SW Region Leadership Conference Successful Chapter Conference Planning

1. SW Region Leadership ConferenceSuccessful Chapter Conference Planning George A. Ramirez July 26, 2008

2. Objectives To provide information on how to coordinate, plan, and staff a Chapter Conference. What we will cover: • Pre-Conference Planning Steps • Roles / Responsibilities • VP of Chapter Conference • Committee Managers / Members • Showtime (Master Schedule) • Post-Conference Wrap-up • References (e.g. procedures, templates, website etc)

3. Pre-Conference Planning Steps • Review Conference Procedures/Budget (if available) • Identify Conference Committee Roles/Responsibilities • Solicit Conference Committee Manager / Member Participation • Arrangements • Exhibits • Programs • Publicity • Registration • Advisors • Schedule Conference Committee Meeting w/all Committee Managers/Members/Advisors

4. VP of Chapter Conference Roles/Responsibilities • Become Familiar with Conference Procedures • Select Committee Managers • Select Conference Theme / Logo • Outline Goals/Objectives • Schedule Committee Meetings • Maintain Budget • Review and Acquire Contract Approvals from BOD • Report Committee Status to BOD on Monthly Basis • Assist Committee Managers w/Issues and Concerns

5. Committee Roles/Responsibilities • Arrangements Committee • Secure Conference Dates / Location / Matrix • Solicit Catering Bids / Select Caterer • Identify and Acquire Audio / Visual Equipment Bids and Select Vendor • Handle all Reproduction Needs (e.g., signage, fliers, posters, handouts, etc) • Prepare Overall Conference Evaluation Forms • Work in Collaboration with Exhibits and Programs Committees for Exhibitor and Session Layout • Work in Collaboration with Registration Committee for Catering Requirements (e.g., no. of attendees for breakfast, lunch, reception, etc) & Booth Layout

6. Committee Roles/Responsibilities • Exhibits / Sponsorships • Review / Update potential exhibitor’s list • Compile exhibitor packet (e.g., Contract Terms, Booth Layout, Load-In Instructions, etc) • Determine sponsorship levels (e.g., Titanium, Gold, Silver, Breaks, Internet Café, etc) • Determine exhibitor registration deadlines • Solicit vendor participation (via phone or email) • Assign exhibitor booth space (e.g., First Come/First Serve) • Solicit giveaways for attendee registration bags • Compile Exhibitor Evaluation Summary Forms • Maintain leader board on website (w/registered and paid exhibitors) • Work in collaboration with Registration Committee on website online registration requirements

7. Committee Roles/Responsibilities • Programs • Indentify list of potential track sessions / topics, (e.g., Basic Records Mgmt, Leadership Development, Advanced RIM Technology, Compliance & Standards, etc) • Compile List of Potential Speakers (e.g., keynote, lunch, sessions) • Prepare Call for Speakers Information • Compile Speaker Agreements (Terms & Conditions) • Solicit / Review Speaker and Topic Submittals • Select Speakers • Prepare Speaker Evaluation Forms • Develop Topic / Speaker Schedule and Post on website

8. Committee Roles/Responsibilities • Publicity • Develop Conference Marketing Strategy • Compile PowerPoint Presentation to Market Conference at Monthly Chapter Meetings • Prepare Conference Handouts and Distribute via hardcopy, email, etc to all Chapter Members • Forward Conference Information to be Distributed to ARMA Members and/or Posted on ARMA Chapter websites (e.g., Regional, International), including other Industry Specific Associations (e.g., AIIM) • Post on Chapter Calendar and Distribute Weekly/Monthly Announcements to all ARMA Members, Exhibitors and Vendors • Work in Collaboration with Chapter Webmaster to Market Conference • Work in Collaboration with RIMM Month Activities (if applicable) and Secure Proclamations from City, State, and County Officials

9. Committee Roles/Responsibilities • Registration • Develop Registration Information (e.g., Conference Costs, Lunch Costs, Registration Fees Worksheet, etc) and Establish Cancellation Policies (e.g., Early Registration, Regular Registration, Lunch Only, etc) • Solicit Input from all Committee Managers RE: Website Registration Needs • Work in Collaboration with Chapter Webmaster to Establish Online Payment Procedures (e.g., PayPal, Credit Card, etc) • Establish Registration Line Processes • Prepare Attendee Name Badges • Prepare Attendee Registration Bags (e.g., conference handouts, exhibit layout, schedule, giveaways, etc) • Prepare Registration Committee Members to be able to Answer Questions RE: Conference Logistics

10. Showtime (Conference Days) • Day One (Load-In) • All Call – All Committee Staff meets at 9:00am – VP Conference, Managers, and Members to Finalize all Conference Logistics • Facility - Committee Managers review facility set-up and arrangements and handle last minute needs • Exhibitor Floor – Exhibitors move in • Wrap-up – Committee Managers confirm all is ready to go for event • Day Two & Three (Showtime) • VP Conference, Managers, and Committee Members assume their roles and ensure attendees have a pleasant, educational experience during the conference

11. Post-Conference Wrap-up • Acquire all Outstanding Invoices from Committee Managers • Compile Preliminary Budget Status • Compile Evaluation Form Feedback Summary (e.g., Speaker’s, Exhibitor’s, Overall Conference) • Schedule Committee Meeting and Conduct Plus Delta Exercise (e.g., what went well, what can be improved upon, lessons learned) • Review Conference Status with BOD (e.g., Budget, Attendee/Exhibitor Feedback, etc) • Finalize and Distribute Updated Conference Committee Procedures (if applicable) • Forward Thank You Communication via Hardcopy or Email to Speakers, Exhibitors, and Sponsors

12. References • ARMA Houston Chapter Website http://www.armahouston.org/conf2008/default.htm • Reference Tools • Committee Task List • Exhibitor Packet Information • Speaker Packet Information • Etc…..