Intelligent Transportation Systems Society of Texas November 16, 2008

1. Intelligent Transportation Systems Society of TexasNovember 16, 2008

2. Agenda • About ITS Texas • Background • Member Benefits • Planning • Resources • Scheduling • Lessons Learned • Advertisement

3. About ITS Texas • History • 1993 • Founded as IHVS Texas • Held 1st Annual Meeting • Elected 1st Board of Directors • Entered into agreement with IVHS America • 1995 • Changed name to ITS Texas • Board of Directors • President • Vice President • Treasurer • Secretary • Past President • 4 At Large Directors • Working Board • Volunteer Organization • Individual Memberships • 2006:  134 members • 2007:  135 members • 2008:  183 members • 2009:  185 members

4. Annual Meeting Background • Typically held in November • Vice President responsible • Texas Transportation Institute (TTI) Conference Services • Elections held at annual meeting • Location is rotated • Hold technical sessions (including an Ethics session) • Provide exhibitor space • Registration includes 2 lunches • Conference schedule • Wednesday – Technical Training & Tours • Thursday – Technical Sessions/Exhibit Hall open • Thursday evening – Exhibitor reception • Friday – Technical Sessions/Exhibit Hall open & Business Lunch

5. Member Benefits • Training • Required Ethics course provided • Insight into city, county and state projects • Out of state perspective • Networking • Scholarship • Latest vendor products

6. Planning • Vice President coordinates conference • Reviews TTI Conference Services • Coordinates with TTI Conference Services • Monitors budget • Develops theme ideas • Develops conference logo ideas • Develops list of potential sessions • Develops preliminary program • Secures Lunch Speakers • Plans and setups up tours • Review registration website • Coordinates with training lead • Coordinates with survey lead • Coordinates with exhibitor lead • Coordinates with sponsorship lead • Coordinates with placard & program lead • Coordinates with scholarship committee • Coordinates giveaways, speaker gifts & door prizes • Coordinates the nomination and presentation of awards • Coordinates with University Chapter Liaison • Exhales deeply at Friday business luncheon

7. Planning (continued) • Board Member • Volunteers for a session (moderates at least 1 session) • Reviews TTI Conference Services contract • Review registration website • Develops session description • Secures speakers

8. Annual Meeting Online Program Example

9. Online Conference Documentation

10. Annual Meeting Logo Examples

11. Sample Registration Website

12. Program Example

13. Scheduling • November 2008 1st Board Meeting (immediately follows conference) • Welcome newly elected board members • Initiate planning for next conference • Identify location for conference 2 years out • November 2008 – February 2009 Between Board Meetings • Get contract in place with TTI Conference Services • Identify themes • Plan budget • February 2009 Board Meeting • Meeting on site at selected Hotel • Select theme • Identify logos • Develop session topics • Assign committee leads (exhibitor, sponsorship, etc) • February 2009 – May 2009 Between Board Meetings • Review registration website • Review logos • Review session topics • Work with TTI Conference Services on Hotel logistics

14. Scheduling (continued) • May 2009 Board Meeting • Finalize logo • Finalize session topics • Assign Moderators • Discuss possible tours and lunch speakers • Discuss giveaways, speaker gifts & door prizes • May 2009 - August 2009 Between Board Meetings • Distribute scholarship applications • Moderators provide session write-up • Website registration goes live • Begin to identify potential speakers • Develop preliminary program • Contact potential lunch speakers (sometimes hard to get) • Finalize training topic and instructor • Finalize the number of exhibit spaces (based on physical room space) • Begin contacting potential sponsors

15. Scheduling (continued) • August 2009 Board Meeting • Discuss outstanding issues • Assist other board members with speakers • Finalize lunch speakers (if possible) • Update preliminary program • Discuss registrations, exhibitors, sponsorships • Appoint election committee • Identify candidates for board positions • Initiate layout of placards • Finalize giveaways, speaker gifts & door prizes • Send out recommendations for awards • September 2009 Board Meeting • Possibly meet onsite at Hotel • Review previous survey • Finalize program • Verify lunch speakers • Continuation of August meeting

16. Scheduling (continued) • October 2009 Board Meeting • Review scholarship applications • Finalize program • Finalize sponsors • Finalize budget • Finalize exhibitors • Finalize placards • Finalize awards • Finalize survey • Print ballots • Coordinate with University Chapter • Coordinate printing of programs & placards • Coordinate with TTI Conference Services to review hotel • November 2009 - CONFERENCE

17. Exhibitors/Sponsorships • Exhibitors • 6 foot tables • Totals by year • 2005 24 • 2006 24 • 2007 25 • 2008 28 • Sponsorships • Logo on placards • Logo in program • Recognized at opening session • Totals by year • 2005 3 • 2006 (1st of multi-level) 5 • 2007 11 • 2008 5

18. Sponsorship Placard Example

19. Lessons Learned • Split responsibility for exhibitors from Vice President • Dropped exhibitor session • Added “Vendor Commercials” in sessions • Added sponsorships and levels of sponsorship • Conduct survey • Color code name badges • Utilize TTI Conference Services • Online registration allowing credit card payments • Attend conference and become a member for next year • Share the work • Private page for board members on website • Listen to membership • Keep exhibitor cost low • Conduct majority of board meetings via video teleconference • Continual planning • Advanced planning

20. Questions Steve Novosad ITS Texas Treasurer snovosad@swri.org 210.522.2039 www.itstexas.org