how to conduct an arma seminar
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Successful Seminars:Successful Seminars:A Case Study ofA Case Study ofARMA/NOVA ARMA/NOVA Fall 1999 SeminarFall 1999 Seminar
George D. Darnell
President, ARMA/NOVA
Seminar PurposeSeminar Purpose
Professional EducationChapter Fund RaiserEstablish Chapter PrideSupport Theme for the Year:
Back to Basics
Seminar GoalsSeminar Goals
Cover Basic Skills Minimize Risk – ($3773 Beginning Balance)
Recruit Members Keep Costs Low Provide Quality Presentations
Planning StepsPlanning Steps
Organize Committee– Assign Responsibilities– Set Decision Authority
Set Date Find Site– Select Meals/Snacks
Set Agenda & Length
Planning Steps, cont.Planning Steps, cont.
Set Fee for Members/Non-members/Sponsors
Method of Payment Qualify for CRM Continuing Credits Certificate of Completion Handouts/Goodie Bags
Planning Steps, cont.Planning Steps, cont.
Find Speakers– Provide Honorarium/Expenses
Find Sponsors– Provide Space/Tables
Provide A/V Equipment Design Brochure Advertise/Market
TeamTeam
Committee– George Darnell, President– Joe Hardy, Past President, COB– Barbara Willard, Education Director– Sherrill Gibson, Membership Director– Alyssa Sherman, Treasurer– Betty Burton, Newsletter Editor
SiteSite
Marco Polo Restaurant– Convenient Location– 100 person capacity meeting room– Buffet Lunch (Standard or Special)–Morning and Afternoon Snacks– No Rental Fee– Cost = $25/person + Tax & Gratuity
SpeakersSpeakers
Ann Winstead– Fairfax County Schools (Retired), Member
Angela Tayfun, CRM, TRW, Member Sylvia Lacy-Crow
– British Aerospace, Member
Sherry D. Smith, CRM – U.S. Treasury, Non-member
Robert F. Nawrocki, CRM– Dynamics Research Corp., Member
Jay Forman, CRM, CIA
Agenda/Schedule - MorningAgenda/Schedule - Morning
8:30 Registration/Breakfast 9:00 Developing & Managing
a Records Program 9:50 Break10:10 Active Files Management11:00 Records Retention
Scheduling11:50 Buffet Lunch
Agenda/Schedule - AfternoonAgenda/Schedule - Afternoon
1:00 Inactive Records Storage & Disposition
1:50 Break 2:10 Electronic Records
Management 3:00 Records Management
Resources 3:50 Seminar Closing
Marketing MethodsMarketing Methods
MS Publisher Tri-fold Brochure– 8-1/2x11 sheet - 2-sided landscape– included in Sep & Oct Newsletter– Contained
• Agenda• Speaker Bios• Directions• Registration Form• Contact Information
Marketing Methods, cont.Marketing Methods, cont.
No Mass MailingE-mailed Region Presidents– offered Brochure in MS Pub & PDF– included in some chapter newsletters
Obtained database of Unaligned Members in Region– Sent E-mail invitation & PDF Brochure– Sent Letter invitation & Brochure
Marketing Methods, cont.Marketing Methods, cont.
Provided Brochure to WebmasterRecords Management Listserv– Posted invitation & Brochure
Juan Lacey sent E-Vite to– Chapter & Unaligned Members
Marketing Methods, cont.Marketing Methods, cont.
Treasurer sent E-Vite– Followed up leads with phone call
President’s E-mails reminding members
Personal invitation from members
TimelineTimeline
July 13 - Theme Decided - Committee Formed
July 16 - Site Arrangements Confirmed
Aug 4 - Generic Schedule SetAug 15 - Agenda & Speakers
Confirmed
Timeline, cont.Timeline, cont.
Aug 30 - Vendor Sponsors Confirmed - Speaker Bios & Blurbs Final - Brochure Designed (MS Publisher)
Aug 31 - Brochure E-mailed to other chapters
Sep 1 - Brochure included in newsletter
Timeline, cont.Timeline, cont.
Sep 15 - Brochures printed for chapter meeting - Seminar info sent to Webmaster
Sep 17 - President’s E-mail to members
Sep 24 - 099 MAT Listing received
Timeline, cont.Timeline, cont.
Sep 27 - E-mail Invitation to Unaligned Members
Sep 30 - Snail mail Invitation to Unaligned Members
Oct 6 - Listserv Invitation Posted - No Paid Registrations Yet - Nothing on Webpage
Oct 13 - E-mail Reminder to Members
Timeline, cont.Timeline, cont.
Oct 20 - Webpage Fixed - Juan’s E-Vite to Region, Chapter & Unaligned
Oct 25 - Treasurer’s E-ViteNov 2 - President Hospitalized
VP & Committee took over Last minute registrations
Nov 9 - Seminar Conducted
ResultsResults
Attendance:– 14 Members• 2 Local• 4 Unaligned• 8 Other Chapters
– 11 Non-Members– 7 Sponsors– 6 Speakers
Results, cont.Results, cont.
Attendees came because of (includes sponsors):– 12 Juan Lacey’s E-Vite– 6 Treasurer’s E-Vite– 6 Treasurer’s Phone Call– 8 Personal invitation from member
Results, cont.Results, cont.
Income– 14 Members @ $ 99 = $1386– 11 Non-Members @ $124 = $1364– 7 Vendor/Sponsors @ $100 = $ 700– 2 Vendor Guests @ $ 25 = $ 50– Total $3500
Results, cont.Results, cont.
Expenses– Gifts for Speakers $150.00– Travel- Speaker $8.20– Projector Rental $26.38– Postage-Flyers $31.35–Marco Polo $1105.85– Total $1321.78
Net Profit $2178.22
Questions?Questions?