AER LIFT Online
AER Leadership Training
Webinar
Planning and Managing
a Chapter Conference,
Part 2
1
Opening & Comments
Welcome – Debby Holzapfel
 Conference Planning Webinar
Committee
• Brenda Egan, Penn-Del AER
• Julie Lee Kay,VA AER
• Mary Nelle McLennan, Penn-Del AER
• Julie Prause, TAER
 Review Session Content – Brenda Egan

2
In Part 1:
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Value of a Conference
Creating a Well-balanced Planning Committee
Conference Planning Committee Management
and Mechanics
Financial Implications and Planning
Site Selection and Facility Coordination
Vendors
Special Activities
3
In Part 2:
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Themes
Publicity
Speakers and Program Content
Registration
Continuing Education for Certification
Accessibility
AV Needs and Arrangements
Social and Hospitality
Conference Materials
Awards or Recognition
Evaluations
Volunteers
4
Choosing Your
Conference Theme
5
Conference Theme
Your conference theme is far more than
just a catchy phrase.
Your theme plays a big role in setting the
tone of the conference.
The theme provides a foundation for your
entire program and helps bind it together.
6
Coming up with a Theme
Discuss…Brainstorm…Be creative…Pose even crazy or
out-of-the- box ideas…Consider:

Famous quotes or inspirational phrases

Song titles and lyrics

TV shows or set-ups or even popular apps

Alliterations

Capitalize on a unique local situation or opportunity

Search the web for conference themes

Focus on themes that include or appeal to your chapter’s
various disciplines

Identify themes and conference topics that address your
chapter’s specific areas of needs or interests
7
2012 Texas AER
Conference
8
2011
Texas AER
Conference
9
Julie
Lee Kay
Fredericksburg,VA
Putting on Your Top Hat - 2013
10
2013 Penn-Del AER Conference
Keynote: Rick Welsh,
First President of AER —“Lincoln,
Howe, and You”
Midnote: Annette Reichman, US
Dept of Education—
“Equality, Accessibility, and
Opportunity: One Person’s
Journey”
Footnote: Master Sgt. Jeffrey
Mittman, Retired, US Army —
“The Luckiest Man”
11
12
13
Carrying Out the Theme
Embed the theme in conference planning

Include the theme and theme-related references in all
your promotional materials
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Include theme in Call for Presentations or speaker
invitations
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Use related graphics in conference documents,
registration, conference programs, name tags,

Create table centerpieces that reflect theme

Add touches that reflect the theme throughout the
conference; examples:
Virginia’s hat theme…
Penn-Del’s Gettysburg theme
14
Carrying Out the Theme, Cont’d.
Keynote and general sessions are great places
to focus on theme.

Emphasize the theme when making arrangements
with your Keynote and general session speakers.

Request that Keynote and other general session
speakers build their remarks around the theme.

Do not expect all the concurrent sessions to
carry out the theme, but some may be creative
enough to do so.
15
FOR KENTUCKY AER,
THE THEME WAS MAGIC –
AND SO WAS THE KEYNOTE
WITH “KAERICK”!
Never underestimate the power
of
a good theme
well implemented.
17
Publicity
18
Publicity: Before the Conference

The conference location at the end of
the previous year’s conference (Save the
Date!)

Decide on the theme of the conference,
a logo (see photo) and create a flyer.
This should be done before the formal
announcement

Formally announce the conference at
least 6 months prior through email
blasts to current members, past
attendees, your listserv and/or
chapter’s website
19
Publicity
20
Publicity: Before the Conference, Cont’d.
Ask other agencies, such as early
intervention agencies, adult agencies,
schools for the blind, to publicize
 Announce again when registration opens
 Announce again when registration is
about close
 Consider doing other random
announcements to promote special
events, speakers, etc.

21
Publicity: During the Conference
Make frequent announcements about:
 Silent auction
 Vendors
 Special events
 Announce next year’s location
22
Publicity: After the Conference
Share publicity info and tips with next
year’s conference committee
 Write an article for Chapter Website
and/or AER Report
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23
Speakers and
Conference Content
(AKA Program Committee)
24
Speakers and Conference Content will cover:
Formulating a plan for presenter costs
 Determining conference shape and size
 Designing the conference schedule
 Developing the program and securing
presenters
 Managing presenter data and record
keeping
 Arranging speaker introductions and
creature comforts
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25
Formulate a Plan for Speaker Expenses
Confirm Financial Resources
“How much money do we have?”
• Refer to conference committee budget as
approved by the Chapter Board
• Identify funds available for presenter costs within
the approved conference budget
• If necessary, prepare rationale and strategies for
more funding to secure presenters
26
Formulate a Plan for Speaker Expenses
“How do we spend it?”
Decide how you will handle speaker costs and
expenses.
Consider separate financial practices for:
• Keynote or general session presenters
• Concurrent presenters
• Poster presenters
27
Formulate a Plan for Expenses, Cont’d.
Establish a policy for each category of
speakers:
• Will you cover travel, food, and lodging
costs?
• Will you cover conference expenses?
• Will you provide honoraria?
• Will you provide thank you gifts?
• Are there other costs to consider?
28
Formulate a Plan for Expenses, Cont’d.
Speaker payment practices vary widely:
Texas AER gives the keynote speaker free hotel stay.
Virginia AER pays the keynote speaker’s expenses and an
honorarium.
Penn-Del AER has a hybrid practice:
• $100 honorarium for each concurrent presentation
• $50 honorarium for each poster presentation or
roundtable presentation
• $500 honorarium and all expenses for each “Note”
speaker or general session presenter
29
Implement Your Plan for Speaker Costs
• Formalize your plan and garner approval of Board
• Carry out your plan consistently
• Publicize your plan – State it clearly in your Call for
Presentations or speaker invitations
• Include it in your follow-up speaker materials and
communications
• Provide reimbursement forms and clear
instructions for appropriate parties
30
Determine Shape and Size of Your Conference
Factors to consider:
• Length of conference; number of days
• Number of attendees anticipated
• Number of time slots in conference schedule
• Number of sessions offered in each time slot
• Are you repeating any sessions?
• Number and sizes of meeting rooms available
• Number of general sessions to be scheduled
31
Design Your Conference Schedule
• Review the decisions about the “shape and size” of your
conference
• Consider number of minutes/hours you will offer for
continuing education
• Consider other session types in addition to the usual
concurrent and poster presentations
•
•
•
•
Roundtables
Vendor presentations
Dedicated time slot for attendees to visit vendor exhibits
Hands-on “make and take” activities
• Consider special events
• Video screening or student showcase
• Preconference workshop
32
Design Your Conference Schedule, Cont’d.
• Create a template of your conference schedule
so you can see what you need. Include:
• General sessions
• Concurrent sessions
• Poster sessions
• Vendor hours
• Breaks and meals
• Other events and meetings
33
Blank Schedule Template for Planning
34
Design Your Conference Schedule, Cont’d.
• Consider variations in your general sessions:
• Entertainment
• Group activities or ice breakers
• Door prizes or recognitions for various reasons
• Offer more than one “Note” session as does the PennDel Chapter:
• Open with a “Keynote” address
• Center your conference with a “Midnote” address
• Close your conference with a “Footnote” address
35
Building Conference Content
Presentations should be designed to educate
participants about successful practices,
innovations, research, or expanded
perspectives that improve services to
students and clients who are blind or visually
impaired.
You may want to discourage presentations
that are solely product demonstrations.
36
Building Conference Content, Cont’d.
Criteria for Evaluating Presentation Proposals

Is the topic important and relevant to the work of
professionals in the field of visual impairment?

Does the topic provide significant or innovative ideas
or research findings that bring fresh insight or
approaches?
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Does the topic present a new or expanded
perspective, practice, program, or innovation?

Does the topic fit into the content strands of the
conference and add balance to the overall program?

Has this topic been presented at a recent conference
held by your chapter?
37
Securing Speakers
Determine your method for securing speakers
Two basic methods for securing speakers:
1) Identify and invite speakers
2) Issue a Call for Presentations
38
Securing Speakers, Cont’d.
Method 1: Identify and invite speakers
• Committee brainstorms and invites speakers
OR
• Following committee brainstorming, lead persons
or teams are responsible for identifying and inviting
presenters that address topics related to specific
disciplines or strands
39
Securing Speakers, Cont’d.
“Strand captain” strategy used by Virginia AER

The chapter uses four strands—VRT, TVI, O&M and
Technology—and a “captain” for each.
Strand captains are responsible for concurrent session
speakers.
 Strand captains are charged with contacting members to
see what topics they are interested in and to get
recommendations of speakers. They fill in the slots for
their strand and serve as the contact point for the
speakers.


The conference chair takes care of the overall
agenda/room placement and keynotes.
40
Securing Speakers, Cont’d.
Method 2: Implement a Call for Presentations
• Follows a widely respected professional approach to
building conference content
• Extends your options beyond the reach and awareness
of the conference committee
• Is feasible even for small chapters
• Yields surprising results!
• Recommended for concurrents and posters – not for
Keynotes or general session speakers
41
Securing Speakers, Cont’d.
Basic Steps in Implementing a Call for Presentations
• Design and distribute a “call” that includes detailed
conference information and an accessible submission form.
• Accession all submissions and circulate to the review
committee.
• Review each submission according to specific criteria;
accept the proposals that are most appropriate for your
audience; augment the program with other presentations if
needed to provide balance and variety.
• Communicate with submitters all along the way.
42
Securing Speakers, Cont’d.
• How to locate Keynote speakers?
• Identify thought leaders
• Review recent literature
• Look at other conference programs
• Talk to your contacts and colleagues in other
chapters
• Ask schools for the blind and/or other agencies
• Consult with AER Central office
• Call in favors!
• Do not be bashful
43
Collecting and Managing Speaker Data
Set up charts and systems to collect, process, and
communicate the information needed about each
speaker and presentation.
Design presenter submission forms to collect the
information you need for:
• your conference program
•for your chapter’s application to ACVREP:
44
Information to Collect on Speaker Forms
Presentation title and type of presentation
• Speakers’ contact information: name; title or
position; school or agency; mailing address; email
address; phone numbers
• Abstract of presentation
• Primary learning objective
• Brief session description for conference program
• Speaker bio or profile
• AV and room setup requirements
•
45
Communicate Like Crazy!
Communicate with your speakers at
every step in the process
 Send comprehensive letter outlining
details of the conference
 Send reminders of such as registration
and handouts
 Provide contact information so speakers
can reach conference personnel with
questions
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46
Develop the Conference Agenda

Communicate with accepted presenters to
determine the days and times of availability.
Give them a deadline!
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Work to provide balance and avoid conflicts
within each time slot.

It’s a SHELL GAME! Use the schedule
template you created. And “yellow stickies”
are the ticket!
47
Building a Balanced Program
Regardless of the method used for securing
speakers, special care must be paid to assuring
balance among session topics.
Strategies:
• Create a matrix showing strands or topic areas
that need to be included. Use this to assist in
assuring balance in your content.
• Enter sessions into the conference schedule
template your created earlier and color code to
indicate strands or disciplines addressed.
48
Strand Matrix Sample
Title
Preparing
Presenter VRT TVIEarly Int.
MedicalO&M - O&M - D-Blind
Multiple ECCLow VisionRehab
Educ
AT & Access.
Leisure Professionalism
ChildrenAdult
Disabilities
Materials
When World's Collide -II
Adamson
McLennan/
D'Andrea
Dobrich
Evrard &
Reale
Evrard &
Reale
BBVC Children's Services
Program
Faust-Jones
& Swaintek
UEB & You
ICF- Adapting Sports
When World's Collide -I
Effective Strategies for DB
& MH students
Hamilton
Accessible Cell Phone for Humbertso
VRTs
n & English
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
x
Color-coded Conference Template
50
Confirm and Communicate Schedule

Confirm schedule with full conference committee
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Communicate schedule to presenters for their
approval before making it final….tweak to avoid
scheduling conflicts if necessary
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Distribute conference schedule and post on
chapter website two months in advance
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Distribute At-a-Glance to all presenters at least
two months before conference so they can plan
accordingly
51
Speaker Introductions

Appoint coordinator for to organize and assign
introductions
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Pull bios from submission forms or presentation
summaries

Assign a “session host” to introduce each
presenter and provide bio or profile for session
host to use

Prepare introduction in medium needed by
respective host
52
Speakers: During the Conference
Welcome the speakers and offer
assistance
 Provide a host or AV assistant in each
presentation room
 Provide a contact number and/or person
for questions or requests
 Provide reimbursement forms
 Present speakers with thank you gifts or
notes (optional)
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53
Speakers: After the Conference
Write thank you letters to each
presenter
 Mail reimbursement or honoraria checks
if applicable

Celebrate –
then start the cycle again!
54
Registration
55
Registration
Registration provides the main revenues for
the event
Attendee registration and payment handling
is crucial
Registration form should be easy to use
and look professional
Registration form can be used to collect
attendee data for future chapter activities
56
Registration: Before the Conference
Registration Form
 Collects the following:
◦ Name, contact information, membership #, what the registration fee
covers, meal choices, alternate format and site orientation needs

Shares the following:
◦ cancellation policy, hotel and ground information, where to send
completed registration, and chapter website

Establish registration fees
◦ Work with conference planning committee, including treasurer
◦ Determine rates for: AER Members, Non-members, Students,
Paraprofessionals, Etc.
 Discounts
Early-bird registration
 Multiple attendees from same organization
 Speakers, vendors, special guests
◦ Consider cost of the conference
 Determine what conference fees will cover – meals, materials, rental fees, cost of
AV, etc
57
Registration: Before the Conference, cont’d.
Registration Form
 Method of Payment
AER Central Office Online Registration System
 Call Central Office for details
◦ Check
◦ Credit card

Determine deadline for cancellations
 Full or partial reimbursement?


Design accessible conference registration
Blast/distribute registration form along with
conference brochure
◦ Post on website
58
Registration: Before the Conference, cont’d.
Handling Registrations:
 Establish a database to keep track of all
registrations
 Follow up on missing registration
information
 Follow up on incorrect payments
 Send confirmation notice
 Send checks and registration summary to
the treasurer weekly
59
Registration: Before the Conference, cont’d.
Registration Desk:
 Arrange for coverage at the registration desk
◦ Paid person(s)/Board or Conference
members/Volunteers
Work with Materials Committee to gather all
materials for the registration packet
 Establish set-up for registration table
 Provide separate check-in for AER Members,
Speakers, and Vendors
 Gather supplies – pencils, paper, clips, markers,
scissors, etc. copier
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60
Registration: During the Conference
Registration Desk:
 Provide registration packet to attendee
◦ Conference Program, At-a-Glance, Evaluation forms,
Conference receipt, Name tag, Meal tickets, Special
announcements, Professional development documents
Register walk-ins
Gather extra registration packets and Braille copies
of registration materials
 Keep running count of meals
 Make sure registration desk is covered at all times

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•
•
•
•
Answer questions
Put out fires
Lost and Found
Serve as central information
61
Registration: After the Conference
Leave the area neat and tidy
 Summarize and present registration data
to the conference planning committee
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•
•
•
•
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AER Members
Non-members
Vendors
Total revenue
Send thank you notes
62
Continuing
Education Hours
and Certification
Credits
63
Continuing Education:
Before the Conference
ACVREP continuing education hours
 If you plan to offer ACRVEP continuing
education hours, you must apply no later
than 90 days before your conference.

Complete the single-event application

Submit the fee ($175.00) along with the
completed application
64
Continuing Education:
Before the Conference
ACVREP, Cont’d.
 Design the conference schedule to offer
a reasonable number of hours that
attendees can earn

Collect speaker and presentation
information needed for application via
your proposal submission form or your
speaker summary form
65
Continuing Education:
During the Conference
ACVREP
 Use an approved method of
documenting and granting approval for
attendance and participation
 Provide
participants with a verification of
attendance indicating the number of CE
hours earned
66
Continuing Education:
After the Conference
ACVREP
• Complete and submit materials to be
submitted to ACVREP
67
Continuing Education:
State Renewal Processes
Determine your respective state’s process
for certification or licensure renewal for
teachers and for rehabilitation
professionals
Make necessary arrangements to comply
with these regulations
Announce the availability of renewal hours
68
Accessibility and
Accommodations
69
Accessibility and Accommodations
AER should be a role model in accessibility!
The AER Accessibility Committee compiled an
accessibility guide in 2012. It covers:
 Site
 Hotel
 Way finding and orientation
 Proposal submission
 Registration and check-in
 Program materials
 Presentations
 Presenter handouts
70
Accessibility and Accommodations

The AER Accessibility Guide with
checklists is available on the website.

Share with your conference committee
members that cover each area to ensure
a conference that is wonderfully
accessible!
71
Accessibility and Accommodations:
Before the Conference
Things to consider while working on accessibility issues:
•Select a hotel with an easy to navigate floor plan
•Set up contracts with interpreters early! Ask DOE if they
will pay interpreters as part of teacher training.
•If the conference site doesn’t have braille and large print
menus, floor plans, fire escape directions and guest
services, offer to do this as a negotiating chip
•Work with the hotel staff to not only offer a relief area,
but make it easy to access and use; include trashcans!
•Label the sessions in braille and large print outside each
room
72
Accessibility and Accommodations:
Before the Conference






Offer to train staff in customer service regarding laws on service
dogs, serving guests, marking keys, etc.
Make sure that special activities planned are also accessible, not just
conference materials.
Share accessibility checklists with presenters so they understand
which fonts to use, how to cover all material in PowerPoint slides,
and to include sounds when transitioning between slides
Have location on registration form to ask for reading medium as
well as mobility needs
Make sure hotel meets ADA requirements as well as is easy to
navigate in wheelchairs (once tables are in aisles, for instance) and
not confusing layout
Give program committee numbers of people needing special media
73
Accessibility and Accommodations:
During the Conference
Have O&M personnel on-site at beginning
of conference as well as at host table
during conference for familiarization.
 Ask attendees to arrange for a specific
time beforehand, if possible.
 Have tactile map of hotel layout
 Have a computer with translation
software and embosser available at the
conference to make last-minute materials.

74
Accessibility and Accommodations:
After the Conference

Write thank-you notes to hotel,
interpreters, DOE; whoever helped make
your conference the most accessible one
ever!
75
A-V Needs and Arrangements
76
A-V Needs and Arrangements
Typically includes equipment needed for
each breakout session i.e., microphones,
LCD projectors, screens
 AV needs MUST be budgeted for
 Can an agency help with this and defer
some of the cost?
 AV arrangements must be done BEFORE
the conference!

77
A-V: Before the Conference





Find out if the hotel has an in-house AV
company or do they contract out the
services
Contact the AV company and tell them who
is the contact person for the conference
Meet with AV company IN PERSON, if at all
possible
Get a price list of services and packages
Decide what your chapter will provide for
the presenters
78
A-V: Before the Conference, cont’d.




Ask what each presenter will need on
proposal form
Remind your presenters to bring things that
are NOT provided, i.e., laptop, flashdrive
Create a program spreadsheet showing what
room needs what equipment at what time
Don’t forget to plan for your AV needs
during the general session, keynote,
luncheon, awards banquet, etc.
79
A-V: During the Conference
Meet with AV person and share your
spreadsheet
 Meet with team of volunteers prior to
the first session
 Review the spreadsheet each day
 Assign an AV monitor per breakout
session

80
A-V: After the Conference
Discuss what worked and didn’t work
with your subcommittee
 Pass on any pertinent information to next
year’s subcommittee
 Write thank you to the AV staff

81
Social and Hospitality
82
Social and Hospitality
Why Have A Social Event?
 Fosters networking
 Forms relationships
 You want them to say, “It feels like a family
reunion!”
83
Social and Hospitality, cont’d.
Ideas for socials
 End of the Day Café
 Blues Club
 Dancing
 Entertainment
 Member Variety Show
 Game Nights
 Fun Runs
84
Social and Hospitality:
Before the Conference








Form committee
Determine budget needs and scope of
activity or activities
Tie in with conference theme, if there is one
Ensure room(s) availability
Set up entertainment, games, food, beverages
Recommend KISS: keep it simple!
Publicize
See if vendors will assist or host a social
85
Social and Hospitality:
Before the Conference, cont’d.
How to Publicize
Send out Blasts
 Include in conference Program
 Announce at All General Sessions
 Make sure start and end times are clear!

86
Social and Hospitality:
During the Conference
Remind participants of social or activities
 Set up room or activity
 Make sure all guests know where food
and drink are
 Implement any special activities: games,
silent auction, dancing, walk/run, etc.
 Clean up

87
Social and Hospitality:
After the Conference
Review success/failure of activities and
make recommendations for next
conference
 Pay bills
 Write than-you notes to any sponsors

88
Conference Materials
89
Materials: Before the Conference
Think GREEN
 Determine the format for conference
program
 Establish timelines for when
materials/information are due
 Determine point person to design the
conference program and create master copy
 Make arrangements for printing the program

◦ Determine quantity of each media requested
90
Materials: Before the Conference, cont’d.






Determine organization of conference materials - folders, envelope, bag, on-line
Order folders, make name tags, meal tickets,
announcements, evaluation forms
Send to printer
Collate folders for attendees
Assemble extra folders for walk-in registrations
Coordinate handouts and plan for production
◦ Hard copy
◦ Disc copy
◦ Download through Chapter website
91
Materials: During the Conference
Back-up plan for Braille production
requests that come in at the last minute.
 Consider having the ability to produce
Braille copies on site.
 Accessibility kiosk – cctv, computer with
jaws

92
Materials: After the Conference
Archive copies in various media
 Review evaluations for suggested
improvements

93
Awards or Recognition
94
Awards: Before the Conference

Prepare and distribute “Call for Awards Nomination”
◦ Define criteria for nomination
Send reminder announcement prior to deadline
Identify Awards review team
Confirm the nominee meets the criteria for award ie:
AER membership, etc.
 Notify Award recipient and confirm attendance at the
conference



◦ Make arrangements for family members to attend Awards
Ceremony
◦ Order meals for family and friends attending
95
Awards: Before the Conference, cont’d.
Order plaque/trophy/or whatever form
your award takes. Complete engraving.
 Plan Awards ceremony

◦ Arrange for “special presenters”, if
appropriate
◦ Power point (gather pictures from
colleagues/friends/family members)

Recognize past recipients in the
conference program and the new
recipient(s) if possible
96
Awards: Before the Conference, cont’d.


Order plaque/trophy/or whatever form your
award takes. Have engraving completed
Plan Awards ceremony
◦ Arrange for “special presenters”, if appropriate
◦ Power point (gather pictures from
colleagues/friends/family members)

Recognize past recipients in the conference
program and the new recipient(s) if possible
(before going to press)
97
Awards: During the Conference
VIP Welcome at Registration Desk for
Award Recipients
 Recognize past recipients

◦ During the Welcome/General
Membership/Other

Display posters of this year’s award
recipient(s)
98
Awards: During the Conference, cont’d.
If this is a surprise for the honoree, make
arrangements for family/friend
participation and assign someone to greet
the special guests when they arrive
 Confirm total number for meals, if
appropriate with the registration chair
 Awards committee or designee assumes
emcee responsibility for the Awards
Ceremony

99
Awards: After the Conference
Post recipients on chapter website
 Submit article to AER Report
 Submit a local press release

100
Evaluations
101
Evaluations
There are basically two types of evaluations
Your own evaluation
 ACVREP/State DOE/Rehabilitation

102
Evaluations: Before the Conference
Review last year’s evaluations. Did they
give you the information you needed for
this year? If not, adjust.
 Make the evaluations simple and
accessible
 Include in program packet with clear
instructions of when to do it and where
to put it

103
Evaluations: During the Conference
ACVREP requires pre and post session
documentation of attendance
 Give stamps/stickers to attendees at
sessions
 Hosts call out a beginning session number
and an ending session number
104
Evaluations: After the Conference
Give Certificate of Attendance when
people turn in their evaluations. Offer a
drawing for those forms turned in!
 Consolidate results, share with committee
and Board, make changes

105
Volunteers
106
Volunteers: Before the Conference

Review options for volunteers
• College students
• Board members

Determine how volunteers will be used
• Room proctors
• Registration desk
• Assist with special events
 Silent auction
107
Volunteers: Before the Conference, cont’d.
Extend formal invitation
 Outline expectations and compensations
 Make hotel arrangements for volunteers

108
Volunteers: During the Conference
Meet with volunteers each day to outline
the day and events
 Monitor volunteers and be available to
answer questions

109
Volunteers: After the Conference

Write thank you letters
110
Questions & Answers
111
Closing Comments
112
Contact Information
Brenda Egan
eganb@wpsbc.org
 Julie Kay
julie@hadley.com
 Julie Prause
julprause@aol.com
 Mary Nelle McLennan
mary.nelle@earthlink.net

113