Transcript Intelligent Transportation Systems Department

Intelligent Transportation Systems
Society of Texas
November 16, 2008
Agenda
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About ITS Texas
Background
Member Benefits
Planning
Resources
Scheduling
Lessons Learned
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About ITS Texas
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History
– 1993
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Founded as IHVS Texas
Held 1st Annual Meeting
Elected 1st Board of Directors
Entered into agreement with IVHS America
– 1995
• Changed name to ITS Texas
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Board of Directors
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President
Vice President
Treasurer
Secretary
Past President
4 At Large Directors
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Working Board
 Volunteer Organization
 Individual Memberships
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2006:
2007:
2008:
2009:
134 members
135 members
183 members
185 members
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Annual Meeting Background
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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
Thursday – Technical Sessions/Exhibit Hall open
Thursday evening – Exhibitor reception
Friday – Technical Sessions/Exhibit Hall open & Business Lunch
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Member Benefits
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Training
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Required Ethics course provided
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Insight into city, county and state projects
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Out of state perspective
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Networking
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Scholarship
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Latest vendor products
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Planning
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Vice President coordinates conference
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Reviews TTI Conference Services
Coordinates with TTI Conference Services
Monitors budget
Develops theme ideas
Develops conference logo ideas
Develops list of potential sessions
Develops preliminary program
Secures Lunch Speakers
Plans and setups up tours
Review registration website
Coordinates with training lead
Coordinates with survey lead
Coordinates with exhibitor lead
Coordinates with sponsorship lead
Coordinates with placard & program lead
Coordinates with scholarship committee
Coordinates giveaways, speaker gifts & door prizes
Coordinates the nomination and presentation of awards
Coordinates with University Chapter Liaison
– Exhales deeply at Friday business luncheon
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Planning (continued)
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Board Member
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Volunteers for a session (moderates at least 1 session)
Reviews TTI Conference Services contract
Review registration website
Develops session description
Secures speakers
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Annual Meeting Online Program
Example
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Online Conference Documentation
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Annual Meeting Logo Examples
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Sample Registration Website
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Program Example
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Scheduling
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November 2008 1st Board Meeting (immediately follows conference)
– Welcome newly elected board members
– Initiate planning for next conference
– Identify location for conference 2 years out
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November 2008 – February 2009 Between Board Meetings
– Get contract in place with TTI Conference Services
– Identify themes
– Plan budget
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February 2009 Board Meeting
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Meeting on site at selected Hotel
Select theme
Identify logos
Develop session topics
Assign committee leads (exhibitor, sponsorship, etc)
February 2009 – May 2009 Between Board Meetings
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Review registration website
Review logos
Review session topics
Work with TTI Conference Services on Hotel logistics
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Scheduling (continued)
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May 2009 Board Meeting
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Finalize logo
Finalize session topics
Assign Moderators
Discuss possible tours and lunch speakers
Discuss giveaways, speaker gifts & door prizes
May 2009 - August 2009 Between Board Meetings
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Distribute scholarship applications
Moderators provide session write-up
Website registration goes live
Begin to identify potential speakers
Develop preliminary program
Contact potential lunch speakers (sometimes hard to get)
Finalize training topic and instructor
Finalize the number of exhibit spaces (based on physical room space)
Begin contacting potential sponsors
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Scheduling (continued)
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August 2009 Board Meeting
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Discuss outstanding issues
Assist other board members with speakers
Finalize lunch speakers (if possible)
Update preliminary program
Discuss registrations, exhibitors, sponsorships
Appoint election committee
Identify candidates for board positions
Initiate layout of placards
Finalize giveaways, speaker gifts & door prizes
Send out recommendations for awards
September 2009 Board Meeting
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Possibly meet onsite at Hotel
Review previous survey
Finalize program
Verify lunch speakers
Continuation of August meeting
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Scheduling (continued)
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October 2009 Board Meeting
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Review scholarship applications
Finalize program
Finalize sponsors
Finalize budget
Finalize exhibitors
Finalize placards
Finalize awards
Finalize survey
Print ballots
Coordinate with University Chapter
Coordinate printing of programs & placards
Coordinate with TTI Conference Services to review hotel
November 2009 - CONFERENCE
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Exhibitors/Sponsorships
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Exhibitors
– 6 foot tables
– Totals by year
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2005
2006
2007
2008
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Sponsorships
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Logo on placards
Logo in program
Recognized at opening session
Totals by year
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2005
2006 (1st of multi-level)
2007
2008
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Sponsorship Placard Example
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Lessons Learned
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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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Questions
Steve Novosad
ITS Texas Treasurer
[email protected]
210.522.2039
www.itstexas.org
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