Program Director’s role

Director – Program Committee

1. Mandate

Responsible for the organization of Advocis Ottawa’s events. This includes their content, logistics and coordination.
The annual budget for the committee is setup by the budget committee and is normally between $8,000 – $10,000, and is used to cover the speaker fees (but will depend on sponsorship and membership revenues)

2. Committee Formation

Ideally the committee would have at least 6 committee members.
- One person to take the lead and organize
- One to head up each of the 4 PD Days
- one person to take the lead and organize the CLU/update
- CE Credit and PDU submissions person (currently Rhondi-Lee Baird)

3. Summary of Duties Monthly

Prepare written report for board meetings, and attend monthly board meeting.
- Written report should include financial summary from events
Ensure list of chapter events is posted on the National and Chapter websites
Promote upcoming events with Communications and Membership Chairs
Ensure that attendees record their attendance at event.
Make sure CE and PDU credits are issued to all attendees after each event, within reasonable timeline.
Ensure presentations are posted on-line the day before and after the PD Days. BUDGET
- Annual Budget. A budget template is available to help with planning of the event.
- Events are funded according to budget.

REGISTRATION

Pre-event

- Registrations for events can take place in two ways, by the secretariat or preferably on-line through the web site registration link. Payment for events should be made in advance by credit card.
- A list of registrants will be provided to the program committee for each event
- An event agenda should be provided to both the secretariat and the technology director as soon as details are available or at least one month prior to the event date. This allows time for posting on website, and allows the secretariat to answer inquires accurately.
- Find at least two (2), volunteers to help out the Treasurer with registration at the event.
- Apply for CE and PDU credits. It can take up to 8 weeks to get PDU credit approval.

AT THE EVENT

- Organize volunteers for Registration table.

- People are required to pre-register and pre-pay for events. There is no need to collect money at the event; however, some people may bring cheques to the event that should be forwarded to the secretariat. On occasion some people who have not pre-registered may arrive (usually offset by a few last minute no shows), and every effort should be made to accommodate them. Their names should be passed on to the secretariat.

ON SITE REGISTRATION PROCEDURES

- Register and pick up your welcome kit.
  - a. If you have not registered, or paid, you will need to go to the new registration line, fill out the information required, and make payment.
- Sign attendance verification sheets for each interval in the day.
- If you are from Quebec, and require PDU’s, we ask that you sign a list twice during the day with your name, Chambre # and email.
- Advocis CE credits are posted on the National web site.

EVENT DETAILS

- A few minutes should be included in every agenda for the President to say a few words of welcome or deliver any message they wish at the event.
- The program organizer (or committee member) should be encouraged to play some role in the event…either as the MC or as the event opener who introduces the MC.
- Introduction of new members is a good idea, and introduction of members who have recently passed exams.
- Accommodations must be made for members with special dietary requirements, such as vegetarian, kosher, etc. If identified during the registration process, so arrangements can be made in advance.
- Ask secretariat to confirm registration numbers on the Friday before the event.
- Call the Hellenic Banquet Centre by the Friday before the event with approximate numbers. Confirm numbers with them on the Tuesday before the event.
- Speakers should be asked in advance if any special Audio Visual requirements for their presentations are needed, so they can be booked in advance, and the cost can be built into the budget of the event.

AFTER THE EVENT

- CE/PDU credit info to be sent out to attendees of the event.
- Names of new members and non-members, who attended event, need to be forwarded to Membership Director for follow-up.

PROMOTION OF EVENT

- All events should be listed in the calendar that is distributed in January
- With communication and membership chair, publicize and encourage the attendance at events
- An event e-mail broad cast should be send out one month prior to the event to solicit registration from those members who did not purchase PD passes in advance
- Event write ups should be listed in the newsletter
- It is important to recognize sponsors at the events. Suggest involving sponsors with introducing and thanking speakers.

DISPLAY BOOTHS

Sponsors may set up booths at events, a floor plan has been set-up in advance and it is important that it is followed. (Annual sponsors and day of sponsors). Care should be taken to recognize those participants during the meeting agenda.

AUDIO VISUAL EQUIPMENT

Some facilities provide equipment, many do not. While most provide a microphone and some kind of podium, additional AV equipment may need to arrange at added cost. These costs can be significant and have to be factored into the cost of the program
Currently Advocis Ottawa uses Advantage Audio Visuals to provide services at events.
Special requests from speakers should be forwarded in advance to audiovisual provider.

PLANNING PROGRAMMING

Planning is very important. While the new board takes over in January of each year that is far too late to start planning events for that year. The existing program committee must plan for the upcoming year.
A planning meeting to determine outline from the upcoming year should take place in September. By the end of November the program for the upcoming year should be finalized and ready for print in the calendar that is distributed in January.

TECHNOLOGY

Make sure on-line hook up is available.

FORMS

Meeting plan
Budget sheet
Payment Voucher for out of pocket expenses
Advocis CE credit application is now online
PDU application forms
Speaker requirement check list – AV, microphone, DVD, sound, easel, etc.

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