1993 PLANNING

Committee: 1995 National ConferenceChairperson: LeRoy Washington

Mission

To have the most successful conference ever held in Black Data Processing Associates twenty year history.

To offer the most comprehensive technical workshops and seminars ever held at a National Black Data Processing Associates Conference.

To have National Black Data Processing Associates gain greater recognition within Corporate America as a major force in shaping the future of Information Technology professionals.

To provide diverse social and cultural workshops-experiences that will impact "Work Force 2000" in 1995.

To ensure that all attendees are exposed to the Greater Philadelphia Area from a Historical and Cultural Perspective.

To include other Non-Profit Organization as a part of our conference affairs.

Objectives

The 1995 Conference will educate, entertain, motivate, and stimulate all attendees, all supporters, and the community at large.

Additionally, the conference will promote NBDPA as well as the local chapter.

Finally, the 1995 Conference will highlight our National Student Computer Competition Program.

Major Responsibilities

The BDPA National Conference Program Chairperson becomes a part of the National Board of Directors while serving in this capacity. NCPC reports directly to the National Conference General Chairman (Liaison).

1. Narrow Conference Hotel selection making recommendation on top three sites.

2. Prepare tentative Conference Budget.

3. Select Local Conference Committee Team Leaders.

4. Find Opening Speakers for initial general sessions.

5. Provide overall leadership to Conference Committees locally.

a) Call status meetings with all committees. b) Secure progress reports weekly from team leaders.

6. Locate and secure commitment of computers for registration and computer competition.

7. Require, at a minimum, monthly written reports from team leaders. Maintain bi-weekly communication.

8. Secure corporate support to underwrite printing of proceedings, banquet costs, hospitality receptions, awards for and transportation of student competition, kits etc.

9. Secure Speaker for Banquet and Prayer Breakfast.

1993 Strategic Plan - First Quarter Activities:

During the first quarter of 1993, the Conference Planning Committee will develop a Conference Management Plan (CMP) which will define the conference scope, objective, mission

and a detailed task list with deadlines for completion of all conference tasks.

A. Event Objectives and Work Schedule

1. Strategic Planning Committee - set overall objectives

2. Coordinate with appropriate committees 3. Establish basic timeline with deadlines for critical

functions

B. The Conference Strategic Planning Committee:

* Chairperson, LeRoy Washington

* Steering Committee - Co-Chairperson Howard James - Treasurer Mary Anne Lowery - Conference Advisors Priscilla Brown - Corporate Advisory Council ________ Representative

* Six Team Leaders - Logistics _______________ - Corporate Relations Toki Keyejo - Communications James McQueen - Development Lorraine

Mitchell - Youth Programs Cecelia Spivey - Special Events Karen James

First Quarter - Activities

Phone Calls The budgeted $50.00 per quarter is a minimum.

Local Chapter Mailing

The purpose here is to have an official conference bulletin mailed to each local member regarding the 1995 Conference.

The associated cost:

Approved $25.00 Budgeted $76.00

The mailings would occur at the end of each quarter. The intent is to encourage local chapter participation on

the conference team as well as prepping each member for full conference registration in 1995. Currently, less than one third of our paid members are attending monthly program meetings. I submit that the monthly mailings are not enough.

Miscellaneous Expense

The purpose here is to make allowance for additional cost that will surely be incurred.

Approved $50.00 per quarter. Budgeted $50.00 per quarter.

1993 Strategic Plan - Second Quarter - Activities

Phone Calls The budgeted $50.00 per quarter is a minimum.

Local Chapter Mailing

The purpose here is to have an official conference bulletin mailed to each local member regarding the 1995 Conference.

The associated cost:

Approved $25.00 Budgeted $76.00

The mailings would occur at the end of each quarter. The intent is to encourage local chapter participation on

the conference team as well as prepping each member for full conference registration in 1995. Currently, less than one third of our paid members are attending monthly program meetings. I submit that the monthly mailings are not enough.

Miscellaneous Expense

The purpose here is to make allowance for additional cost that will surely be incurred.

Approved $50.00 per quarter. Budgeted $50.00 per quarter.

Second - Quarter Activities:

During the second quarter of 1993, the Conference Planning Committee will finalize Financial Management Plan (FMP) which

will define the conference accounts and line items.

A. Financial Management

1. Develop a comprehensive budget for local and national approval

2. Provide monthly financial statements, actual vs. budget

3. Establish necessary accounts and authorizations in conference name. 4. Review all invoices against contracts and services

provided 5. Verify and code all bills to the appropriate line

item 6. Present final financial report

B. Promotion 1. Identify the markets for potential attendees and

methods for attracting them. 2. Accumulate the appropriate mailing lists

Conference Letterhead Paper Printed

The 1995 Conference Theme will be presented to national at the February Board Meeting in Houston, Texas. We would like a decision at the time. If that is not the case, I would expect that the theme would be confirmed during the second quarter of 1993. Upon approval, we will print 500 copies. The cost:

500 * .10 = $50.00

Corporate Mailings

The Corporate Mailing will allow us to establish communication with 100 major corporation per year in the Delaware Valley Area. We seek to Identify and notify potential Corporate Supporters. Mailings will be continued on a quarterly basis. The cost associated with these mailings are:

A. One Flyer

100 * .05 = $05.00 100 * .29 = $29.00 Total $34.00 per quarter

Black Expos Copies

The purpose here is to get major exposure to the local community. Needless to say, this will present a great opportunity to publicize the 1995 Conference. We are expecting to print at a minimum of 4000 copies of paper at .05 cents per copy. The cost incurred is $200.00

1993 Strategic Plan - Third - Quarter Activities:

Phone Calls The budgeted $50.00 per quarter is a minimum.

Local Chapter Mailing

The purpose here is to have an official conference bulletin mailed to each local member regarding the 1995 Conference.

The associated cost:

Approved $25.00 Budgeted $76.00

The mailings would occur at the end of each quarter. The intent is to encourage local chapter participation on

the conference team as well as prepping each member for full conference registration in 1995. Currently, less than one third of our paid members are attending monthly program meetings. I submit that the monthly mailings are not enough.

Miscellaneous Expense

The purpose here is to make allowance for additional cost that will surely be incurred.

Approved $50.00 per quarter. Budgeted $50.00 per quarter.

Corporate Mailings

The Corporate Mailing will allow us to establish communication with 100 major corporation per year in the Delaware Valley Area. We seek to Identify and notify potential Corporate Supporters. Mailings will be continued

on a quarterly basis. The cost associated with these mailings are:

A. One Flyer

100 * .05 = $05.00 100 * .29 = $29.00 Total $34.00 per quarter

1993 Strategic Plan - Fourth Quarter - Activities

Phone Calls The budgeted $50.00 per quarter is a minimum.

Local Chapter Mailing

The purpose here is to have an official conference bulletin mailed to each local member regarding the 1995 Conference.

The associated cost:

Approved $25.00 Budgeted $76.00

The mailings would occur at the end of each quarter. The intent is to encourage local chapter participation on

the conference team as well as prepping each member for full conference registration in 1995. Currently, less than one third of our paid members are attending monthly program meetings. I submit that the monthly mailings are not enough.

Miscellaneous Expense

The purpose here is to make allowance for additional cost that will surely be incurred.

Approved $50.00 per quarter. Budgeted $50.00 per quarter.

Exhibit - Career Fair - Entrepreneur Management

During the fourth quarter of 1993, the Conference Planning Committee will develop a marketing mix for potential exhibitors.

A. Marketing

1. Identify exhibit market and compile prospect list B. Design and Production

1. Create floor plan diagram 2. Design exhibit prospectus