––
2014
Greater Atlanta Chapter
SIGs and GIGs Manual
F. E. Starks, PhD, MEd, CTT+
Director SIGs/GIGs
Florida.Starks@astdatlanta.org or
doug.samuels@astdatlanta.org
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Table of Contents
Introduction .................................................................................................................................... 3
ASTD Atlanta SIG/GIG Resources ................................................................................................ 5
SIG/GIG Team Roles/Responsibilities ........................................................................................... 7
Program Development Strategy Tool ............................................................................................. 9
SIG/GIG Operating Checklist ....................................................................................................... 11
How to Promote Your Event ........................................................................................................ 16
Communications Guidelines ......................................................................................................... 16
SIG/GIG Meeting Evaluation Form .............................................................................................. 16
Financial Guidelines..................................................................................................................... 18
Sponsorship Guidelines ............................................................................................................... 18
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March 6, 2014
Introduction
ASTD Atlanta Special Interest Groups (SIGs) and Geographic Interest Groups (GIGs) represent
one of the many ways the chapter provides opportunities for professional and personal growth,
to network, to learn new trends and industry directions, and to take useful information back to
your organization.
This document is provided and available to all SIG/GIG members and is designed to provide
information and guidelines to facilitate the running of a SIG or GIG. SIG/GIG leaders are
encouraged to read the document and take from it information/forms/checklists that will help
them be successful.
If you find any outdated information or have other input for this document, please do not hesitate
to provide it to the Director, SIG/GIGs.
The Greater Atlanta Chapter of ASTD (ASTD Atlanta), established in 1955, is one of the five
largest chapters with over 750 members. We are a regional association of workplace
performance professionals providing our members with a forum for the exchange of professional
development opportunities and resources as we strive to improve workplace learning and
performance.
Our SIGs and GIGs provide a wonderful opportunity to become personally involved in your
Atlanta Chapter. SIG and GIG chairs continuously seek assistance in topic and speaker
selection, meeting planning, attendee registration and other key support activities.
Become involved and see the magic happen!
Special Interest Groups (SIGs) are designed with you in mind. They are the “heartbeat of the
chapter.”
Career Development SIG
A community of learning professionals interested in advancing their own careers and helping
others develop their skills and expertise.
Human Capital and Workforce Development SIG
A community for learning professionals looking to develop talent, foster innovation, and improve
performance. ASTD has always been about developing and measuring human capital and this
community exemplifies how talent in the workplace makes all the difference. If you are involved
in the hiring, onboarding, change management, culture and diversity, and people development
initiatives in your workplace, this SIG helps provide you with a forum in which to support your
Organizational Development needs.
Independents, Networking & Collaborating SIG
Through networking and collaborating, SIG members share practical information designed to
address the challenges and the opportunities of being an independent. Whether you own your
own business or you operate as an independent training and development consultant, this SIG
provides its members with business-related knowledge, tools, and solutions that cultivate and
promote growth for independents and business owners.
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Learning and Development SIG
A community for training professionals who design, deliver, measure, and develop learning
opportunities. This SIG provides a forum in which training professionals can meet to discuss
challenges, share resources and information, and hear from experts on various topics.
Learning Technologies SIG
This SIG is a community of forward-thinking training professionals that use technology and
learning to develop the future workforce. From e-learning and simulations to social and mobile
learning, this SIG delivers top-notch content to keep learning professional abreast of the latest
innovations. The ASTD Learning Technologies Community of Practice gives learning and
technology professionals who frequently interface with the training function a chance to access
the content, research, trends, tools, and network that keep them ahead of the curve when it
comes to the very latest in learning.
Sales Enablement SIG
If you are interested in making more sales, converting more prospects into clients and having
more prospects in your sales funnel, we are here to help.
Geographic Interest Groups (GIGs) are designed to extend ASTD Atlanta programs to
geographic areas outside of metro Atlanta. While its members have complete ASTD Atlanta
member privileges, GIGs allow members to meet other workplace learning and performance
professionals in a particular geographic area and experience quality professional development
programming close to home.
West Georgia GIG/Columbus-Chattahoochee Valley
A training and development networking group based in Columbus, Georgia.
Middle Georgia GIG/Macon
A training and development networking group based in Macon, Georgia.
Northeast Atlanta GIG/Athens
A training and development networking group based in Lawrenceville/Duluth, Georgia.
Southeast Georgia GIG/Savannah
A training and development networking group based in Savannah, Georgia.
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March 6, 2014
ASTD Atlanta SIG/GIG Resources
SIG/GIG leaders have a number of resources available to ensure the SIGs/GIGs execute their
responsibilities with the necessary support to thrive. It is the responsibility of SIG/GIG leaders to
know what those resources are and to reach out if they need guidance or other assistance.
Please see the Leadership Toolkit (or click here) under Resources on the chapter website.
Here is a list of available resources (not exhaustive):
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ASTD Atlanta Code of Ethics
ASTD Atlanta Constitution
ASTD Atlanta Financial Guidelines
Networking Guidelines
Roles & Responsibilities of Executive Board Members
Major Chair Positions
SIG/GIG Resources
o Planning a Meeting
o ASTD SIGs GIGs Manual
o ASTD 2014 Rotator PPT
o Expense Reimbursement Form
o SIG/GIG Sponsorship Information Package
o SIG/GIG Meeting Evaluation Form
o Speaker Recognition Program
o Speaker Recognition Letter
o Communication Plan
How current ASTD Atlanta Board Members can support you:
o Director of SIGs/GIGs – for advice/guidance
o SIG/GIG Liaison/Quality Chair – for advice/guidance
o VP of Member Services – for member database
o VP of Communications – for getting your SIG/GIG message out
o VP of Marketing – for additional assistance to market the SIG/GIG
o VP of Professional Development – for meeting presentation ideas
As you will find out, there are numerous resources to ensure your SIG/GIG’s success. If there
are other resources that will help you or your SIG/GIG team, please be sure to reach out and
ask…and let us know so that we can share the wealth.
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March 6, 2014
ASTD Atlanta SIG/GIG Leadership 2014
Director of SlG’s/GIG’s – Florida Starks, Florida.Starks@astdatlanta.org
SIG/GIG
CHAIRPERSON
Career Development SIG
Joseph Sachse
JS078K@att.com
Independents, Networking
& Collaborating SIG
Ransom Gadson
gadson.r@gmail.com
Learning and Development SIG
Learning Technologies SIG
Sales Enablement SIG
Eric Langley
Eric@abeo.us
Don Bolen (Interim)
Don@dbolen.com
Ernesto Bergeron
Ernesto.Bergeron@odares.com
Workforce Development/Human Capital SIG
Middle Georgia GIG/Macon
Northeast Georgia GIG/Athens
Southeast Georgia GIG/Savannah
West GA GIG/Columbus
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Ann Lear
alear@centralgatech.edu
Chrissy Derrer
Chrissy.derrer@choa.org
Jewel Daniels
jewelldaniels@bellsouth.net
Wandi Steward
wandipmolympics@gmail.com
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SIG/GIG Team Roles/Responsibilities
Chairperson
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Chairs the leadership team meetings
Sets SIG/GIG strategy and develops team tactics with input from team
Attends external networking functions to continually find team volunteers
Leads the SIG/GIG event
Coordinates topics determination and securing SIG/GIG event speakers
Secures event location
Does opening remarks for meetings
o Introduce yourself and thank everyone for coming
o Tell everyone about ASTD Atlanta being the largest and most active chapter in the
country
o Speak to the fact that this is only possible due to volunteers - ask everyone to
consider volunteering
o If applicable, thank attendees that supported Chapter initiatives
o Remind everyone to take the survey at the end of the session
o Recognize SIG/GIG team members and any Chapter officers who may be in
attendance
o Recognize meeting sponsor if applicable
o Introduce your speaker - either memorize key points from their bio or read it
Does closing remarks for the meeting
o Thank the speaker for their time and remind everyone that they are also
volunteering their valuable time
o Present speaker with the President’s Thank You Letter (print this out prior to
meeting)
o Remind everyone of your SIG/GIG’s next meeting, the next Chapter meeting, and
the next SIG/GIG meeting (see the Chapter calendar to get this information)
o Thank everyone for coming
Represents the SIG/GIG at ASTD chapter and national functions
Chairperson-elect
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Attends the SIG/GIG leadership team meetings
Acts as Chairperson in his or her absence
Takes an active role in determining topics and securing speakers with Chairperson
Recruits leadership team members
Advisor
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Advocates for the SIG/GIG team
Provides coaching/mentoring for SIG/GIG leadership team
A general resource for the SIG/GIG
Communications / Marketing
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Attends the SIG/GIG leadership team meetings and SIG/GIG events
Utilizing Wild Apricot, creates, updates and emails event invitations to interested
members and non-members and monitors registration in Wild Apricot
Keeps the speaker/SIG updated on registration numbers
Passes out event evaluations, tabulates results, and includes in event write-up (see
below)
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Creates event summary, including speaker bio, any event photos, and evaluation
summary data and emails it to the Director, SIGs/GIGs and SIG/GIG Liaison/Quality
Chair
Promotes event with other organizations
Utilize LinkedIn, Twitter, Facebook etc. to market each event as appropriate
Secures SIG/GIG sponsors (for individual events or for the year)
Sets up table for the sponsor at the SIG/GIG meeting
Coordinates photos of the event
Hospitality
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Attends the SIG/GIG leadership team meetings and SIG/GIG events
Sets up registration table
Greets people before event and ensures they sign in
Manages on-site registration (collects money from non-members)
Coordinates refreshments for the event. Budget is $6 per person – use attendance
percentage to calculate a headcount for food purchase
Review feedback on food from event survey and make adjustments as needed
Programming Strategy
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Determine theme for coming year
Brainstorm and determine 5-7 companies/speakers
Determine dates of events and reserve them in Wild Apricot
Contact all potential speakers/companies, gain commitments and confirm dates for the
upcoming year
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Program Development Strategy Tool
1. Develop a SIG/GIG Theme (RECORD YOUR THEME BELOW) – the SIG/GIG theme should be
a sentence that envisions the thread that will run through your program for the year. For
instance, All our presentations will be from Fortune 50 companies OR Our presentations will be
from companies that ranked in the top 50 of Best Places to Work in America/Atlanta/etc., OR
Our presentations will focus on six critical elements of creating a thriving consulting business. A
unified theme will help attendees understand what your SIG/GIG has to offer and can help with
building strong attendance for each session.
2. Understand the purpose of your SIG. For example:
a. Sales Performance Improvement (SPI) SIG - provides dynamic monthly events that bring
individuals together to tackle the challenges of improving sales performance as it relates to
today’s highly competitive environment.
b. Independents, Networking & Collaborating (INC) SIG - share practical information designed
to help address the challenges and the opportunities of being an independent and encourage
you with real world solutions that will help cultivate and promote your consulting business.
c. West GA GIG – just like a mini-chapter, provides an opportunity for the chapter to reach
other parts of the state
3. Brainstorm and select 5-7 topics based on your understanding of the SIG/GIG Theme. Ask these
questions about identified topics: Is it a new topic or an updated version of a previous topic?
Have the topics been presented to ASTD (national or chapter) before? Does each topic align
with the theme that was created? Are the topics strategically scheduled so that they can build on
each other as the year progresses or is each one a stand alone? (RECORD YOUR TOPICS
BELOW) and identify possible speakers (from industry/your network).
THEME:
5-7 TOPICS:
1.
2.
3.
4.
5.
6.
7.
SPEAKERS (ORGANIZATIONS):
1.
2.
3.
4.
5.
6.
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Brainstorming Notes
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SIG/GIG Operating Checklist
This checklist is designed to contain all the tasks required to successfully run a SIG/GIG. Before
using, edit this checklist to create one targeting your specific SIG/GIG needs. Identify WHO is
responsible, the Target Date for completion, and WHEN the task was completed.
SIG / GIG Task
WHO
Target
Date
WHEN
SIG/GIG Management
Attend other conferences and meetings to meet possible
speakers/volunteers
Research list of topics for future meetings
Maintain speaker database
Obtain speaker presentation blurb and bios
Create leadership meeting agenda
Coordinate leadership team chairperson activities
Serve as liaison to ASTD Chapter
Develop strategies and goals for SIG/GIG growth
Handle public relations
Make meeting announcements
Attend quarterly SIG/GIG leadership
meetings/teleconferences
Managing the Speaker/Sponsor
Speaker
Confirm speaker
Secure copy of speaker's presentation
Contact the speaker & confirm arrangements, additional
information, etc.
Greet the speaker
Print and present the President’s Letter of Appreciation and
announce donation to scholarship fund in speaker’s name
Follow-up with personal thank you letter/email
Sponsor
Identify target sponsors
Send solicitation letter/telephone call
Follow-up with a sponsor package
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SIG / GIG Task
WHO
Target
Date
WHEN
Solicit sponsor promotional item
Follow-up telephone calls
Secure agreement and invoice the sponsor
Confirm sponsorship funds are sent to treasurer; provide
sponsor receipt from treasurer
Coordinate the set-up of sponsor table
Send out thank you letter
Confirm Meeting Location
Confirm room set-up
Confirm sponsor table/chairs
Confirm a/v equipment
Confirm internet access
Confirm table configuration
Ensure food table is available
Communication/Marketing
Promotions
Create the promotional email
Attend other SIG/GIG meetings and coordinate
announcement of your SIG/GIG meetings
Cross-promote at other professional organizations
Chapter Liaison
Verify meeting notice and ASTD Chapter calendar
Collect evaluation forms, tabulate and send results to
speaker, SIG/GIG chair, and SIG/GIG Liaison/Quality Chair
Coordinate event registration on Chapter website
Complete meeting report within 5 business days of the
meeting
Meeting Registration
Send out meeting notification to email distribution list
Set-up registration table
Man registration table
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SIG / GIG Task
WHO
Target
Date
WHEN
Hospitality
Research restaurants and food vendors
Call in food order and verify total cost
Secure food purchase funds
Set up food delivery
Arrange food set-up
Coordinate clean-up
Volunteer Committee
Solicit volunteers at meetings
Confirm volunteers (2 weeks before meeting)
Volunteer reminder the day before the meeting
Make volunteer assignments at the beginning of meeting
Set-up registration table, badges, and the meeting room
Treasurer
File for reimbursement for meeting expenses with the
Director, SIG/GIGs – copies of receipts are sufficient along
with a completed Reimbursement Request Form
Send revenue to Chief Financial Officer for depositing
Coordinate with VP, Member Services on handling
membership applications and checks
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Executing a Meeting Checklist
(Not all items apply to all meeting planning – softcopy available in Leadership Toolkit)
Date of
Event:
Speaker:
Topic:
I.
Eight to ten weeks before the event
 Schedule the date of the event
Helpful Hints:
 Check the date against the ASTD meeting calendar for other events
 If possible, hold your meetings in a month the ASTD Chapter meeting does not meet
 Reserve a meeting location
 determine arrangement of tables, chairs
 max number of attendees
 equipment availability (computer, projector, screen)
o Confirm that event location is equipped with internet access for on-site event
registration
 Discuss speaker options with team and book a speaker for the event.
 Ensure communications/marketing has current/updated meeting information
 Create an engaging title
 Create a meeting flyer (for cross-promotion and to show to potential sponsors)
 Search for and secure a sponsor
 Follow ASTD process to place event on the ASTD Chapter web site (in Wild Apricot)
ensuring event announcement and reminder emails are set properly
 Create a LinkedIn, Facebook, Twitter event. Email the speaker and your SIG/GIG
committee to add this to their profile
II.
Two to four weeks before the event
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III.
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Reconfirm with speaker - ask if there are technology needs
Get info to promote the sponsor
Market the meeting through other sources (websites, etc.)
Check how registration is progressing
One week before the event
 Create agenda
 Check in with the speaker – reconfirm date, does he/she need directions, where to
park, etc.
 Check room for laptop connectivity
 Secure projector, if needed
 Determine food and beverages for event
 Print out President’s Thank You letter for speaker
 Prepare what to say to present speaker to attendees
 Print off Check-In sheet from WA registration list
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 Buy Name Badge Labels and magic marker for meeting
IV.
Day before and/or Day of the Meeting
 Request list of registered attendees for event from SIG/GIG communications
 Make copies of the SIG/GIG Meeting Evaluation Form available in the Leadership
Toolkit; bring SIG/GIG Meeting Evaluation Forms to event
 Make copies and bring to event Sign-In sheets for attendee registration
 Set up room for event
 Bring Name Badge Labels and markers
 Bring fee receipts for those that are paying at the event (the chapter does not have a
form for this; a handwritten receipt from your team is sufficient)
 Alert security in the building of the event, if needed
 Buy/bring food, soft drinks and ice for event
 Bring ice cooler, if needed
 Buy/bring paper products
 Save all receipts for reimbursement
 Open room and set up ½ hour before event registration
 Ensure PowerPoint Chapter Rotator is showing in event room
 Bring writing tablet to take any notes
 Don’t forget to announce and thank the sponsor
 Print out and present speaker with President’s Thank You letter
 Make announcement for next SIG/GIG meeting, next Chapter meeting and any other
necessary announcements
V.
One to five business days after the meeting
 Review and compile results of the SIG/GIG evaluation forms and send to speaker and
SIG/GIG chair or SIG/GIG Liaison/Quality Chair/Director SIG/GIGs
 Follow process for receipt reimbursement
 Email copies of receipts/completed reimbursement form to Director SIG/GIGs to
approve reimbursement; coordinate with Director SIG/GIGs on cash receipts
 Write up a summary of the meeting and send to SIG/GIG team members, the SIG/GIG
Liaison/Quality Chair (or Director SIG/GIGs if no SIG/GIG Liaison/Quality Chair). Here
are details on what we would like to collect:
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Number of registered attendees (Members and non-members)
Number of actual attendees (Members and non-members)
Receipts for expenses along with reimbursement form
Volunteer names (You need to ask at every meeting!)
Photos
Have your registration people capture the following information for those attendees
who show-up at the event but did not register ahead of time.
o Name
o E-mail
o Phone number (optional)
o Address (optional)
o At the end of the event, e-mail the information to astdatl@gmail.com. Ask to
have info input for your specific event in Wild Apricot.
March 6, 2014
How to Promote Your Event
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Create an “event” on LinkedIn. Indicate that you are attending as are all the members of your
committee.
Post the event on the ASTD Atlanta website at least one month prior to the event.
Post on ASTD Greater Atlanta Twitter account.
Post on ASTD Greater Atlanta Facebook account.
Share with your personal network. Blog the event on your personal blog and link back to
ASTD Atlanta.
Communications Guidelines
Here are the guidelines for monthly submissions:
Event Calendar on Chapter Website
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One volunteer from each SIG/GIG team will have the responsibility for adding events to
the chapter website using Wild Apricot; coordinate with Director, SIG/GIGs to get access.
Training will be provided by the Director, SIG/GIGs, VP Technology or a designee.
Administrative rights will be granted by the VP Technology.
Facebook event announcement
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Write a very short promo including the topic and date of the event. You may join the
ASTD Atlanta Facebook group and post this information. This should be done several
weeks before the event.
eNews
eNews are transmitted on the 1st and 3rd Wednesday of the month and will contain information
on meetings/events scheduled to occur within the next 30 days.
The VP of Marketing and Communications pulls event announcement information directly from
the calendar on the website. As long as the information is on the website, there’s no need to
send separate communications about upcoming events unless you expressly want specific or
different information in the eNews.
SIG/GIG leaders will be in the review loop of each eNews. Please ensure your SIG/GIG meeting
information is correct (and check the registration link to ensure it goes to your page on the
website). SIG/GIG leaders are encouraged to write up Kudos to be posted in eNews.
SIG/GIG Meeting Evaluation Form
Please use the SIG/GIG Meeting Evaluation Form located in the SIG/GIG Resources section of
the Leadership Toolkit on the chapter website. You may also use the ASTD Survey Monkey
account to collect post-meeting evaluations.
Contact the Director, SIG/GIGs with any questions.
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SIG Meeting Locations
Cbeyond (I75 at I285) Venue is available at no cost. They have 3 rooms that are separated by
air walls, so you can customize the space as needed. Room 1 can hold up to 20 people, Room 2
can hold 40 to 45, Room 3 can hold 25-30. Cbeyond only allows 1 meeting per quarter, so
usage will be first come first serve.
The address is:
320 Interstate North Parkway SE
Atlanta, GA 30339
Contact at Cbeyond:
Marilyn.Bloom@cbeyond.net
CED solutions (one of our sponsors) Venue is available at no cost. Their rooms seat groups
of 10 to 32. Each room is equipped with an overhead, white board and computers. They also
have a full kitchen and eating area that connects to a covered deck.
The address is:
1642 Powers Ferry Road, Bldg 12
Suite 300
Marietta, GA 30067
Contact at CED Solutions:
Steve Aikala | Senior Account Manager
P: 770.937.0140 x1101 |E: saikala@cedsolutions.com | W: www.cedsolutions.com
American InterContinental University (AIU) – Venue is available at no cost. They have an
amazing variety of rooms available that can accommodate any kind of event our SIGs or
Professional Development groups would want. Rooms seat from 10 to 200 with all kinds of
configurations available.
The address is:
6600 Peachtree Dunwoody Road, 500 Embassy Row
Atlanta GA 30328.
Contact at AIU: Yetra Bellamy, 404-965-8020,ybellamy@aiuniv.edu. Because of the wide variety
of options, Yetra recommends calling her and having a discussion on what your needs are so
that she can find the perfect space for your meeting.
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Financial Guidelines
The goal of SIGs and GIGs is to have high-quality events that cause no financial burden to the
chapter. We hope that the fees charged to non-members and membership fees charged to
members who join the chapter as a result of attending a SIG/GIG event will offset any expenses
incurred by these events.
Budget guidelines
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Food – $6 per person
Name tags/badges/etc. – $5 per event
Facility rental – Contact Florida Starks prior to committing
Speaker gifts – $2 per speaker to cover coast of printing letter and envelope per speaker
recognition program.
GIG Marketing – $500 annually
Expense reimbursement process
1. Complete the Expense Reimbursement Form (available on the Chapter website in the
Leadership Toolkit under the SIG/GIG Resources section).
2. E-mail the completed form along with your scanned receipts to Director SIGs/GIGs for
review and approval.
Sponsorship Guidelines
Determining Who Might Sponsor
Answering these questions may help provide direction:
1. What audience will likely attend your program (e.g., corporate trainers, training and
development professionals in transition, salespeople, etc.)?
Note: The better you determine this, the better chance you’ll have of finding a sponsor
and marketing your events.
2. Who would want to market their product/service to this audience?
Attendee Type
Corporate Trainers
Instructional Designers
Professionals in
transition
Consultants
Salespeople
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Possible Sponsors…vendors who provide:
Training materials, training content, training programs, and
professional development
Online tools, software
Resume services, job boards, career counselors, networking
specialists
Web site developers, training software, marketing and pr
professionals
CRM vendors, sales tools vendors, sales training vendors
March 6, 2014
Approaching sponsors
Send the following email to appropriate companies; attach the SIG/GIG Sponsorship Information
Package (located in the SIG/GIG Resources area of the Leadership Toolkit on the chapter
website) – delete the italicized words in the email below and insert the appropriate information:
Dear (insert name):
Our (SIG or GIG name), a unit of the Greater Atlanta Chapter of the American Society of
Training and Development (ASTD) is a meeting of (what type of professionals, e.g., sales
trainers, organization development) in the Atlanta area. We usually have (average number of
attendees) at our meetings. Next month, we have an exciting topic that’s drawing a lot of
interest: (insert program description/presenter name here).
We are expecting a larger than normal turnout. One at a time, I am approaching companies that
offer similar products/services trying to identify one company that may wish to sponsor this
meeting. You could have your company’s name in front of have (average number of attendees)
professionals who may be interested in buying your product/service. In addition, at the meeting
you’d have the opportunity to meet and gather information on all the attendees and receive the
attendance list with contact information.
Our sponsorships are very reasonably priced at $175 for one meeting (see attachment to view
additional benefits). If you’re interested, please reply to this email with your contact information
and I’ll give you a call.
Warm regards,
(your name)
(team position, e.g., Marketing Chair)
(telephone number)
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March 6, 2014