2006 Executive Council Input Director of Conferences Submitted by Jon Derickson, PE, CSP July 30-31, 2006 Marriott Hotel Albuquerque, New Mexico, U.S.A.

2006 Executive Council Input

Director of Conferences

Submitted by Jon Derickson, PE, CSP

July 30-31, 2006

Marriott Hotel

Albuquerque, New Mexico, U.S.A.

August 2006 2

Director of Conferences

• ResponsibilitiesResponsibilities of the Director of Conferences and Symposia are to:   

• Develop and maintain a guide for conducting Society conferences / symposia. This document will include minimum Society expectations, helpful hints and suggestions, lessons learned and will be updated periodically to reflect Society expectations and accommodate conference demographics;

• Maintain historical records of past conferences/symposia, including financial records, hotel counts, award recipients, hotel points of contact, conference/symposia points of contact, etc.;

• Assist in the management of conferences/symposia as required; For the annual International System Safety Conference (ISSC): 

• Prepare and maintain a 3-5 year plan for conference sites; • Provide guidance to each conference committee; • Monitor the progress of the conference committee; • Conduct a post conference financial audit; • Seek opportunities for cooperation with other complementary organizations for joint

conferences or representation at their conferences (e.g., with the NSC). For other conferences and symposia:

• Encourage and assist Chapters and regions (through Regional VPs) to sponsor mini-conferences and symposia in their geographical areas on topics of specific interest;

• Arrange Society support, as necessary, for such conferences/symposia; • Arrange contractual agreements with sponsors for use of the Society’s name and

support.

August 2006 3

Director of Conferences

• Summary of FY06August 2005 San Diego Conference concluded closed books

– Net proceeds to National = $81,132.80 – Proceeds to Sierra High Chapter = $14,712.20 – Completing final financial report

June-July 2006 Looked at sites for 2008 Conference– Conduct site visits in Vancouver BC and

Whistler– Preparing proposal for 2008 Conference

On Going – Albuquerque 2006 – Working with Baltimore 2007 – Looking at sites for 2008 (Vancouver BC or

Whistler) – Doing initial search for 2009 (Louisville?)

August 2006 4

• Plans for FY07– Select site and get proposal in for 2008– Work with Baltimore team for 2007 Conf– Update Conference Planning Guide– Develop conference planning template and tools to

make conferences more “turnkey”• Statistics• Auto generated reports• Common tools

– Establish OVP’s to improve continuity of conference services and to provide better service to conference planning team

Director of Conferences

August 2006 5

• Discussion Topics– Have had some trouble with conference teams turning

in financial reports and closing out books• Propose limits on time durations for financial reports

- After 6 months – forfeit 25% of proceeds- After 9 months – forfeit 50% of proceeds

- After 1 Year – forfeit all proceeds

– Current conference Splits with Chapters• 50% of the first $5,000

• 10% of profit 5,000 to 75,000

• 25% of profit above 75,000

???? How much Profit does the Society Expect from Conferences ????

As the profit requirements go up – do we need to adjust the conference splits?

Director of Conferences

August 2006 6

Director of Conferences

• Addition of Services– Would like to improve quality of service to conference

planning teams by adding several OVP positions reporting to the Director of Conferences

• Propose adding 5 OVP’s reporting to director of conferences– OVP of Registration and Finances

– OVP of Sponsors, Exhibitors and Speakers

– OVP of Facilities and Guest Services

– OVP of Technical Program and Tutorials

– OVP of Publicity, Media, and Web Services

• Would like these OVP’s to hold 4 year terms that span director of conference terms (change mid-term for director of conferences)

August 2006 7

Director of Conferences

• Objectives– Provide better quality of service to the conference planning

teams by providing templates, lessons learned, tools, processes and other support to conference planning teams

– Further expand and develop conference services by providing continuity between conferences

– Make conferences more turn key for conference planning teams

August 2006 8

Director of Conferences

• Draft Roles and Resp – OVP Registration & Finances– Work with conference treasurer to develop budgets, audit financial

transactions, gather financial lessons learned– Work with conference teams to establish conference rates– Develop tools to aid registration and financial book keeping– Work with Cathy to ensure maintenance of financial and registration

records – Work directly with Registration and Finance counterparts on

conference planning teams to provide lessons learned, address any issues, and answer questions that come up

– Update Registration and Finances sections of the conference planning guide

– Help develop and expand registration and financial services to the conference planning teams

August 2006 9

Director of Conferences

• Draft R&R – OVP Sponsors, Exhibitors and Speakers– Work with conference team to address matters related to Sponsors,

Exhibitors, and speakers, gather and disseminate lessons learned– Develop templates and tools to aid in working with exhibitors and

sponsors– Update sponsors, exhibitors, and speakers sections of the conference

planning guide– Help develop and further expand “Rolodex of potential speakers”,

advertising and identifying sponsors and exhibitors – Provide vision and leadership for the expansion of sponsors,

exhibitors, and speakers

August 2006 10

Director of Conferences

• Draft R&R – OVP Facilities and Guest Services– Work with conference team to address matters related to facilities and

guest services, gather and disseminate lessons learned, be available to answer questions to conference team related to facilities and guest services

– Develop templates and tools to aid in working with facilities layout– Responsible for making arrangements and maintaining inventory of

conference equipment that is purchases by the society– Help develop and further expand “Rolodex of potential speakers”,

advertising and identifying sponsors and exhibitors – Maintain statistics and metrics regarding facilities and guest services– Provide vision and leadership for the expansion of facilities and guest

services

August 2006 11

Director of Conferences

• Draft R&R – OVP Technical Programs– Work with conference team to address matters related to technical

programs, gather and disseminate lessons learned, be available to answer questions to conference team related to technical programs (papers, tutorials, and panels)

– Develop templates and tools (website services for paper submittals) to aid in working with technical programs, processes for selecting papers

– Update technical section of conference planning guide– Maintain statistics and metrics regarding technical programs– Provide vision and leadership for the expansion of technical program

services

August 2006 12

Director of Conferences

• Draft R&R – OVP Publicity, Media, and Web Services– Work with conference team to address matters related for conference

publicity, media, and web services, gather and disseminate lessons learned, be available to answer questions to conference team related to publicity, media, and web services

– Develop templates and tools for publicity, media, and web services (particularly for providing assistance in setting up conference websites)

– Update publicity, media, and web services sections of the conference planning guide

– Maintain statistics and metrics regarding publicity, media, and web services to provide feedback on what works and what doesn’t

– Provide vision and leadership for the increase in publicity and attendance at our conferences