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About ITS Texas
– Background
– Member Benefits
– Planning
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Resources
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Scheduling
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Lessons Learned
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History
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1993
• Founded as IHVS Texas
• Held 1 st Annual Meeting
• Elected 1 st Board of Directors
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Entered into agreement with IVHS America
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1995
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Changed name to ITS Texas
Board of Directors
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President
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Vice President
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Treasurer
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Secretary
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Past President
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4 At Large Directors
Working Board
Volunteer Organization
Individual Memberships
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2006: 134 members
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2007: 135 members
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2008: 183 members
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2009: 185 members
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Typically held in November
Vice President responsible
Texas Transportation Institute (TTI) Conference Services
Elections held at annual meeting
Location is rotated
Hold technical sessions (including an Ethics session)
Provide exhibitor space
Registration includes 2 lunches
Conference schedule
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Wednesday – Technical Training & Tours
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Thursday – Technical Sessions/Exhibit Hall open
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Thursday evening – Exhibitor reception
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Friday – Technical Sessions/Exhibit Hall open & Business Lunch
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 Training
 Required Ethics course provided
 Insight into city, county and state projects
 Out of state perspective
 Networking
 Scholarship
 Latest vendor products
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 Vice President coordinates conference
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Reviews TTI Conference Services
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Coordinates with TTI Conference Services
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Monitors budget
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Develops theme ideas
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Develops conference logo ideas
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Develops list of potential sessions
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Develops preliminary program
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Secures Lunch Speakers
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Plans and setups up tours
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Review registration website
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Coordinates with training lead
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Coordinates with survey lead
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Coordinates with exhibitor lead
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Coordinates with sponsorship lead
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Coordinates with placard & program lead
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Coordinates with scholarship committee
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Coordinates giveaways, speaker gifts & door prizes
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Coordinates the nomination and presentation of awards
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Coordinates with University Chapter Liaison
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Exhales deeply at Friday business luncheon
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 Board Member
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Volunteers for a session (moderates at least 1 session)
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Reviews TTI Conference Services contract
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Review registration website
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Develops session description
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Secures speakers
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November 2008 1 st Board Meeting (immediately follows conference)
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Welcome newly elected board members
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Initiate planning for next conference
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Identify location for conference 2 years out
November 2008 – February 2009 Between Board Meetings
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Get contract in place with TTI Conference Services
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Identify themes
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Plan budget
February 2009 Board Meeting
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Meeting on site at selected Hotel
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Select theme
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Identify logos
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Develop session topics
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Assign committee leads (exhibitor, sponsorship, etc)
February 2009 – May 2009 Between Board Meetings
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Review registration website
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Review logos
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Review session topics
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Work with TTI Conference Services on Hotel logistics
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May 2009 Board Meeting
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Finalize logo
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Finalize session topics
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Assign Moderators
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Discuss possible tours and lunch speakers
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Discuss giveaways, speaker gifts & door prizes
May 2009 - August 2009 Between Board Meetings
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Distribute scholarship applications
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Moderators provide session write-up
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Website registration goes live
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Begin to identify potential speakers
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Develop preliminary program
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Contact potential lunch speakers (sometimes hard to get)
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Finalize training topic and instructor
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Finalize the number of exhibit spaces (based on physical room space)
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Begin contacting potential sponsors
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August 2009 Board Meeting
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Discuss outstanding issues
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Assist other board members with speakers
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Finalize lunch speakers (if possible)
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Update preliminary program
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Discuss registrations, exhibitors, sponsorships
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Appoint election committee
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Identify candidates for board positions
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Initiate layout of placards
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Finalize giveaways, speaker gifts & door prizes
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Send out recommendations for awards
September 2009 Board Meeting
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Possibly meet onsite at Hotel
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Review previous survey
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Finalize program
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Verify lunch speakers
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Continuation of August meeting
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 October 2009 Board Meeting
– Review scholarship applications
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Finalize program
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Finalize sponsors
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Finalize budget
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Finalize exhibitors
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Finalize placards
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Finalize awards
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Finalize survey
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Print ballots
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Coordinate with University Chapter
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Coordinate printing of programs & placards
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Coordinate with TTI Conference Services to review hotel
 November 2009 - CONFERENCE
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Exhibitors
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6 foot tables
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Totals by year
• 2005
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2006
• 2007
• 2008
24
24
25
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Sponsorships
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Logo on placards
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Logo in program
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Recognized at opening session
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Totals by year
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2005
• 2006 (1 st of multi-level)
• 2007
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2008
11
5
3
5
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Split responsibility for exhibitors from Vice President
Dropped exhibitor session
Added “Vendor Commercials” in sessions
Added sponsorships and levels of sponsorship
Conduct survey
Color code name badges
Utilize TTI Conference Services
Online registration allowing credit card payments
Attend conference and become a member for next year
Share the work
Private page for board members on website
Listen to membership
Keep exhibitor cost low
Conduct majority of board meetings via video teleconference
Continual planning
Advanced planning
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snovosad@swri.org
210.522.2039
www.itstexas.org
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