes and Door Prize drawing at 3:30pm 3:30pmDoor Prize drawings 3:55pmAnnounce closing in 5 minutes 4:00pmClean Up!

10. Post Conference Send Thank You letters: Speakers Presenters Tucson Fire Honor Guard Hotel Arizona All Agencies/Organizations Attending Tucson Channel 12 Sponsors Create post-event survey and send with all thank you letters Return left-over agency items back to agencies/coordinate pick up Call all door prize winners not present to pick up door prizes Close out financials; create final report Post pictures and update to website Prepare slide show for next chapter meeting

11. DEBRIEF Shortly after show meet with core committee Review and compile lessons learned Start over again

12. QUESTIONS? Cherie Odeski, CPPB Immediate Past President Copper Chapter of NIGP Cherie.Odeski@tucsonaz.gov (520) 837-4126