Draft eGA Plan
From SI Exco News
(Draft)
EXCO Statement on the holding of an early General Assembly
Summary:
Why Hold an Early GA Conference?
The Purposes for holding the early GA are, chiefly, to complete specific Statutory and related arrangements required for the well-running of Servas consistent with direction of GA conferences in Thailand and Guatemala and Spain.
These include:
1) Servas Statutes: to complete good work already done, in framing the SI statutes, including legal authorities for maintaining compliance with government regulation (e.g. privacy, financial management).
2) Job Descriptions: Approval of terms of reference (job descriptions) for specialized committees and teams
3) Elections: Completion of nominations and holding routine elections of Committees and of other officers
4) Finance: Approval of statutory authority for sound management of financial and other resources
5) Distant Vote: Approval of and formal establishment of a Distant Vote procedure partially developed in at the Spain GA.
6) Treasurer’s response to Audit: Approval of the report of the Treasurer and vote on proposed response to exceptions identified by the report of the Internal Audit
7) Servas Areas: Receipt of studies and recommendations on Servas Areas
8) Universal Standards and Local Charters: Review and approval of a universal set of Standards for Servas
9) Education: Approval and pilot testing of an educational programme for National Secretaries and apprentices
10) Future Form of Servas: Receipt of studies and recommendations on the future form of Servas
11) Strategic Planning, outreach and performance goals: Review and input to coherent planning for the next three years of SI
12) Other: a specific work plan has been developed by EXCO to address a full set of continuing administrative issues. Some of these do not require an eGA
......a)(boundaries of Servas Areas,
......b)establishment of appropriate language in Servas,
......c)recognition of outstanding achievements and also some continuing feelings of hurt among some in Servas.
This work will be included, as time and support permit.
Essential Actions Now
Outline Plan
In order to achieve this
Urgent:
- Set budget and schedule updates
- Confirm Venue and dates and decide on payment schedule, consistent with Budget and target group (below) and set out timetable and items for negotiation (scale/number/cost) of facilities and services required.
- Decide on structure of agreement with Venue
- Approve direction(above) for Coordinator (SI President or designate), Committees, Secretariat
- Appoint Programme Committee
- Approve statement of purposes for eGA (above)
- Approve statement on Target Group
- Develop means of enhancing, maintaining global linkages using Internet and Conference calls, etc.
Process Flow
Approval/refinement of this draft Statement by EXCO
Consultation with National Secretaries
Establishment of Tracks, Track Leaders
1. Statutes update
2. Who can Vote
3. Distant Vote
4. Completion of Audit issues
5. Development/education and Outreach
6. Futures and Studies
7. Other (as from Paris)
8. Call for input and collect
Revision 1 of Agenda
Call for input and collect
Revision 2 and presentation to NS 3 months in advance (i.e. by late October)
General overview of shape and form of the eGA
Enlisting Servas around the World
EXCO is committed to ensuring Global participation in the conference, recognizing that funding is limited, and that resources must be preserved to avoid risk to financial security of Servas International on-going operations and future requirements.
Therefore, EXCO will support the eGA through the use of modern media with volunteer help to arrange both
1) A level of eGA Conference input from all regions of the world superior to what has ever been provided in the history of Servas International. This will be accessed through the Internet on a special page dedicated to presentation and discussion of the Conference agenda and facilitated discussions by conference telephone to assist in:
- the improvement of the agenda for the eGA
- identification of associated background and issues
- preparation of Conference package and discussion materials
- reporting of eGA Conference summaries and daily proceedings by Internet link
2) Development of options for longer-term positions, some of which may require a global vote following the eGA, either by Distant Vote or at a future General Assembly. In other words, where business is identified which cannot be completed during the critical period of the eGA it will be put on a Distant Vote “parking lot”, to be addressed, later.
External Partnerships and input
1) it is recognized that SI has credible and useful external contacts, through its activist hosts and travelers and UN observers, with groups of other organizations which have also experienced rapid development of the type which SI is currently experiencing. It is intended to draw on some of those, for input and advice, and visibility at the GA Conference.
2) As well, it is appreciated that many hosts and national secretaries have had much experience in assisting at the GA Conferences. Surveying and identifying their advice and input, and establishing their needs will be an integral part of the Conference planning.
Target Audience
All National Secretaries are invited, to the eGA. Others are also invited, to serve in constructive volunteer roles.
However, to achieve the special and essential purposes of the Conference it is considered not necessary to host, on-site, full delegations of every Servas country.
The minimum needed is to arrange for a quorum, defined in the Statutes as *** and to prepare clear positions and recommendations on a few essential issues, so that Servas can move past its current situation, into an era well-framed for sound management.
The Target Audience is therefore: a range of democratically elected national secretaries (as entitled members of the GA) who can comprehensively review, if necessary consult, and decide on key issues which currently entail obstacles to the sound management of SI.
Although a full-scale large GA is not required, it is essential to provide for global balance of participants, to ensure well-informed, credible and legitimate decision-making.
Consistent with the complexity of the Conference Programme issues, the extra GA will focus on multidisciplinary "Tracks" that target the diverse needs of SI, and which serve to advance the specific purposes (above) of the early GA. The intention of these Tracks is to permit individuals to stay involved with and informed on at least one theme throughout the process of developing, witnessing and deciding or bringing influence to decisions of the GA.
To accommodate this, SI Area and National Meetings of SI will be invited in advance to consider the Tracks of the early GA. They will be encouraged to discuss them, or a selection of them according to their Area and National interests, and to make their deliberations known to the Programme Committee. Their recorded findings will be made available to Track facilitators, to be considered as a profile of information and opinion at the Early GA.
Sample Tracks
- Building teamwork in Servas and within communities – product: Future Form of Servas
- Democracy in Servas – who should vote? Product: election rules.
- Sound management of financial and other resources? Product: updating of Servas Statutes.
- Distant voting – how to do it? Product: updating Servas Statutes, Voting rules.
- A universal set of Standards for Servas. Product: local Charters.
- Development/education programme for National Secretaries and apprentices. Curriculum and educational packages.
- Language of Peace – how to speak Peaceably to each other and in Reports. Product: lexicon and workshops
- Swimming with the WHALE: Product: advance the pilot project.
Number of Participants
Because the eGA has a specialized agenda, its measure of success will not be in the numbers of people attending the early GA on-site – but rather, the credibility of the process and the quality of the results. Global linkages of Servas hosts, travelers and NS and boards with the process and outcomes of the GA, however, are highly important.
Getting Started
Planning and producing the Extra General Assembly Conference
The Statutory responsibility for the regular General Assemblies lies with the President of EXCO.
Considering the possibility of an Early General Assembly, EXCO decided in November 2004 to establish committees for Planning, organizing and conducting both the process and operations of such a special event.
Such committees would engage, without payment, the talents, cooperation, coordination, and participation of as many individuals as needed to plan and produce a sufficiently high-quality conference to satisfy the present and anticipated requirements of SI.
A GA Conference Programme Committee will be chaired by the President of EXCO or designate. It will have responsibility for shaping the conference and planning the program and overseeing operations to the end of the Conference. It will be in contact with Servas on a global basis, both with delegates and with others not traveling but who wish to participate remotely from the eGA site venue.
Programme Committee members will be encouraged to represent the range and diversity of SI. Members of the host country will be included in the Programme Committee as well as representatives from other National Groups who have an interest in the eGA Conference.
The goal of the extra GA Conference Programme Committee is to ensure high quality results by anticipating, identifying, planning and organizing essential arrangements for the GA. The GA Conference Programme Committee will be used to distribute the workload among many people, and most importantly, to ensure that the conference represents the thinking and planning of more than one individual, more than one element of SI and more than a small group.
The Conference Programme Committee will be formed as a multi-disciplinary group with broad consultative responsibilities, and the power to add teams. This will avoid difficulty in working together physically or “virtually” by teleconference, etc., and also to avoid long delays in achieving agreement. It wil be further supported by a well-knit Programme Secretariat, who will attend the eGA and ensure that the directions established for the Programme Committee are respected and implemented as far as possible.
Sound Financial Management is a key criterion for the success of the extra GA. It is intended to avoid earlier SI experiences which resulted in substantial expenditures, beyond what was planned or expected.
Four functions are required, each focused by: A Conference Coordinator and a Conference Budget Committee and Conference Logistics Committee all working cooperatively with the Conference Committee and taking lead roles for each of the following four functions:
- Conference Coordinator: Coherence with the purposes of the eGA and values of SI
- Budget Committee: Advice and controls key to the maintenance of sound financial management.
- Logistics Committee: Scheduling and logistical decisions.
- Programme Committee and Programme Secretariat: Development of eGA Conference Programme content, and follow-through on “what needs to be discussed and decided, and when”.
Criteria for decisions: Committees will ensure that decisions comply with the budget established for the GA; with the Statutes of SI, and with the goals set for the GA. Additional criteria may be recommended to EXCO, and approved by EXCO, as required, during the life of the plan.
Any committee may be invited to serve as a sounding board; in these cases, the committee is asked to provide specific advice without the responsibility to do anything more.
Committee members will not be paid for their work. They will not be reimbursed for their meeting expenses unless their expenses are budgeted and approved in advance.
- Each Committee will meet monthly until 1 September, 2005. Thereafter it will meet at least each two weeks , and daily in the two weeks prior to the eGA and during the eGA, and for two days following the eGA.
- The Committees will exist until the conclusions of the GA are tabled with all National Secretaries, globally.
- Each Committee will provide an evaluation of the Conference
- Committee will provide a record of each meeting and all of its reports to the SI Archivist, for the use of other GA’s.
- The Committees are all responsible to the President, EXCO, or to his designated alternate(s).
Conference Coordinator
The Conference Planning Committee in consultation with EXCO will recommend the appointment by EXCO of a GA Conference Coordinator who is a member in good standing of a national group.
The basis of selection for the Conference Coordinator is as a person who is exceptionally skilled in conference planning. The job of the Conference Coordinator is involved in every aspect of conference planning and execution, and who will have all the qualities of the Conference Programme Committee members, plus:
- Possesses good organizational skills.
- Is a good communicator
- Has an eye for details.
- Can function well even when things get a little stressful.
- Appreciates and uses humor
Choice of Venue
Sports and Educational Center of the Hessen State Athletic Association, Frankfurt, Germany (Olympic Games Training Base, World Soccer Cup 2006 Base Camp, Frankfurt International Trade Fair Support Conference Fascility)
Location
- one metro stop from Frankfurt International Airport
- two metro stops from Frankfurt Central Railway Station
- right at the edge of Frankfurt City Forrest (Green Belt)
Profile
- single, double and triple rooms (all equipped with: bathroom, TV, telephone, internet hook-up)
- large conference room equipped with: amplified sound system, multimedia visualization equipment, translation technology, overhead projector, flipchart, telephone, internet access
- smaller conference rooms equipped with: multimedia visualization equipment, overhead projector, flipcharts, telephone, internet access
- fully equiped computer room with 8 internet-connected PCs
- flexible full-board and conference catering
- sports halls, sauna, fitness room, jogging tracks, indoor swimming pool, social room (bar/cafeteria)
Time slot
- January 2006
- suggested and preferred setup:
start conference on a Thursday early afternoon finish on the following Monday late morning
Travel
- Frankfurt International Airport is among the cheapest and most convenient destinations for intercontinental flights
- Frankfurt-Hahn Airport is a the hub for inner-European flights of one of the major “low cost carriers” serving Germany
- Frankfurt Central Railway Station is on all major European North-South and East-West railway lines
- no domestic transfers within Germany required
- support from the Servas Germany contract travel agency could be secured to organize the travel arrangements for most delegates (including PTA arrrangements,: “cheapest applicable rate” guarantee, consistent application of travel guidelines, reduced commission, no advance payments to delegates, one bill for Servas International)
Visa arrangements
- Servas Germany e.V. would apply our standardized “visa support system”, which so far has brought everybody from anywhere in the world into this country (provided the visitor completed the “homework” that is required from his/her side (like providing the necessary information in time)
Insurance
- Servas Germany’s existing group insurance plan for conferences would be applied for the
EOGA (covering basic liability)
Logistics Committee (Host)
Nominee designated by Servas Germany: Gerald Hoelscher.
The logistic committee will be completely and strictly separated from policy and Programme representation of the interests of Servas Germany as a member group of Servas International.
- the logistic organization of the EOGA would be completely and strictly separated from the diplomatic and “political” representation of the interests of Servas Germany as a member group of the Servas International Federation, thus guaranteeing a comfortable environment for free deliberations and fair proceedings within the EOGA
- for Frankfurt, Gerald has indicated he will find it easy to recruit enough volunteers to help run the EOGA
- enough hosts in and around Frankfurt to cater for pre-conference arrivals and post-conference departures
- approximately 1400 hosts in Germany alone who’d be happy to host conference delegates to enrich their work at the EOGA by experiencing genuine German hospitality prior or after the EOGA
Roughly estimated costs (per full conference day)
- room, full board, and conference catering (refreshments during brakes) : approximately 50-60 EUR per person based on 60 to 80 participants, including the major part of the conference needs like large conference room, basic conference technology, equipment, material and use of the “relaxation infrastructure” like swimming pool, sauna and the like (to be negotiated)
- special conference needs (internet, special technology, additional conference rooms): 150 EUR (to be negotiated)
- translation technology: depending on specified needs (to be negotiated)
- xerox fascilities: depending on demand (to be negotiated)
- Servas Germany’s status as accredited tax-free non-government organisation would help to secure discounts (and also the “right” to be admitted to the above mentioned “exclusive” venue in the first place)
Conference Secretariat. The secretariat will work under the direction of the coordinator and in conjunction with the eGA Coordinator. The Secretariat is an extension of the Conference Programme Committee, and will attend the eGA on-site to ensure implementation of the Programme for the eGA. The responsibilities of the eGA Coordinator and Secretariat together include:
SI GA Coordinator and Secretariat Functions
The Conference Coordinator is expected to work daily through the year, on the work of the Conference Plan, and operations and to evaluate the preparedness of the Programme, and the status of the work of other committees.
The job is to anticipate and ensure requirements for a high-quality eGA.
- Set the schedule for completing tasks leading to the conference.
- Evaluate venue information provided by Logistics Committee, etc.
- * Recommend and correspond with speakers/entertainers/exhibitors.
- Prepare session descriptions.
- As part of the Programme Committee set the flow of the conference and plan the program
- Assist in engagement and training of Conference volunteers.
- Manage conference crises in cooperation with Coordinator and other Commitees.
- Prepare pro-forma session and conference evaluations.
Advance Functions
- Organize, schedule, and staff Conference Planning Committee meetings.
- Specify conference notices, brochures, and registration forms.
- Communicate with conference registrants in cooperation with Logistics Committee
- Prepare name badges, signs, banners, and the program book.
- Specify room setups for all workshops/sessions (to Logistics Committee)
- Establish direction for conference registrations in the office and onsite.
Budget Committee (under direction of SI Treasurer)
- Prepare and manage a conference budget including budget for supported travel etc.
- Develop direction for cash flow, risk, and split contracts with venue
- Evaluate and recommend approval/modification of contracts for venue, etc.
- Authorize or pre-authorize expenditures based on approved conference budget
- Ensure bills are paid, invoices and receipts are collected
- Work with Audit committee to ensure transparency and adequacy of accounts.
- Conference budget. The Conference budget will be constrained to the level enabling SI to continue its programme of operations for the next three years, while building a reserve for a full GA.
To conform to financial constraints, a limited number of delegates will be financially supported in either of two ways:
1) Payment of Conference Registration fee (for volunteers and approved eGA conference committees.
2) Payment of on-site services of accommodation and a meals allowance – for non-resident volunteers and committee participants.
3) Payment of sufficient numbers of people from active National Groups in the East and South, to ensure global balance. A small number of individuals from each of the Servas Areas. National Secretaries to be “voted” by their peers in their Servas Area.
Criteria For Success
* Number of meeting rooms and room capacities. The number of available meeting rooms will be sufficient to convene parallel discussions on multiple tracks, simultaneously.
- Hotel accommodations. The number of sleeping rooms and hotel capacity will be limited to those which can accommodate self-paid participants, registered in advance, and a small number of additional participants subventioned from the conference budget.
- Number of conference volunteers on site. Following the development of a logistical and programme plan, a final goal will be set for the tasks and numbers of volunteers to be accommodated on site, and a decision made on whether or to what extent to subvention them.
- Meal and banquet facilities. Plenary sessions, meals, or other general sessions will be identified as part of the Programme and the demand for room sizing will be shaped by the decisions on numbers, above. It is intended to consider self-paying options for all meals other than, say, the opening or closing banquet.
- Conference dates. Dates are to be determined finally which do not conflict with other events, including holidays or religious observances, and which avoid “high season” fares and black-out periods.
- Local transportation Options for provision of local transportation will be considered for volunteers and other support who cannot afford or do not wish to stay at the GA Conference venue site.
Conference Dates
The intent is to use the Frankfurt venue to the extent it is available 19-23 January, 2006, complemented by additional facilities if necessary, to adjust for long-distance and other travelers, and for pre-meetings of Conference volunteers, etc.
A final decision on GA Conference dates will be based on location, dates, and price. At present, the current plan is to design a pre-and post tour option (self-supported, by registration fees), a day of rest upon arrival and four days of conference activity at the end of January.
It is acknowledged that Southern fare seasons and Northern fare seasons are inverse; that some long-distance travelers may need an extra advance day of rest and that some facility management prefer to split the week into three time slots: Sunday-Wednesday, Wednesday-Friday, and Friday-Sunday. These are the criteria considered before signing a final facility contract: To establish first, second, and third date preferences and review:
- National and religious holidays and events.
- Expected weather conditions.
- Peak convention seasons.
Conference Budget
The Conference Budget committee will prepare a conference budget through a thoughtful process involving the Treasurer, the planning committee, the coordinator. The Treasurer must be involved in the process as his cooperation and vigilance is needed to ensure proper financial management and the paying of all approved conference expenses in a timely way. The planning committee should make costed recommendations, so the committee will understand the budget implications of its actions. The coordinator should control the budget—under the direction of the Treasurer that is, all budget items should be initiated by or developed in conjunction with the coordinator. The coordinator approves payment of budget expenses before passing the action to the Treasurer. This is to ensure sound financial authorities and controls.
The budget is a planning document and a management control document. It is a listing of all anticipated conference expenses followed by a listing of all conference funding sources and projected conference revenue. Among the budget development considerations is the consideration of charging registration fees and of encouraging early registration, such as conference room discounts.
The essential decision, now, in preparing the budget, to prepare an extensive budget checklist, and determine which costs will be paid by the conference master account and which will be paid by persons attending the conference.
This will be the basis of agreement with the facility provider, who will arrange for a split folio. There are many ways a folio can be split between master account charges and individual guest charges. Be sure to clearly communicate your split folio plan to the hotel, in writing, when your letter of agreement is prepared. (The letter of agreement is a written confirmation of agreements between you and the hotel that is sent our prior to the contract.) A budget planning checklist is provided in Appendix B. It is essential that all participants be informed on this arrangement, now.
Applications for Funding
Application for travel support for national secretary delegates Travel Support funding will be limited to ensure global balance, not large numbers of attendees. It is expected that only 10-15 national secretaries will be travel-supported.
Any National Secretary in Servas areas in the South or East, including Eastern Europe, without nationally-available resources to attend the eGA the South or East can ask for funding. Please send the application both to your Area Coordinator and to the GS Criteria for being considered for partial or total funding of National Secretaries by Servas International are:
- [New] Voted by peers as the best representative from the Servas Area (“vote” to be held by Area Coordinator and reported to EXCO)
- Compilation (enabling publication) of a reasonably accurately updated host list within the last 2 years
- NS has not held office for more than 6 consecutive years (unless conditions dictate an exception)
- Evidence of efforts to maintain Servas activity (hosting, travelling, keeping members informed, other as appropriate)
- Evidence of efforts to cover costs in relation to the capacity of the members (not zero, not excessive)
- Ongoing communication with AC and Exco as necessary
- Submission of a financial report in a format provided by the SI treasurer
Application for travel funding by volunteers and Selection criteria for appointment of volunteers to the SI GA
Conference Committee.
Most volunteers will pay their own fare and accommodation (if required). Any Committee Convenor or distant volunteer team whose work has been solicited by the Conference Coordinator and who directly and critically contributes to the realization of the agenda, may request funding, if national Servas resources are inadequate. It is expected that only 10-15 committee members will be supported, although the work of many more will be required.
Criteria
A Long List of individuals who may wish to serve on the SI GA Conference Committee will be prepared by the General Secretary. Criteria for appointment (and consideration for travel support of a small number) are:
- Recommended by National Secretary
- Qualified to serve due to their experience on substantive issues, respect given to them by national groups, and/or proof of organizational, negotiation, or communication skills.
- Dependability.
- Ready and able to accept responsibility.
- Work well with others.
- Can make decisions.
- Can abide by the decision of the majority
- Help bring global balance to participation in the eGA.
Checklist of pre-planning for Venue Operations
Site Selection
The site has been proposed by Servas Germany which seems ideal. Therefore the following checklist may simply serve as a helpful checklist in confirming the benefits of complementary facilities, if required. SI GA’s have traditionally been limited to youth sites or camps. Most of the following potential sites have been discarded, but may be considered in future:
- A downtown hotel in a large city with downtown attractions leaving attendees in meetings most of the day but with blocks of personal time around lunch or in the evening.
- An airport hotel or airport meeting facility for a one- or two-day conference with ground travel time at a minimum.
- Suburban hotels near local attractions at reasonable cost, providing they are near convenient mass transit.
- A conference center for planning intensive training and without distractions. E.g. colleges and universities have conference facilities.
- Resort properties with fun and recreation activities at low cost, or personally-paid expense. Great bargains during off-season or shoulder periods.
- Convention centers without sleeping facilities, but with meeting and/or banquet needs.
Other Logistical factors to be reviewed (checklist)
- Conference dates and locations.
- Number of sleeping rooms and suites blocked at each hotel.
- Number of single and double occupancies.
- Number of rooms picked up (include preconference and postconference dates).
- Number of no-shows (does not include timely made cancellations).
- Number of hospitality suites used.
- Number of meeting rooms used each day and number of participants in each room.
- Types of functions held each day.
- Food and beverage information (guaranteed and consumed).
- Arrival and departure patterns.
- Activities planned away from conference site (sports, tours, dinners, receptions, etc.).
Fact Sheet on meeting requirements.
A brief fact sheet has been offered by the candidate Conference facility to Servas Germany and is attached herewith. Again, the following may provide a helpful checklist, to round out that offer.
- Finalization of conference dates (first, second, and third choices).
- Number of sleeping rooms needed (include suites and any requirements for multiple occupancy).
- Meeting room requirements (number, size, and duration of use).
- Food and beverage requirements.
- Audience profile (shelter staff, prosecutors, etc.).
- How facilities should submit bids (include contact person, agency, address, and phone and fax numbers).
- When decisions will be reached (indicate whether site visits are required).
- Conference history data.
Site Inspections
Gemany as host country will arrange for visits to conference facilities: for briefing of members of the Conference Planning Committee, the Coordinator, or others. The purpose of the site visit is to ensure that the programme can be accomplished conveniently, and comfortably. The value of good relations and open communication between the Coordinator and the staff of the hotel or meeting facility is inestimable.
Information for the Programme Committee and Logistics, etc. is needed on details such as room capacities; the number of singles, doubles, and suites; the property's floor plan; and banquet options and menus.
III. Negotiating Agreements and Contracts
It is recognized that a signed contract is binding.
EXCO should clarify who will sign the contract, and what the contract should include, exclude, as EXCO shares responsibility for the resources. SI resources are limited.
- The contract must specify the room block, cut-off date, reservation procedure, check-in and check out times, incidental and personal charges, complimentary (free) rooms, room guarantees, rates and fees and charges, guest rooms, family rooms with children, taxes and parking rates, payment period and credit card arrangements.
Billing and Credit Arrangements
- EXCO will approve the policy for the setting of a master account
- Direct billing for the master account will be assigned to a signing officer, with limits established by the Treasurer.
- Master account authority no individuals will be authorized to make charges to the master account other than the Coordinator.
- a daily review will be undertaken with the facility provider and a representative of the Treasurer to review charges to the master account at the end of each day or on the following day.
Conference Information
- A daily Conference meeting space assignment sheet will specify the meeting requirements to the facility provider
- Meeting room rental charges will be negotiated and be spelled out in the original agreement. Technical setup charges, if any, or charges to reset meeting rooms will also be identified.
- Complimentary space and setup will be specified in the agreement to avoid any unexpected charges for room use or setups. Complimentary pads, pencils, water, candy dishes, microphones, easels, blackboards, etc., should be included here. Any complimentary items should be noted in the contract.
- The agreement will specify all conference services provided by the hotel for which there is a cost to the group, i.e., electricians, security, exhibit table setups, resetting rooms, faxes, etc.
- The requirement for signs policy will be noted in the agreement. ]
- A reassignment of function space provision will state that the hotel shall not reassign any function space committed to the group without the group's prior approval.
- Final programs reflecting expected attendance figures and functions will be provided to the hotel two to six months in advance of the meeting date.
Exhibit Space and time Requirements will be considered and noted to the hotel in advance (WHALE?), and the price negotiated.
- Storage and security. Include arrangements for storage, storage limitations, access to storage area, and security arrangements.
Pre-conference Shipping
The agreement will specify how materials should be packed and marked, to whom materials should be sent, and that such materials will be stored in a secured location.
Facility Coordinators
The facility will designate a specific person or persons who will handle meeting room setups, menu selections, audiovisual needs, sleeping room requirements, and all other aspects of the group's program. The agreement should have a date by which the designated person(s) will contact the group to review all the program needs. Food and Beverage
- Specific functions will be determined and be listed as to breakfasts, lunches, dinners, coffee breaks, cocktail receptions, etc and the estimated attendance for each function.
- Confirmed prices for all catered meals will be negotiated. A decision will be made on self-funded meals for participants. At the minimum, a cap could be put on all food and beverage prices and exact charges.
- Gratuities or service charges required for all food and beverage must be stated.
- Federal, State, and local taxes should be clearly stated.
Insurance
Germany has offered to arrange for adequate liability and other insurance to protect against any claims arising from any activities conducted in the facility during the conference.
Cancellation Policy
The agreement must carry a cancellation policy for the protection of both parties.
IV. Planning the Program
The program planning process will begin after the following steps have been completed:
- The conference purpose (above) has been confirmed.
- The audience profile (above) has been decided.
- The estimated number of participants (above) has been determined.
Events
Pre-registration: to be determined.
Registration. Attendees must check in, pick up conference materials, and receive conference information.
Orientation. These sessions instruct conferees on the conference and its purposes, and will welcome both first-time attendees and experienced SI participants to the eGA.
Opening Session. A keynote speaker will energize and set the tone for the remainder of the conference or at least for the day. Other speakers used with the keynote speaker, will include local hosts and possibly locally elected public officials. Ceremonies, award presentations, musical groups, film presentations, or other exciting events may be part of the opening session. Opening sessions will include a welcome address.
General Sessions. plenary sessions include food functions, opening and closing sessions, entertainment sessions, business sessions, or sessions to discuss topics of interest to all conferees, including the laying out of the agenda, its tracks, and the discussion processes resulting in votes at the eGA.
Follow-up sessions. These sessions provide additional time for a small group to discuss topics presented at a previous session and should include the presenter or speaker from the first session.
Concurrent Sessions are intended may divide conferees into groups of “Tracks” so that an equal number of conferees attend each one, or they may be presented so that conferees have a choice of which sessions to attend. Various presentation methods can be used in concurrent sessions, some of which are described in the next section. Breaks. between breaks may last as long as thirty minutes. Soft drinks or snacks will be furnished as refreshments. Breaks will be scheduled
Workshop groups will be assembled to discuss a common Tracks, issues, problems, or interests as concurrent breakout sessions.
Closing Session will aim to uplift conferees and send them away feeling informed, renewed, and energized. Ceremonies, special videos, entertainment, reports from work group sessions, may be included.
Banquets and plenary breakfasts, luncheons, dinners, or other food functions at which all conferees will gather together will be designed to achieve select purposes:
- To offer fellowship, nourishment, and nothing more.
- To set the mood for the following event.
- To relax the group after a particularly taxing session or day.
- To make awards, presentations, or announcements.
- To provide entertainment.
- To present guest speakers.
- To offer a transitional period to bridge two segments of the conference.
An opening reception and mid-conference reception will provide a period for people to talk and to meet each other and the association's officers or local officials. Receptions can be used to entertain, to keep attendees from wandering, or to prepare for an upcoming event. These events are particularly helpful in providing networking time for large conferences.
Pre/post conference Tours/field trips will be scheduled for entertainment purposes or to provide a convenient way of visiting local attractions and to link with German hosts.
Free time. Free time will be provided to participants to do what they want.
Checklist of Discussion sets Presentation Methods to be used during the eGA programme.
Buzz group or buzz session. In a buzz session the audience is divided into small groups for a limited period of time. Each group member is asked to contribute his or her ideas or thoughts. Buzz sessions can be used to develop questions for a speaker or panel, offer ideas regarding how to address an issue in the future, or react to the information that has been presented in the session. Buzz groups can be used in general sessions or concurrent sessions.
Case study. A case study provides a detailed report of an incident or event through either an oral or written presentation, and sometimes on film. A discussion usually follows the presentation of a case study. This is a very effective presentation method for large workshops.
Clinic. A clinic is a session in which participants respond or react to a common experience. A clinic may be used for the Education Track and the Outreach Track of the programme.
Specialized Discussion
1) Colloquy. This is a modified panel presentation in which half the panel represents the participating audience and the other half are experts or professionals in a field related to the discussion topic. Presentation time is equally divided between the two groups. This is an effective way of discussing issues from different points of view and getting the audience involved in the discussion.
2) Debate. In a debate, two individuals or two teams present two opposing views of a common issue. Each side is given equal time. A moderator is assigned and generally the audience listens rather than participates. Be flexible; it is the role of the moderator to keep the presentations on schedule, raise relevant questions, and allow each presenter time to respond.
3) Dialogue. This type of presentation requires a high skill level for presenters. Two individuals discuss issues in an in-depth conversation, but their views don't need to be different or opposing. Interview in which one or more people respond to questions from an interviewer. This is forseen for session in which the person being interviewed is providing educational expertise or skills that easily transfer to National
Secretaries.
Panel. To involve a Servas group that makes an orderly presentation on an assigned topic. The audience may or may not ask questions or participate in the discussion. For instance, the Statutes Track may use this approach, to advance understanding of the Statutes, and their update.
Role Playing. where participants to act out real-life situations. There is no script; players' actions are spontaneous. A discussion with the audience usually follows the role playing. Speech. In a speech, one speaker makes a formal oral presentation. It is usually a one-way communication. It is intended to engage a keynote speaker, to address the purposes of SI and to open the GA conference. Skit. This is a short rehearsed presentation with a planned script. This worked well in Spain, particularly at the closing theatrical presentation, to provide feedback on the discussions. The purposes of a skit are varied--to entertain, to shock, to illustrate, or to provoke thought.
Work Groups the audience is divided into groups with a goal of producing a product at the end of discussion. It is intended to use this approach intensively at the early GA as in Thailand. Group leaders will be selected to present the thoughts of the work group to the whole session. Everyone is given an opportunity to participate in the groups. The products of the groups may be presented immediately after group discussion or at a later session. Underlying the choice of these methods is the desire to advance productive work and to achieve the agenda, while making use of the resources of the eGA conference: the skills, knowledge of the participants. A call for papers will be issued request for proposals. These will be issued universally through the Servas world. Appendix D contains a sample request for proposal form, which can be used for screening prospective speakers.
Although the size of the GA is intended to be kept small and manageable, speakers and proposal writers will be solicited both inside and outside Servas, to solicit “solutions” to the eGA purposes and Tracks:
- National Groups
- Partners
- Government organizations, particularly those with grounding in NGO management
- Experienced participants from previous GA conferences.
- * Journals, local papers, and magazines.
A speakers’s sub-committee will be created as part of the scope of responsibility of the Programme Committee to contact speakers without presenting a firm invitation by phone. Tell the prospect about the conference and that you are considering a session on whatever the topic may be. Give the date and approximate time of the session, if possible, and a description of the audience. Tell the prospect how long the presentation would be. Seek approval from the Programme Committee before offering an honorarium., accommodations, etc.
If there is agreement, the Speaker’s sub-committee should designate a Servas Ambassador to send to Speakers a follow-up letter to include:
- Location and address of the conference.
- Purpose of the conference.
- Size and general profile of the target audience.
- Topic of the presentation and length of time of the session.
- Layout of the room where the presentation will be given.
- Acceptable attire or dress requirements.
- Honorarium and expenses to be paid.
- Details regarding travel, accommodations, and where and when your conference representative will greet the speaker.
- A deadline for requesting audiovisual aids, if unknown at the time of the invitation, or a confirmation of what will be provided.
- A request for a picture or biographical material, as needed.
Include any promotional material you may have on the conference and let the speaker know you have put his or her name on the mailing list for future mailings.
Two weeks before the conference, send the speaker a reminder and include:
- Any program changes that could affect the speaker.
- Any information the speaker might find valuable.
- What accommodations have been arranged.
- Confirmation of where the speaker will be greeted and by whom.
- Your current telephone number, the date you will arrive at the site, and a number at which you can be reached onsite.
- The names of other guests and any appropriate background if the speaker will be seated at the head table.
To avoid confusion there should be formal control and a record of status for each speaker managed by at least one individual in the SI Speakers; Committee .
Producing the eGA Conference
Execution of the conference plan begins with registration and ends with evaluation; in between is the process of conducting the conference.
Registration
Registration will involve an exchange of information, and receipts and money, between the eGA conference and participants. It is intended to be a fast, simple, and painless process. This is true for advance registration as well as onsite registration.
SI will develop an advance registration form based on that which was used for Spain, with improvements. An on-site Registration Committee will be formed, to work under the guidance of the Programme Committee. .
Advance Registration
- Determine and request only essential information for payment and receipting, room and food services allocation, documentation of credentials, programme Track enrolment.
- Ask respondents to print answers.
- Respondents to check off or circle answers instead of writing them out.
- Provide one office contact person and phone number to answer questions.
- Record all inquiries and review them with the secretariat.
- Review the registration form with the secretariat and train the secretariat before brochures and registration forms are distributed.
- Provide an incentive for early registration (discounted registration fees, conference mementos, inclusion in conference program book, etc.)
- Indicate "Do Not Send Cash. Make Checks Payable To:"
- Determine whether credit cards can be accepted, indicate which ones.
- Give an advance registration cutoff date.
- Indicate what the registration fee will cover--meals, conference materials, tours, etc.
- Specify that checks received will be deposited as soon as possible.
- Confirm registrations with a short letter. Confirm workshops and preregistered activities, list program changes, and provide reminders for ground transportation or hotel check-in.
Onsite Check-In and Registration
- Make a checklist for onsite supplies and equipment.
_____ Tacks, pins, tape (cellophane and duct) _____ Stapler, staples, and staple removers _____ Scissors _____ Glue _____ Paper clips _____ Pens/pencils _____ Paper _____ Receipt forms (in duplicate) _____ Blank registration forms _____ Typewriter _____ Laptop computer _____ Calculator _____ Extra tickets, blank name badges, ribbons, and programs
- Check the registration area for proper lighting and ventilation.
- Be sure the registration area creates a flow of traffic. You want people to stop, register, and move on (to coffee, the opening session, etc.).
- Have two registration areas: One for preregistration check-in and one for onsite registration.
- For large groups, create lines within each area--alphabetically or by membership number.
- Make conference check-in/registration one stop. Tickets, name badges, programs, etc., should be preassembled in one packet. Don't send conferees to the next station for tickets, the next station for badges, etc.
- Make directional signs legible and place them well.
- Be prepared if a large number of onsite registrations is expected. Either have clerks obtain information and complete registration cards for conferees, or give registration cards to registrants to complete at another table away from the registration area. Give away pens or have pens tied down at the table.
- Meet with and train registration volunteers prior to registration time. Provide written instructions and responsibilities. Make sure clerks know what information is needed and how to handle problems, press, guest ===speakers and money. ===
- Keep a courier/runner in the registration area.
- Establish policy for:
_____ Refunds. _____ Lost badges, tickets, programs, etc. _____ "Lost" registrations. _____ Conferees who want to establish a line of credit. _____ Conferees who want their agency billed. _____ Preregistered conferees who still owe money. _____ Walk-ins at a conference closed to walk-in registrations. _____ Handling money and collecting it.
- If computerized registration is used, make sure that at least two registration clerks are familiar with the hardware and software.
- Determine whether registration supplies and equipment need to be securely stored.
- Designate one person to be in charge of registration area.
- Provide information and message centers close to registration area.
- Contact the convention bureau to find out what services or staff they provide.
Conducting Sessions and Events
Using Signs
- Place signs at the doors of all workshops listing workshop number (if appropriate), workshop title, name of presenter, and workshop time.
- Place directional signs in lobbies, at end of hallways, and at the top and bottom of staircases; getting lost in a meeting facility is frustrating.
- Designate a person or several people to be in charge of signs.
Approving and Following the Agenda
- Careful attention is required for the preparation, advance circulation and on-ste approval of the SI eGA agenda. It is recognized that changes to the agenda are sometimes unavoidable. Adjust when you must – and ensure that a plenary majority vote is obtained and recorded.
- Stay on schedule even when the agenda has been changed. Make sure monitors, introducers, and the person handling "housekeeping announcements" understand the importance of this.
- When possible, announce changes in the confirmation letter sent to conferees, at general sessions and workshops, and at the information center. Print and distribute flyers if the change warrants it.
Volunteer Operations Staffing
The Coordinator is busy with managing, overseeing, directing, deciding, greeting, meeting, and sometimes peacekeeping. An informed and trained staff of volunteers is necessary for a conference to run smoothly. They must be delegated conference responsibilities and told clearly what needs to be accomplished. Here are some tips to follow:
- All staff should have a thorough knowledge of the conference program and the floor plan of the meeting facility.
- Utilize a staff of conference guides to direct traffic flow when necessary and to assist conferees in reaching their next destination. These staff are particularly useful during breaks and when seating a large group for a general session.
- One person will be invited and confirmed 3 months in advance of the sessions to serve as Facilitator or "session master/mistress" for each general session. This person should keep the session on schedule, introduce guest speakers, and keep things on a positive note. A speaker should not introduce the next speaker. The session master/mistress should open and close the session and can be seated at the platform or in the audience.
- Delegate housekeeping announcements to one person other than the coordinator or session master.
- Prepare a Conference Package and provide copies to the Treasurer, featured speakers, and "assistant coordinators." Briefing books contain event and scheduling details. Times and places VIP's will arrive and depart, plus their assigned attendants; precise times, locations, setups, and assignments for general sessions and press conferences; media availability; the conference schedule and staff assignments; news; and any other details the recipient should know are typically found in briefing books. Guest speakers and heads of sponsoring agencies appreciate receiving briefings before they meet with conferees. Some may request briefings in advance of arriving at the site; be prepared.
- Assign workshop monitors for each workshop. Assignments may include:
- Check room setup and audiovisual requirements in advance.
- Greet presenter and attendees.
- Introduce and thank presenter.
- Distribute handouts.
- Distribute and collect evaluations.
- Keep workshop on schedule. Discreetly letting the speaker know from the back of the room when ten and five minutes remain in the session is one way to do this.
- Assist in taking attendance, if necessary.
- Assist in seating when the rooms gets crowded.
- Meet any other needs of the conferees.
- Make announcements.
- Provide ribbons to identify board members, speakers, guests, staff, sponsors, coordinator, etc.
- If using several floors of a meeting facility, assign floor supervisors.
- Use walkie-talkies or a paging system to communicate between supervisors and the coordinator/secretariat.
- Provide written instructions to monitors, supervisors, and others with detailed assignments.
- Set aside time for training or assign a supervisor to handle it.
- Assign an audiovisual coordinator to oversee audiovisual requirements. This coordinator's duties may include moving equipment between sessions from room to room, setting equipment in place, or working with contract audiovisual professionals as needed.
- Make all conference staff and volunteers feel important--they are!
Evaluation
Evaluation will be used to prepare a legacy tool for the next GA.
An evaluation committee will be established by the Programme Committee consisting of at least five people, selected from among persons involved in organizing and planning the conference and others. There's nothing scientific about this structure, but it's intended to create a body that will provide an "honest assessment." An evaluation form will be designed as a questionnaire to gauge conferees' reactions to and thoughts of various components of the conference. The forms can be:
- Distributed and collected at the conference.
- Distributed at the conference and returned either at the conference or by mail.
- Distributed and returned by mail.
The form will solicit information what major elements of the conference worked, what didn't work, and what can be refined for the future, including:
- Conference Planning Committee, Conference Coordinator, and conference staff.
- Conference site.
- Workshop topics and general session topics.
- Speakers and presenters.
- Special events (tours, receptions, etc.).
- Conference registration process.
- Menu selections for banquets.
- Clarity of conference purpose.
- Conference program book.
Conference Orientation and Help Desk
It is understood that some people have no experience in attending international meetings and others, not much experience in Servas. The purpose of the Conference Orientation is to help prepare participants with an understanding of the process of the GA, its organization and background, and how to participate effectively, efficiently and cooperatively with others at the GA and how to implement knowledge gained, back home. It is intended for the Programme Committee, working closely with the Coordinator and the Secretariat to identify trainers to conduct workshops.
Action Partnerships with Professional Organizations
Servas is not the first association which has developed rapid growth in complexity and the need to improve its foundations. Servas is in collegial contact with several other associations and may draw upon them to bring helpful information and advice to its programme for the early GA.
Conference Attendance
Question 1: Should grantees track attendance at conferences?
Answer: An effort should be made to track attendance after the initial registration. Participants should be encouraged to attend workshops and sign in.
Sample Site Inspection Checklist
_____ How far is the airport from the hotel? _____ What is the travel time? _____ Does the hotel offer a shuttle to and from the airport? _____ If so, what is the fare? _____ How often and between what times does the shuttle run? _____ What is the cost by taxi? _____ Are rental cars available at the airport?
- Accommodation Check-in
_____ When is check-in time? _____ When is check-out time? _____ Is the front desk staff friendly and courteous? _____ How long does it take to check in? _____ How many terminals are available? _____ Where and when is the concierge – and what services are provided? _____ Is there a curfew? _____ Is luggage storage area available for arrivals before check-in time and departures after check-out time?
- Accommodations
_____ How many rooms, not including suites, are available and required for the eGA conference? _____ How many suites are available? _____ How many beds are provided in each suite? _____ Room rates by occupancy: _____ Single _____ Double _____ Triple _____ Suites _____ How many singles are available? _____ How many doubles? _____ How many king-size beds are available? _____ Queens? _____ Doubles? _____ Number of rooms handicap accessible? _____ Does each room have a radio? _____ Cable t.v.? _____ Closed circuit t.v.? _____ Does each room have a refrigerator? _____ Is it empty or stocked with cash items? _____ Is a newspaper delivered to each room? _____ Does each room have shampoo and soap? _____ Hand and body lotion? _____ Toothpaste? _____ Mouthwash? _____ Hair conditioner? _____ Cologne/perfume? _____ Shower cap? _____ Sewing kit? _____ Shoeshine cloth? _____ Complimentary coffee and coffee maker? _____ Hair dryer? _____ Irons and ironing board? _____ Voice mail/data port? _____ Is express check-out available? _____ Video check-out? _____ Are rooms in good condition? _____ Comfortable? _____ Fresh smelling? _____ How many rooms are designated non-smoking? _____ Does the hotel offer VIP accommodations?
- Hotel Services
_____ Does the hotel have a parking garage? ______ Parking lot? _____ What is the rate? _____ Number of available spaces? _____ Does the hotel have an audiovisual equipment manager? _____ Are washing machines and dryers available to guests? _____ Does the hotel have a laundry service? _____ Is room service available? _____ How late? _____ Does the hotel have a business center? _____ Are recreational facilities available? _____ Game room? _____ Fitness center? _____ Swimming pool? _____ Sauna? _____ Hot tub? _____ Jogging path? _____ Are shops located on site? _____ Beauty salon/barber shop? _____ Newsstand? _____ Toiletries? _____Gift shop? _____Groceries? _____Clothing? _____ Are coffee/deli counters on site? _____ Average prices?
- Facilities and Design
_____ Are hallways and lobby areas neat, clean, spacious, and safe? _____ Is there an area to comfortably handle conference registration? _____ Can you hang banners or welcoming signs in public areas? _____ Are there enough restrooms? _____ Are they conveniently located? _____ Are there enough elevators and stairways to comfortably move conferees? _____ Are all areas accessible to the handicapped? _____ Does the hotel have public coat racks? _____ Coat-check rooms? _____ Does the facility have a secured storage area? _____ Does each room have a smoke alarm? _____ Sprinkler system? _____ Is the temperature in public areas comfortable? _____ Are all areas well lit? _____ Fresh smelling? _____ Are noise levels acceptable?
- Meeting Rooms
_____ Number of breakout rooms available to you (not including ballroom)?
Collect data on each room.
_________________ Room name ________________ Location Capacity: ________ Theater _________ Classroom ________ Round tables _____ How are the rooms usually set? _____ Is there an extra charge for resetting? _____ Are the following items complimentary, extra charge, or not available: _____ Pens/pencils and notepads for participants? _____ Speakers' podium? _____ Microphone? _____ Flipchart? _____ Chalk board? _____ White board? _____ Markers? _____ In-room water station? _____ Projection screen? _____ Is lighting controlled within the room? _____ Does it have a dimming switch? _____ Are temperature controls within the room? _____ Is any other group using the room before/after your meeting? _____ Can signs be taped/pinned to the walls? _____ Are signs outside the room attached to the door? _____ Walls? _____ Easel? _____ Is the room carpeted? _____ Does it have pillars? _____ Mirrors? _____ Windows? _____ Outside balcony/patio?
- General Session Rooms/Banquet Room
Many hotels and meeting facilities have a banquet room or grand ballroom that may be divided into smaller general session rooms. Collect data on the large room and each smaller room.
_________________ Room name ________________ Location Capacity: ________ Theater _________ Classroom ________ Round tables Capacity with Head Table: _______ Theater ______ Classroom ______ Round tables _____ Does the room have movable walls? _____ Will any other group be using any adjoining room before, during, or after your meeting? _____ Does the room have a sound system? _____ How is it controlled? _____ Is there an extra charge for podium? _____ Microphone? _____ What type of lighting does the room have? _____ How is it controlled? _____ Can a banner be hung or attached to walls? _____ Does the room have audiovisual screens? _____ How many? _____ Where are they located? _____ Is the room carpeted? _____ Does it have pillars?
- Other Considerations
_____ What is the policy on complimentary rooms? _____ Is a depressed-season or shoulder rate available? _____ Is a deposit required? _____ When? _____ Does the hotel overbook? _____ Who is responsible for damage? _____ Are all major credit cards accepted? _____ Does the property have a security force? _____ On a 24-hour basis? _____ Are hotel personnel trained in CPR? _____ Are guests provided with free transportation to any local attractions? _____ Are there any minimum requirements for menus/buffets/banquet services? _____ Are service charges, gratuities, or sales tax added to food and beverage prices? _____ Are there insurance requirements? _____ Does the facility offer complimentary coffee, breakfast, or evening hors d'oeuvres? _____ What is the facility's cancellation policy? _____ What additional charges can be expected for items such as bar services, table
setups, maintenance/electrical assistance?
_____ Can room rates or menu prices be guaranteed? _____ Are there any plans for remodeling, construction, room upgrades, management changes?
Summary Checklist of eGA Conference
- Conference theme.
- Dates of the conference.
- Objectives and/or purpose.
- Anticipated number of participants.
- Topics being sought.
- Final date for submission.
- Special instructions on typing or printing proposal, number of copies, exact address for submission, and attachments.
1. Proposed title of session: ___________________________________________ 2. Type of session: General ________ Concurrent________ Breakout________ 3. Presenter(s): (If more than one, list as A and B. The person listed as A will be considered the primary correspondent.) A. Name:____________________________________________________ Address:__________________________________________________ __________________________________________________ Telephone: Work ( )_____________ Home ( )_______________ Organization:______________________________________________ Division:__________________________________________________ B. Name:____________________________________________________ Address:__________________________________________________ __________________________________________________ Telephone: Work ( )_____________ Home ( )__________________ Organization:______________________________________________ Division:__________________________________________________ 4. Brief description of the proposed session in 50 words or less. (If you are selected, you will be asked to revise this description for preconference publicity and for the participant book.) 5. Indicate the type of participant to whom your session will be directed (check one). A. No experience or knowledge. _______ B. Some experience or knowledge. _______ C. Substantial experience or knowledge. ______ 6. How would participants benefit from attending your session? _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 7. Briefly describe the techniques/methods you would use to conduct this session. _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 8. What special room setup and audiovisual requirements would you have? _____________________________________________________________________ _____________________________________________________________________ _____________________________________________________________________ 9. Have you previously conducted this or a similar presentation? Yes _______ No ________ A. If so, please provide the following information on the organization to which you presented this session: 1. Contact name/title_________________________________________ 2. Organization_______________________________________________ 3. Phone______________________________________________________ B. If not, why do you want to offer this session? _______________________________________________________________ _______________________________________________________________ 10. Preferred scheduling: The conference will be held on the date(s) indicated on page one of this form. What date do you prefer? ________________________ (if your meeting will last longer than one day) Morning session_________________ Afternoon session__________________ 11. Financial arrangements: (This section will vary with each sponsor. In some cases, the policy statement of the sponsor can be provided. In others, the following may be used.) Are you requesting any of the following? A. Honorarium/fee $_____________ B. Travel reimbursement $_____________ C. Accommodations $_____________ D. Other (please specify) $_____________ 12. Taping and publications: A. If you are selected, will you grant permission for taping (audio or video) of your session? Yes ________ No ________ B. If you have a prepared paper, will we have permission to publish it as part of the conference proceedings? Yes ________ No ________ 13. Any special comments or questions? __________________________________ _____________________________________________________________
Sample Speaker Status Control Sheet
Speaker's Name:____________________________________________________________ Address: ________________________________________________________________ Telephone: Work ________________ Home _______________ Fax _______________ Organization:____________________________________________________________ Event: _____________________ Date of presentation: _____________ Time: _______ Title of presentation:_________________________________________________________ Description of Presentation:__________________________________________________ ________________________________________________________________________ Invited by:__________________________ Date confirmed:_________________________ Date confirmation letter sent:________________________________________________ Travel Arrangements:______________________________________________________ Arranged by: _____________________________________________________________ Hotel Accommodations: ____________________________________________________ Arranged by: _____________________________________________________________ Honorarium: Yes _____ No _____ Amount $ Travel expenses: Yes _____ No _____ Amount $ Hotel expenses: Yes _____ No _____ Amount $ Per diem: Yes _____ No _____ Amount $ Audiovisual aids requested: Yes _____ No _____ No Reply _____ Staff member assigned to greet/accompany to conference: __________________________
Workshop Evaluation
Workshop Title: _________________________________________________ Presenter(s): ___________________________________________________ Using the rating scale below, please rate the workshop presentation in the following categories (circle one): Poor Satisfactory Excellent Overall Workshop 1 2 3 4 5 6 Applicability to Job 1 2 3 4 5 6 Facilitators Content 1 2 3 4 5 6 Delivery 1 2 3 4 5 6 Orientation/Help Desk Content 1 2 3 4 5 6 Delivery 1 2 3 4 5 6
Use reverse side for comments. Please leave the completed form in the designated receptacle by the door.
Appendix I
Conference Evaluation
Conference Title:________________________________________________ Conference Dates: ______________________________________________ We would like to hear from conference participants about what you liked and what you didn't like at this conference. Please take a minute to detach the evaluation from this program, complete it, and either deposit it in the box marked "Conference Evaluations" near the registration table or return it to our office later. Thank you. Poor Excellent 1. Conference Registration 1 2 3 4 5 6 7 8 9 10 Comments ________________________________________________________ ________________________________________________________________ 2. Opening Session 1 2 3 4 5 6 7 8 9 10 Comments ________________________________________________________ ________________________________________________________________ 3. Topic:General Session 1 1 2 3 4 5 6 7 8 9 10 Comments ________________________________________________________ _________________________________________________________________ 4. Speaker:General Session 1 1 2 3 4 5 6 7 8 9 10 Comments _______________________________________________________ ________________________________________________________________ 5. Luncheon Menu 1 2 3 4 5 6 7 8 9 10 Comments _______________________________________________________ 6. Overall Quality of Workshops 1 2 3 4 5 6 7 8 9 10 Comments _______________________________________________________ ________________________________________________________________ 7. Special Event 1 2 3 4 5 6 7 8 9 10 Comments _______________________________________________________ ________________________________________________________________ 8. Was the purpose of the conference clear to you when you registered? _____ Yes _____ No ______ Somewhat Comments ______________________________________________________ _______________________________________________________________ 9. What were you looking for from the conference? _____New Information _____Networking ______Rejuvenation ______Other If "other," please describe _________________________________________ __________________________________________________________________ 10. Did you find what you were looking for? _____ Yes _____ No _____ Somewhat Comments _______________________________________________________ ________________________________________________________________ 11. What did you enjoy most about the conference? _____________________ ____________________________________________________________________ 12. What did you enjoy least? __________________________________________ _____________________________________________________________________ 13. Is there anything else you would like us to know about the conference? ____________________________________________________________________ ____________________________________________________________________
