Seminar & Conference Logistics Planning

Leadership Conference2011

Presented by:Christine Sullivan, CSP, ARM Trish Ennis, CSP, ARM

Objectives

• Discuss the Important Organizational Elements Necessary for Success

• Discuss the Planning Process• Provide Tips• Increase Your Awareness of Resources that

are Available

Why Have A PDC?

• Who Are the Stakeholders?• What is the learning objective?– COC, CEU– Chapter STARS– Revenue generation– Member engagement/service– Community outreach

Keys To Success

• Preparation and Planning

• Organization and Teamwork

Preparation and Planning

• Identify the Audience• Plan Program• Budget• Facilities and Logistics• Advertising and Marketing• Sponsorship and vendors• Special events and tours

Should You Partner?

• Would Partnering Increase Chances of Success• Who Might be a Good Partner?– Safety Councils, Manufacturing Associations,

Local AIHA, AAOHN, CMA Chapters• Responsibilities and Profits Shared• Set Clear Expectations

Timing• Allow at least 4-6 Months for Planning• Avoid Conflicts in Scheduling• Determine Length of the Event–Keynote addresses– Specific sessions–Breaks–Meals

Program Planning and Format• Panel Discussions• Lecture• Case Studies• Many Topics for each day• Introductory topics• One topic in depth

Topics

• What’s Current• What’s Needed – based on assessment • Regulatory– upcoming– recent changes

• What’s in the News

Where Do You Find Speakers?• Member Recommendations• Contact ASSE Professional Development• Consultants• OSHA Education Bureau• Locally or Regionally Known

Selecting The Location

• Centrally Located• Suitable for the Event– Conducive to learning!– Meets space requirements– ADA

• Available and Affordable Lodging

Budget• Determine Your Costs– Facilities– Meals and Breaks– AV Expenses– Advertising and Marketing (including postage)– Speaker Fees and Expenses

Budget

• Define the Break Even Point–Do You Expect Revenue?– If So, Plan Accordingly • Identify Additional Sources of Income–Vendors–Sponsors–Registration Fees–Merchandise

Facilities - Hotels

• Understand Fee Structure– Cost plus, plus

• Staff Assistance• AV Support• Rules – Catering requirement

• Negotiate

Contracts• Read Carefully and Understand– Room block– Attrition

• Negotiate• Commit only to Budgeted Costs• Spell Out All the Details • Contracts over $1500 should be reviewed by

RVP

Member Hosted Facility

• Member involved on committee• Employees attend free?• Transportation• Lodging Nearby?• Meals and Breaks ? –Catering–Cafeteria

Sponsors and Vendors• Vendors– For Event 1 Day or More in Length– Space Available and Accessible by Attendees

• Sponsors Always!– Breaks– Printing– Mailings– Events

Handouts

• Do you want to offer them?• Does the speaker want them distributed before or after

the presentation?• Sufficient Number• Feedback forms– speakers– seminar as a whole