Ann Lindsey, CSP, CETLindsey Consulting

Andrea Ball, CSPOrange Lake Resort

Tim Page-Bottorff, CSPSafeStart

Planning a Successful PDC–

Outcomes Of This Session:

• Steps - defining an event (a journey)•How to take those steps• Come away with the major aspects identified to host and plan a successful event –

• Successful?

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How do you define your event…

STEPS…

Considerations

As a Chapter / As an Event

How will you stand out? Brand?

Mission?

Vision?

Who?

Your PDC• Vision

• Outlining where you want to be • Communicate the purpose of the event

• Mission• How you will get to where you want to be?• Primary objectives? • Why you exist as an event.

• Goals & Objectives?• Strategic• Short Term

• What did everyone leave with?

It Takes Planning &

It Takes Volunteers / Teamwork

Volunteers to Help

• Why do we Volunteer?

• Why do we belong to the groups we pay membership for?

• What do we want to know before we volunteer / commit?

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Bag Stuffing Event

Defining Roles and Responsibilities

• (EXHIBITORS: ( -Chair)

• (Key Duties: Updates / critiques the Exhibitor requests and all forms relating to exhibitors; acts as the liaison between the ASSE and the Exhibitors; Timeframe oriented on ensuring adequate information / requests have been sent out; seeks to increase the outreach of the conference exhibitor list; assists planners in development of the bingo cards; ensures coordination efforts are made for the exhibitors donation of door prizes; ensures exhibitors are invited to the reception; updates and ensures the exhibitor evaluation forms are distributed to each exhibitor; ensures photos are taken of the exhibitors at the conference)

Chairs or Co-Chairs• Chair of the Event• Program

• Speakers• Moderators

• Registration• CEU’s

• Marketing & PR• Promotional

• Exhibitors• Sponsors – Business

Development

What are the Time Commitments involved?

What Kind of Event?

How Long?•Multi Day•Half Day

Topics?•Half Day Workshops•One topic in depth

Type of Presentatio

ns?•Case Studies•Lecture•Panel

Type of Event?•For Profit•Community Outreach•Giving Back to Membership

Annual?

Biannual?

Additional

Workshops?

Partnerships / In Association with…

• What does the Chapter need to be successful?

• Purpose of the Chapter Event?

Can be Both Good and Bad…

The Nuts and Bolts… Making everything work together….

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• Theme – Should you have a theme?

• Establish Schedule & Speakers

• Good Speakers & Viable subjects - build Desire to Attend (Allure of Event)

• Who is the Audience

• Level of decision makers –

• Desire and subject relevance to work –

• Build Exhibitor Value (Relevance of Participating)

• Builds Sponsor Buy-in (Relevance to Contribute)

Hierarchy of Building a Successful Event

Speakers

Attendees

Exhibitors

Appreciation

Sponsors

Volunteers

PDC Planning Meetings

• Schedule of meetings• Make each meeting Meaningful and of Value to Event:

• Set Agendas• Action Items• Sub-committees set• Identifying any needs, trouble encountered to give help /

assistance• Expectations for the Committee - Values• Budget & Mission – Keep it moving forward

• Deadlines – keeping a project timeline! Providing updates to report. (Marketing / Early Bird etc.)

• Goals – (Might be just to have an event)

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Budgeting• How much money do you have to get

started?• Society Approvals

• Joint Ventures with other Organizations• Over $2500.00 – to RVP

• Negotiating Contract Agreements• Registration Handling• Audio / Visual (and Company lending)• Venue

• If for free, what in exchange? Free to employees?

• Free based on food expense?• CEU’s• Event Insurance Policies

Partnerships / Joint

Ventures

Expense of the Event

• Facilities• Meals, Snacks, Beverages• Gratuities

• AV Expenses• Advertising & Marketing (postage)• Speaker Fees & Expenses• CEU’s• Promotional Items• Registration Service Fees• Recognitions / Thank You’s

Setting Admission

Rate

Attendee Allure

• Speaker Value, Quality & Relevance• References • Heard them before?

• Exhibitors & Conference Giveaways

• Overall Mission – Professional Development

• Key Note - What will be heard by all… message to take away, tie it all in & build momentum

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SpeakersOnce You Select Your Speakers

• Verify Time Slot• Are they attending the entire event?

• Do you have everything you need?• Photo

• Use Marketing• Post to Website!!• Recruiting Moderators

• Courtesy & Providing Information / Updates to those you did not select!

• Speakers Needs– • Theme• Dates of Event• Format of Submittal

• Abstract• Biography• Learning Objectives

• Why should they consider your event?• What could they gain?• Info. From past years – types of

attendees etc.

Call For Speakers

CEU’s &Moderating

Continuing Education Units (CEU’s)

Trudy Goldman, ARMManager, Education and Program Development

ASSE1800 E. Oakton St.

Des Plaines, IL 60018

• Appoint someone to be in charge of CEU’s.

• Application• Submitting of names back to ASSE

• Go to Officer Central and download the latest CEU application

• Fill out the entire application before submitting it.

• Call Trudy Goldman if you have any questions.

DON’T DELAY!!!

Sponsors

• Why this is important• Dates• What is it for?• Where will their money go?• What’s in it for them?• What are their needs?

• Input into program? • Would it benefit their employees?

• What they get in exchange

• Special Reception?• Discounted Rate for employees?

Sponsors – Need:

Exhibitors

• Overcoming the past…

• Need to know who attends & Est. numbers

• Floor Plan Lay-out –• key placements &• flow of traffic – attendee interactions• Bingo / Exhibitor Challenge…

• Schedule Lay-out –• break out session timing /• breaks between sessions etc.

Major Layout Considerations

Courtesy & a Waiting List…

Agenda• Build and publish your agenda

early• Include as much information as

possible• Think out your Opening• Plan how you’ll handle raffles /

door prizes• Lunches – any scheduled

activities?

• Remember to build in breaks and exhibitor time

• End of Event – will you gather?

Getting the Word Out!

•Who is your target audience?

•Why should they care?

•Membership / What about other Safety Professionals? – how will you reach them?

•Seek a Partnership

• What Message does it convey?

Marketing! Purpose For

Everything

Emails To Membership – (When & Why)

• Save the Date – ASAP! - Get on calendars!• Registration is Now Open – Early Bird Dates (ASSE

Discounts?)• Agenda is Set• Announcing CEU’s• Last Week of Early Bird• Email send out to other organizations interested in events

put on by ASSE & Other Organizations with ties / similar interests

• Last Day of Early Bird• Conference – Next Week• Conference is Tomorrow – can still register onsite

Planning Forward / Evaluations

• What are their needs / Challenges?

• Topics they’d like to hear?

• What we need to know from new things this year?• Were they successful?• What was outcome?

• What’s in store? - Thoughts for next year…

What does knowing thisgive me?

Overall Outcome• Conference Evaluations Analyzed:

• Committee meeting soon after to discuss success & areas for improvements- Attendance up over last year? – Place for comments: “Best Conference!” Noted

for the ‘Attn to Details’

• Exhibitor Evaluations Analyzed:• Highly satisfied with experience? –

• Felt needed more opportunities to sponsor• Loved the bingo & 2 minute commercials• Felt with all the ‘planned interactions’ was on them to interact

• Speaker Evaluations Analyzed:)• When they use what they learn in the same day – big success!!

“Thank You’s” / Appreciation

This also is required for future success with:• Attendees (deliver what was promised) – exceed

expectations• Exhibitors (interactions & recognition)• Sponsors (visual recognition & appreciation)

Future success – stems from the willingness of volunteers to commit to excellence –

… this all comes from inclusion and recognition / appreciation!

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The Story…

What outcome equates to a successful event?

Goals – Short Term / Strategic