LTC 2012 PPT Slide Template - ASMEfiles.asme.org/Events/LTC13/34337.pdf•Why planning is important?...

Conference Planning

Jim Coaker coakerj@asme.org

Erin Dolan dolane@asme.org

• Why planning is important?

• Who are the conference organizers?

• What are ASME’s expectations?

• Where does conference planning fit in

amongst the unit’s overall planning?

• When is the right time to start planning?

• Why does the society impose so many rules

and regulations on conference organizers?

• How can EPAT help?

2

Session Objectives

Session Outline

• Importance

• Conference Organizers

• Expectations

• Conference Planning vs. Unit Planning

• When to Start Planning a Conference

• Rules and Regulations

• EPAT

3

Importance of Planning

• Value - Conferences are a major unit product; they provide

service and generate resources for ongoing division

operations.

• IP - Forum for generating new technical publications and IP.

• Engagement - Environment for engagement, networking,

training and career enhancement.

• Logo – Maintain high quality expectations via association

with ASME brand and logo.

• Liability Protection - Ensures units limit liability at events.

• Legal - Ensures compliance with all applicable laws. 4

Conference Organizers

Roles & Responsibilities • General Conference Chair (Event Chair)

– Overall Conference Decisions

– Financial responsibility

– History, Organizational Skills

• Technical Chair

– Responsible for Technical Program

– Coordinates Technical Committee input

• Program / Event Manager

– Full Time ASME Staff Coordinates Event Plans

– Expertise

5

Expectations

• Event sponsors (Units) are expected to fully

participate in the event planning process.

• Comply with bylaws and policies.

– P12.1 (Events)

– P4.5 (Travel Reimbursement)

• Contribute to EPAT data entry

• Uphold Technical Quality

• Protect the Society

6

Conference Planning vs.

Unit Planning

7

Current Year

Unit Planning

Primarily

Concerned with

this years

Operations

Division

Annual

Plan

Division

Annual

Report

Conference

Planning

Involves

Planning

Multiple

Events

Over

Multiple

Years

Close Prior Year Event

Execute This Years Event

Continue Planning Next Years Event

Continue Planning Event Two Years Out

Begin Planning Event Three Years Out

When to Start Planning a

Conference

8

36 Months in Advance Assign General Conference Chair

Assign Technical Conference Chair

33 Months in Advance Submit the Event Suggestion to EPAT

27 Months in Advance Complete the Event Plan

24 Months in Advance EC Approval

• Planning for Most Major Conferences Should Begin 36 Months in advance.

• Goal to complete Planning 24 months prior to the event.

Rules and Regulations

Key Elements of Policy 4.5

“Travel Expense Contribution”

• “Budgeted” Travel for Unit Meetings

• $150 per day reimbursement

• $225 per day reimbursement (ten city Index)

9

Rules and Regulations

Key Elements of Policy 12.1

“Business Practices of Conferences and Events”

• Scope - Gross revenue $50,000+ and events

using ASME logo are required.

• Plan Content - Unit oversees content according to P12.1

(logistics, business plan, budget, past performance, etc.)

• Classification - Sponsored, Co-Sponsored, Participation

10

Rules and Regulations

Key Elements of Policy 12.1 (continued)

“Business Practices of Conferences and Events”

• Financial Backing - Events are backed by

unit/division custodian funds.

• Budgets / Surplus - Budgets should allow a surplus of

15%

11

Rules and Regulations

Key Elements of Policy 12.1 (continued)

“Business Practices of Conferences and Events”

• Contract Agreements - Staff / Legal negotiate

terms/conditions with non ASME representatives

(ie hotels, vendors, outside societies etc…)

• Contract Approval - All Contracts must be authorized

by ASME Executive Director, Assistant Treasurer or Second

Assistant Treasurer.

12

Rules and Regulations

Key Elements of Policy 12.1 (continued)

“Business Practices of Conferences and Events”

• Approvals - Plan must first be accepted by ASME

staff, then approved by sponsoring unit.

• EC Approval - Event Committee reviews/approves event

proposals according to criteria outline in P12.1

13

Rules and Regulations

Key Elements of Policy 12.1 (continued)

“Business Practices of Conferences and Events”

• Closing - Conference Chair is responsible for

preparation of final event.

• Staff - Program Managers implement actions and carry

forward the programs in a dynamic and efficient manner

• Audit - Event audits are conducted per the direction of the

Audit Committee

14

• Secure-online web tool for event

planning.

• Design & input requirements reinforce

compliance to Policy 12.1

• Interactive – Event Chair & Staff work to

complete plans

• Contents include; logistics, business

plan, budget, agreements, etc.

• Approvals, comments recorded online

• Archival basis for future

approvals/audits and historical review. http://epat.asme.org/index.cfm

Development of the New EPAT System and a major

rewrite of Policy 12.1 “Business Practices of

Conferences and Events.”

2010

EPAT Launch

June 2011 Present

Rollout and Implementation

Event Planning and Approval Tool

(EPAT)

Plan Execute Close

Review Suggestion

Submit Suggestion

Plan Event

Accept

Submit

Approve

Staff & Unit Review

EC Review

Endorse

Commit (Contract)

Invite

Confirm

Prepare

Execute

Confirm Details

Report

Close

Audit

Respond (to Audit)

Decline Revise For most major events, it takes 3-to-5

years to complete the entire process.

Event Planning

Structured Process

Phase 1 - Planning

Required for Suggestion • Event Name, Acronym

• Tentative Dates

• Tentative Location (up to 6 cities)

• Organizers Names and Contact Info.

• Other Societies

• How the Event be Managed

• Publications Details

• Estimated Number of Sessions

• Confidentiality – Conflict of Interest

17

Plan

Review Suggestion

Submit Suggestion

Plan Event

Accept

Submit

Approve

Staff & Unit Review

EC Review

Endorse

Decline Revise

Main “Title” Page - EPAT

18

Organizers Page - EPAT

19

Contacts Page - EPAT

20

Logistics Page (part 1)- EPAT

21

Logistics Page (part 2)- EPAT

22

• Assigned to ASME Staff rep.

• Reviewed and Accepted (by staff)

– Has the event already been suggested

by another organizer or unit?

– Is the required data included in the

suggestion?

23

Plan

Review Suggestion

Submit Suggestion

Plan Event

Accept

Submit

Approve

Staff & Unit Review

EC Review

Endorse

Decline Revise

Phase 1 - Planning

Review for Suggestion

• RFP for the Venue

• Complete Business Plan

• Complete Budget

• Estimates for Services

• Interdivision Memo (if applicable)

• Letter of Intent (if applicable)

24

Phase 1 - Planning

Required for Event Details Plan

Review Suggestion

Submit Suggestion

Plan Event

Accept

Submit

Approve

Staff & Unit Review

EC Review

Endorse

Decline Revise

Business Plan Page - EPAT

25

Budget Page - EPAT

26

Documents Page - EPAT

27

Summary Page - EPAT

28

• Reviewed and details submitted

by conference chair.

• Reviewed and accepted by ASME

staff.

• Reviewed and accepted and

endorsed by Unit Leader(s)

• 20 QUESTIONS

29

Plan

Review Suggestion

Submit Suggestion

Plan Event

Accept

Submit

Approve

Staff & Unit Review

EC Review

Endorse

Decline Revise

Phase 1 - Planning

Required Unit Review

• Must be Reviewed and Approved by

ASME Event Committee

• Do the dates overlap dates of other

society or industry related events?

• 20 QUESTIONS

30

Plan

Review Suggestion

Submit Suggestion

Plan Event

Accept

Submit

Approve

Unit Review

EC Review

Endorse

Decline Revise

Phase 1 - Planning

Required EC Review

31

Phase 2 – Execute

Required Commitment • Contracts can only be signed after an

event is approved by EC.

• All agreemenst, hotels, venues, etc.

• Co-sponsorship agreement.

• Staff Completes all Contracts.

• Contracts negotiated by staff/legal.

• All contracts must be signed by

Executive Director, Assistant Treasurer

or 2nd Assistant Treasurer.

Execute

Commit (Contract)

Invite

Confirm

Prepare

Execute

Confirm Details

32

Phase 2 – Execute

Required Confirmation

• Following venue contract

execution, staff confirms and

validates, dates, location and

budget

Execute

Commit (Contract)

Invite

Confirm

Prepare

Execute

Confirm Details

33

Phase 2 – Execute

Required Invitation

• Organizing committee intensity increases –

review all details.

• Preliminary program developed.

• ASME Web Site can go live after event is

planned, Call for papers.

• ASME Toolbox opened for publications, but is

coordinated planning cycle.

• Paper review cycle can begin.

• Advertising begins.

Execute

Commit (Contract)

Invite

Confirm

Prepare

Execute

Confirm Details

34

Phase 2 – Execute

Required Preparation

• Registration

• Honors and Awards

• Final Program

• Audio Visual

• Hotel Logistics

• Continuous Marketing & Advertising

Execute

Commit (Contract)

Invite

Confirm

Prepare

Execute

Confirm Details

35

Phase 2 – Execute

Required Execution

• Ship Conference Materials

• Execute & Manage Event

• On-Site Registration

• Logistics Management

• No Show Report

• Feedback

Execute

Commit (Contract)

Invite

Confirm

Prepare

Execute

Confirm Details

36

Close

Report

Close

Audit

Respond (to Audit)

Phase 3 – Close

Required Report • Final report due 3 months post

conference

• All Bills Paid

• All Accounts Balanced

• Conference Statistics

• Financial Results

• Conference Survey

37

Phase 3 – Close

Required Close Event

Report

Close

Audit

Respond (to Audit)

Close

• Event closed in EPAT no later

than 6 months after event.

Timely submission greatly

affects the review process of

future events for the unit in

question!

38

Close

Report

Close

Audit

Respond (to Audit)

Phase 3 – Close

Required Audits • All large events with gross rev

or expense over $500k.

• All other recurring events

periodically.

• Events audited by ASME audit

department.

• Criteria include P12.1.

39

Close

Report

Close

Audit

Respond (to Audit)

Phase 3 – Close

Required Response to Audit

• Unit is expected to participate

and respond to audit report.

• Audit results used as a

condition for future approval.

Financial Sponsorships vs.

Logo Only

• Financially Sponsored Conferences

– ASME will have a financial risk

associated with the event.

• If the conference produces a surplus…

• If the conference loses money…

• Non Financial Conferences

– Aka “Logo Only”

– ASME IS STILL AT RISK

• Reputation, Legal, Intellectual Property,

Branding etc…

40

Letter of Intent

• Non Binding letter of intent between

ASME and a co-sponsoring

organization.

• Signed by organizers (not staff)

• Pre-curser to Co-Sponsorship

Agreement

41

Co-Sponsorship Agreement

• Legally binding agreement between

ASME and co-sponsor.

• Signed by representatives of both

societies

• ASME Signatory – June Ling, Deputy

Executive Director

• Template Available

42

Inter-Divisional Memo

• Creates understanding and

agreement between divisions working

together on a conference.

• Event Planning and co-planning.

• Program development.

• Financial relationship and split.

43

Business Plan Development

• Key Elements

– Benefit to ASME

– Market assessment

– Identification of volunteer oversight and

potential conflicts of interest

– Ability to cover financial exposure

• Updated for Recurring Events

– Venues selection

– Financial changes

44

Budget Development

• Revenue, Expense and Net

• Standardized template

• Realistic and based on past performance

• Complimentary registrations must be

budgeted based on P-12.1

45

Legal Considerations

• Avoiding Conflicts of Interest

• Fair Bid Process

• Contract Review and Execution

– Monetary Value of Contract

– Lead Time

• Signature Authority

46

Legal Agreements

• Letter of Intent

– Pre-curser to Co-Sponsorship Agreement

• Participation Agreements

– Does NOT allow use of ASME Logo

• Co-Sponsorship Agreements

– Allows use of ASME logo regardless of financial

involvement

• Inter-Division Memo

– Multiple ASME Units / Divisions

• Vendor Contracts

47

• Best Business Practices & Guidelines

• Reinforces Compliance to Policy 12.1

• Companion to EPAT

• Clarifies unique situations

• Easy reading; Hardcopy, pdf, online in EPAT

• First Issue Targeted for Early 2013

1. Introduction 9. Program Plan

2. Roles and Responsibilities 10. Execution Plan

3. Logistics Plan 11. Agreement Plan

4. Time Management Plan 12. EPAT Process

5. Business Plan 13. Closing an Event

6. Budget Plan 14. Communication Plan

7. Publication Plan Appendix A – Planning and

Approval Clarifications

8. Marketing & Promotion Plan Appendix B, C, D - Checklists

Event Planning and Execution

Guide (EPEG)

Overview of EPAT

For complete information on EPAT, and log-in,

go to:

http://www.asme.org/events/conferences/eve

nt-planning-and-approval-tool

EPAT Help provides guides for:

– How to use EPAT

– Event Planning Assistance on how to Plan &

Organize an ASME Event

49