1. Successful Seminars:
A Case Study of
ARMA/NOVA
Fall 1999 Seminar
George D. Darnell
President, ARMA/NOVA

2. Seminar Purpose
 Professional Education
 Chapter Fund Raiser
 Establish Chapter Pride
 Support Theme for the Year:
Back to Basics

3. Seminar Goals
 Cover Basic Skills
 Minimize Risk
– ($3773 Beginning Balance)
 Recruit Members
 Keep Costs Low
 Provide Quality Presentations

4. Planning Steps
 Organize Committee
– Assign Responsibilities
– Set Decision Authority
 Set Date
 Find Site
– Select Meals/Snacks
 Set Agenda & Length

5. Planning Steps, cont.
 Set Fee for Members/Non-
members/Sponsors
 Method of Payment
 Qualify for CRM Continuing Credits
 Certificate of Completion
 Handouts/Goodie Bags

6. Planning Steps, cont.
 Find Speakers
– Provide Honorarium/Expenses
 Find Sponsors
– Provide Space/Tables
 Provide A/V Equipment
 Design Brochure
 Advertise/Market

7. Team
 Committee
– George Darnell, President
– Joe Hardy, Past President, COB
– Barbara Willard, Education Director
– Sherrill Gibson, Membership Director
– Alyssa Sherman, Treasurer
– Betty Burton, Newsletter Editor

8. Site
 Marco Polo Restaurant
– Convenient Location
– 100 person capacity meeting room
– Buffet Lunch (Standard or Special)
– Morning and Afternoon Snacks
– No Rental Fee
– Cost = $25/person + Tax & Gratuity

9. Speakers
 Ann Winstead
– Fairfax County Schools (Retired), Member
 Angela Tayfun, CRM, TRW, Member
 Sylvia Lacy-Crow
– British Aerospace, Member
 Sherry D. Smith, CRM
– U.S. Treasury, Non-member
 Robert F. Nawrocki, CRM
– Dynamics Research Corp., Member
 Jay Forman, CRM, CIA

10. Agenda/Schedule - Morning
 8:30 Registration/Breakfast
 9:00 Developing & Managing
a Records Program
 9:50 Break
 10:10 Active Files Management
 11:00 Records Retention
Scheduling
 11:50 Buffet Lunch

11. Agenda/Schedule - Afternoon
 1:00 Inactive Records
Storage & Disposition
 1:50 Break
 2:10 Electronic Records
Management
 3:00 Records Management
Resources
 3:50 Seminar Closing

12. Marketing Methods
 MS Publisher Tri-fold Brochure
– 8-1/2x11 sheet - 2-sided landscape
– included in Sep & Oct Newsletter
– Contained
• Agenda
• Speaker Bios
• Directions
• Registration Form
• Contact Information

13. Marketing Methods, cont.
 No Mass Mailing
 E-mailed Region Presidents
– offered Brochure in MS Pub & PDF
– included in some chapter newsletters
 Obtained database of
Unaligned Members in Region
– Sent E-mail invitation & PDF Brochure
– Sent Letter invitation & Brochure

14. Marketing Methods, cont.
 Provided Brochure to Webmaster
 Records Management Listserv
– Posted invitation & Brochure
 Juan Lacey sent E-Vite to
– Chapter & Unaligned Members

15. Marketing Methods, cont.
 Treasurer sent E-Vite
– Followed up leads with phone call
 President’s E-mails reminding
members
 Personal invitation from members

16. Timeline
 July 13 - Theme Decided
- Committee Formed
 July 16 - Site Arrangements
Confirmed
 Aug 4 - Generic Schedule Set
 Aug 15 - Agenda & Speakers
Confirmed

17. Timeline, cont.
 Aug 30 - Vendor Sponsors
Confirmed
- Speaker Bios & Blurbs Final
- Brochure Designed
(MS Publisher)
 Aug 31 - Brochure E-mailed
to other chapters
 Sep 1 - Brochure included in
newsletter

18. Timeline, cont.
 Sep 15 - Brochures printed for
chapter meeting
- Seminar info sent to
Webmaster
 Sep 17 - President’s E-mail
to members
 Sep 24 - 099 MAT Listing received

19. Timeline, cont.
 Sep 27 - E-mail Invitation to
Unaligned Members
 Sep 30 - Snail mail Invitation to
Unaligned Members
 Oct 6 - Listserv Invitation Posted
- No Paid Registrations Yet
- Nothing on Webpage
 Oct 13 - E-mail Reminder to
Members

20. Timeline, cont.
 Oct 20 - Webpage Fixed
- Juan’s E-Vite to Region,
Chapter & Unaligned
 Oct 25 - Treasurer’s E-Vite
 Nov 2 - President Hospitalized
VP & Committee took over
Last minute registrations
 Nov 9 - Seminar Conducted

21. Results
 Attendance:
– 14 Members
• 2 Local
• 4 Unaligned
• 8 Other Chapters
– 11 Non-Members
– 7 Sponsors
– 6 Speakers

22. Results, cont.
 Attendees came because of
(includes sponsors):
– 12 Juan Lacey’s E-Vite
– 6 Treasurer’s E-Vite
– 6 Treasurer’s Phone Call
– 8 Personal invitation from member

23. Results, cont.
 Income
– 14 Members @ $ 99 = $1386
– 11 Non-Members @ $124 = $1364
– 7 Vendor/Sponsors @ $100 = $ 700
– 2 Vendor Guests @ $ 25 = $ 50
– Total $3500

24. Results, cont.
 Expenses
– Gifts for Speakers $150.00
– Travel- Speaker $8.20
– Projector Rental $26.38
– Postage-Flyers $31.35
– Marco Polo $1105.85
– Total $1321.78
 Net Profit $2178.22

25. Questions?