AER LIFT Online AER Leadership Training Webinar Planning and Managing a Chapter Conference, Part 2...
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AER LIFT Online AER Leadership Training Webinar Planning and Managing a Chapter Conference, Part 2 1
AER LIFT Online AER Leadership Training Webinar Planning and Managing a Chapter Conference, Part 2 AER LIFT Online AER Leadership Training Webinar Planning
AER LIFT Online AER Leadership Training Webinar Planning and
Managing a Chapter Conference, Part 2 AER LIFT Online AER
Leadership Training Webinar Planning and Managing a Chapter
Conference, Part 2 1
Slide 2
Opening & Comments Welcome Debby Holzapfel Conference
Planning Webinar Committee Brenda Egan, Penn-Del AER Julie Lee Kay,
VA AER Mary Nelle McLennan, Penn-Del AER Julie Prause, TAER Review
Session Content Brenda Egan 2
Slide 3
In Part 1: Value of a Conference Creating a Well-balanced
Planning Committee Conference Planning Committee Management and
Mechanics Financial Implications and Planning Site Selection and
Facility Coordination Vendors Special Activities 3
Slide 4
In Part 2: Themes Publicity Speakers and Program Content
Registration Continuing Education for Certification Accessibility
AV Needs and Arrangements Social and Hospitality Conference
Materials Awards or Recognition Evaluations Volunteers 4
Slide 5
Choosing Your Conference Theme 5
Slide 6
Conference Theme Your conference theme is far more than just a
catchy phrase. Your theme plays a big role in setting the tone of
the conference. The theme provides a foundation for your entire
program and helps bind it together. 6
Slide 7
Coming up with a Theme DiscussBrainstormBe creativePose even
crazy or out-of-the- box ideasConsider: Famous quotes or
inspirational phrases Song titles and lyrics TV shows or set-ups or
even popular apps Alliterations Capitalize on a unique local
situation or opportunity Search the web for conference themes Focus
on themes that include or appeal to your chapters various
disciplines Identify themes and conference topics that address your
chapters specific areas of needs or interests 7
Slide 8
2012 Texas AER Conference 8
Slide 9
2011 Texas AER Conference 9
Slide 10
2013 VA AER 10 Julie Lee Kay Fredericksburg, VA Putting on Your
Top Hat - 2013
Slide 11
2013 Penn-Del AER Conference Keynote: Rick Welsh, First
President of AER Lincoln, Howe, and You Midnote: Annette Reichman,
US Dept of Education Equality, Accessibility, and Opportunity: One
Persons Journey Footnote: Master Sgt. Jeffrey Mittman, Retired, US
Army The Luckiest Man 11
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Carrying Out the Theme Embed the theme in conference planning
Include the theme and theme-related references in all your
promotional materials Include theme in Call for Presentations or
speaker invitations Use related graphics in conference documents,
registration, conference programs, name tags, Create table
centerpieces that reflect theme Add touches that reflect the theme
throughout the conference; examples: Virginias hat theme Penn-Dels
Gettysburg theme 14
Slide 15
Carrying Out the Theme, Contd. Keynote and general sessions are
great places to focus on theme. Emphasize the theme when making
arrangements with your Keynote and general session speakers.
Request that Keynote and other general session speakers build their
remarks around the theme. Do not expect all the concurrent sessions
to carry out the theme, but some may be creative enough to do so.
15
Slide 16
FOR KENTUCKY AER, THE THEME WAS MAGIC AND SO WAS THE KEYNOTE
WITH KAERICK!
Slide 17
Never underestimate the power of a good theme well implemented.
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Slide 18
Publicity 18
Slide 19
Publicity: Before the Conference The conference location at the
end of the previous years conference (Save the Date!) Decide on the
theme of the conference, a logo (see photo) and create a flyer.
This should be done before the formal announcement Formally
announce the conference at least 6 months prior through email
blasts to current members, past attendees, your listserv and/or
chapters website 19
Slide 20
Publicity 20
Slide 21
Publicity: Before the Conference, Contd. Ask other agencies,
such as early intervention agencies, adult agencies, schools for
the blind, to publicize Announce again when registration opens
Announce again when registration is about close Consider doing
other random announcements to promote special events, speakers,
etc. 21
Slide 22
Publicity: During the Conference Make frequent announcements
about: Silent auction Vendors Special events Announce next years
location 22
Slide 23
Publicity: After the Conference Share publicity info and tips
with next years conference committee Write an article for Chapter
Website and/or AER Report 23
Slide 24
Speakers and Conference Content ( AKA Program Committee)
24
Slide 25
Speakers and Conference Content will cover: Speakers and
Conference Content will cover: Formulating a plan for presenter
costs Determining conference shape and size Designing the
conference schedule Developing the program and securing presenters
Managing presenter data and record keeping Arranging speaker
introductions and creature comforts 25
Slide 26
Formulate a Plan for Speaker Expenses Confirm Financial
Resources How much money do we have? Refer to conference committee
budget as approved by the Chapter Board Identify funds available
for presenter costs within the approved conference budget If
necessary, prepare rationale and strategies for more funding to
secure presenters 26
Slide 27
Formulate a Plan for Speaker Expenses How do we spend it?
Decide how you will handle speaker costs and expenses. Consider
separate financial practices for: Keynote or general session
presenters Concurrent presenters Poster presenters 27
Slide 28
Formulate a Plan for Expenses, Contd. Establish a policy for
each category of speakers: Will you cover travel, food, and lodging
costs? Will you cover conference expenses? Will you provide
honoraria? Will you provide thank you gifts? Are there other costs
to consider? 28
Slide 29
Formulate a Plan for Expenses, Contd. Speaker payment practices
vary widely: Texas AER gives the keynote speaker free hotel stay.
Virginia AER pays the keynote speakers expenses and an honorarium.
Penn-Del AER has a hybrid practice: $100 honorarium for each
concurrent presentation $50 honorarium for each poster presentation
or roundtable presentation $500 honorarium and all expenses for
each Note speaker or general session presenter 29
Slide 30
Implement Your Plan for Speaker Costs Formalize your plan and
garner approval of Board Carry out your plan consistently Publicize
your plan State it clearly in your Call for Presentations or
speaker invitations Include it in your follow-up speaker materials
and communications Provide reimbursement forms and clear
instructions for appropriate parties 30
Slide 31
Determine Shape and Size of Your Conference Factors to
consider: Length of conference; number of days Number of attendees
anticipated Number of time slots in conference schedule Number of
sessions offered in each time slot Are you repeating any sessions?
Number and sizes of meeting rooms available Number of general
sessions to be scheduled 31
Slide 32
Design Your Conference Schedule Review the decisions about the
shape and size of your conference Consider number of minutes/hours
you will offer for continuing education Consider other session
types in addition to the usual concurrent and poster presentations
Roundtables Vendor presentations Dedicated time slot for attendees
to visit vendor exhibits Hands-on make and take activities Consider
special events Video screening or student showcase Preconference
workshop 32
Slide 33
Design Your Conference Schedule, Contd. Create a template of
your conference schedule so you can see what you need. Include :
General sessions Concurrent sessions Poster sessions Vendor hours
Breaks and meals Other events and meetings 33
Slide 34
Blank Schedule Template for Planning 34
Slide 35
Design Your Conference Schedule, Contd. Consider variations in
your general sessions: Entertainment Group activities or ice
breakers Door prizes or recognitions for various reasons Offer more
than one Note session as does the Penn- Del Chapter: Open with a
Keynote address Center your conference with a Midnote address Close
your conference with a Footnote address 35
Slide 36
Building Conference Content Presentations should be designed to
educate participants about successful practices, innovations,
research, or expanded perspectives that improve services to
students and clients who are blind or visually impaired. You may
want to discourage presentations that are solely product
demonstrations. 36
Slide 37
Building Conference Content, Contd. Criteria for Evaluating
Presentation Proposals Is the topic important and relevant to the
work of professionals in the field of visual impairment? Does the
topic provide significant or innovative ideas or research findings
that bring fresh insight or approaches? Does the topic present a
new or expanded perspective, practice, program, or innovation? Does
the topic fit into the content strands of the conference and add
balance to the overall program? Has this topic been presented at a
recent conference held by your chapter? 37
Slide 38
Securing Speakers Determine your method for securing speakers
Two basic methods for securing speakers: 1) Identify and invite
speakers 2)Issue a Call for Presentations 38
Slide 39
Securing Speakers, Contd. Method 1: Identify and invite
speakers Committee brainstorms and invites speakers OR Following
committee brainstorming, lead persons or teams are responsible for
identifying and inviting presenters that address topics related to
specific disciplines or strands 39
Slide 40
Securing Speakers, Contd. Strand captain strategy used by
Virginia AER The chapter uses four strandsVRT, TVI, O&M and
Technologyand a captain for each. Strand captains are responsible
for concurrent session speakers. Strand captains are charged with
contacting members to see what topics they are interested in and to
get recommendations of speakers. They fill in the slots for their
strand and serve as the contact point for the speakers. The
conference chair takes care of the overall agenda/room placement
and keynotes. 40
Slide 41
Securing Speakers, Contd. Method 2: Implement a Call for
Presentations Follows a widely respected professional approach to
building conference content Extends your options beyond the reach
and awareness of the conference committee Is feasible even for
small chapters Yields surprising results! Recommended for
concurrents and posters not for Keynotes or general session
speakers 41
Slide 42
Securing Speakers, Contd. Basic Steps in Implementing a Call
for Presentations Design and distribute a call that includes
detailed conference information and an accessible submission form.
Accession all submissions and circulate to the review committee.
Review each submission according to specific criteria; accept the
proposals that are most appropriate for your audience; augment the
program with other presentations if needed to provide balance and
variety. Communicate with submitters all along the way. 42
Slide 43
Securing Speakers, Contd. How to locate Keynote speakers?
Identify thought leaders Review recent literature Look at other
conference programs Talk to your contacts and colleagues in other
chapters Ask schools for the blind and/or other agencies Consult
with AER Central office Call in favors! Do not be bashful 43
Slide 44
Collecting and Managing Speaker Data Set up charts and systems
to collect, process, and communicate the information needed about
each speaker and presentation. Design presenter submission forms to
collect the information you need for: your conference program for
your chapters application to ACVREP: 44
Slide 45
Information to Collect on Speaker Forms Presentation title and
type of presentation Speakers contact information: name; title or
position; school or agency; mailing address; email address; phone
numbers Abstract of presentation Primary learning objective Brief
session description for conference program Speaker bio or profile
AV and room setup requirements 45
Slide 46
Communicate Like Crazy! Communicate with your speakers at every
step in the process Send comprehensive letter outlining details of
the conference Send reminders of such as registration and handouts
Provide contact information so speakers can reach conference
personnel with questions 46
Slide 47
Develop the Conference Agenda Communicate with accepted
presenters to determine the days and times of availability. Give
them a deadline! Work to provide balance and avoid conflicts within
each time slot. Its a SHELL GAME! Use the schedule template you
created. And yellow stickies are the ticket! 47
Slide 48
Building a Balanced Program Regardless of the method used for
securing speakers, special care must be paid to assuring balance
among session topics. Strategies: Create a matrix showing strands
or topic areas that need to be included. Use this to assist in
assuring balance in your content. Enter sessions into the
conference schedule template your created earlier and color code to
indicate strands or disciplines addressed. 48
Slide 49
Strand Matrix Sample
Slide 50
Color-coded Conference Template 50
Slide 51
Confirm and Communicate Schedule Confirm schedule with full
conference committee Communicate schedule to presenters for their
approval before making it final.tweak to avoid scheduling conflicts
if necessary Distribute conference schedule and post on chapter
website two months in advance Distribute At-a-Glance to all
presenters at least two months before conference so they can plan
accordingly 51
Slide 52
Speaker Introductions Appoint coordinator for to organize and
assign introductions Pull bios from submission forms or
presentation summaries Assign a session host to introduce each
presenter and provide bio or profile for session host to use
Prepare introduction in medium needed by respective host 52
Slide 53
Speakers: During the Conference Welcome the speakers and offer
assistance Provide a host or AV assistant in each presentation room
Provide a contact number and/or person for questions or requests
Provide reimbursement forms Present speakers with thank you gifts
or notes (optional) 53
Slide 54
Speakers: After the Conference Write thank you letters to each
presenter Mail reimbursement or honoraria checks if applicable
Celebrate then start the cycle again! 54
Slide 55
Registration 55
Slide 56
Registration Registration provides the main revenues for the
event Attendee registration and payment handling is crucial
Registration form should be easy to use and look professional
Registration form can be used to collect attendee data for future
chapter activities 56
Slide 57
Registration: Before the Conference Registration Form Collects
the following: Name, contact information, membership #, what the
registration fee covers, meal choices, alternate format and site
orientation needs Shares the following: cancellation policy, hotel
and ground information, where to send completed registration, and
chapter website Establish registration fees Work with conference
planning committee, including treasurer Determine rates for: AER
Members, Non-members, Students, Paraprofessionals, Etc. Discounts
Early-bird registration Multiple attendees from same organization
Speakers, vendors, special guests Consider cost of the conference
Determine what conference fees will cover meals, materials, rental
fees, cost of AV, etc 57
Slide 58
Registration: Before the Conference, contd. Registration Form
Method of Payment AER Central Office Online Registration System
Call Central Office for details Check Credit card Determine
deadline for cancellations Full or partial reimbursement? Design
accessible conference registration Blast/distribute registration
form along with conference brochure Post on website 58
Slide 59
Registration: Before the Conference, contd. Handling
Registrations: Establish a database to keep track of all
registrations Follow up on missing registration information Follow
up on incorrect payments Send confirmation notice Send checks and
registration summary to the treasurer weekly 59
Slide 60
Registration: Before the Conference, contd. Registration Desk:
Arrange for coverage at the registration desk Paid person(s)/Board
or Conference members/Volunteers Work with Materials Committee to
gather all materials for the registration packet Establish set-up
for registration table Provide separate check-in for AER Members,
Speakers, and Vendors Gather supplies pencils, paper, clips,
markers, scissors, etc. copier 60
Slide 61
Registration: During the Conference Registration Desk: Provide
registration packet to attendee Conference Program, At-a-Glance,
Evaluation forms, Conference receipt, Name tag, Meal tickets,
Special announcements, Professional development documents Register
walk-ins Gather extra registration packets and Braille copies of
registration materials Keep running count of meals Make sure
registration desk is covered at all times Answer questions Put out
fires Lost and Found Serve as central information 61
Slide 62
Registration: After the Conference Leave the area neat and tidy
Summarize and present registration data to the conference planning
committee AER Members Non-members Vendors Total revenue Send thank
you notes 62
Slide 63
Continuing Education Hours and Certification Credits 63
Slide 64
Continuing Education: Before the Conference ACVREP continuing
education hours If you plan to offer ACRVEP continuing education
hours, you must apply no later than 90 days before your conference.
Complete the single-event application Submit the fee ($175.00)
along with the completed application 64
Slide 65
Continuing Education: Before the Conference ACVREP, Contd.
Design the conference schedule to offer a reasonable number of
hours that attendees can earn Collect speaker and presentation
information needed for application via your proposal submission
form or your speaker summary form 65
Slide 66
Continuing Education: During the Conference ACVREP Use an
approved method of documenting and granting approval for attendance
and participation Provide participants with a verification of
attendance indicating the number of CE hours earned 66
Slide 67
Continuing Education: After the Conference ACVREP Complete and
submit materials to be submitted to ACVREP 67
Slide 68
Continuing Education: State Renewal Processes Determine your
respective states process for certification or licensure renewal
for teachers and for rehabilitation professionals Make necessary
arrangements to comply with these regulations Announce the
availability of renewal hours 68
Slide 69
Accessibility and Accommodations 69
Slide 70
Accessibility and Accommodations AER should be a role model in
accessibility! The AER Accessibility Committee compiled an
accessibility guide in 2012. It covers: Site Hotel Way finding and
orientation Proposal submission Registration and check-in Program
materials Presentations Presenter handouts 70
Slide 71
Accessibility and Accommodations The AER Accessibility Guide
with checklists is available on the website. Share with your
conference committee members that cover each area to ensure a
conference that is wonderfully accessible! 71
Slide 72
Accessibility and Accommodations: Before the Conference Things
to consider while working on accessibility issues: Select a hotel
with an easy to navigate floor plan Set up contracts with
interpreters early! Ask DOE if they will pay interpreters as part
of teacher training. If the conference site doesnt have braille and
large print menus, floor plans, fire escape directions and guest
services, offer to do this as a negotiating chip Work with the
hotel staff to not only offer a relief area, but make it easy to
access and use; include trashcans! Label the sessions in braille
and large print outside each room 72
Slide 73
Accessibility and Accommodations: Before the Conference Offer
to train staff in customer service regarding laws on service dogs,
serving guests, marking keys, etc. Make sure that special
activities planned are also accessible, not just conference
materials. Share accessibility checklists with presenters so they
understand which fonts to use, how to cover all material in
PowerPoint slides, and to include sounds when transitioning between
slides Have location on registration form to ask for reading medium
as well as mobility needs Make sure hotel meets ADA requirements as
well as is easy to navigate in wheelchairs (once tables are in
aisles, for instance) and not confusing layout Give program
committee numbers of people needing special media 73
Slide 74
Accessibility and Accommodations: During the Conference Have
O&M personnel on-site at beginning of conference as well as at
host table during conference for familiarization. Ask attendees to
arrange for a specific time beforehand, if possible. Have tactile
map of hotel layout Have a computer with translation software and
embosser available at the conference to make last-minute materials.
74
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Accessibility and Accommodations: After the Conference Write
thank-you notes to hotel, interpreters, DOE; whoever helped make
your conference the most accessible one ever! 75
Slide 76
A-V Needs and Arrangements 76
Slide 77
A-V Needs and Arrangements Typically includes equipment needed
for each breakout session i.e., microphones, LCD projectors,
screens AV needs MUST be budgeted for Can an agency help with this
and defer some of the cost? AV arrangements must be done BEFORE the
conference! 77
Slide 78
A-V: Before the Conference Find out if the hotel has an
in-house AV company or do they contract out the services Contact
the AV company and tell them who is the contact person for the
conference Meet with AV company IN PERSON, if at all possible Get a
price list of services and packages Decide what your chapter will
provide for the presenters 78
Slide 79
A-V: Before the Conference, contd. Ask what each presenter will
need on proposal form Remind your presenters to bring things that
are NOT provided, i.e., laptop, flashdrive Create a program
spreadsheet showing what room needs what equipment at what time
Dont forget to plan for your AV needs during the general session,
keynote, luncheon, awards banquet, etc. 79
Slide 80
A-V: During the Conference Meet with AV person and share your
spreadsheet Meet with team of volunteers prior to the first session
Review the spreadsheet each day Assign an AV monitor per breakout
session 80
Slide 81
A-V: After the Conference Discuss what worked and didnt work
with your subcommittee Pass on any pertinent information to next
years subcommittee Write thank you to the AV staff 81
Slide 82
Social and Hospitality 82
Slide 83
Social and Hospitality Why Have A Social Event? Fosters
networking Forms relationships You want them to say, It feels like
a family reunion! 83
Slide 84
Social and Hospitality, contd. Ideas for socials End of the Day
Caf Blues Club Dancing Entertainment Member Variety Show Game
Nights Fun Runs 84
Slide 85
Social and Hospitality: Before the Conference Form committee
Determine budget needs and scope of activity or activities Tie in
with conference theme, if there is one Ensure room(s) availability
Set up entertainment, games, food, beverages Recommend KISS: keep
it simple! Publicize See if vendors will assist or host a social
85
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Social and Hospitality: Before the Conference, contd. How to
Publicize Send out Blasts Include in conference Program Announce at
All General Sessions Make sure start and end times are clear!
86
Slide 87
Social and Hospitality: During the Conference Remind
participants of social or activities Set up room or activity Make
sure all guests know where food and drink are Implement any special
activities: games, silent auction, dancing, walk/run, etc. Clean up
87
Slide 88
Social and Hospitality: After the Conference Review
success/failure of activities and make recommendations for next
conference Pay bills Write than-you notes to any sponsors 88
Slide 89
Conference Materials 89
Slide 90
Materials: Before the Conference Think GREEN Determine the
format for conference program Establish timelines for when
materials/information are due Determine point person to design the
conference program and create master copy Make arrangements for
printing the program Determine quantity of each media requested
90
Slide 91
Materials: Before the Conference, contd. Determine organization
of conference materials - - folders, envelope, bag, on-line Order
folders, make name tags, meal tickets, announcements, evaluation
forms Send to printer Collate folders for attendees Assemble extra
folders for walk-in registrations Coordinate handouts and plan for
production Hard copy Disc copy Download through Chapter website
91
Slide 92
Materials: During the Conference Back-up plan for Braille
production requests that come in at the last minute. Consider
having the ability to produce Braille copies on site. Accessibility
kiosk cctv, computer with jaws 92
Slide 93
Materials: After the Conference Archive copies in various media
Review evaluations for suggested improvements 93
Slide 94
Awards or Recognition 94
Slide 95
Awards: Before the Conference Prepare and distribute Call for
Awards Nomination Define criteria for nomination Send reminder
announcement prior to deadline Identify Awards review team Confirm
the nominee meets the criteria for award ie: AER membership, etc.
Notify Award recipient and confirm attendance at the conference
Make arrangements for family members to attend Awards Ceremony
Order meals for family and friends attending 95
Slide 96
Awards: Before the Conference, contd. Order plaque/trophy/or
whatever form your award takes. Complete engraving. Plan Awards
ceremony Arrange for special presenters, if appropriate Power point
(gather pictures from colleagues/friends/family members) Recognize
past recipients in the conference program and the new recipient(s)
if possible 96
Slide 97
Awards: Before the Conference, contd. Order plaque/trophy/or
whatever form your award takes. Have engraving completed Plan
Awards ceremony Arrange for special presenters, if appropriate
Power point (gather pictures from colleagues/friends/family
members) Recognize past recipients in the conference program and
the new recipient(s) if possible (before going to press) 97
Slide 98
Awards: During the Conference VIP Welcome at Registration Desk
for Award Recipients Recognize past recipients During the
Welcome/General Membership/Other Display posters of this years
award recipient(s) 98
Slide 99
Awards: During the Conference, contd. If this is a surprise for
the honoree, make arrangements for family/friend participation and
assign someone to greet the special guests when they arrive Confirm
total number for meals, if appropriate with the registration chair
Awards committee or designee assumes emcee responsibility for the
Awards Ceremony 99
Slide 100
Awards: After the Conference Post recipients on chapter website
Submit article to AER Report Submit a local press release 100
Slide 101
Evaluations 101
Slide 102
Evaluations There are basically two types of evaluations Your
own evaluation ACVREP/State DOE/Rehabilitation 102
Slide 103
Evaluations: Before the Conference Review last years
evaluations. Did they give you the information you needed for this
year? If not, adjust. Make the evaluations simple and accessible
Include in program packet with clear instructions of when to do it
and where to put it 103
Slide 104
Evaluations: During the Conference ACVREP requires pre and post
session documentation of attendance Give stamps/stickers to
attendees at sessions Hosts call out a beginning session number and
an ending session number 104
Slide 105
Evaluations: After the Conference Give Certificate of
Attendance when people turn in their evaluations. Offer a drawing
for those forms turned in! Consolidate results, share with
committee and Board, make changes 105
Slide 106
Volunteers 106
Slide 107
Volunteers: Before the Conference Review options for volunteers
College students Board members Determine how volunteers will be
used Room proctors Registration desk Assist with special events
Silent auction 107
Slide 108
Volunteers: Before the Conference, contd. Extend formal
invitation Outline expectations and compensations Make hotel
arrangements for volunteers 108
Slide 109
Volunteers: During the Conference Meet with volunteers each day
to outline the day and events Monitor volunteers and be available
to answer questions 109
Slide 110
Volunteers: After the Conference Write thank you letters
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