49
• Why planning is important?
• Who are the conference organizers?
• What are ASME’s expectations?
• Where does conference planning fit in
amongst the unit’s overall planning?
• When is the right time to start planning?
• Why does the society impose so many rules
and regulations on conference organizers?
• How can EPAT help?
2
Session Objectives
Session Outline
• Importance
• Conference Organizers
• Expectations
• Conference Planning vs. Unit Planning
• When to Start Planning a Conference
• Rules and Regulations
• EPAT
3
Importance of Planning
• Value - Conferences are a major unit product; they provide
service and generate resources for ongoing division
operations.
• IP - Forum for generating new technical publications and IP.
• Engagement - Environment for engagement, networking,
training and career enhancement.
• Logo – Maintain high quality expectations via association
with ASME brand and logo.
• Liability Protection - Ensures units limit liability at events.
• Legal - Ensures compliance with all applicable laws. 4
Conference Organizers
Roles & Responsibilities • General Conference Chair (Event Chair)
– Overall Conference Decisions
– Financial responsibility
– History, Organizational Skills
• Technical Chair
– Responsible for Technical Program
– Coordinates Technical Committee input
• Program / Event Manager
– Full Time ASME Staff Coordinates Event Plans
– Expertise
5
Expectations
• Event sponsors (Units) are expected to fully
participate in the event planning process.
• Comply with bylaws and policies.
– P12.1 (Events)
– P4.5 (Travel Reimbursement)
• Contribute to EPAT data entry
• Uphold Technical Quality
• Protect the Society
6
Conference Planning vs.
Unit Planning
7
Current Year
Unit Planning
Primarily
Concerned with
this years
Operations
Division
Annual
Plan
Division
Annual
Report
Conference
Planning
Involves
Planning
Multiple
Events
Over
Multiple
Years
Close Prior Year Event
Execute This Years Event
Continue Planning Next Years Event
Continue Planning Event Two Years Out
Begin Planning Event Three Years Out
When to Start Planning a
Conference
8
36 Months in Advance Assign General Conference Chair
Assign Technical Conference Chair
33 Months in Advance Submit the Event Suggestion to EPAT
27 Months in Advance Complete the Event Plan
24 Months in Advance EC Approval
• Planning for Most Major Conferences Should Begin 36 Months in advance.
• Goal to complete Planning 24 months prior to the event.
Rules and Regulations
Key Elements of Policy 4.5
“Travel Expense Contribution”
• “Budgeted” Travel for Unit Meetings
• $150 per day reimbursement
• $225 per day reimbursement (ten city Index)
9
Rules and Regulations
Key Elements of Policy 12.1
“Business Practices of Conferences and Events”
• Scope - Gross revenue $50,000+ and events
using ASME logo are required.
• Plan Content - Unit oversees content according to P12.1
(logistics, business plan, budget, past performance, etc.)
• Classification - Sponsored, Co-Sponsored, Participation
10
Rules and Regulations
Key Elements of Policy 12.1 (continued)
“Business Practices of Conferences and Events”
• Financial Backing - Events are backed by
unit/division custodian funds.
• Budgets / Surplus - Budgets should allow a surplus of
15%
11
Rules and Regulations
Key Elements of Policy 12.1 (continued)
“Business Practices of Conferences and Events”
• Contract Agreements - Staff / Legal negotiate
terms/conditions with non ASME representatives
(ie hotels, vendors, outside societies etc…)
• Contract Approval - All Contracts must be authorized
by ASME Executive Director, Assistant Treasurer or Second
Assistant Treasurer.
12
Rules and Regulations
Key Elements of Policy 12.1 (continued)
“Business Practices of Conferences and Events”
• Approvals - Plan must first be accepted by ASME
staff, then approved by sponsoring unit.
• EC Approval - Event Committee reviews/approves event
proposals according to criteria outline in P12.1
13
Rules and Regulations
Key Elements of Policy 12.1 (continued)
“Business Practices of Conferences and Events”
• Closing - Conference Chair is responsible for
preparation of final event.
• Staff - Program Managers implement actions and carry
forward the programs in a dynamic and efficient manner
• Audit - Event audits are conducted per the direction of the
Audit Committee
14
• Secure-online web tool for event
planning.
• Design & input requirements reinforce
compliance to Policy 12.1
• Interactive – Event Chair & Staff work to
complete plans
• Contents include; logistics, business
plan, budget, agreements, etc.
• Approvals, comments recorded online
• Archival basis for future
approvals/audits and historical review. http://epat.asme.org/index.cfm
Development of the New EPAT System and a major
rewrite of Policy 12.1 “Business Practices of
Conferences and Events.”
2010
EPAT Launch
June 2011 Present
Rollout and Implementation
Event Planning and Approval Tool
(EPAT)
Plan Execute Close
Review Suggestion
Submit Suggestion
Plan Event
Accept
Submit
Approve
Staff & Unit Review
EC Review
Endorse
Commit (Contract)
Invite
Confirm
Prepare
Execute
Confirm Details
Report
Close
Audit
Respond (to Audit)
Decline Revise For most major events, it takes 3-to-5
years to complete the entire process.
Event Planning
Structured Process
Phase 1 - Planning
Required for Suggestion • Event Name, Acronym
• Tentative Dates
• Tentative Location (up to 6 cities)
• Organizers Names and Contact Info.
• Other Societies
• How the Event be Managed
• Publications Details
• Estimated Number of Sessions
• Confidentiality – Conflict of Interest
17
Plan
Review Suggestion
Submit Suggestion
Plan Event
Accept
Submit
Approve
Staff & Unit Review
EC Review
Endorse
Decline Revise
Main “Title” Page - EPAT
18
Organizers Page - EPAT
19
Contacts Page - EPAT
20
Logistics Page (part 1)- EPAT
21
Logistics Page (part 2)- EPAT
22
• Assigned to ASME Staff rep.
• Reviewed and Accepted (by staff)
– Has the event already been suggested
by another organizer or unit?
– Is the required data included in the
suggestion?
23
Plan
Review Suggestion
Submit Suggestion
Plan Event
Accept
Submit
Approve
Staff & Unit Review
EC Review
Endorse
Decline Revise
Phase 1 - Planning
Review for Suggestion
• RFP for the Venue
• Complete Business Plan
• Complete Budget
• Estimates for Services
• Interdivision Memo (if applicable)
• Letter of Intent (if applicable)
24
Phase 1 - Planning
Required for Event Details Plan
Review Suggestion
Submit Suggestion
Plan Event
Accept
Submit
Approve
Staff & Unit Review
EC Review
Endorse
Decline Revise
Business Plan Page - EPAT
25
Budget Page - EPAT
26
Documents Page - EPAT
27
Summary Page - EPAT
28
• Reviewed and details submitted
by conference chair.
• Reviewed and accepted by ASME
staff.
• Reviewed and accepted and
endorsed by Unit Leader(s)
• 20 QUESTIONS
29
Plan
Review Suggestion
Submit Suggestion
Plan Event
Accept
Submit
Approve
Staff & Unit Review
EC Review
Endorse
Decline Revise
Phase 1 - Planning
Required Unit Review
• Must be Reviewed and Approved by
ASME Event Committee
• Do the dates overlap dates of other
society or industry related events?
• 20 QUESTIONS
30
Plan
Review Suggestion
Submit Suggestion
Plan Event
Accept
Submit
Approve
Unit Review
EC Review
Endorse
Decline Revise
Phase 1 - Planning
Required EC Review
31
Phase 2 – Execute
Required Commitment • Contracts can only be signed after an
event is approved by EC.
• All agreemenst, hotels, venues, etc.
• Co-sponsorship agreement.
• Staff Completes all Contracts.
• Contracts negotiated by staff/legal.
• All contracts must be signed by
Executive Director, Assistant Treasurer
or 2nd Assistant Treasurer.
Execute
Commit (Contract)
Invite
Confirm
Prepare
Execute
Confirm Details
32
Phase 2 – Execute
Required Confirmation
• Following venue contract
execution, staff confirms and
validates, dates, location and
budget
Execute
Commit (Contract)
Invite
Confirm
Prepare
Execute
Confirm Details
33
Phase 2 – Execute
Required Invitation
• Organizing committee intensity increases –
review all details.
• Preliminary program developed.
• ASME Web Site can go live after event is
planned, Call for papers.
• ASME Toolbox opened for publications, but is
coordinated planning cycle.
• Paper review cycle can begin.
• Advertising begins.
Execute
Commit (Contract)
Invite
Confirm
Prepare
Execute
Confirm Details
34
Phase 2 – Execute
Required Preparation
• Registration
• Honors and Awards
• Final Program
• Audio Visual
• Hotel Logistics
• Continuous Marketing & Advertising
Execute
Commit (Contract)
Invite
Confirm
Prepare
Execute
Confirm Details
35
Phase 2 – Execute
Required Execution
• Ship Conference Materials
• Execute & Manage Event
• On-Site Registration
• Logistics Management
• No Show Report
• Feedback
Execute
Commit (Contract)
Invite
Confirm
Prepare
Execute
Confirm Details
36
Close
Report
Close
Audit
Respond (to Audit)
Phase 3 – Close
Required Report • Final report due 3 months post
conference
• All Bills Paid
• All Accounts Balanced
• Conference Statistics
• Financial Results
• Conference Survey
37
Phase 3 – Close
Required Close Event
Report
Close
Audit
Respond (to Audit)
Close
• Event closed in EPAT no later
than 6 months after event.
Timely submission greatly
affects the review process of
future events for the unit in
question!
38
Close
Report
Close
Audit
Respond (to Audit)
Phase 3 – Close
Required Audits • All large events with gross rev
or expense over $500k.
• All other recurring events
periodically.
• Events audited by ASME audit
department.
• Criteria include P12.1.
39
Close
Report
Close
Audit
Respond (to Audit)
Phase 3 – Close
Required Response to Audit
• Unit is expected to participate
and respond to audit report.
• Audit results used as a
condition for future approval.
Financial Sponsorships vs.
Logo Only
• Financially Sponsored Conferences
– ASME will have a financial risk
associated with the event.
• If the conference produces a surplus…
• If the conference loses money…
• Non Financial Conferences
– Aka “Logo Only”
– ASME IS STILL AT RISK
• Reputation, Legal, Intellectual Property,
Branding etc…
40
Letter of Intent
• Non Binding letter of intent between
ASME and a co-sponsoring
organization.
• Signed by organizers (not staff)
• Pre-curser to Co-Sponsorship
Agreement
41
Co-Sponsorship Agreement
• Legally binding agreement between
ASME and co-sponsor.
• Signed by representatives of both
societies
• ASME Signatory – June Ling, Deputy
Executive Director
• Template Available
42
Inter-Divisional Memo
• Creates understanding and
agreement between divisions working
together on a conference.
• Event Planning and co-planning.
• Program development.
• Financial relationship and split.
43
Business Plan Development
• Key Elements
– Benefit to ASME
– Market assessment
– Identification of volunteer oversight and
potential conflicts of interest
– Ability to cover financial exposure
• Updated for Recurring Events
– Venues selection
– Financial changes
44
Budget Development
• Revenue, Expense and Net
• Standardized template
• Realistic and based on past performance
• Complimentary registrations must be
budgeted based on P-12.1
45
Legal Considerations
• Avoiding Conflicts of Interest
• Fair Bid Process
• Contract Review and Execution
– Monetary Value of Contract
– Lead Time
• Signature Authority
46
Legal Agreements
• Letter of Intent
– Pre-curser to Co-Sponsorship Agreement
• Participation Agreements
– Does NOT allow use of ASME Logo
• Co-Sponsorship Agreements
– Allows use of ASME logo regardless of financial
involvement
• Inter-Division Memo
– Multiple ASME Units / Divisions
• Vendor Contracts
47
• Best Business Practices & Guidelines
• Reinforces Compliance to Policy 12.1
• Companion to EPAT
• Clarifies unique situations
• Easy reading; Hardcopy, pdf, online in EPAT
• First Issue Targeted for Early 2013
1. Introduction 9. Program Plan
2. Roles and Responsibilities 10. Execution Plan
3. Logistics Plan 11. Agreement Plan
4. Time Management Plan 12. EPAT Process
5. Business Plan 13. Closing an Event
6. Budget Plan 14. Communication Plan
7. Publication Plan Appendix A – Planning and
Approval Clarifications
8. Marketing & Promotion Plan Appendix B, C, D - Checklists
Event Planning and Execution
Guide (EPEG)
Overview of EPAT
For complete information on EPAT, and log-in,
go to:
http://www.asme.org/events/conferences/eve
nt-planning-and-approval-tool
EPAT Help provides guides for:
– How to use EPAT
– Event Planning Assistance on how to Plan &
Organize an ASME Event
49
