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Conference planning – Ideas to point you in the right direction

Conference planning – Ideas to point you in the right direction. Amy Paradis – Northern CA Kathi Randall – Coastal CA . VENDORS ARE EVERYTHING. Assign someone to cater to them all day Feed them Give them chairs Keep in touch – before, during, after

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Conference planning – Ideas to point you in the right direction

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  1. Conference planning – Ideas to point you in the right direction Amy Paradis – Northern CA Kathi Randall – Coastal CA

  2. VENDORS ARE EVERYTHING • Assign someone to cater to them all day • Feed them • Give them chairs • Keep in touch – before, during, after • Give them a lot of notice to get approval and monies • Featured vendors for extra $$ • Grants • Advertisements and/or acknowledge in syllabus • Give them your list of attendees (names/hospitals only) • Thank you notes

  3. VENUE • Location. Location. Location. • Free? Or Fee? • What is the occupancy? • Vendor space • Don’t skip this • Food Ccan you bring it in? • Catering only?

  4. SPEAKERS • One big name speaker from out of the area • Vendors can bring in lieu of fee • Pull a favor with someone you know • Spend the money and pay someone you want • Your favorites: topics, speakers, • Recent articles: experts, current • Honorariums – budget dependent • Always give Thank you cards

  5. ADVERTISING • Send advertising wide and far • Save the date • Brochures • Use NANN mailing list and email list • Use NANN Chapter website and give links • Local hospital packets – educators, CNS, Chapter Members • Worth the money to get professional help to make a logo and brochure

  6. TEAMWORK • Must have positions on your team • Treasurer • Budget • Banking • Venue coordinator • Vendors • Speaker coordinator • Schedule • Registration • CE Provider • On Site volunteers

  7. ONLINE SERVICES • Website • Online registration • Online payment • Password protecting lecture handouts • Communication via email

  8. DO SOMETHING FUN & UNUSUAL • Raffles • Door prizes • Poster sessions • Dinner party • Wine and cheese reception • Interesting food

  9. GO GREEN • Guidelines for meetings from ANA • Handouts • Website

  10. SHARE YOUR BEST IDEA

  11. Soliciting Corporate Support Susan Meier FRANN

  12. Targeting Your Audience New Products Equipment Scrubs Books Formula Companies Patient use products

  13. Educational Grants Agenda Objectives Location of Conference Budget Estimated attendance Apply Early

  14. Educational Grants Abbott Laboratories – Ross Products Mead-Johnson Ovation Pharmaceuticals MedImmune Johnson & Johnson iNO Therapeutics March of Dimes Local companies

  15. Sponsorship Levels • Gold • Sponsor a meal, includes signage, name mention and speaker opportunity for 30 minutes ( $1,200-1,500) • Silver • Sponsor a speaker/topic, includes name mention ($800) • Bronze • Sponsor an exhibit ($300)

  16. Attendance Gifts Bags Flashdrive Pizza Cutters Water bottles Pens Notepads Lanyards

  17. Sponsors Formula companies IV products Ventilator companies Equipment Scrubs Books Use NANN for ideas

  18. Sponsor Benefits Verbal mention of vendors throughout conference Exhibit Table Exhibit hours Complimentary attendance at any lectures Complimentary Networking meals Vendor certificates signed by attendees

  19. Sponsor Coordination Consistent contact person Assign location Separate like companies Limit/exclude similar companies if large grant sponsorship by like company Utilize NANN Chapter webpage for templates of contracts, etc.

  20. Cultivate Relationships with Sponsors Keep a list/card file of potential sponsors Consistent contact person Request sponsorship well in advance of conference May need to negotiate price Send thank you letters after event

  21. NYCANN Angelica Braithwaite, MSN, RNC, NNP-BC, CPNP-PC Joy Henderson MSN, RNC, CPNP-PC

  22. History of NYCANN • 33 Chapter of NANN, established March 2, 1991 • GOALS: • To be the leader of NICU educational offerings in NYC • To provide a forum for networking, collaboration of NYC NICU professionals • Offer conferences, workshops based on needs assessments of NICU nurses

  23. Infant Massage Certification Course

  24. NYCANN @ Work in NYC • Involved in community projects • Supporting a family center for displaced families • March of Dimes – gave $10,000 to Prematurity Campaign • Walk annually in March for Babies • Provide blankets for area NICU’s – made by Community helpers, friends of NYCANN

  25. NYCANN @ Work outside of NYC • Travel internationally to experience neonatal nursing at the international level • NYCANN members have traveled to and/or presented at the International Neonatal Nurses Conference in…

  26. Our Next Destination…South Africa, October 2010

  27. Get Involved!! Become a member of NANN and NYCANN Volunteer to be a NICU “Appleseed” Contact person for your unit to share NYCANN information Volunteer for Executive Board Must be a NYCANN member Interested in advancing neonatal care in NYC Share your NICU news for future NYCANN publications Like the internet? Volunteer to help with NYCANN website Maintaining site Writing, editing NYCANN e-newsletter “AppleSource” Present a Poster or NICU Topic at a NYCANN Conference

  28. MANAGING CHAPTER FINANCES NYCANN Structure Treasurer – only official officer Edna Asknes, MSN, RNC, PNP Other Executive Board Positions Education Chair – Joy Henderson , MSN, RNC - NIC, CPNP- PC Membership Liaison/Financial Auditor – Angelica Braithwaite, MSN, RNC, NNP-BC, CPNP Exhibitor /Community Outreach Liaison – Maureen Samuels , MSN, RNC Member-at Large – NANN Liaison – Zenaida Magnaye – Banzon, MSN, RN, CPNP Member –at Large - NYC NICU Liaison – Natasha Nurse, MSN, RN, CNS

  29. MANAGING CHAPTER FINANCES NYCANN Structure Treasurer –reporting on revenue and spending Business Account Checking Savings Signatory Privileges At least 3 Executive Board w/ registered signature For reimbursement, can’t sign for funds that will disbursed to you.

  30. MANAGING CHAPTER FINANCES Status of Finances Maintain an annual balance of @ $15,000 - $20,000 Main source of income - from workshops and annual conference Went to this model in 1998 after attempting Monthly Bi – monthly Quarterly Meetings Inconsistent attendance with rotating meetings at area hospitals. Survey sent to members – annual conference format chosen

  31. MANAGING CHAPTER FINANCES “CHECKS & BALANCES” Signatory members have a bank debit card Any activity must be accompanied by: Original receipts Completed voucher form – see handout Treasurer’s report at monthly Board meetings Review of conference/workshop revenue/expenses at next monthly Board meeting

  32. SUGGESTIONS for MANAGING CHAPTER FINANCES Determine Annual Budget Needs Based on Chapter Activities Review Funds Determine if fundraising needed Develop relationships with Vendors, Sponsors Allocate Funds -?matching funds to chapter activities Attempt to maintain a determined minimum for desired events

  33. Lack of money is no obstacle. Lack of an idea is an obstacle. Ken Hakuta

  34. Thank You

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