The Wheel Re-Invented! District 71 Conference Manual (Draft 1)
Index Introduction - What’s the Journey Like? Historical Data Finding The Venue Selecting the Venue Standard Conference Packages Final Venue Choice and After Menus Technical Support Sound Equipment. Entertainment Video/Audio Forms and Things Delegate Issues Before the Conference At the Conference Finance Personnel Resources Toastmaster Liaison Marketing & Sponsorship
INTRODUCTION What’s the Journey Like? If you are considering agreeing to organise and run a district conference this handbook is intended to help you understand the journey you are about to embark on. The writer hopes it will help you realise what the true implications in terms of time and effort are going to be and then, if you have not been put of by the end of it, to provide a template from which to put together your conference. It is based around a presentation at the District 71 Spring 2005 Conference in Bath, given by Jo Haskins, Ann King, Janet Rose and John Morris to whom we all owe a debt of gratitude for taking on the roll and so willingly sharing their experiences, pains and gains. It is not a complete set of instructions, each conference is different in tone and content and each venue will raise new or different issues, but if followed it should ensure the critical areas are planned for, dealt with and run smoothly over the event. Before setting out on this journey each person should consider the following at the personal level: •
Do you personally have the time and energy to take a journey of 6 to 24 months duration?
•
Are you prepared to give up other things in your life in order to complete the journey?
•
Are you expecting too much of other family members if you do this?
•
Do you have work commitments or a business that will suffer?
•
Will you be expecting/needing fellow Toastmaster to contribute more than they are able? Who else will suffer and by how much if you agree to take part in the journey.
• •
Are you ready to plumb the depths of despair in the knowledge that a great prize awaits at the end of the journey?
If you are still reading now consider the following wider questions: •
Are you expecting all your club members to help? (If so don’t.)
•
Will your club, area or division duties suffer if you take the journey?
•
Will your club loose focus if you are distracted on this journey?
•
Will your fellow Toastmasters feel you have deserted them for greener lawns?
You are not the first, nor will you be the last to consider this hazardous and stressful pathway, but the sense of elation at the end of a successful conference will wash most of that away and soon you will be left with just the great memories and a huge sense of pride in your achievement. Still reading? Well good luck as this probably means you have just taken the first steps on your journey to organise a conference. Remember those who have walked this way before are always willing to offer guidance and support, seek them out and ask them questions and you will have a great conference.
A. Historical Data. Obtain attendance Statistics from Last 4 conferences. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ Conference 1. Package
Cost
No
a b c d e f
__________ __________ __________ __________ __________ __________
_________ _________ _________ _________ _________ _________
Conference 2. Package
Cost
No
a b c d e f
__________ __________ __________ __________ __________ __________
_________ _________ _________ _________ _________ _________
Conference 3. Package
Cost
No
a b c d e f
__________ __________ __________ __________ __________ __________
_________ _________ _________ _________ _________ _________
Conference 4. Package
Cost
No
a b c d e
__________ __________ __________ __________ __________
_________ _________ _________ _________ _________
__________ __________ __________ __________ __________ __________
__________ __________ __________ __________ __________ __________
__________ __________ __________ __________ __________ __________
__________ __________ __________ __________ __________
f
__________
__________
_________
B. Finding The Venue 1. Selecting the Venue. A basic checklist of things to ask for is the following: Available on required dates.
YES
NO
Can offer a package within the price bracket of the previous conference.
YES
NO
Two rooms in which to provide educational presentations.
YES
NO
One room to host competitions, with between 250 and 300 in attendance.
YES
NO
Single Banqueting facility for 300
YES
NO
Adequate parking.
YES
NO
Separate area for the “Craic�
YES
NO
Deal with dietary requirements.
YES
NO
Suitable access for visually and physically disabled.
YES
NO
Breakfast from 8 until 11 A.M (Saturday and Sunday.)
YES
NO
Tea, Coffee and Biscuits at intervals
YES
NO
Staff to move furniture and set up rooms.
YES
NO
Water at lectern.
YES
NO
Water on top Table.
YES
NO
Storage for luggage after rooms vacated on Sunday.
YES
NO
Local Amenities or in house recreational facilities.
YES
NO
Sufficient Bedrooms to meet the business plan.
YES
NO
Single rooms and or supplement.
YES
NO
Adequate bathrooms and toilets.
YES
NO
Name of possible venue above answers refer to _________________________________ Contact Name _________________________ Telephone No ______________________
2. Standard Conference Packages. The Usual conference standard packages required are as follows, insert last conference prices and anticipated prices for comparison. (If these can be matched it saves confusion amongst the delegates.) It may be necessary to vary a package do to the venues location or other commitments. Using your own judgement regarding likely attendance figures based upon historical data calculate the package costs using figures provided by the venue and insert these below. It may be worth considering the figures charged at the last conference as an immediate comparison. Option A. Friday and Saturday Nights accommodation, including Breakfast, per person sharing. Friday night reception and entertainment: all educational proceedings, contests, teas/coffee breaks. Saturday Night Banquet and Entertainment. £___________ Option B As above (Option A) but excluding accommodation. (That is delegates find their own bed and Breakfast.) £___________ Option C. Saturday Night accommodation, including breakfast on Sunday, per person sharing. Saturday and Sunday educational proceedings, contest and tea/coffee breaks, Saturday night banquet and entertainment. £___________ Option D As above (Option C) but excluding accommodation. That is delegates find their own bed and Breakfast! £___________ Option E Entrance to a contest only. Per Contest £___________ Option F Saturday night Banquet and Entertainment only. £___________
Single room supplement applied to Options A & C only of the above. £___________ Name of possible venue above answers refer to _________________________________ Contact Name _________________________ Telephone No ______________________ 3. Final Venue Choice and After. Based upon the information collated you and your team can now select the best and most appropriate venue from those visited (Yes make sure you go and see them.) and fill in the details below. File other information sheets to one side; do not throw away just in case of emergency. Name of Approved Venue
___________________________________
Contact Name.
___________________________________
Contact number.
____________________________________
Toast Masters Liaison Officer _____________________________________ (All queries to be channelled through one person to avoid confusion with the Hotel. It is recommended that the Liaison officer a maintains a written log or record of queries and responses in order to deal with any issues that may arise.) Contact Number.
___________________________________
Date Venue booked _________________ With Who (Name) ______________________ Letter sent confirming booking, dates and providing hotel with Liaison officers contact details and venues quoted figures.
YES
NO
Hold two dry runs at Venue with club members to and evaluate these, include the following activities: Walk the stage Walk the entrances and exits.
Practice in rooms – give a speech. Check the toilets
Name of person to take responsibility for walk through ___________________________ Contact Number ____________________________________ 4. Menu’s Name of person to take responsibility for this ___________________________________ (Must work with Venue liaison officer.) Contact Number ____________________________________
Obtain selection form Hotel. Bring to Committee to agree selection - Leave time to discuss with DG. Pass information to those preparing the Conference guide for inclusion. Check on each day that all in order for rest of day. Ensure Tea/Coffee etc is there when needed.
C) Technical Support 1. Sound Equipment. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ Ask last conference Chair about pit falls and what to ask for. Obtain information form Venue about their contacts. Check venue is willing to work with some one you may bring in. Obtain one other impartial quote. Make sure quote includes on site technician for whole weekend. Report to Committee with quotations/options. Write and confirm order. Advise Venue liaison officer of details to pass on to Hotel. Be in attendance at competitions and whenever equipment in use, and inroduce engineers to competitors and contest chair. 2. Entertainment. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ Ask last conference Chair about pit falls and what to ask for. Obtain information form Venue about their contacts.
Check venue is willing to work with some one you may bring in. Obtain one other impartial quote. Make sure quote includes on site technician for whole weekend. Report to Committee with quotations/options. Write and confirm order. Advise Venue liaison officer of details to pass onto Hotel.
3. Video/Audio. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ Ask last conference Chair about pit falls and what to ask for. Obtain information form Venue about their contacts. Check venue is willing to work with some one you may bring in. Obtain one other impartial quote. Make sure quote includes on site technician for whole weekend. Report to Committee with quotations/options. Check with past organisers about take up and what to ask for. Write and confirm order. Advise Venue liaison officer of details to pass onto Hotel. Are Video records going to be offered for sale?
YES / NO
Name of Company Cost Contact name Contact phone No Agreed charge out figure Are Audio records going to be offered for sale?
YES / NO
Name of Company Cost Contact name Contact phone No Agreed charge out figure Produce A4 Flyers to promote items at event and distribute. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ D) Forms and Things All events have to have paperwork and here is a list of basics. Name of person to take overall responsibility for this _____________________________ Contact Number ____________________________________
Booking Form (Design – Print – Distribute) Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ Name Badges (Design – Print – Distribute) Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ Conference Programme (Design – Print – Distribute) Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ Video/Audio A4 promotional leaflet. (Design – Print – Distribute) Name of person to take responsibility for this ___________________________________
Contact Number ____________________________________ Posters pointing the way. (Design – Print – Place) Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ E Mail reminders. (Design – Write – Distribute) Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________
Receipts and confirmation of booking forms. (Design – Print – Distribute) Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________
Source Timetables and flight times to go out with confirmation of bookings. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ Prepare brief role descriptions and individual timetables for all key players. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________
Prepare web page for members to access up to date news and keep it updated. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________
Arrange certificates for contestants. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________
Arrange trophy’s for contestants. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________
E) Delegate Issues. 1. Before the Conference. Name of person to take responsibility for this
Contact Number
Receive Booking Forms.
___________________________ ___________________
Issue Receipts and Booking confirmation.
___________________________ ___________________
Collate details of those Wanting transport from Stations/airports.
___________________________ ___________________
Advise Venue of Numbers On a weekly basis.
___________________________ ___________________
Handle queries before
Conference.
___________________________ ___________________
Collate Timetables and flight times to go out with confirmation of bookings. ___________________________ ___________________ Collate special dietary needs. ___________________________ ___________________ Contact all those with roles And ensure they are coming. ___________________________ ___________________
2. At the Conference. Meet and greet is of great importance it sets the tone of the conference for the delegate. 1) First Contact. Where do you meet the delegate for the first time? •
Hotel
YES / NO
•
Airport
YES / NO
•
Station
YES / NO
2) Registration Desk. Set up Desk on Friday at noon. Issue and explain delegate pack. Sign them in of a central register. Who is to arrange manning of this?
Who is to staff this? Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ 3) Transport Are you going to arrange transport to the venue from the:Yes/No Railway Station in
_______________
Railway Station in
_______________
Railway Station in
_______________
Airport
_______________
Airport
_______________
Who
Cost
Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________
F) Finance. 1) Set up Money Previous hosts have been supported by a loan from one or more members to ensure money is available to pay deposits and expenses. Do you want a “sugar daddy�? How do you find one? On what terms are we going to propose the arrangement be made? Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________
2) Payments Are we taking ?
Credit Cards Cheques
Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________
3) Set up Bank Account facility. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ 4) “Doing a Deal” The accepted advice is that you stick to the packages on offer do not start agreeing to discounts due to delegates wanting to pick and mix. This way lays grey hair and Intensive Care!
G) Personnel Resources. Lots of questions to be asked including. • • • • • • •
What Roles are there? What Roles do Division provide people to fill? What roles do we have to provide people to fill? What gaps are there in the above? Who will resource the people for these roles? Where will they resource them from? By when?
The following is a basic list of the roles likely to be needed at a conference. The exact numbers and definitions may vary with the venue and competitions. This is not exhaustive, but a good basic guide and it is recommended that the names are filled in as volunteers are identified, including a phone number.
Delegate a person or persons on the committee to source the people to take the roles, some one who is happy to use a telephone and good at talking people round is not a bad start. Friday Reception Desk 12.30 - 4 __________________ Reception Desk 4 – 7.30 __________________ Reception Desk 7.30 + __________________ Tour 1 __________________ Manager for Executive Meeting __________________ Flag Bearers (2) __________________ Party 1 SAA/Master of Ceremonies __________________ Speaker 1 __________________ Speaker 2 __________________ Speaker 3 __________________ Saturday Reception Desk Morning __________________ Reception Desk Afternoon __________________ Tour 2 __________________ Educational 1. SAA __________________ Presenter __________________ Educational 2. SAA __________________ Presenter __________________
Educational 3.
Name Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee
Division / Committee Division / Committee Division / Committee
Division / Committee Division / Committee
Division / Committee Division / Committee
SAA __________________ Presenter __________________ Educational 4. SAA __________________ Presenter __________________ Educational 5. SAA __________________ Presenter __________________
Division / Committee Division / Committee
Division / Committee Division / Committee
Division / Committee Division / Committee
District 71 Council Meeting. SAA __________________ Contest One SAA __________________ Contest Chair __________________ Time Keeper 1 __________________ Time Keeper 2 __________________ Chief Judge __________________ Judges __________________ Counter 1 __________________ Counter 2 __________________
Division / Committee
Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee
Party 2 SAA/Master of Ceremonies __________________ Speaker 1 __________________ Speaker 2 __________________ Speaker 3 __________________
Division / Committee Division / Committee Division / Committee Division / Committee
Sunday Reception Desk Morning __________________
Division / Committee
Educational 6. SAA __________________ Presenter __________________ Educational 7. SAA __________________ Presenter __________________ Contest Two SAA __________________ Contest Chair __________________ Time Keeper 1 __________________ Time Keeper 2 __________________ Chief Judge __________________ Judges __________________ Counter 1 __________________ Counter 2 __________________ Presentations. SAA __________________ Mater of Ceremonies __________________ Closing Ceremony SAA __________________ Mater of Ceremonies __________________
Division / Committee Division / Committee
Division / Committee Division / Committee
Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee Division / Committee
Division / Committee Division / Committee
Division / Committee Division / Committee
Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________
H) Toastmaster Liaison. Who is the designated liaison officer with the:Local Clubs. Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ District Governor
Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ Date by which they are to bring to committee specific requests from the DG ___________________________________ Insert specific requests here
Lt Governor for Education & Training Name of person to take responsibility for this ___________________________________ Contact Number ____________________________________ Date by which they are to bring to committee details of educational presentations from the Lt Gov ___________________________________ Insert details here.
I) Marketing & Sponsorship. 1. Internal Marketing. This is the promotion of the conference to other clubs via as many mediums as possible. Design and e-mail poster that will get past SPAM Filters. Chase up the booking form from who ever is designing it.
Send both the above as soon as you can to all Club Presidents, Area Governors and Division Governors asking them to announce the event. Directly mail to Toastmaster members, post or electronic, ask District for contact details or assistance with this. Name of person to take responsibility for this ___________________________________ Contact Number
___________________________________
2. External Marketing This is the promotion of the conference to other clubs and interested parties via local media and includes seeking sponsorship. Contact local papers and radio stations. Design and e-mail poster that will get past SPAM Filters. Contact companies and organisation that operate in the communications, training or leadership market as a start, don’t ask for too much and give something in return. An advert in the event guide, a display position at the venue, the chance to put something in the delegates packs. Perhaps ask for support for the entertainment of sound system or video and display the name of the sponsor at the appropriate time. Always remember the event is about Toastmaster, not the sponsors though. Name of person to take responsibility for this ___________________________________ Contact Number
___________________________________
Target Level of Sponsorship. ÂŁ_______________________