1. Chapter Ten Program Planning
MEEC
Chapter Ten
Program Planning

2. Setting Objectives Who is the Audience? Why are they here?
What is the Objective of the meeting?
Impacts variety of meeting components
Site selection
Food & Beverage
Transportation
Room Layout and Set-Up
Program Content
Three Reasons People Attend Meetings
Education
Networking
Conduct Business

3. Setting Objectives Objectives Need to Be S.M.A.R.T.
S-pecific
M-easurable
A-ttainable
R-elevant
T-ime-based
Objectives determine Program
Objectives drive Program Planning

4. Association versus Corporate
Association attendance is voluntary
Marketing efforts needed to encourage attendance
High risk involved
Room block, food and beverage, meeting space often arranged for months/years in advance
Corporate meetings are usually mandatory
Number of attendees is usually pre-determined
Less risk involved

5. Corporate Program Planning
Many meetings are on as-needed basis
Planner has shorter lead time to plan
Small meetings
Program planning in-house by manager or department who called meeting
Develop relationship with specific hotels and staff
Simple arrangements
Large Events
Mirror the process of an association planner

6. Corporate Program Planning
Program designed to facilitate increased productivity and stability of the corporate workforce
Planned by in-house Human Resource Department or management
Consultants used for specialty topics
Planner needs to know needs for a successful program

7. Association Program Planning
Created to serve the educational and professional needs of a group of individuals who share a common purpose
Monies generated by association are reinvested the the educational and professional growth of the members
Annual meetings
Regional meetings
Specialized workshops

8. Importance of Education
Return on Investment (ROI) and expectations of attendees
Event (education) must be justified
Meaningful program content
Attendance based on quality of event/education
Technology’s Impact
Web and video-conferencing
Distance learning
Virtual tradeshows
CD-ROMs and DVDs of presentations

9. Professional Certifications
Associations provide current information and continuing education in a particular field
Continuing Education Units (CEUs)
Lead to certification or licensing
Demonstrates some level of competency in the profession
Good source of revenue through application and testing fees, study materials, re-certification
Programs held at
Annual meetings
Regional seminars
Workshops
Distance Education

10. Program Development Understanding the Objectives Does the Programming:
Facilitate communication between departments?
Train new employees?
Educate the members and/or lead toward certification?
Require meals and networking to be an important component?

11. Program Development Programming Factors Program type Program content
Session scheduling
Speaker arrangements
Refreshment breaks and meal functions
Ancillary events
Evaluation procedures

12. Program Type Specific Programs for a Specific Purpose
General or Plenary Session
All attendees, in one session, at one time
May open and/or close a conference
Keynote, VIP, or celebrity speakers
Concurrent Session
Professional or Career enhancement session
Multiple sessions of multiple topics at one time
150 + people in attendance

13. Program Type Specific Programs for a Specific Purpose
Workshop of Breakout Sessions
Interactive session on trends, challenges, technologies
Multiple sessions of multiple topics at one time
Less than 150 people in attendance
Roundtable Discussion Groups
Small interactive session to cover very specific topic of interest
8-12 people convene around large round table with Facilitator
Poster Sessions
Used with academic, scientific or medical conference
Presenter displays a panel or display board of their research

14. Program Content Content must be designed to:
Match the needs of the audience
Fulfill the programming objectives
Different tracks / levels for different people
Tracks
Separate programming for various topic areas (genres)
Specific workshops developed to fit into a particular area
Levels
Skill level of the session
Beginner, Intermediate, Advanced

15. Program Content Session Scheduling
Timing is critical in program development
Avoid overlapping beginning/end times of events
Determine if sessions or events should “compete”
Consider distractions (recreational opportunities, etc)
Provide appropriate pace
Passing times from one session to another
Allow for restroom breaks, voice mail/ , phone calls

16. Program Content Meal Functions Refreshment Breaks Breakfasts / Lunches
Time to re-energize
Meet old friends / make new contacts
Discuss the topic/program
Take care of personal business
Good opportunity for sponsorships
Breakfasts / Lunches
Act as setting for General Session
Provide networking function for attendees

17. Program Content Meal Functions Cocktail Receptions / Dinners
Provide networking function for attendees
Relaxing at end of day
Limit alcohol consumption
Provide non-alcoholic alternatives
Food choices
Avoid drowsy attendees
Watch sugar and carbohydrates
Add fresh vegetables, proteins (nuts , cheese)

18. Program Content Speaker Arrangements Volunteer Speakers Paid
Benefits
Reduce expenses
Knowledgeable about industry topics
Popular industry leaders may increase attendance
Builds relationship with event sponsor
Challenges
May not adequately prepare for session
Weak presentation skills
Might Promote a personal agenda
Paid
Speaker Guidelines

19. Program Content Speaker Arrangements Paid Speakers
Speakers Bureaus match speaker to objectives / topics
Pay for travels, housing meals and honorarium
Fees from $1,000 to $50,000 or more for 1 hour session
Review through video/audio tapes / referrals
Other Speaker Sources
Local dignitaries
Industry leaders
University professors

20. Program Content Speaker Guidelines
Inform the speaker of the requirements of the event
Request appropriate information for logistics
Define the expectations of the organization
Audience
Objectives of the event
Clarify each (speaker’s and group’s) responsibilities

21. Program Content Presenter Contract
A written agreement between presenter and the sponsor to provide a presentation on a specific topic at a specific place and time.
Used for both paid and volunteer speakers
Tape, CD-ROM and Internet Authorization Waiver
Required if the speaker’s presentation is going to be made available in a different format
Offering tapes, CD-ROMS and Web-casting expands the availability of the material to both those in attendance and those at home.

22. Program Content Audio Visual Equipment
Enhances speakers’ presentations
Major cost to the conference
Confirm AV needs with the speaker or provide one standard set for all
Provide template for use in making overheads, handouts and electronic presentations to give uniform look
Alternatives to Handouts
CD-ROM
Post on Web site

23. Program Content Managing Speakers On-site Welcome letter
Details and contact information
Ask speakers to contact you when they arrive
Assign a staff member or volunteer to “host” the speaker
Provide a Speaker Ready Room
Assign staff or volunteer to introduce the speaker
Collect evaluations
Provide complimentary tape if done
Present small gift of appreciation
Send thank you letter with evaluation tabulations

24. Program Content Ancillary Activities
Pre and post conference activities
Tours
Shopping excursions
Sports events
Cultural Events
Dinners
Coordinate through a Destination Management Company
Provide information from the Convention & Visitors Bureau

25. Review Setting Objectives Corporate Program Planning
Association Program Planning
Importance of Education
Professional Certifications
Program Development
Program Content