IDSA Leadership Training 2010 Event Planning Series Part 1

Overview & Foundation

Event Series: What to Expect

• Part 1- Overview & Foundation: September 15th, 2010

A review of Connexx procedures and a concise look at how to define your activity

and what tools you will need to make it a success.

• Part 2- Budgeting & Planning: October 20th, 2010

A detailed look at the technical and financial side of activity planning.

• Part 3- Onsite & Wrap-Up: November 17th, 2010

Final steps involved in the execution of your activity and necessary follow up. A look

at a good event vs. a great event and how to get the most out of an event for

yourself.

CONNEXX OVERVIEW

The Connexx Mission: To provide the Society’s members with meaningful and accessible content by

linking two or more of the society’s councils and/or outside organizations together on a consistent

basis.

Connexx …

• Supports IDSA’s Core Purposes (Education, Information, Community, Advocacy).

• Creates a consistent member experience throughout the year.

• Encourages collaboration among special interest groups educational institutions and professional

chapters throughout the country.

Annual Requirements:

Each chapter and section must hold at least (4) Connexx activities annually.

• One with a section/chapter (depending on who is hosting)

• One with a student chapter, school, or educator

• One with an outside industry group or association, e.g., AIGA, IHA, SPE

• One elective activity (write an article, host a blog, etc)

**A complete list of eligible Connexx activities can be found in the Connexx manual as well as in the appendix of this

presentation.

CONNEXX MANUAL & SCARF

Your Role as an IDSA Leader

If you are filling out the SCARF….

• Fill it out in its entirety

• Be sure to indicate all participating

parties.

• Ask yourself “Is this a Connexx

Activity?” If its not can it be?

• Make sure that all participating parties

are aware of information you have

submitted in the SCARF.

• Email Katie, Warren, and Brian as

details (including expenses and

sponsorship revenue) change.

If you are NOT filling out the SCARF.…

• Take ownership

• Get credit where credit is due

• Ask questions and stay involved

• Follow up

Your Role as an Event Planner

•What is my activity?

•What is the primary goal of this activity?

•Where will it be held?

•Who are the speakers, judges, attendees?

•What is my budget?

•Will I need sponsorship?

•What’s my timeline? 6 months, 3 months, 2 weeks??

•What will I make this event marketable?

•Who will I invite?

•What is the size and scope of my event?

Budgeting- Expenses:

• Is there a rental fee for my venue? How

many hours are included in my rental fee?

(is this enough time for your activity?)

• Is there a food & beverage minimum at my

venue?

• What kind of food & beverage will I be

offering? (light snacks, reception, sit down

meal, alcohol, non alcohol)

• What are my audio visual needs (if any)? Do

I need to hire external help?

• Will I have speakers or judges coming in

from out of town for my event? If so what

costs will they incur (food, hotel,

transportation)?

Budgeting- Revenue:

• What will I charge for my activity?

• What will the price structure be (different

prices for members v. non members; pre

registration price v. onsite registration

price)?

• Will my revenue cover my costs?

• Will I need to seek sponsorships?

*Please note that we will discuss this topic further in future training sessions

Your Role as an Event Planner

Who is your audience?

What are the best media outlets

to reach this audience? (social

media, event boards email lists,

website advertising, etc.)

*Please note that we will discuss this topic further in future training sessions

Your Role as an Event Planner

Marketing:

IDSA Nat’l Role vs.

Chapter/Section Leader Role

IDSA National

• Online Registration

• Email lists

• Contract negotiation

• Authorization Process

Chapter/Section Leader(s)

• SCARF

• Marketing & Promotions

• Budgeting

• Logistics

– Indentify a venue

– Securing speakers, judges, etc

– Working with vendors

– Onsite coordination

• Wrap-up

Contacts & Important Links

Contacts:

• Katie Fleger, Manager Member Relations- katief@idsa.org

• Jill Richardson, Membership Coordinator- jillr@idsa.org

• Director of Conferences- TBD

• Julie Heard, Chapter VP- julie@mixergroup.com

• Warren Ginn, Section VP- warrenginn@gmail.com

Links:

Connexx Manual: http://www.idsa.org/content/content1/connexx-manual-chapters-and-sections-april-08

Chapter/Section Training Presentation: http://www.idsa.org/content/content1/section-training-handout

SCARF: http://www.idsa.org/content/content1/scarf-section-chapter-activity-request-form

Post Event Summary: http://www.idsa.org/content/content1/connexx-post-event-summary-form

Alcohol Policy: http://www.idsa.org/content/content1/alcohol-policy

IDSA Bylaws: http://www.idsa.org/content/content1/idsa-bylaws

Story of Connexx: http://www.idsa.org/content/content1/story-connexx

Finance & Event Planning Sheets: http://www.idsa.org/content/panel/connexx-resources

Next Time

• Part 2- Budgeting & Planning: October 20th, 2010, 1pm EST

A detailed look at the technical and financial side of activity planning.

QUESTIONS???

What’s Constitutes an Activity?

What kinds of things can I do?

• Student or Professional Mentorship

• Academic Papers

• Podcast

• Portfolio Review for Students

• Progressive Workshops

• Pecha Kucha

• Public Design Panel

• Publications

• Resource Directory

• Repeatable Workshops or Seminars

• Student Merit Awards Presentations

• Surveys

• Video Documentary

• Webinars

• White Papers

• Awards

• Audio Conference

• Charrette

• Co-Located Events w/ Other Org.

• Design Competitions

• Conference Within A Conference

• Course Materials or Curricula

• Design Guides

• District Support Events

• Public Exhibitions

• Workshops

• Seminars

• Galleries

• Kit Competition

• Lecture Series

• Magazine Articles

Appendix

Examples of Eligible Connexx Activities Appendix