1. VA AWWA / VWEALeadership TrainingWebinar Planning your Event April 2, 2015

2. Welcome! • Thank you for joining us. • This is the 2nd in a series of Leadership Webinars. • This webinar is being recorded and posted on our websites for you to review/share. • All phone lines will be on mute. Please send any questions/comments via the question box on your control panel.

3. Planning your Event Helpful tips • Plan backwards • Consider Magazine deadlines • Allow time for approval of CEU’s • Large conferences should begin planning their events one year out. • Assign Volunteer Roles Early

4. Planning your Event 10-12 months prior to the event • Select a date and venue • Check the associations calendar to ensure there are no conflicts • Check the date for similar events put on by other groups • Negotiate contract – Signature by Board Secretary required. • Develop your theme/topic

5. Planning your Event 6-9 months prior to the event • Finalize topic – request abstracts or locate speaker • Develop a budget based on contracts • Establish registration pricing to include all costs associated with the event. • Food and Beverage Costs • Room Rentals • A/V Fees • Don’t forget to add plus/plus when utilizing a hotel (approx. 30%) • Factor credit card fees associated with registrations (VWEA only) • Regonline Fees - $3.35/registration (VWEA only) • Printing costs

6. Planning your Event 3-6 months prior to the event • Finalize your program • Submit abstract information to the Continuing Ed. Committee (VWEA) and the Education Committee (VA AWWA) for credit approval • VWEA ‘s Committee meets the 3rd Wednesday of each month • VA AWWA’s Committee reviews on a rolling basis • Develop an event brochure • Advertise in the Association’s Quarterly Magazines • Please consider when the magazine will actually reach our members!

7. Planning your Event 2-3 months prior to the event • Open registration for the event • Submit information to be included in the monthly e-newsletter to members • Market your event through networking, social media, etc. • Request bar code scanners for use at the event. • Email barcode@vaawwa.org

8. Planning your Event 2-3 weeks prior to the event • Monitor hotel attrition if a room block is utilized • Assign moderators for technical sessions • Coordinate attendance with speakers and acquire bios for introductions • Acquire presentations from speakers • Print agendas for attendees • Review BEO’s with hotel based on registration numbers • Develop post event survey

9. Planning your Event Day of the Event • Ensure volunteers are at their assigned locations • Conduct mini-training on use of scanners for moderators • Monitor that facilities and food/beverage are provided per our contract • Review and sign hotel charges for the event

10. Planning your Event Post Event • Email event survey immediately following the event. • Provide presentations to be placed on our websites • Schedule a debriefing meeting of the committee. • Review survey results • Submit check requests for invoices and reimbursements • Return scanners • Review and approve Continuing Ed. Certificates • Put documents on share file for next year’s use

11. Planning your EventHelpful Resources • Key Committee Volunteers • Divide up tasks early • Review list of commonly needed volunteers http://www.vwea.org/storage/documents/Key_Committee_Volunteers_for_Events.pdf • Check out the committee resources on our websites. http://www.vwea.org/committees/committee-resources-and-toolkit http://www.vaawwa.org/resources/event-planning/

12. Planning your Event Questions?? ** Mark your Calendars ** The next Leadership Training Webinar will beMay 19th Planning and Conducting a Webinar