2015 MMA Conference Teams - michiganmuseums.orgmichiganmuseums.org/Resources/Documents/2015... · Mailer, Spons Brochure) •Social Media, emails Program Team (Brad Taylor ) ... (Lisa)

Project Manager

(Lisa Craig Brisson)

MMA Board

(Claire Johnston)

•Authorize

•Define Scope

• Set Objectives

•Approve Changes

Events and Tours

Team

( )

• Evening Events

• Pre-conference?

Revenue Team

(Nancy Bryk)

• Sponsorships

•Vendors

•Ads

Communications Team

( )

•Website

• Print items (Call for Props, Mailer, Spons Brochure)

• Social Media, emails

Program Team

(Brad Taylor )

• Sessions

• Speakers

• Tours

• Pre-conference?

Operations

(Lisa)

•Contracts

•Hotel/Conference Center

•Meals

•Registration

Engagement

( )

•Roll Call

•Affinity Activity

2015 MMA Conference Teams

Quest for

Excellence

Awards?

Silent

Auction

Team Characteristics

Preferred team size is 3-5 people, with no more than seven.

Teams will include individuals from the local conference community if at all

possible, as well as people who have worked on team tasks for previsous

conferences, who will likey be involved in future conference, and MMA members

who have an applicable skill set for the tasks.

Each team will have one designated leader who serves as the primary contact for

communication, as well as responsibility for completing tasks and meeting

deadlines.

Teams can meet in person or via conference call at their discretion, but should make

every effort to include all members of the team. MMA has no funds designated to

support team meetings.

The MMA Board has requested monthly team reports. We will work to set up an

easy and consistent reporting process.

MMA Board Responsibility:

General oversight of conference. Tasks and Deadlines:

Authorize conference August 14, 2014

Set objectives August 14, 2014

Approve project scope (budget) December 12, 2014

Approve changes Through October 2, 2014

Evaluate conference December 11, 2014 Notes:

The board may request approval of theme and keynote/plenary after reviewing report at December meeting.

Program Team

Responsibility:

Content of the conference sessions and speakers

Tasks and Deadlines

Select Theme December 1, 2014

Review budget for allocation amounts January 1, 2015

Issue Call for Session Proposals January 19, 2015

Select Keynote/Plenary February 1, 2015

Select Thursday tour venues March 1, 2015

Determine Pre-conference workshops March 1, 2015

Confirm Keynote/Plenary April 1, 2015

Select Sessions April 1, 2015

Confirm tour venues and logistics May 1. 2015

Confirm Sessions May 1, 2015

Confirm Pre-conference workshops May 1, 2015

Manage Pre-conference workshops Through September 30, 2015

Manage Keynote/Plenary Speakers Through October 2, 2015

Manage tours Through October 2, 2015

Manage Presenters Through October 2, 2015

Evaluate Keynote October 31, 2015

Evaluate Sessions October 31, 2015

Evaluate tours October 31, 2015

Notes

Board may request approval of theme and keynote/plenary after reviewing December

report.

Tour expenses to MMA must be within budgeted amount. Changes to the overall budget

must be approved by the MMA Board.

May select Keynote and Plenary or just Keynote, but speakers expense must be within

budgeted amount for this category.

Pre-conference activities have had mixed success in the past. Pre-conference workshops

are not required, and if offered need to be stand alone in terms of expense and registration,

as well as be simple to manage.

Previous Call for Session Proposals has been the end of February with an early March

meeting to select sessions.

Selecting sessions is best done at an in-person meeting.

The conference budget includes some funds for transportation to Thursday afternoon tour

locations, but no other expenses.

Event and tour confirmation includes cost and an engaging written descriptions

Confirming speakers and sessions includes cost (for speakers only) and final written

description of session.

Managing speakers and presenters includes confirming written descriptions (Including all

involved) by the deadline, and communicating registration requirements and processes and

technology availability, arranging for any special session needs, and answering questions as

the conference approaches.

Speaker and session evaluation can include surveys but will be integrated with the overall

conference evaluation processes.

Event Team

Responsibility:

Evening events including receptions and/or dinners as well as pre-conference (if

applicable).

Tasks and Deadlines:

Review budget for allocation amounts January 1, 2015

Select evening event venues February 1, 2015

Determine pre-conference tours March 15, 2015

Confirm evening event venues April 1, 2015

Manage events Through October 2, 2015

Evaluate events October 31, 2015

Notes:

MMA expects evening event hosts to be generous to conference participants by covering as

much of the expense as possible.

Event costs to MMA must be within budgeted amount. Changes to the overall budget must

be approved by the MMA Board.

Receptions are recommended for evening events, with the exception of the Quest for

Excellence Awards.

When providing food, especially a meal, every effort should be made to accommodate a

variety of needs. Complex food ordering processes (via registration) are not available.

The status of the Quest for Excellence Awards is under discussion. The team for this, if

there is one, may request a lunch or dinner option. Please keep this in mind when selecting

the Friday evening venue, as this would likely be the night a Quest for Excellence Dinner

would be. A decision about this will be made by the end of January at the latest.

Event and tour confirmation includes cost and an engaging written descriptions

Lisa will sign contracts and approve dinner menus, if applicable.

Managing events and tours includes confirming written descriptions by the deadline,

communicating registration needs, and handling last minute details as needed.

Pre-conference activities have had mixed success in the past. Pre-conference tours are not

required, and if offered need to be stand alone in terms of expense and registration, as well

as be simple to manage.

Tour evaluation can include surveys but will be integrated with the overall conference

evaluation processes.

Communications Team

Responsibility:

Communications to MMA Members and the general public about the conference using a

variety of formats

Tasks and Deadlines:

Review budget for allocation amounts January 1, 2015

Design conference graphic identity (GI) January 1, 2015

Review GI application to call for proposals January 10, 2015

Review GI application to sponsorship info January 31, 2015

Design conference email communication strategy February 15, 2012

Determine website content and organization March 1, 2015

Review GI application to mailer June 1, 2015

Review GI application to registration form June 15, 2105

Review GI application to conference program August 1, 2-15

Conduct social media campaign Through October 2

Evaluate conference communications October 31, 2015

Notes:

The conference graphic identity should include a logo and a page background

format, at the least, and relate to the theme or conference location.

Website changes can be made by Lisa or a designated member of the team. All

content for the final printed program will be posted to the website as soon as it is

finalized. See other team deadlines for when that is likely to happen.

The content and general layout of the sponsorship info, mailer, registrant form, and

possibly the program will be done by Lisa and or members of other teams. The

communications team will have final review.

Emails will be sent via Mail Chimp and the conference event system by Lisa. These

can be scheduled well in advance.

The social media campaign can be divided amongst multiple people, once a strategy

has been agreed upon.

Communications evaluation can include surveys but will be integrated with the overall

conference evaluation processes.

Revenue Team

Responsibility:

Non-registration for the conference including, but not limited to, sponsorships, vendors and

advertisers.

Tasks and Deadlines:

Contact previous sponsors for 2015 support December 15, 2014

Review budget for revenue goals January 1, 2015

Design sponsorship campaign January 15, 2015

Solicit new sponsor list February 1, 2015

Contact potential new sponsors March 1, 2015

Contact previous and potential vendors April 1, 2015

Contact previous and potential advertisers May 1, 2015

Manage sponsors, vendors, and advertisers Through October 2, 2015

Thank sponsors, vendors, and advertisers October 31, 2015

Evaluate revenue program October 31, 2015

Notes:

MMA has a core group of sponsors who participate every year. They should be

willing to commit by December 15.

We have had no new sponsors for the past several years, but have been working to

build new relationships. Starting early will result in increased new sponsorships.

The conference objectives state that revenues will cover at least 15% of budgeted

conference expenses.

Conference revenue that exceeds the budgeted amount will allow MMA to do

additional activities in the next calendar year to support the Michigan museums

community.

The vendor day will be on Friday, October 2.

The space will allow for 8-10 vendors. We had four vendors in 2014 and expect

they will return in 2015. Indications are that we can fill our vendor spaces in 2015.

Engagement Team

Responsibility:

Engagement of conference participants that facilitates inclusion, making connections and

finding resources

Tasks and Deadlines:

Review past conference engagement efforts January 1, 2015

Research additional engagement strategies March 1, 2015

Propose any additions or changes for conference April 1, 2015

Confirm engagement activities May 1, 2015

Manage engagement activities Through October 2, 2015

Evaluate engagement activities October 31, 2015

Notes:

This is a new area of specific focus for the MMA conference. It is a great opportunity to

shape the conference!

We discussed, but did not have the capacity to include, two engagements strategies for the

2014 conference. A Roll Call at the opening session to identify the different organizations at

the conference, and an activity that would connect people within smaller affinity groups at

the conference, and potentially beyond.

Any changes to the general conference schedule need to be on the radar as early as possible.

Operations Team

Responsibility:

Ensure the overall operation of the conference runs smoothly including, but not limited to,

hotel and vendor contracts and payment, external and internal communication, registration,

and logistics.

Tasks and Deadlines:

Facilitate reporting by teams Ongoing through Oct, 31, 2015

Finalize costs for core conference expense November 20, 2014

Finalize hotel arrangements November 20, 2014

Establish teams December 1. 2014

Sign required contracts December 15, 2015

Distribute and collect Call for Proposals January 15, 2015

Create paper registration form June 1, 2015

Send Mailer June 15, 2015

Set up online registration June 15, 2015

Operate registration July 1, 2015 - September 16, 2015

Order supplies August 1, 2015

Print program September 1, 2015

Confirm participation in meals and events September 9

Print nametags September 28, 2-15

Prep and operate registration table September 28-October 2

Evaluate operations October 31. 2015

Notes:

Core conference expense includes conference facility rental, technology rental, breaks,

lunches, and other expenses not included in other budgets.

Paper registration must be one page.

Session preference may be included with conference registration.

Event and meal participation will be confirmed three weeks before conference.

Tote bags may or may not be part of the conference. If they are, it will be the responsibility

of this team or the revenue team.

Master Timeline

August 14, 2014

BOD: Authorize conference

BOD: Set objectives

Ongoing through Oct, 31, 2015

OT: Facilitate reporting by teams

November 20, 2014

OT: Finalize costs for core conference expense

OT: Finalize hotel arrangements

December 1, 2014

PT: Select Theme

OT: Establish teams

December 12, 2014

BOD: Approve project scope (budget)

December 15, 2014

RT: Contact previous sponsors for 2015 support

OT: Sign required contracts

Through October 2, 2015

BOD: Approve changes

January 1, 2015

PT: Review budget for allocation amounts

ETT: Review budget for allocation amounts

CT: Review budget for allocation amounts

CT: Design conference graphic identity (GI)

RT: Review budget for revenue goals

NT: Review past conference engagement efforts

January 10, 2015

CT: Review GI application to call for proposals

January 15, 2015

RT: Design sponsorship campaign January 15, 2015

OT: Distribute and collect Call for Proposals

January 19, 2015

PT: Issue Call for Session Proposals

January 31, 2015

CT: Review GI application to sponsorship info

February 1, 2015

PT: Select Keynote/Plenary

ETT: Select evening event venues

RT: Solicit new sponsor list

February 15, 2012

CT: Design conference email communication strategy

March 1, 2015

PT: Determine Pre-conference workshops

ETT: Select Thursday tour venues

CT: Determine website content and organization

RT: Contact potential new sponsors

NT: Research additional engagement strategies

March 15, 2015

ETT: Determine pre-conference tours

April 1, 2015

RT: Contact previous and potential vendors

ETT: Confirm evening event venues

PT: Confirm Keynote/Plenary

PT: Select Sessions

NT: Propose any additions or changes for conference

May 1, 2015

PT: Confirm Sessions

PT: Confirm Pre-conference workshops

ETT: Confirm tour venues and logistics

RT: Contact previous and potential advertisers

NT: Confirm engagement activities

Through October 2

CT: Conduct social media campaign

Through September 30, 2015

PT: Manage Pre-conference workshops

Through October 2, 2015

PT: Manage Keynote/Plenary Speakers

RT: Manage sponsors, vendors, and advertisers

June 1, 2015

CT: Review GI application to mailer

OT: Create paper registration form

June 15, 2105

CT: Review GI application to registration form

OT: Send Mailer

OT: Set up online registration

July 1, 2015 - September 16, 2015

OT: Operate registration

August 1, 2015

CT: Review GI application to conference program

OT: Order supplies

September 1, 2015

OT: Print program

September 9

OT: Confirm participation in meals and events

September 28, 2015

OT: Print nametags

September 28-October 2

OT: Prep and operate registration table

Through October 2, 2015

PT: Manage Presenters

ETT: Manage events and tours

NT: Manage engagement activities

October 31, 2015

PT: Evaluate Keynote

PT: Evaluate Sessions

ETT: Evaluate events and tours

CT: Evaluate conference communications

RT: Thank sponsors, vendors, and advertisers

RT: Evaluate revenue program

NT: Evaluate engagement activities

OT: Evaluate operations

December 11, 2015

BOD: Evaluate conference