Running Efficient & Effective Meetings

1. Running Efficient & Effective Meetings Thomas Pitchford, President Colorado Chapter ICC

2. Getting Started • HISTORY OF THE COLORADO CHAPTER ICC MEETINGS • LOCATION, LOCATION, LOCATION • PROMOTE YOUR MEETING • QUALITY INSTRUCTION / EDUCATION • PREFERRED PROVIDER CEU’s • CONDUCT CHAPTER BUSINESS MEETING • MEETING REGISTRATION, FOOD and FUN STUFF (Door Prizes)

3. History • The Colorado Chapter is 65 years old this year and just as we are now eligible for social security we are far from retiring and we hope that lessons learned from our history may help other chapters grow and prosper. • We started out holding our chapter meetings in local building departments using chapter members as instructors. Teaching programs that were developed in house during the course of a regular business day. We couldn’t always afford to hire the professional instructors so we worked with what was available. Thankfully we have had and continue to have code officials who are willing to share the knowledge of their staff with the rest of our chapter members. We still regularly utilize chapter member talent to teach anywhere from 1 hour to 6 hour segments at our meetings. • The Colorado Chapter is fortunate enough to annually hold a very successful Educational Institute which allows us to have a reasonable budget for our meetings, as well as, be involved heavily with ICC on a national basis.

4. Location, Location, Location • Take your meetings around your Region, State or local areas • Moving your meetings around the State will not only expose your Chapter to more members, it will allow for the design and construction community to get involved. • Don’t repeat the location more than once every couple of years, unless it’s an emergency.

5. Location, Location, Location • Look for free meeting room space • Local recreation centers • Council or Commissioner meeting rooms • Fire Department training rooms • Fairgrounds exhibit halls • HBA Offices and the host Building Department. • Don’t pay for meeting space unless it is a LAST resort.

6. Promote your Meetings • Have the Building Departments post flyers at the front counter • Email meeting notices to every Chapter Member and design professional that you have email addresses for. • Post information about the meeting on your Chapter website • Use a media blast outlet to send out multiple emails about the meeting up to the registration deadline. (Recommend 6 blasts minimum – weekly then three the last week of registration. • Catchy headlines on the emails to get the member to open it up! • Public Service Announcements on the local radio stations in the area where the meeting will be held.

7. Quality Instruction / Education • Variety of Topics • Don’t repeat topics in a 2 year cycle – preferably 3 yrs. • Learning Center at ICC • Hire Quality Educators when possible.

8. Quality Instruction / Education • Utilize Industry • American Wood Council • SMACNA • American Gyp Association • Concrete Association • State Offices (Public Health, Licensing, Oil & Gas, Conveyances)

9. Preferred Provider & Chapter CEU’s • Give CEU’s • Chapter CEU’s • AIA • Preferred Provider • Sign-up as a Preferred Provider • Register your classes with ICC as a Preferred Provider (2-3 weeks prior for approval). This allows ICC to post your classes on their website and gives you one more avenue for promotion.

10. Conduct Chapter Business • Hold your Business Meetings at your Chapter Meetings • Keeps members around the State or Region informed on the Business of your Chapter. • If you have multiple chapters in your State or Region it allows communication and updates from those representatives as well. • Keeps your members engaged in the daily operations of your organization. • Promote communication by having liaison's from your board to other organizations.

11. Meeting Registration • Registration Fees – • Keep as low as possible no more than $50 per day per student, the lower the costs the greater the attendance and your profits will increase vs. higher registration and fewer students. • If you have a single expensive meeting make it a Annual Business Meeting or yearly celebration of your Chapter

12. Food & the Fun Stuff • Meals don’t have to be extravagant! • Local restaurant's give great pricing and it supports the hometown • Buy a hot pot and a coffee pot – much less expensive than Starbucks • Soup and Salad or lunchmeat platter from the grocery store • Keep a cooler of pop and water from a warehouse store. • Door prizes donated by local departments or industry.

13. Meeting Costs – keeping them down • Free meeting room space: • Local recreation, senior or community centers • Council or Commissioner meeting rooms • Fire Department training rooms • Fairgrounds exhibit halls • HBA Offices • Building Department Meeting Rooms

14. Meeting Costs – keeping them down • Use Chapter Member knowledge for short segment classes to start. 1-2 hour segments if they have not taught before. If they are more seasoned 3-6 hour segments. • Most chapter’s have that one guy or gal that is really good at plumbing inspections or solar pv inspections, energy or plan review.

15. Meeting Costs – keeping them down • Utilize Industry for your classes • American Wood Council • SMACNA • American Gyp Association • Concrete Association • State Offices (Public Health, Licensing, Oil & Gas, Conveyances)

16. Questions….. • Thomas Pitchford President, Colorado Chapter ICC (303)-486-5777 • Contact us: Colorado Chapter ICC Program Committee cciccprogram@gmail.com 970-485-5278 – Janine Snyder, Tim Moroney, Jessica Sorenson, Tom Pitchford