5.5.a     General Notes & Schedule:

The Professional Development Program is the focus of the Annual Meeting and as such, the quality of the Program is vital to the success of the Annual Meeting.  Many attendees must receive upper-level management approval to attend and submit the Professional Development program outline for this approval.  The Professional Development Program should reflect and enhance the theme of the Annual Meeting and could consist of:

•·         Professional Development Tracks with Concurrent Sessions

•·         Keynote Speaker

•·         Plenary Speaker

•·         Campus Tours

•·         In-depth Programs

•·         Other Special Professional Development Programs

            Schedule:

•·         August-November:  Determine the number and type of Professional Development tracks to be developed and filled that tie into the Annual Meeting theme.   Schedule keynote and plenary speakers as soon as possible.  Call for Presentations can be issued as early as one year in advance of the Annual Meeting.  Call for Presentations can be made available at the HC booth in the Exhibit Hall and can be mailed out and/or electronically sent anytime between the Annual Meeting and early December.

•·         December/January/mid-February:  Receive presentation proposals

•·         February:  Evaluate presentation proposals

•·         March:  Review the presentation proposals with the ERAPPA Professional Development Committee at the Mid-Year ERAPPA Board Meeting.  Presentation proposals should be sent the ERAPPA Professional Development Committee members two weeks in advance of the Mid-Year Meeting.

•·         March/April: Continue review of presentation proposals.

•·         May: Make final decision on complete Professional Development Program.  Establish communication with each presenter via assignment of convener for each presenter.

•·         June:  Presentation of final professional development program to the ERAPPA Board at the June ERAPPA Board Meeting.

5.5.b     ERAPPA Professional Development Committee Liaison:

The ERAPPA Professional Development Committee's mission is to identify, evaluate, create and disseminate high quality Professional Development resources and opportunities to region members.  The committee will maintain contact with membership through methods designed to assure that the Professional Development needs of region members are being addressed.  As such, an ERAPPA Professional Development Committee representative is assigned to each HC as a member of the HC Professional Development Committee and assists with developing the Annual Meeting Professional Development Program and acting as a liaison with the ERAPPA Professional Development Committee.

5.5.c     ERAPPA Professional Development Grant:

The Board may provide a Professional Development Grant in an amount that will vary depending on the need and ERAPPA's fiscal health at the time of request.  The grant is to be used toward the delivery of the Professional Development Program and the HC Chair(s) are to request these funds, in writing, identifying how the funds will be used.  The funds should be included in the HC budget summary.  Requests for any additional Professional Development grant funds must be made in writing and submitted to the VP Annual Meetings who will carry forward to the ERAPPA Board for consideration.  Any Professional Development grant must be reviewed and supported by the VP for Professional Development.  Submissions for additional Professional Development grant funds are evaluated on a case by case basis.

5.5.d     ERAPPA Standards and Guidelines:

The professional development program must comply with the Guidelines and Standards developed by the ERAPPA Professional Development Committee and approved by the ERAPPA Board in March 2007. Refer to Appendix Z - ERAPPA Standards & Guidelines for Education Programs for details.

5.5.e     Keynote & Plenary Speakers:

The keynote speaker should relate the theme of the Annual Meeting and have professional development value.  The plenary speaker should also have professional development value and either tie into the theme and/or provide thought provoking professional development entertainment value to the Annual Meeting. A written contract/agreement is required for speakers. Considerations for the terms of the contract include: 

•·         Mileage/plane fare normally would only be to and from the speaker's regular place of business and not from another speaking engagement, etc. 

•·         Hotel guest room charges normally would be only for the evening of the day of the presentation and not for the whole conference should the speaker elect to attend.

•·         Car rental normally would be only to and from the airport and not for the duration of the conference should the speaker elect to attend. 

Possible Speaker sources:

•·         Speaker Bureaus

•·         ERAPPA Professional Development Resource Database

•·         Educational Institutions

Refer to Appendix AA - Historical Professional Development Program Summary for examples of keynote and plenary speakers and associated costs.

5.5.f      Professional Development Tracks/Topics:

The number of tracks, topics, number of track sessions, keynote speakers are at the discretion of the HC.  Refer to Appendix AA - Historical Professional Development Program Summaryfor examples of concurrent session programs.

It is recommended to have a list of possible backup presenters ready in case any presenters drop out or cannot attend at the last minute.  Consider providing tours of local campus facilities that can compliment the Professional Development Program over the course of the Annual Meeting.  Sunday afternoon has been one successful timeslot.   

5.5.g     Continuing Education Credits (CEU's):

ERAPPA is certified as an AIA Continuing Education Provider to certify programs for AIA Learning Units for Architects and also has arrangements to certify programs to offer PIE Professional Development Hours for Engineers.  The HC is obligated to work with the ERAPPA Professional Development Committee to certify as many educational programs as possible, but no less than one program each for members who are architects and engineers.

5.5.h     Call for Presentations:

Call for Presentations should be issued and submissions received electronically.  The Call for Presentations should include the following information:

•·         Identification of Annual Meeting theme

•·         Explanation of Annual Meeting audience

•·         Track identification/definitions

•·         Suggest possible topics or ask probing questions

•·         Explanation of selection process

•·         Conditions (non-proprietary proposals preferred and it is customary that no honoraria or expenses are provided)

•·         Identification if program is already certified for professional development CEU's or if Presenter desires program be considered by ERAPPA to be given such certification if applicable.

•·         Submission word limit (i.e. 260 characters including spacing) determined by Professional Development Committee)

Refer to Appendix BB - Sample Call For Presentationsfor example documents.

5.5.i      Presenter Selection Process:

The majority of speaker proposals will be received at the end of the submission period.  Often, the submission deadline is extended, in conjunction with additional reminder communications so that the maximum number of proposals are available for evaluation.  Tracking the proposals upon receipt and through to selection is important, as well as follow-up communication with the presenters to ensure they receive their session time, confirmation of attendance, registration information, etc.  Refer to Appendix CC:  Sample Presenter Analysis & Tracking Template

Once selected, the presenters should receive confirmation from the HC Professional Development Committee of their proposal acceptance. Presenters should be advised of their session date and time as soon as possible so that scheduling conflicts are minimized.  Submitters of proposals not accepted for presentation should receive communication from HC Professional Development Committee that they have not been selected.

It is recommended that all Presenters register for the conference to ensure badges are available ahead of time.  Presenters do not pay for registration if they are attending the conference for the day of their presentation only.  If attending more than one day, Presenters must pay for a full registration.  All travel and accommodation costs are the responsibility of the Presenters.  Presenters are not compensated for their presentations.  Exceptions may be made for in-depth program presentations where costs may be necessary and these are identified and considered as part of the Professional Development Program and budget development.