MEETINGS may be lower. § Scheduling dependent on

MEETINGS LOGISTICS CHECKLIST Location:Ø  Central/Easy accessØ  AffordableØ  Comfortable Facility:Ø  Hotel§  Services such as catering, equipmentrental generally easy to arrange. Ø  School/University§  Cost may be lower.  §  Scheduling dependent on school yearcycle.

  §  Food service on campus may be availablefor your use.Ø  Corporations/Associations/EngineeringFirms§  Businesses with large conference roomsmay be a good source for small meetings. §  Offer a low-cost alternative.Ø  Community Centers/Convention Centers§  These vary with location and size,costs and services  Meeting Facility Requirements:Ø  Be sure there is enough space toaccommodate your session.  Ø  Allow extra space for check-in, onsiteregistration and networkingØ  Be sure there is adequate seating forthe room setup required for your session. Ø  Theater seating may work well for alecture style presentation, but an interactive workshop may require classroomseating, boardroom, panel discussions need head table, etc.   Ø  Room space is maximized with theaterseating.Ø  Are there hookups for any technologyyou need?  Ø  If someone is participating byconference call, is there a speakerphone in the room.

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  Ø  Need an Internet hookup, make surethere is one available.  (local dial up,T-1, other high-speed options available) Audio Visual & TechnologyRequirements:  Ø  Microphone:  Do you need a microphone for yourspeaker or microphones for audience questions?Ø  Computer, data projector, screen: Will you need a computer and dataprojector and screen for the presentation. Is the speaker bringing that equipment, or are you responsible forproviding that?Ø  Speakerphone: Is a speakerphone needed? Make sure there is a phone line and phone in the room.Ø  Tech support: If you are using the hotel to provide your equipment, dothey have tech support on staff?  If not,who will supply that help and for what cost. If you are using an outside vendor will tech support be available tosetup and handle any emergencies that come up during the presentation?  Ifyou are using your own or borrowed equipment, can you handle technologyproblems that might arise, or have you decided for a vendor to do that?Ø  Internet hook-up: Internet hook-ups vary from dial-up toT-1.  Make sure you have the speed you need,and your computer has the appropriate hardware and software to connect.   For example, if you are using dial-up, yourcomputer needs to have a modem or if using wireless you need to have wirelessconnectivity on your computer.  Food & Beverage:Ø  If you are serving food and beverage,anything from coffee and soda to full meals, consider the following:        §  In a hotel or with most caterers thebottom line includes the cost of food and “plus, plus.

”  This means service charges and taxes will beadded to the quoted price. The additional charges can add up to 30%.  Service is usually between 18-20% and taxes(state & local) are from 7 to 10%.§  Generally, hotels require that you usetheir food services.

  No outside food canbe brought in.§  Guarantees for food are generallyconfirmed 72 hours prior to the event.  Hotelsplan seating and food for 5% over guarantees. This allows you to accommodate up to 5% over your guarantee.  Additional food charges will apply if morethan the number of people guaranteed are seated.

Guarantees cannot bedecreased.§  Determine whether any of yourparticipants require a special diet and arrange to meet their needs. Room Block:Ø  Will your meeting require someparticipants to stay overnight?  If sowhat are you expected to provide.§  Information about hotels in the area:locations/directions and corporate room rates provided to participants ahead oftime.  §  Negotiating a conference rate with ahotel.  This usually involvesestablishing a room block for the total number of nights your group will use(number of patrons X length of their stay).

 Attrition fees apply when room blocks guarantees are not met.  It is safer to underestimate the number ofroom nights needed and try to increase the room block.  If you set the room block guarantee too high,you may have to pay the attrition fees.   Contract Negotiation: Ø  NSPE always has hotel contracts lookedat by our general counsel before signing. Please be sure that any contract you enter is looked at with aprofessional eye.

  (state executive,lawyer, someone familiar with contract negotiating and terms)Ø  Some things that might be negotiated ina contract:§  Sleeping room rate is based on usage.§  Meeting room fee is usually based onfood & beverage usage on a sliding scale.§  Room comps are typically offered forvolume business (1 complimentary room per 50 room nights)§  Attrition fees “for cancellation” arenegotiable for another meeting date instead of fees.§  Room blocks – use history to defineyour room block, low estimates recommended.§  Date of room block drop – You cannegotiate the deadline for room block rates.§  Food & beverage §  Audio visual §  Internet hook-up rate – Multipleconnections can be negotiated at a reduced rate.

 Pitfalls:Havebackup plans in the event ofØ  Speaker cancellation, illness, orlatenessØ  WeatherØ  Equipment failureØ  Schedule changesPutting on a Welcome Meeting P-PLAN What will this meeting accomplish? q    Bringprospects in contact with enthusiastic members. q    Explainthe benefits of membership q    Welcomeprospects (newly-licensed PEs) to the profession and to offer our assistance intheir present and future career needs.q    Writearticles about the upcoming Welcome meeting in your monthly newsletter.  Be sure to explain the purpose of the meetingand the importance of recruiting new members.q    Mailinvitations to prospects within your local community.

  Ask a member or staff to follow-up via emailor phone to encourage the prospect to attend.q    Encouragea member to stand up and tell about his/her most positive experience as amember.q    Makesure there is an element of fun in the meeting. L-LOGISTICS What do we need to make this meetingsuccessful?  Is the site prepared for themeeting? q    Schedulethe meeting shortly after the exam date.

q    Worksbest if it is approximately 25 people or less.q    Decidewhere you will have this meeting.  Try tothink outside the box.  Consider gradeschools, galleries and museums, outdoor spaces, etc.

  Always select spacesand manage the environment so it encourages and supports the type of thinkingyou are trying to generate.q    Determinea top ten list of things you want to avoid. Things like temperature, disgruntled members, or poor preparation canlead to a bad experience for prospective members.q    Makesure there are enough chairs and they are set-up in an inclusive, welcomingarrangement that encourages conversation.q    Considerhaving light music playing in the background.

Musiccan lift the tempo of the interaction by energizing participants. Additionally,it eases the tension some might feel if a conversation exchange ends and”dead air space” follows.q    Makesure you offer light fare at this meeting. Food and drink are always welcome. Besides,people automatically have something to do if you serve finger foods.

Whensomeone has something specific to do, they are less likely to feel intimidatedor awkward.q    Make prospects feel welcome by building in support systems. Askleaders and hosts to watch for, and to introduce themselves to anyone who looksa bit lost or who could use a friend.     A-ACTIVITIES What will happen during the meeting? q    Recitethe Engineers Creed.  Welcome these newlylicensed engineers into the community and extend a helping hand.q    Havetwo members tell “horror” stories about taking the exam.  Then, ask one or two prospects to tell abouttheir recent experience.

q    Besure to mention at least 3 successful programs and how you have participated inthem.q    Haveprospects and members create groups of 5 and see which can answer 5 MATHCOUNTSquestions the fastest.  To the winners—aprize!q    Scheduleand invite them to an “Order of the Engineer Ceremony”.

 N-NEEDS How do we assess what members/prospect needs are? q    Giveprospects a questionnaire or comment card to determine their needs.   


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