how to conduct an arma seminar

Successful Seminars:Successful Seminars:A Case Study ofA Case Study ofARMA/NOVA ARMA/NOVA Fall 1999 SeminarFall 1999 Seminar

George D. Darnell

President, ARMA/NOVA

Seminar PurposeSeminar Purpose

Professional EducationChapter Fund RaiserEstablish Chapter PrideSupport Theme for the Year:

Back to Basics

Seminar GoalsSeminar Goals

Cover Basic Skills Minimize Risk – ($3773 Beginning Balance)

Recruit Members Keep Costs Low Provide Quality Presentations

Planning StepsPlanning Steps

Organize Committee– Assign Responsibilities– Set Decision Authority

Set Date Find Site– Select Meals/Snacks

Set Agenda & Length

Planning Steps, cont.Planning Steps, cont.

Set Fee for Members/Non-members/Sponsors

Method of Payment Qualify for CRM Continuing Credits Certificate of Completion Handouts/Goodie Bags

Planning Steps, cont.Planning Steps, cont.

Find Speakers– Provide Honorarium/Expenses

Find Sponsors– Provide Space/Tables

Provide A/V Equipment Design Brochure Advertise/Market

TeamTeam

Committee– George Darnell, President– Joe Hardy, Past President, COB– Barbara Willard, Education Director– Sherrill Gibson, Membership Director– Alyssa Sherman, Treasurer– Betty Burton, Newsletter Editor

SiteSite

Marco Polo Restaurant– Convenient Location– 100 person capacity meeting room– Buffet Lunch (Standard or Special)–Morning and Afternoon Snacks– No Rental Fee– Cost = $25/person + Tax & Gratuity

SpeakersSpeakers

Ann Winstead– Fairfax County Schools (Retired), Member

Angela Tayfun, CRM, TRW, Member Sylvia Lacy-Crow

– British Aerospace, Member

Sherry D. Smith, CRM – U.S. Treasury, Non-member

Robert F. Nawrocki, CRM– Dynamics Research Corp., Member

Jay Forman, CRM, CIA

Agenda/Schedule - MorningAgenda/Schedule - Morning

8:30 Registration/Breakfast 9:00 Developing & Managing

a Records Program 9:50 Break10:10 Active Files Management11:00 Records Retention

Scheduling11:50 Buffet Lunch

Agenda/Schedule - AfternoonAgenda/Schedule - Afternoon

1:00 Inactive Records Storage & Disposition

1:50 Break 2:10 Electronic Records

Management 3:00 Records Management

Resources 3:50 Seminar Closing

Marketing MethodsMarketing Methods

MS Publisher Tri-fold Brochure– 8-1/2x11 sheet - 2-sided landscape– included in Sep & Oct Newsletter– Contained

• Agenda• Speaker Bios• Directions• Registration Form• Contact Information

Marketing Methods, cont.Marketing Methods, cont.

No Mass MailingE-mailed Region Presidents– offered Brochure in MS Pub & PDF– included in some chapter newsletters

Obtained database of Unaligned Members in Region– Sent E-mail invitation & PDF Brochure– Sent Letter invitation & Brochure

Marketing Methods, cont.Marketing Methods, cont.

Provided Brochure to WebmasterRecords Management Listserv– Posted invitation & Brochure

Juan Lacey sent E-Vite to– Chapter & Unaligned Members

Marketing Methods, cont.Marketing Methods, cont.

Treasurer sent E-Vite– Followed up leads with phone call

President’s E-mails reminding members

Personal invitation from members

TimelineTimeline

July 13 - Theme Decided - Committee Formed

July 16 - Site Arrangements Confirmed

Aug 4 - Generic Schedule SetAug 15 - Agenda & Speakers

Confirmed

Timeline, cont.Timeline, cont.

Aug 30 - Vendor Sponsors Confirmed - Speaker Bios & Blurbs Final - Brochure Designed (MS Publisher)

Aug 31 - Brochure E-mailed to other chapters

Sep 1 - Brochure included in newsletter

Timeline, cont.Timeline, cont.

Sep 15 - Brochures printed for chapter meeting - Seminar info sent to Webmaster

Sep 17 - President’s E-mail to members

Sep 24 - 099 MAT Listing received

Timeline, cont.Timeline, cont.

Sep 27 - E-mail Invitation to Unaligned Members

Sep 30 - Snail mail Invitation to Unaligned Members

Oct 6 - Listserv Invitation Posted - No Paid Registrations Yet - Nothing on Webpage

Oct 13 - E-mail Reminder to Members

Timeline, cont.Timeline, cont.

Oct 20 - Webpage Fixed - Juan’s E-Vite to Region, Chapter & Unaligned

Oct 25 - Treasurer’s E-ViteNov 2 - President Hospitalized

VP & Committee took over Last minute registrations

Nov 9 - Seminar Conducted

ResultsResults

Attendance:– 14 Members• 2 Local• 4 Unaligned• 8 Other Chapters

– 11 Non-Members– 7 Sponsors– 6 Speakers

Results, cont.Results, cont.

Attendees came because of (includes sponsors):– 12 Juan Lacey’s E-Vite– 6 Treasurer’s E-Vite– 6 Treasurer’s Phone Call– 8 Personal invitation from member

Results, cont.Results, cont.

Income– 14 Members @ $ 99 = $1386– 11 Non-Members @ $124 = $1364– 7 Vendor/Sponsors @ $100 = $ 700– 2 Vendor Guests @ $ 25 = $ 50– Total $3500

Results, cont.Results, cont.

Expenses– Gifts for Speakers $150.00– Travel- Speaker $8.20– Projector Rental $26.38– Postage-Flyers $31.35–Marco Polo $1105.85– Total $1321.78

Net Profit $2178.22

Questions?Questions?