Design by Committee

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2 hour presentation geared towards those who plan events with volunteer committees.

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Design by Committee

  1. 1. Design by Committee: Successful Event Planning with Multiple Stakeholders Michelle Thompson, CMP Peacock Events Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  2. 2. What types of events do you do? Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  3. 3. Objectives Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  4. 4. Objectives • Identify different personality types within a committee and some techniques to effectively manage them. Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  5. 5. Objectives • Identify different personality types within a committee and some techniques to effectively manage them. • Learn to effectively utilize meeting agendas and minutes. Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  6. 6. Objectives • Identify different personality types within a committee and some techniques to effectively manage them. • Learn to effectively utilize meeting agendas and minutes. • Recognize and explain different types of event timelines. Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  7. 7. Objectives • Identify different personality types within a committee and some techniques to effectively manage them. • Learn to effectively utilize meeting agendas and minutes. • Recognize and explain different types of event timelines. • Learn how to effectively delegate tasks and follow up with committee members. Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  8. 8. Committee Types Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  9. 9. Committee Types • Client Driven Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  10. 10. Committee Types • Client Driven • Volunteer Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  11. 11. Committee Types • Client Driven • Volunteer • Staff Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  12. 12. Committee Types • Client Driven • Volunteer • Staff • Internal / External stakeholders Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  13. 13. Committee Types • Client Driven • Volunteer • Staff • Internal / External stakeholders • Change from year to year Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  14. 14. Personalities Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  15. 15. Personalities • The Hand Wringer Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  16. 16. Personalities • The Hand Wringer • Type A Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  17. 17. Personalities • The Hand Wringer • Type A • The DRAMA queen Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  18. 18. Personalities • The Hand Wringer • Type A • The DRAMA queen • The flake Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  19. 19. Personalities • The Hand Wringer • Type A • The DRAMA queen • The flake • The talker Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  20. 20. How do those personalities & committee types affect the planning process? Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  21. 21. Effectiveness Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  22. 22. Committee Purpose Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  23. 23. Committee Purpose • Goal Setting (SMART) Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  24. 24. Committee Purpose • Goal Setting (SMART) • Objectives Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  25. 25. Committee Purpose • Goal Setting (SMART) • Objectives • Budget Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  26. 26. Committee Structure Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  27. 27. Committee Structure • Size Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  28. 28. Committee Structure • Size • Sub committees Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  29. 29. Committee Structure • Size • Sub committees • Assign specific roles & responsibilities Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  30. 30. Committee Structure • Size • Sub committees • Assign specific roles & responsibilities • Reporting Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  31. 31. Tools Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  32. 32. Tools Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  33. 33. Tools • Agendas & Managing your Meeting Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  34. 34. Tools • Agendas & Managing your Meeting • Start & End times Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  35. 35. Tools • Agendas & Managing your Meeting • Start & End times • Consent Agendas Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  36. 36. Tools • Agendas & Managing your Meeting • Start & End times • Consent Agendas • Topics Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  37. 37. Tools • Agendas & Managing your Meeting • Start & End times • Consent Agendas • Topics • Issuance Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  38. 38. Twerp Enterprises Annual Conference October 2010 Planning Committee Meeting Agenda 8/11/10 I. Timeline! ! ! ! ! ! ! ! a. Marketing Plan b. Media Plan c. Legislators invitation II. Budget! ! ! ! ! ! ! ! a. Outstanding items b. Target for registration price c. Sponsor update III. Content Update a. Confirmed speakers b. Invited speakers c. Speakers who have declined d. Next steps IV. Volunteer Needs a. Who needs what? V. Meet & Greet a. Who"s heading this up? b. Finalize the concept c. What resources are needed? VI. Off site activity update VII. Next meeting: 8/18 at noon – executive officesTuesday, February 15, 2011
  39. 39. Tools Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  40. 40. Tools • Agendas & Managing your meeting • Minutes & Action Items Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  41. 41. Twerp Enterprises Annual Conference – October 2010 Meeting Minutes August 11, 2010 Attendees: Michelle, Sean, Taryn, Hayden, Mike, Jen, Melody Absent: Becky, Nick TOPIC DISCUSSION ACTION ITEMS Timeline - Discussed timeline and made changes to due dates. Michelle - Michelle to update timeline and distribute to to update and forward to committee committee. Budget - Formed budget sub-committee and discussed conference - 8/18 updated budget report. budget. Need to secure final costs from hotel, still working on speaker honorarium and travel costs Content - Confirmed: Dr. Ryan, Steve Reynolds Ed Smith, Joel - Michelle and Jen to work on speaker Thompson contracts, travel information & deadlines for - Awaiting confirmation: Sarah Palin, Barak Obama & Peter materials. Carroon - Jen to firm up information on accreditation for sessions & report at 8/18 mtg Volunteer Needs - No discussion - Tabled until later date Meet & Greet - Hayden to coordinate this activity. Will reach out to her - 8/25 mtg report re: Meet & Greet volunteers and report back on format / food & beverage / décor, etc. at 8/25 mtg Off Site Activity - Invitation has been extended to Judy Shleppe to lead hike in - Report at 8/18 mtg Red Butte Area before educational sessions on Monday. Exhibitor Area - Not this year, revisit for 2011 - Trace for wrap up meeting notes Venue - Need to finalize contracted meeting space, costs, etc. - Michelle meeting with hotel on 8/13 and will forward information to Mike and Jen for budgeting purposes. Printed Materials - Syllabus items will be available online. No handouts to - Revisit in September participants. Michelle and Jen to coordinate with speakers. - Potential of providing a branded notebook and pen to participants. Marketing - Interns to work on pushing conference information out on a regional basis. - Marketing plan is already underway, reference timeline for details. Media - Media working group to meet on 8/12 to discuss talking points. - Talking points due for 8/18 meeting - Taryn to coordinate booth at NPR on 9/15 to promote conference. Next meeting 8/18 at Noon at Executive OfficesTuesday, February 15, 2011
  42. 42. Tools Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  43. 43. Tools • Agendas Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  44. 44. Tools • Agendas • Minutes Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  45. 45. Tools • Agendas • Minutes • Timelines Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  46. 46. Simple Timeline ITEM DUE Book venue, sign contract, deposit Done Site tour of venue by Michelle and other members of programming committee 5/21 Topic Development 5/4 Call for speakers form posted and distributed 5/21 Conference buget - build 5/21 Call for speakers closed, program committee to deliberate and select speakers, notify 6/21 Vendor solicitation - develop packet, target list 6/21 Conference brand development 6/21 Save the Date - mailed, emailed, posted on website 6/21 Speaker letters issued (accept or decline) 6/30 Further marketing efforts August Website registration opens 8/15 Speaker / Vendor / Sponsor confirmation letters issued 9/3 Signage package to print 9/24 Syllabus package to print 9/24 Speaker / Vendor / Sponsor thank you letters issued 10/30Tuesday, February 15, 2011
  47. 47. Marketing Timeline Event Name Event E-marketing Save date to 1st e-comm 2nd e-comm 3rd e-comm E-Survey Date request form print/mail & out out out sent due on web Educational Event 8/1/10 6/23 6/30 7/14 7/24 7/29 8/2/10 Fall outing 9/17/10 7/31 8/7 8/21 9/11 9/15 9/18/10 PED 10/12/10 8/25 9/1 9/15 10/2 10/8 10/13/10 Bowling 11/11/10 9/24 10/1 10/15 10/30 11/9 11/12/10 MPI after 5 12/14/10 10/27 11/3 11/17 12/4 12/11 12/15/10 Educational Event 1/11/11 11/24 12/1 12/15 12/29 1/6 1/12/11 Educational Event 2/8/11 12/22 12/29 1/12 1/29 2/4 2/9/11 MPI after 5 2/24/11 1/14 1/21 1/28 2/12 2/22 2/25/11 Educational Event 3/8/11 1/19 1/26 2/9 2/26 3/5 3/9/11 Chinese Auction 4/21/11 3/4 3/11 3/25 4/14 4/19 4/22/11 MPI after 5 5/17/11 3/30 4/6 4/20 5/7 5/14 5/18/11 Educational Event 5/17/11 3/30 4/6 4/20 5/7 5/14 5/18/11 Annual Gala 6/23/11 5/6 5/13 5/27 6/11 6/21 6/24/11Tuesday, February 15, 2011
  48. 48. Gantt Chart Refer to handout Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  49. 49. Tools Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  50. 50. Tools • Agenda Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  51. 51. Tools • Agenda • Minutes Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  52. 52. Tools • Agenda • Minutes • Timelines Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  53. 53. Tools • Agenda • Minutes • Timelines • Event Resume Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  54. 54. Tools • Agenda • Minutes • Timelines • Event Resume • Pre Con Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  55. 55. A few more tools.... Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  56. 56. A few more tools.... • Your Goal! • Delegation • Inspiration • Empowerment • Mentoring Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011
  57. 57. peacockevents.com Upcoming: 2/18 - USAE Round Table March 2011 - Workbook Released! 3/10 - Follow up call 3/23 - Peacock Squawk - space is limited! Copyright 2011 - Peacock Events, LLCTuesday, February 15, 2011

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