Design by Committee

Design by Committee:
Successful Event Planning with
Multiple Stakeholders

Michelle Thompson, CMP
Peacock Events

Copyright 2011 - Peacock Events, LLC
Tuesday, February 15, 2011

What types of events do
you do?


Objectives


Objectives
• Identify different personality types within a
committee and some techniques to effectively
manage them.


Objectives
manage them.
• Learn to effectively utilize meeting agendas and
minutes.


Objectives
manage them.
minutes.
• Recognize and explain different types of event
timelines.


Objectives
manage them.
minutes.
• Recognize and explain different types of event
timelines.
• Learn how to effectively delegate tasks and
follow up with committee members.


Committee Types


Committee Types

• Client Driven


Committee Types

• Client Driven
• Volunteer


Committee Types

• Client Driven
• Volunteer
• Staff


Committee Types

• Client Driven
• Volunteer
• Staff
• Internal / External stakeholders


Committee Types

• Client Driven
• Volunteer
• Staff
• Internal / External stakeholders
• Change from year to year


Personalities


Personalities

• The Hand Wringer


Personalities

• Type A


Personalities

• Type A
• The DRAMA queen


Personalities

• Type A
• The DRAMA queen
• The flake


Personalities

• Type A
• The DRAMA queen
• The flake
• The talker


How do those personalities &
committee types affect the
planning process?


Effectiveness


Committee Purpose


Committee Purpose

• Goal Setting (SMART)


Committee Purpose

• Objectives


Committee Purpose

• Objectives
• Budget


Committee Structure


Committee Structure

• Size


Committee Structure

• Size
• Sub committees


Committee Structure

• Size
• Sub committees
• Assign specific roles & responsibilities


Committee Structure

• Size
• Sub committees
• Assign specific roles & responsibilities
• Reporting


Tools


Tools
• Agendas & Managing your Meeting


Tools
• Start & End times


Tools
• Consent Agendas


Tools
• Consent Agendas
• Topics


Tools
• Consent Agendas
• Topics
• Issuance


Twerp Enterprises
Annual Conference
October 2010

Planning Committee
Meeting Agenda
8/11/10

I. Timeline! ! ! ! ! ! ! !
a. Marketing Plan
b. Media Plan
c. Legislators invitation

II. Budget! ! ! ! ! ! ! !
a. Outstanding items
b. Target for registration price
c. Sponsor update

III. Content Update
a. Conﬁrmed speakers
b. Invited speakers
c. Speakers who have declined
d. Next steps

IV. Volunteer Needs
a. Who needs what?

V. Meet & Greet
a. Who"s heading this up?
b. Finalize the concept
c. What resources are needed?

VI. Off site activity update

VII. Next meeting: 8/18 at noon – executive ofﬁces


Tools

• Agendas & Managing your meeting
• Minutes & Action Items


Twerp Enterprises Annual Conference – October 2010
Meeting Minutes
August 11, 2010
Attendees: Michelle, Sean, Taryn, Hayden, Mike, Jen, Melody
Absent: Becky, Nick
TOPIC DISCUSSION ACTION ITEMS
Timeline - Discussed timeline and made changes to due dates. Michelle - Michelle to update timeline and distribute to
to update and forward to committee committee.
Budget - Formed budget sub-committee and discussed conference - 8/18 updated budget report.
budget. Need to secure final costs from hotel, still working on
speaker honorarium and travel costs
Content - Confirmed: Dr. Ryan, Steve Reynolds Ed Smith, Joel - Michelle and Jen to work on speaker
Thompson contracts, travel information & deadlines for
- Awaiting confirmation: Sarah Palin, Barak Obama & Peter materials.
Carroon - Jen to firm up information on accreditation
for sessions & report at 8/18 mtg
Volunteer Needs - No discussion - Tabled until later date
Meet & Greet - Hayden to coordinate this activity. Will reach out to her - 8/25 mtg report re: Meet & Greet
volunteers and report back on format / food & beverage /
décor, etc. at 8/25 mtg
Off Site Activity - Invitation has been extended to Judy Shleppe to lead hike in - Report at 8/18 mtg
Red Butte Area before educational sessions on Monday.
Exhibitor Area - Not this year, revisit for 2011 - Trace for wrap up meeting notes

Venue - Need to finalize contracted meeting space, costs, etc. - Michelle meeting with hotel on 8/13 and will
forward information to Mike and Jen for
budgeting purposes.
Printed Materials - Syllabus items will be available online. No handouts to - Revisit in September
participants. Michelle and Jen to coordinate with speakers.
- Potential of providing a branded notebook and pen to
participants.
Marketing - Interns to work on pushing conference information out on a
regional basis.
- Marketing plan is already underway, reference timeline for
details.
Media - Media working group to meet on 8/12 to discuss talking points. - Talking points due for 8/18 meeting
- Taryn to coordinate booth at NPR on 9/15 to promote
conference.
Next meeting
8/18 at Noon at Executive Offices


Tools

• Agendas


Tools

• Agendas
• Minutes


Tools

• Agendas
• Minutes
• Timelines


Simple Timeline
ITEM DUE

Book venue, sign contract, deposit Done

Site tour of venue by Michelle and other members of programming committee 5/21

Topic Development 5/4

Call for speakers form posted and distributed 5/21

Conference buget - build 5/21

Call for speakers closed, program committee to deliberate and select speakers, notify 6/21

Vendor solicitation - develop packet, target list 6/21

Conference brand development 6/21

Save the Date - mailed, emailed, posted on website 6/21

Speaker letters issued (accept or decline) 6/30

Further marketing efforts August

Website registration opens 8/15

Speaker / Vendor / Sponsor conﬁrmation letters issued 9/3

Signage package to print 9/24

Syllabus package to print 9/24

Speaker / Vendor / Sponsor thank you letters issued 10/30


Marketing Timeline
Event Name Event E-marketing Save date to 1st e-comm 2nd e-comm 3rd e-comm E-Survey
Date request form print/mail & out out out sent
due on web

Educational Event 8/1/10 6/23 6/30 7/14 7/24 7/29 8/2/10

Fall outing 9/17/10 7/31 8/7 8/21 9/11 9/15 9/18/10

PED 10/12/10 8/25 9/1 9/15 10/2 10/8 10/13/10

Bowling 11/11/10 9/24 10/1 10/15 10/30 11/9 11/12/10

MPI after 5 12/14/10 10/27 11/3 11/17 12/4 12/11 12/15/10



MPI after 5 2/24/11 1/14 1/21 1/28 2/12 2/22 2/25/11


Chinese Auction 4/21/11 3/4 3/11 3/25 4/14 4/19 4/22/11

MPI after 5 5/17/11 3/30 4/6 4/20 5/7 5/14 5/18/11


Annual Gala 6/23/11 5/6 5/13 5/27 6/11 6/21 6/24/11


Gantt Chart

Refer to handout


Tools
• Agenda


Tools
• Agenda
• Minutes


Tools
• Agenda
• Minutes
• Timelines


Tools
• Agenda
• Minutes
• Timelines
• Event Resume


Tools
• Agenda
• Minutes
• Timelines
• Event Resume
• Pre Con


A few more tools....


A few more tools....
• Your Goal!
• Delegation
• Inspiration
• Empowerment
• Mentoring


peacockevents.com

Upcoming:
2/18 - USAE Round Table

March 2011 - Workbook Released!

3/10 - Follow up call

3/23 - Peacock Squawk - space is limited!


Design by Committee

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