fall 2014 conference kick-off committee meeting tuesday, september 9, 2014 6:30 – 8:30 p.m....

Fall 2014 Conference Kick-Off Committee Meeting

Tuesday, September 9, 20146:30 – 8:30 p.m.

Conference Co-Chairs Madrienne Hampton, DTM & Catherine Magruder, DTM

Agenda• Welcome• Conference Vision and Objectives• Conference Theme and Venue• Committee Directory• Budget• Committee Chair Reports• Success Factors• Timed Agenda• Next Steps and Questions

VisionTo successfully create a conference experience that empowers and inspires attendees to pursue their goals to be the best speakers and leaders they can be.

Objectives• Attendance of 325• To celebrate the accomplishments of

District ONE via the Hall of Fame• To empower the District ONE family to

continue striving to improve their communication and leadership skills via the Business Meeting

• To create opportunities for our members to showcase their speaking and leading techniques via the Table Topics and Humorous contests

• To be enjoyable, engaging and educational

Theme

iSpeak iLead

Add-on to the Theme

TM Talks“Words Worth Expressing”

Venue: The Grand in Long Beach

Venue: The Grand in Long Beach

Venue: Pacific Room

Venue: Grand Ballroom

Venue: Palm Courtyard

Budget• Each team will be given a budget amount for their activity.• All expenses are to be reimbursed, not advanced. Over

budget items are donations.• Committee Chairs must manage their budget for the

entire team.• All expenses must be submitted and approved by their

Committee Chair prior to the expenses being incurred.• Send all expenditure requests to the Co-Chairs via email

for approval.• Please copy both Conference Co-Chairs on expenditure

requests.• The reimbursement cycle is 5 weeks per the reimburse-

ment form and receipt(s) being submitted to the Co-Chairs.

BudgetChair Description Budget_Contest Goodie Bags $ 96.00Registration Name Tags/Holders $100.00Raffle Bags/Tags $125.00Certificates Supplies/Printing $125.00Chief Judge Supplies $ 50.00Breakfast Supplies $ 25.00Decorations Supplies $125.00

------------TOTAL $646.00

Committee Directory• iLead Chairs• Structure Marketing & Public Relations &

Branding Fundraising Operations District Activities & Roles

Committee Chairs• Marketing & Public Relations & Branding

- Venue Gloria Davis, DTM- Graphic Designer Tina Tomiyama, DTM- Webmaster Jon Caplan, DTM- Public Relations Janet Cormier, DTM- Supply Store The Dunnings, PDG/DTM- Information Tables Chiuhing Casey, DTM

Committee Chairs

• Fundraising 1) Raffle

- Gift Co-Chair David Kitchen, PDG/DTM- Gift Co-Chair Carol Otters, DTM- Program Ads Catherine Magruder, DTM- Sales Rodger Cota, PDG/DTM- Merchandising Haifa Haj-eid, ACB

2) Program Ads Catherine Magruder, DTM

Committee Chairs *NEW TEAM

• Operations- Registration Bob Dung, DTM- Multi-Media Andrew Chiu, ACG/ALB- Hospitality Danny Chu, ACS/ALB- Decorations Evelyn Woolridge, DTM- Certificates Julie Broady, DTM- Contest Margaret Mitchell, DTM- Timekeeping Sam Weatherly, ACS/ALB- Event Exit Coordinator* Florentine Christian, CC

Committee Chairs• District Activities- Business Meeting Marlow Wilkerson, DTM- Credentials ________________- Leadership Breakfast Walt Grassl, CC- Hall of Fame Luncheon Larry Stubbs, DTM

DTM Larry Lee, DTMRoy D. Graham ________________

- Supply Store The Dunnings, PDGs/DTMs

Committee Chairs• District Roles

- Protocol Officer Julie Broady, DTM- Chief Judge Kevin Gray, DTM- Sergeant-at-Arms Richard Carbajal, CC- Photographer Gwen Jones, CC/ALB - Evaluator _________________

Success Factors• Weekly project updates via email• Strict adherence to budge constraints• What we are being evaluated against• Avoid duplicate team members• Three Rules of Thumb: It is always better to over-communicate, never be afraid to ask.

Always provide the best possible customer service to our members and our contestants

Take ownership of your role

Timed Agenda• Preliminary until the day of the conference• Timed agenda specialization• Pick up a timed agenda at registration• Review the time agenda

Next Steps and Questions• Conference Committee Monthly Meetings

Tuesday, September 9, 2014Tuesday, October 14, 2014

• Kick the TiresNovember 4, 2014

• Conference DaySaturday, November 8, 2014

• Lessons Learned MeetingTuesday, December 2, 2014

Thank you!