George A. Ramirez July 26, 2008

To provide information on how to coordinate, plan, and staff a Chapter Conference. What we will cover:  Pre-Conference Planning Steps  Roles / Responsibilities  VP of Chapter Conference  Committee Managers / Members  Showtime (Master Schedule)  Post-Conference Wrap-up  References (e.g. procedures, templates, website etc)

 Review Conference Procedures/Budget (if available)  Identify Conference Committee Roles/Responsibilities  Solicit Conference Committee Manager / Member Participation ◦ Arrangements ◦ Exhibits ◦ Programs ◦ Publicity ◦ Registration ◦ Advisors  Schedule Conference Committee Meeting w/all Committee Managers/Members/Advisors

 Become Familiar with Conference Procedures  Select Committee Managers  Select Conference Theme / Logo  Outline Goals/Objectives  Schedule Committee Meetings  Maintain Budget  Review and Acquire Contract Approvals from BOD  Report Committee Status to BOD on Monthly Basis  Assist Committee Managers w/Issues and Concerns

 Arrangements Committee  Secure Conference Dates / Location / Matrix  Solicit Catering Bids / Select Caterer  Identify and Acquire Audio / Visual Equipment Bids and Select Vendor  Handle all Reproduction Needs (e.g., signage, fliers, posters, handouts, etc)  Prepare Overall Conference Evaluation Forms  Work in Collaboration with Exhibits and Programs Committees for Exhibitor and Session Layout  Work in Collaboration with Registration Committee for Catering Requirements (e.g., no. of attendees for breakfast, lunch, reception, etc) & Booth Layout

 Exhibits / Sponsorships  Review / Update potential exhibitor’s list  Compile exhibitor packet (e.g., Contract Terms, Booth Layout, Load-In Instructions, etc)  Determine sponsorship levels (e.g., Titanium, Gold, Silver, Breaks, Internet Café, etc)  Determine exhibitor registration deadlines  Solicit vendor participation (via phone or )  Assign exhibitor booth space (e.g., First Come/First Serve)  Solicit giveaways for attendee registration bags  Compile Exhibitor Evaluation Summary Forms  Maintain leader board on website (w/registered and paid exhibitors)  Work in collaboration with Registration Committee on website online registration requirements

 Programs  Indentify list of potential track sessions / topics, (e.g., Basic Records Mgmt, Leadership Development, Advanced RIM Technology, Compliance & Standards, etc)  Compile List of Potential Speakers (e.g., keynote, lunch, sessions)  Prepare Call for Speakers Information  Compile Speaker Agreements (Terms & Conditions)  Solicit / Review Speaker and Topic Submittals  Select Speakers  Prepare Speaker Evaluation Forms  Develop Topic / Speaker Schedule and Post on website

 Publicity  Develop Conference Marketing Strategy  Compile PowerPoint Presentation to Market Conference at Monthly Chapter Meetings  Prepare Conference Handouts and Distribute via hardcopy, , etc to all Chapter Members  Forward Conference Information to be Distributed to ARMA Members and/or Posted on ARMA Chapter websites (e.g., Regional, International), including other Industry Specific Associations (e.g., AIIM)  Post on Chapter Calendar and Distribute Weekly/Monthly Announcements to all ARMA Members, Exhibitors and Vendors  Work in Collaboration with Chapter Webmaster to Market Conference  Work in Collaboration with RIMM Month Activities (if applicable) and Secure Proclamations from City, State, and County Officials

 Registration  Develop Registration Information (e.g., Conference Costs, Lunch Costs, Registration Fees Worksheet, etc) and Establish Cancellation Policies (e.g., Early Registration, Regular Registration, Lunch Only, etc)  Solicit Input from all Committee Managers RE: Website Registration Needs  Work in Collaboration with Chapter Webmaster to Establish Online Payment Procedures (e.g., PayPal, Credit Card, etc)  Establish Registration Line Processes  Prepare Attendee Name Badges  Prepare Attendee Registration Bags (e.g., conference handouts, exhibit layout, schedule, giveaways, etc)  Prepare Registration Committee Members to be able to Answer Questions RE: Conference Logistics

 Day One (Load-In)  All Call – All Committee Staff meets at 9:00am – VP Conference, Managers, and Members to Finalize all Conference Logistics Facility - Committee Managers review facility set-up and arrangements and handle last minute needs Exhibitor Floor – Exhibitors move in Wrap-up – Committee Managers confirm all is ready to go for event  Day Two & Three (Showtime)  VP Conference, Managers, and Committee Members assume their roles and ensure attendees have a pleasant, educational experience during the conference

 Acquire all Outstanding Invoices from Committee Managers  Compile Preliminary Budget Status  Compile Evaluation Form Feedback Summary (e.g., Speaker’s, Exhibitor’s, Overall Conference)  Schedule Committee Meeting and Conduct Plus Delta Exercise (e.g., what went well, what can be improved upon, lessons learned)  Review Conference Status with BOD (e.g., Budget, Attendee/Exhibitor Feedback, etc)  Finalize and Distribute Updated Conference Committee Procedures (if applicable)  Forward Thank You Communication via Hardcopy or to Speakers, Exhibitors, and Sponsors

 ARMA Houston Chapter Website ult.htm ult.htm  Reference Tools  Committee Task List  Exhibitor Packet Information  Speaker Packet Information  Etc…..