Transcript Document
VOLUNTEER/REGISTRATION COMMITTEES
Name
PROJ. MGR- Patricia Nichols
Committee Leads
Janice Gibson Karen Haigh Tania Hoyer
Members Name
Clare Marie Tach Sobha Benjamin Gail McKay Angel Doherty Cindy Rizzo June Watson Contact Email
[email protected]
Contact Phone Number
215-360-6089
856-649-6106 1
SePa Trends Conference 2015 Project Manager -Trish
Committee:_Volunteer/Registration Team Lead(s):_ Janice Gibson, Karen Haigh, Tania Hoyer
When:
Deadline
5/1/2015 10/2/2015 5/1/2015 10/2/2015 Daily 5/1/2015 10/2/2015 6/1/2015
What:
Action
Assign members of committee to check CC registrations daily If state they are SePA/AACN member, validate Validate SePA membership through Nursing Network (SePA website) Validate AACN on chapter/ AACN website Will need access permission from AACN If not eligible for member discount, place hold on registration and email registrant (premade cut and paste message) Mailed registration Need an address on brochure for them to mail it to – possibly chair of committee Will need to validate if state they are a member of SePA or AACN – as above Reply to registration questions daily – good customer relations Call for volunteers Include responsibilities sheet and volunteer sheet
Update from team Date
7/1/2015 Call for volunteers - selection and notification complete 2
SePa Trends Conference 2015 Project Manager -TRISH Committee:_Volunteer/Registration Team Lead(s):_ Janice Gibson, Karen Haigh, Tania Hoyer
When:
Deadline
8/1/2015 9/1/2015 10/6-10/9/2015 On-site registration Trained at Trends 2014:
What:
Action
Determine number of volunteers needed Be sure to have enough so that those assigned to the SePA desk and Registration desk have a free session after. They can then stay at desks during the break between sessions.
Add volunteers if assistance is needed to switch speaker room.
Assign workers serving on Speaker Committee to follow up with speakers on-sites to make sure all needs are met.
Do not accept everyone who applies – limit to those needed Make assignments Notify volunteers of selection Provide Education Chair with information for Education meeting immediately preceding conference (mandatory for volunteers)
Update from team Date
3
Name
PM - Patricia Nichols
Committee Lead Sue Politsky Rose Schaffer Members Name Robyn Strauss Holly Rodgers Teri Campana Barbara Chamberlain SPEAKER COMMITTEE Contact email [email protected]
Contact phone number 215-360-6089
215-901-1618 610-715-2034 215-459-2897 850-624-3161 4
SePa Trends Conference 2015 Project Manager -Trish
Committee:_Speaker Team Lead(s): Sue Politsky; Rose Schaffer
When:
Deadline
12/1/2014 Abstracts: Call: 12/1/2014 Due date 2/1/2015 Selected and confirmed 3/1/2015 2/1/2015, or at Education Committee meeting 2/2015
What:
Action
Responsibility of ALL SePA members, especially Education Committee members.
Send email to SePA members asking for topics/speakers. Give them suggestions as shown below.
Obtain speakers from: Call for abstracts “Regular” speakers Certification speakers Those with a “following” who present new topics each year. Ex: John Gallagher, Nancy Munro NTI speakers located along east coast corridor, CT to VA, and west as far as Chicago Speakers from previous year with good evaluations Ask for new topics Colleagues from your hospital that you know are good speakers Email Education and Research Committee for recommendations Refer topic/speaker to Nurse Planner Nurse Planner will advise if you are to invite speaker Follow-up emails as needed Each committee member should take responsibility for specific speakers, establish relationships and reply promptly Update speaker packet for ease of use and necessary information (already being worked on)
Date Update from Team:
5
SePa Trends Conference 2015 Project Manager -Trish
Committee:_Speaker Team Lead(s): Sue Politsky; Rose Schaffer
When:
Deadline
2/1/2015
What:
Action
Speaker Abstract submissions due
Date Update from Team:
3/1/2015 3/1/2015 Speaker confirmation email Topic(s) Title of presentation Date and times Honorarium amount Concurrent sessions (75 Min) $150.00
1 hour lunch sessions $100.00
Plenary negotiated. Minimum $1,000.00. May be higher if well-known.
Include speaker packet Other speaker information: Hotel/travel should be negotiated and approved; we usually do not pay Develop speaker grid and speaker spreadsheet 3/1/2015 3/1/2015 8/1/2015 Speaker abstracts selected and confirmed Develop advertisement for Trends for: Nursing Network Facebook Twitter Linked In Other Social Media Outline (required) and PPT (optional) are due 6
SePa Trends Conference 2015 Project Manager -Trish
Committee:_Speaker Team Lead(s): Sue Politsky; Rose Schaffer
When:
Deadline
9/15/2015
What:
Action
Email to speaker two weeks prior to conference. Template to be provided by Monika
Date Update from Team:
10/6 – 10/9/2015 If possible, be a worker at Trends on the day/days your speakers are presenting 7
NAME
PM - Kelly Marsh
Committee Leads
Leslie Foran - Lee Donna Barto
Members
Cathy Foran Stephanie Mallie Carolynn Bitzer Jane Reilly SPONSORSHIP/EXHIBITS COMMITTEES CONTACT EMAIL
[email protected]
CONTACT PHONE NUMBER
856-297-2219
215-545-1079/609-351-2697 609-472-2996 8
SePa Trends Conference 2015 Project Manager -Kelly
Committee:_Sponsorship/Exhibits Team Lead(s): Leslie Foran-Lee; Donna Barto
When:
Deadline
What:
Action
Update from Team Date:
4/1/2015 Develop Exhibitor Prospectus Work with Program Committee so that brochure and prospectus complement each other Use last year’s Prospectus as template 4/1/2015 4/1/2015 – 10/2/2015 Contact information for exhibitor “regulars” will be provided by Monika Cornelius Responsibility of ALL SePA members. All should contribute . Exhibitors for Exhibit Hall and Sponsors for events, breakfast, etc Recruit vendors by sending prospectus with instructions via Constant Contact or Nursing Network to all SePA members.
Members should provide companies/names to committee only if vendor expresses interest. The committee will then contact the vendor.
Brainstorming meeting at Education Committee meeting 5/2015
Ongoing until 9/1/2015
Work together to develop attractions to Exhibit Hall
conference committee works together here
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Name
PM - Lisa Cossaboon
Committee Lead
April Chmielinski Laurie Daugherty
Members
Cindy Barnes Dot Malloy Mary Bett Zeller Name
PM - Lisa Cossaboon
Committee Lead Daneen Stokes Kathy Durning
Members Name
Agnes Pambid Teri Long Katie Detrick PROGRAM COMMITTEE Contact email
[email protected]
[email protected] [email protected]
[email protected] [email protected]
VENUE COMMITTEE Contact phone number
609-364-1932
609-313-2065 267-664-5644 856-404-2865
Contact email
[email protected]
[email protected] [email protected] [email protected]
Contact phone number
609-364-1932
323-440-9250 215-766-9886(H) 10
SePa Trends Conference 2015 Project Manager -Lisa
Committee: Program Team Leads: April Chmielimsky; Laurie Daugherty
When:
Deadline
3/1/2015
What:
Action
Design of brochure Local designer used for 2014 conference: KS Design, Wilmington, DE
Date
2/10
Update from Team: April: Sending dvd and making sure all match and laurie has template…?
Let Leslie know so she can have it done with the booklet possibly.
3/1/2015 Information in brochure Currently use Omnipress for printing. Consider looking for one that is local and competitive Trends Contractors Contact Information Design of brochure Local designer used for 2014 conference: Kate Schlegel:
[email protected]
KS Design 6 Daphne Court Wilmington, DE 19808 Mobile: (302) 668-3816 Work: (302) 999-0964 Fax: (302) 225-3169 Printer 11
SePa Trends Conference 2015 Project Manager -Lisa
Committee: Program Team Leads: April Chmielimsky; Laurie Daugherty
When:
Deadline
Ongoing 5/1/ 10/9/2015
What:
Action
Coordination with venue staff
Date Update from Team:
Ongoing 5/1/ 10/9/2015 Deadline dates to be obtained from venue contacts 8/15/2015 Communicate event requirements on a regular basis to hotel sales department and convention services and to all service vendors. Names of contacts to be provided.
Receive information regarding sessions (Number, type, ie, concurrent, mastery, etc). events and activities, that may require changes or additions to room needs. Develop program book Obtain abstracts from Speaker Committee Format so that there is continuity and clarity Use previous year’s program book as template for what is needed to be included Send to printer Arrange for delivery to Valley Forge 12
SePa Trends Conference 2015 Project Manager -Lisa
Committee: Venue Team Leads: Daneen Stokes; Kathy Durning
When:
Deadline
6/1/2015 6/1/2015 6/1/2015 or as directed by venue 10/6/2015 10/9/2015 Deadline dates to be obtained from venue contacts
What:
Action
Audio-visual Contact our AV company; they were vetted by Monika in 2014 Obtain contract with pricing (compare to last year); get approval from board and give to Conference Committee. They will send to AACN for approval and monitor all contract approvals.
Provide AV requirements to company Communicate on on-going basis with company regarding speaker requirements (from speaker packet), changes, etc Other contractors (will get from Monika) Exhibit/show decorator Audio recording/taping (free to us) Meeting room set-up – Use last year as guide. Include Certification luncheon, dinner program. Check BEO for accuracy.
On-site coordination of meeting and function (sessions, events) room set-ups with facility convention services staff and AV staff Prepare details of meeting needs for hotel services, including: Design of meeting (sessions, events, etc) Function (sessions, events) room set-ups Determine food and beverage requirements Create menus and themes Ie, Certification lunch Dinner program Ice cream social Complete catering resume for Banquet Event Order (BEO)
Date Update from Team:
13
SePa Trends Conference 2015 Project Manager -Lisa
Committee: Venue Team Leads: Daneen Stokes; Kathy Durning
When:
Deadline
Deadline recommendation to come from Monika
What:
Action
Design layout of registration area Obtain necessary equipment Computers Phones Internet lines Tables Counters Supplies Monika will advise us on how to do this, and contact information of personnel contacts from Valley Forge
Date Update from Team:
14
When:
Deadline
As presented Ongoing
All Committees are Sub-Committees of the Education Committee, unless already a standing committee: Financial Oversight, Informatics, Research
What:
Action
Board of directors approve all contracts and send to AACN Education committee approve all contracts and send to board for approval ED COMM keep track of approved contracts via the cloud
Date
11/2014
Update from Team:
Completed Completed
11/22/2014 mtg 2/2015 2/1/2015 2/1/2015 4/1/2015 & ONGOING 5/2015 Bd. of Directors approve hotel contract and send to AACN Education Comm. Approve hotel contract and send to board for approval EDUCATION COMMITTEE AND BOARD OF DIRECTORS APPROVE BUDGET 11/22/2014 ALL SUBCOMMITTEES WORKING WITH CONSTANT CONTACT AND INFORMATICS COMM. MEMBERS: ARRANGE FOR CONSTANT CONTACT TRAINING SESSION INFORMATICS COMMITTEE: send out save the date via constant contact CONFERENCE COMMITTEE: Communicate with Informatics by providing information needed for advertising:General information: Hotel; Program information Area information Activities Web links – SePA, AACN, PSNA INFORMATICS COMMITTEE Contact AACN and PSNA to advertise Trends on their websites 15
When:
Deadline
5/1/2015 – 10/6/2015 8/1/2015 9/1/2015 9/2015 – 11/2015 DEADLINE DATES TO BE PROVIDED BY THE RESEARCH COMMITTEE
All Committees are Sub-Committees of the Education Committee, unless already a standing committee: Financial Oversight, Informatics, Research
What:
Action
Receive and deposit checks from Sponsor/Exhibitor Committee and Conference Committee Transfer online attendee registration fee from ProPay to checking.
CONFERENCE COMMITTEE: Determine signage needed at conference and prepare for printer CONFERENCE COMMITTEE: Select purchase any gifts awards if required FINANCE COMMITTEE: Send checks to hotel, and service vendors when presented with invoice. After conference, send honorarium checks to speakers. Speaker may also have expenses to be reimbursed if previously agreed upon.
RESEARCH COMMITTEE: Send out Call for Abstracts for posters Review abstracts; select those acceptable for poster presentation at Trends Notify submitters of acceptance or declination
Date Update from Team:
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