15th Annual Government Procurement Conference Speaker Resources

Speaker Packet Government Procurement Conference 2011 Contents include information vital to speakers, facilitators and panelists at the Government Procurement

Conference 2011. Included are forms, directions, tips and checklists for a successful conference.

Government Procurement Conference April 2011

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Contents

ACTION ITEMS ................................................................................................................. 3

Important links ................................................................................................................ 3

Conference Contacts ......................................................................................................... 3

Conference Checklist ........................................................................................................ 4

Speaker Logistics ............................................................................................................. 5

Registration ..................................................................................................................... 5

Day-of ............................................................................................................................ 5

Conference Location: ........................................................................................................ 5

Hotel Registration ............................................................................................................ 5

Internet .......................................................................................................................... 5

Speaker Ready Room ....................................................................................................... 5

Dress Code & Weather ...................................................................................................... 5

About Your Role as Workshop Speaker ................................................................................ 6

About Your Role as Panelist ............................................................................................... 7

About your role as a Moderator .......................................................................................... 8

10 Tips For Ensuring A Successful Presentation .................................................................... 9

How You Can Help Us Market This Event ........................................................................... 10

Government Procurement Conference 2011 Speaker Requirements Form .............................. 11

Presentation Upload Instructions: ..................................................................................... 11

Government Procurement Conference 2011 Speaker Biography & Contact Information

Confirmation ................................................................................................................. 12

TMAC In-Kind Form ........................................................................................................ 13

Workshops & Descriptions ............................................................................................... 14

Speaker Invitation Text ................................................................................................... 14

Web Event Listing: ......................................................................................................... 14

First of all, we like to thank you for your participation as a speaker, facilitator or panelist at the

Government Procurement Conference 2011, on August 10th at the Arlington Convention Center from

8 a.m. to 4 p.m. We would like to provide you with some important information but we also have listed

required materials and due dates quickly approaching. The workshop

schedule and other important information is listed below, however you may

also visit: GPC-Texas.org.

ACTION ITEMS

Speaker Biography – due July 22, 2011

Audio/Visual & Information Technology Needs – due July 22, 2011

Conference Registration – due July 22, 2011

o Please note that workshop speakers are eligible for a complimentary Exhibitor Booth

Package. Contact Elizabeth Beck for details.

Upload Conference Presentation (electronic copy)– due July 29, 2011

In-Kind Form – due August 10, 2011

Important links

Speaker Logistics

Online Speaker Resources Page

Government Procurement Conference 2011 Website

Information about becoming a Conference Sponsor

Conference Contacts

If you have any questions about these materials, due dates or for additional information, please contact

any of the following individuals: (* items should be returned to Jennifer Wilson by the due date indicated)

Please note that the agenda is attached. For additional information, please visit our web page

at: http://gpc-texas.org or contact:

Elizabeth Beck Gary Harlin Deborreh Wallace Jennifer Wilson 817-272-5905 817-272-5978 817-272-5877 817-272-5909 [email protected] [email protected] [email protected] [email protected]

Conference Checklist

Please find below your checklist for your participation in our upcoming conference

A short biography in paragraph form (approx. 150 words), describing your professional

background and accomplishments. The biography will be included in the online conference materials and will be used by the session facilitator for introductory purposes. Please email your bio in Word format to [email protected].

Sample Biography JOHN M. DOE is a Partner at Smith, Smith & Smith, LLP in New York City. Mr.

Doe graduated, cum laude, from Hofstra University School of Law in 1983 and was admitted to the New York State Bar in 1985. Mr. Doe represents employers in collective agreement negotiations and arbitrations, preparation of employment

contracts, workers’ compensation and occupational health and safety matters. Much of his work focuses on helping employers prepare proactive policies to prevent sexual and racial harassment in the workplace. Mr. Doe has written and

lectured widely on all aspects of labor and employment law. He is an instructor on employment law at Fordham University. Mr. Doe is also a regular speaker and commentator at business seminars and conferences.

Audio Visual & Information Technology Needs Form.

At the end of this packet, please find the Audio Visual & Information Technology Needs Form. We

need this to know what A/V equipment and software technology you will need for your presentation at your session of the conference. Please complete and return to [email protected].

Conference Registration Visit www.gpc-texas.org to complete your registration for the 2011 Government Procurement Conference (if you have not done so already). Select „Attendee Type‟ as “Speaker” and continue the

registration process. If you are interested in an Exhibitor Booth Package, please contact Elizabeth Beck ([email protected]) directly.

Conference Presentation Presentations should be uploaded to our server using the following link:

https://mavspace.uta.edu/xythoswfs/webui/_xy-2979473_4-t_0vuOX8Me no later than July 29,

2011.

Marketing the Conference Thank you for supporting Cross Timbers Procurement Center and the University of Texas at Arlington by agreeing to share your expertise at the Government Procurement Conference, August 10, 2011 in

Arlington, Texas. Visit the Speaker Resource Page online or the Marketing section in this document to see how you can help us promote the Conference.

Handouts Please note that we are not able to make hard copies of any handouts for your session. After the conference has concluded, we will post all presentations at www.gpc-texas.org. Please send any

additional materials you would like posted online after the conference to Elizabeth Beck ([email protected])

Speaker Logistics

Registration

Register at http://www.gpc-texas.org

Day-of

Please arrive at the Arlington Convention Center at least 30 minutes prior to your presentation.

Upon your arrival, please be certain to check-in and pick up your name badge at the Speaker

Registration Desk, which will be located in the hallway outside of the meeting rooms. If you are

also an exhibitor / sponsor, please proceed to the Exhibit Hall for your name badge.

Conference Location:

Arlington Convention Center

1501 Convention Center Dr.

Arlington, Texas 76011

817-459-5000

Location Map Driving Directions

Hotel Registration (optional)

Sheraton Arlington Hotel Hilton Arlington Hotel

1500 Convention Center Drive 2401 East Lamar Boulevard

Arlington, Texas 76011 Arlington, Texas 76006

Tel: (817) 261-8200 Tel: (817) 640-3322

Internet

There is no wireless internet available in the convention center workshop area. Wireless internet is

available in the lobby for no fee.

Speaker Ready Room

If you need a room in which to prepare for your presentation, please see Government Procurement Center

staff at the Speaker Registration Desk. We are happy to accommodate your needs.

Dress Code & Weather

Generally, suggested dress is business casual.

In August, the average daily temperature in Arlington is 97° F. We recommend that you bring a light

jacket or sweater with you to the Arlington Convention Center as air conditioning will be set for maximum

room capacities.

About Your Role as Workshop Speaker

As a Workshop Speaker, you have agreed to take on a considerable responsibility, but one that we hope will bring significant benefit and opportunity to your organization as well. In addition to having your company promoted as an expert in your field in the conference brochure, the workshop itself presents a valuable chance for you to share your expertise in a very focused and

in-depth way with a group of highly targeted attendees. To help you prepare for your workshop, we have included some guidelines below:

Conference workshops are 1 hour in length.

It is important to keep in mind that attendees have selected your workshop based on the workshop description that appears in the promotional information and online for the conference. Please try to cover all the information that attendees are expecting to receive.

Workshops should be very focused, detailed and informative in order to provide added value

to the attendees. Workshops are also meant to be as hands-on and interactive as possible.

Attendees appreciate when workshop leaders are able to incorporate exercises, discussion, role-playing, case study work, etc. into their workshop.

At the beginning of a workshop may attendees like to quickly go around the room (this should take no more than about 7 minutes) and talk about what their organization does or what they hope to get out of the workshop. This information then allows you, as the workshop leader, to

tailor the workshop to the specific needs of those attendees, and also lets attendees get a sense of where their organizations stand vis á vis the others.

POWERPOINT PRESENTATION FORMAT

Title should be 40 pt.; Bullet points should be a minimum of 32 pt. for readability in the

conference room. Maximum four points per page only. A laptop will be provided on-site for you to use during their presentations. A PowerPoint

template has been provided. Please note that internet access is not available in the workshops. Plan accordingly.

About Your Role as Panelist

Panel discussions can be a highlight of any conference program, but only if they are properly planned. Please find below some guidelines and suggestions for ensuring a successful panel. There are two different ways to organize a panel: one is more presentation-oriented, the other more discussion-

focused. With a presentation-oriented panel, each panelist is given about 10 minutes to do an individual presentation, followed by a discussion amongst the panelist led by the moderator, and finally, questions from the floor.

Alternatively, in a discussion-focused panel, the moderator would lead off the panel by putting questions directly to each of the

panelists. In this case, the questions would be pre-determined and provided to the panelists in advance so they have the opportunity to think about them. The panelists and moderator should discuss

these two options and decide amongst themselves which option would work best.

The role of the panel moderator is key. We are currently in the process of assigning moderators for each workshop session. The moderator will ensure that the panel is organized in advance and

that panelists are well prepared. On the day of the conference, the moderator will act as the time guardian, ensuring that all panelists have a fair amount of time to speak. And, in the case that questions are not immediately forthcoming from the attendees, it is important for the panel

moderator to have some questions ready for the panel. It is extremely valuable if the panel moderator and panelists can coordinate their panel session prior

to the conference. This will ensure that all the topics listed under your panel in the conference brochure are covered, while avoiding any overlap. If you would like assistance in coordinating a pre-conference meeting or conference call, we can assist you in setting one up.

No matter which format your panel takes, it is essential for panelists to be aware of exactly how much time each has to present. Obviously, it is impossible to fit a full presentation into 10 minutes,

so you will have to choose carefully the points you want to cover.

Presentations are required no later than July 29, 2011.

About your role as a Moderator

The role of the Moderator is to serve as an Ambassador for the Government Procurement

Conference and to facilitate a well-organized learning session for the speaker(s) and

participants.

Responsibilities include:

Arrive at the session 30 minutes early

Meet the speaker and assist with any special needs for the presentation

Check set-up for water for speakers

Check to be sure equipment for the presentation is operational

Distribute evaluation forms to participants upon entry

Begin the session on time with a call to order, instructions for filling out the evaluation forms,

and use highlights from the Bio to introduce the first speaker

Monitor time allocated for first speaker; provide 10- and 5-minute time checks (if there are

multiple speakers)

Assist speakers with equipment, audience questions, etc.

Prepare room for next workshop (e.g. Switch outside posters, tidy up & refresh speaker water)

Collect evaluation sheets as people leave the session. Tabulate and input the data to an excel

spreadsheet (to be provided at a later time). Capture all comments from the evaluations –

THIS IS IMPORTANT! Return completed spreadsheet to Deborreh Wallace by Wednesday,

August 17, via email at [email protected].

Agenda of Workshops:

Welcome & Introduction of Speaker(s) – 4 Minutes

Speaker Presentation – 20 - 30 Minutes

Question and Answer – 5-8 Minutes

Thanks & Collect evaluations – 3 Minutes

Contact for Technical Problems:

Mei-hwa Huang 972.742.0499

All other matters:

Deborreh Wallace 817.247.8331

10 Tips For Ensuring A Successful Presentation

1. Ensure that your presentation addresses the items addressed in the workshop description. This is what attendees are expecting to hear about and is the basis on which they registered for the

conference and selected your session. 2. Review the conference brochure for potential overlap with your topic. If overlap is a concern,

please contact the relevant speakers (see attached speakers‟ list) or Gary Harlin to discuss. 3. Focus on the “how,” not the “what.” Attendees tell us the most value receiving practical, “how to”

information that they can apply immediately within their own organizations. 4. Limit the amount of time you spend giving background on (you or) your company and its

products/services (one or two slides at most). This leaves more time to address the main focus on your talk.

5. Do not read from your paper. 6. Leave at least 5 minutes at the end of your presentation for Q&A.

7. Create PowerPoint slides that are easy to read. Ensure that your font size is 32 pt., that there are a maximum of 4 bullets per page only and that your color presentation will be readable from the

back of the room. 8. Attendees expect to hear from the speaker who is listed in the conference materials. Please make

every effort to ensure that you are the one delivering your talk. When this is absolutely not possible, we rely on you to find a suitable replacement.

9. Ensure that you are thoroughly familiar with how to run your computer presentation. Please submit all presentations by July 29, 2011. The conference will run more smoothly if we have all PowerPoint presentations prior to the conference. We will save all presentations on our laptop.

10. Please bring a copy of your presentation on a CD or flash drive as a backup.

How You Can Help Us Market This Event

We are already engaged in marketing the conference with a multimedia effort that includes printed postcards, emails, media activity, direct calls and the web A successful conference is always mutually beneficial therefore; we want to provide you with marketing resources that you might use to highlight your participation so that your customers,

vendors, prospects, and peers are aware of your significant contribution. We have found in the past that personal outreach from our speakers to the marketplace is acutely

instrumental in building a successful event. We encourage you to consider promoting your role in helping to make this conference a great success.

Ways you can get more involved:

Email & Web: The event website is http://www.gpc-texas.org or you may include this web link

in emails to colleagues or clients.

Our website is constantly updated to reflect any changes and we also have social networking

functionality so you can add event details to your Facebook, LinkedIn, Twitter (or other) profile. When commenting about the Government Procurement Conference on Twitter, use #hashtag #gpcdfw.

Blogging: Do you have a blog? Why not do a special post about the Government Procurement

Conference? No blog? Why not consider guest posting for our blog? Contact Jennifer Wilson for

details

Do you have a contact list? If so, we have provided email text for a personal invitation from

you or we can undertake a one-time e-mailing on your behalf. We guarantee not to use the information you provide beyond a one-time usage.

Do you have a website? Why not link your website to ours? This year, we have conference logos / badges to include on your website or in your email signature. You could post a link to

the conference, use your intranet to spread the word or even detail your entire presentation on your own site!

Government Procurement Conference 2011 Speaker Requirements Form

Print Workshop Name: _______________________________________________________

Print Speaker Name: ________________________________________________________ Audio/Visual Requirements:

The room will be set in classroom style and will contain:

(1) Screen

(1) Projector

(1) Laptop computer

If you have additional AV requirements, please list them below.

Please Specify: ________________________________________________________________________ (Audio/Visual Equipment requests MUST be received by July 22nd)

Information Technology:

What kind of application/video software (Corel, Microsoft) do you need for your presentation?

__________________________________________________________________________________________________

____________________________________________________________________________________________

Do you need any movie/video software (Apple QuickTime/Windows Media Player)? Yes No

If yes, please indicate below:

________________________________________________________________________

________________________________________________________________________

Presentation Upload Instructions:

Using https://mavspace.uta.edu/xythoswfs/webui/_xy-2979473_4-t_0vuOX8Me upload your

presentation file(s) by Friday, July 29.

Each file uploaded to this folder should use the following format:

LastName.WorkshopTitle.Time Waldrop.GovernmentContracting101.9am

Ex: Government Contracting 101

Presenter: Chuck Waldrop Time: 9:00 a.m.

Following this format will prevent your file from being overwritten by other files having the

same name as the folder is shared with other contributors (presenter).

*Don‟t forget to bring a backup copy of your presentation on a CD or Flash Drive.

Return via Fax to: 817.272.5977 ATTN: Jennifer Wilson or email: [email protected]

Government Procurement Conference 2011 Speaker Biography

& Contact Information Confirmation

Contact Info:

Name: __________________________________________________________

Title: ___________________________________________________________ Organization: _____________________________________________________

Phone Number: ___________________________________________________ Email Address: ____________________________________________________

Workshop Title:

_______________________________________________________________ Please refer to the workshop page for title info

Biography Information (for introduction purposes)

Please provide us with a one-paragraph (approx 150 words) biographical sketch. Include your present position and responsibilities, significant prior employment,

noteworthy accomplishments or publications, significant memberships, institutions attended and degrees awarded. Please print or type.

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

I‟m a returning speaker

I‟d like to provide a quote for marketing purposes about the value of the Government Procurement Conference

_______________________________________________________________

_______________________________________________________________

_______________________________________________________________

Please return by July 22, 2011.

Return via fax 817.272.5977 ATTN: Jennifer Wilson or [email protected]

TMAC In-Kind Form

Texas Manufacturing Assistance Center Non-Cash Contribution Form

Description of Contribution

Government Procurement Conference 2011

Date of Contribution

DONATED TIME (Number of hours and value of time

contributed to the TMAC program) Description Hours Amount $

Preparation time

Travel time

Event/activity time

SUBTOTAL

TRAVEL (Value of travel expenses contributed)

Description Amount $

Air Travel

Lodging

Meals

Car rental

Taxi

Parking fees

Personal vehicle:

cost per mile .50 total mileage

SUBTOTAL $

MATERIALS (Type and value of materials contributed, e.g.

software, supplies, freight/postage, printing, giveaways etc.) Description (specify) Amount $

SUBTOTAL $

PROPERTY & OTHER (Fair market value of items

contributed, e.g. equipment, facility rent, furnishings, registrations, etc.)

Description Amount $

Equipment

Facility rent

Furnishings

Exhibit space

Registration fees Other -

SUBTOTAL $

TOTAL VALUE OF CONTRIBUTIONS

TOTAL $

REQUIRED INFORMATION

Organization/Company

‘’

Contributor’s name (print)

Contributor's phone & fax Fax:

Contributor's e-mail

To the best of my knowledge, this is the actual cost or fair market value of the goods and services donated to TMAC.

Contributor's signature:

For TMAC Regional Office use only:

TMAC Region

Metroplex

BENEFIT TO TMAC – specify Operating Plan Goal and Action Item at right

The costs reflected above appear reasonable and contribute to

Signature of Regional Director:

IMPORTANT NOTE: This information subject to audit by sponsoring federal agency and TMAC program administration.

Revised 08/30/07

Workshops & Descriptions

Workshop descriptions, schedule and room assignments can be found online.

Speaker Invitation Text

Promotional E-mail Message:

[Subject]: (SPEAKER FIRST AND LAST NAME) Shares Expertise at UT Arlington‟s Government Procurement

Conference

[Body]

Dear <firstname>,

Join (insert SPEAKER NAME) at UT Arlington‟s Government Procurement Conference

Join me in Arlington, Texas at the Government Procurement Conference, August 10, as I present (Insert

SESSION TITLE). Visit http://www.gpc-texas.org to view a description of my session along with more than

20 other sessions offered at this one-day conference. The Government Procurement Conference is a can‟t-

miss opportunity to capitalize on the opportunity to meet with Local, State and Federal representatives

involved in purchasing, construction and professional services.

Hear prominent keynote speakers, include Margot Dorfman

Register today for the 2011 Government Procurement Conference!

Web Event Listing:

Add this event listing to your company‟s Web site to promote your presence at the Government

Procurement Conference.

Government Procurement Conference [http://gpc-texas.org]

August 10, 2011

Arlington Convention Center

Arlington, Texas

{Or use banner}

Join me at the 2011 Government Procurement Conference