PLAN THE WORK WORK THE PLAN JEFF BOWE
PLAN THE WORK, WORK THE PLAN JEFF BOWE, EXPERIENCE OLYMPIA & BEYOND BRENDA ORFFER, CAE, WASHINGTON HEALTH CARE ASSOCIATION
DESIGN AND PLAN • IDENTIFY THE PURPOSE OF THE MEETING – DO YOU REALLY NEED ONE? • DEVELOP A PRELIMINARY AGENDA • DETERMINE LOCATION NEEDS AND OPTIONS • IDENTIFY TARGET AUDIENCE • KNOW YOUR BUDGET • WORK WITH CONVENTION &VISITORS BUREAU FOR IDEAS AND AREA RESOURCES
PLANNING • CREATE A BUDGET –REVENUE, EXPENSES, PEOPLE • CREATE AN AGENDA – INCLUDE ALL ACTIVITIES ON THEAGENDA • CREATE A WORK PLAN – DELEGATE TASKS AS APPROPRIATE • COMMUNICATION – STAFF, LEADERSHIP, VENDORS, POTENTIAL ATTENDEES, SPEAKERS • AUDIO/VISUAL – ENSURE ALL REQUESTS ARE MET AND ANTICIPATE ADDITIONAL NEEDS BEFORE THEY ARISE. • WORK WITH CONVENTION &VISITORS BUREAU TO ACCESS SERVICES
GET THE WORD OUT! • INVITE ALL STAKEHOLDERS IN THE MANNER IN WHICH THEY COMMUNICATE • SHARE BROCHURE WITH SPEAKERS AND VENDORS SO THEY CAN INVITE CUSTOMERS AND COLLEAGUES • MAKE USE OF SOCIAL MEDIA AS IT RELATES TO YOUR STAKEHOLDERS • WORK WITH LOCAL CONVENTION &VISITORS BUREAU TO SHOWCASE EVENT LOCALLY
ON-SITE ADMINISTRATION • STAFF AGENDA, A/V AGENDA, BANQUET EVENT ORDERS • ORGANIZE MATERIALS IN ORDER OF NEED • MEET WITH ENTIRE GROUP OF STAFF AND VOLUNTEERS TO ENSURE EVERYONE IS ON THE SAME PAGE • MAINTAIN OPEN COMMUNICATION • BE VISIBLE! • UTILIZE CONVENTION &VISITOR BUREAU TO PROVIDE LOCAL INFORMATION AND AREA GUIDANCE
THE AFTERMATH! • INVITE FEEDBACK AND EVALUATION – BE GRATEFUL FOR COMPLIMENTS AND CRITICISM • SEND THANK YOU NOTES – HANDWRITTEN ARE PARTICULARLY APPRECIATED • EXPRESS GRATITUDE TO YOUR STAFF • THANK THE VENUES • REACH OUT TO CONVENTION &VISITORS BUREAU FOR FEEDBACK OR THOUGHTS FOR THE FUTURE
QUESTIONS ?
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