5.4.a     Communication Plan:

The success of the program will depend largely on the HC's ability to market the event.  Many marketing concepts are involved and publicity must begin a full year prior to the Annual Meeting and include a continuous stream of reminders, updates, and general information to assure that institutional members and Business Partners are aware of the Annual Meeting. Communications can be done electronically, by hard copy mailings, or a combination of both.  The HC will determine which method(s) best suit their marketing strategy and incorporate a schedule of communications within the overall Annual Meeting planning schedule.

            Website:

The ERAPPA website will host a sub-site for each Annual Meeting with the address being http://www.erappa.org/ plus the year of the AM.  The cost of the site template is covered by ERAPPA; however, providing content for and maintaining/updating the website is the responsibility and cost of the HC.  The HC can contract with the ERAPPA webmaster or make arrangements for alternate resources.  Website development should take place one year prior to the Annual Meeting, ideally, the site should be up and running for the preceding Annual Meeting.  Information can be added to the site as it is developed (i.e. entertainment and spousal/guest program). Refer to the Annual Meetings page of  http://www.erappa.org/ for previous Annual Meeting websites and the types of information that are useful to develop.  The HC is encouraged to include travel information for the host area, including any passport or travel regulations between Canada & the US. 

Electronic Mail:

ERAPPA currently uses 'Magnet Mail' as its primary tool for communicating with its membership.  If a HC chooses to send communications electronically, 'Magnet Mail' is the preferred method.  The VP for Communications & Technology will brief a HC member and/or conference planner on how to use the tool at the MYM prior to the AM being hosted. The HC will have access to on-line mailing lists and have the ability to create additional mailing lists within the system, unique to the Annual Meeting planning activities (i.e. Annual Meeting Professional Development Program presenters, HC members, local Business Partners, etc.)  The HC will have the ability to send out Annual Meeting messages under the ERAPPA communication system and under the ERAPPA logo.  This becomes a valuable, low cost tool of communication.  All messages can be archived and tracked. 

Hard Copy Mail:

The number of hard copy mailings has been reduced over the past few years as the use of electronic communication has become more prevalent.  Hard copy mailings are still good methods of communication in addition to simultaneous electronic communication, particularly for:

•·         Save the Date post card

•·         Call for Presentations post card

•·         Business Partner solicitation post card

•·         Registration Promotional Brochure

If using the services of a college/university Conference Planning Department, institution envelopes with 'ERAPPA' stamped below the college/university identifier may be used to take advantage of institutional bulk mailing rates.  A private conference planner may be able to arrange for bulk mailing rates as well.
 

Communication/Publications Schedule

(based on late September/early October AM)

Logo Design                                                      18 months prior to AM

Save the Date postcard                                      as needed (Jan, Aug)

Call for Presentations                                         early Dec latest, prior to AM

Postcards/Business Partner solicitation               Oct (Jan latest), prior to AM *

Business Partner Sponsor/Exhibitor Package       Oct (Jan latest) prior to AM *

ERAPPA Newsletter                                          as needed (Jan, Aug & more frequent                                                                              closer to AM)

Business Partner Sponsor/Exhibitor solicitation    as needed

Mid-Year Meeting Report                                    early Mar

Sponsor/Exhibitor Kits                                        mid-Jun

Annual Meeting Registration Brochure                 mid-Jul

Annual Meeting Program                                    early-Sep (to printer early-Aug) **

Schedule at a Glance                                         mid-Sep (to printer early-Sep)

Name Badges                                                    late-Sep

Meal/Drink Tickets                                             late-Sep

Other                                                                as needed

*  It is preferable to have these materials available at the HC booth.

** It is preferable for a PDF version of the conference program to be available on-line in advance of the AM.

Refer to Appendix B:  Mid-Year Reports to ERAPPA Board that include examples of the documents noted above.  The content for Call for Presentations, BP package, Registration Brochure and Schedules should be reviewed by VP Annual Meetings prior to printing.

The Annual Meeting program should include the time and locations for all ERAPPA Board and Committee meetings.  Refer to Appendix NN - Sample Annual Meeting Programs. Refer to Appendix OO - Sample_Sched at a Glance.

5.4.b     Mailing List:

ERAPPA will provide the HC with a consolidated and current mailing list that includes:

•·         ERAPPA Institutional, Associate & Affiliate members

•·         ERAPPA Business Partner members

•·         ERAPPA Emeritus, Retired, student members

•·         APPA National Business Partner members

The HC will also be provided with a list of business partners from the previous Annual Meeting and a current list of ERAPPA emeritus members complete with Past Presidents identified.

5.4.c     Registration Form:

Registration fees and exhibitor booth costs are set by the ERAPPA Board, well in advance of the Annual Meeting.  Refer to Appendix M - Annual Meeting Registration Fee Schedulefor a current list of fees.  As mentioned in section 5.3.d, Business Partner Exhibitor/Sponsorship registration should be done separately from the main Annual Meeting registration.  The registration form should account for each of the categories (except BP's) listed in Appendix M.  There is one fee for all registrants in each category; there will be no distinction between member/non-member.

Emeritus ERAPPA members who are past ERAPPA Presidents, are provided with complimentary registration, which includes a banquet ticket.  Travel, hotel and any special event/entertainment costs are at the expense of the Emeritus member.  Refer to Appendix U - Sample AGM Registration Formfor examples of on-line registration forms.  Registration should be done electronically.

The following elements should be considered when developing the registration form:

•·         Completion instructions

•·         Technical assistance contact information

•·         Registration type

•·         Delegate registration contact information

•·         Special meal requirements (i.e. allergies, Kosher, vegetarian, etc)

•·         Special events and entertainment with associated costs identified

•·         Additional Awards Banquet tickets with associated costs identified

•·         Professional Development Program session offerings including concurrent sessions and special programs

•·         Hotel reservation information

•·         Payment options

•·         Spousal/Guest contact information

•·         Spousal/Guest special meal requirements

•·         Spousal/Guest tour events & associated costs identified

•·         First Time Attendee identification (for both Institutional Members and Business Partners)

If the Annual Meeting is being held in Canada, federal privacy laws stipulate that personal information (including name and institution) cannot be published without the consent of the individual. Registrants should be asked whether they can be included in an Annual Meeting participant list.  If an answer is not provided, it is considered 'no' and the registrant's name cannot be published.

In order to estimate the number of people that will attend the Awards Banquet, it is suggested that a mandatory field be added asking if the registrant will be attending.  This will help manage the food/beverage costs of the event.  The same can be done for the Exhibit Hall Opening Reception and First Time Attendee Reception.

Refer to Appendix V - Historical Annual Meeting Registration Summary for an indication of registration statistics and Appendix Appendix W - Sample Registration Tracking Form.

During the Annual Meeting, the registration desk should be open whenever there is any Annual Meeting activity going on.  General registration usually opens on Sunday but advance registration should be available on Saturday between approximately 12 to 4 to accommodate Board members and early arrivals (golfers,etc.)

5.4.d     Signage:

Signage needs will vary depending on the venue and planning elements of the Annual Meeting and could include:

•·         Hotel and/or Exhibit Hall entrances - large ‘Welcome' signs highlighting schedule & general information

•·         Special Events and Entertainment entrances

•·         Presenter for each topic

•·         Transportation Depot

•·         Professional Development Program session room entrances (include track number/letter, time of each session, topic for each session)

•·         Speaker Ready Room

•·         Exhibit Hall entrance

•·         Keynote Speaker(s) room entrances

•·         Meal/break entrances

•·         Awards Banquet entrances

•·         Sponsorship recognition at various locations (on buses, bar, tables, speaker stages, etc.)

•·         Golf Tournament (golf holes, tables, game rules, etc.)

•·         Registration desk

•·         Additional way-finding within hotel/site

•·         ERAPPA Board and ERAPPA Committee meeting rooms

The signage graphics offer an additional opportunity to promote the Annual Meeting theme with the use of Annual Meeting logo, tag line, etc.

The manufacturing of the signage is an excellent in-kind sponsorship opportunity.

5.4.e     Delegate Bags/Registration Packages:

Delegate bags (or portfolios/etc. provided in lieu of bags) are not mandatory.  If provided, delegate bags/portfolios/etc can tie into the conference theme or simply be a good utility item that will have a useful life beyond the conference.  The bags/portfolios/etc generally have the Annual Meeting logo on them and the HC can decide if they are to be used as a sponsorship opportunity and include the logo of the sponsoring company.  Refer to Appendix X - Registration Bag Summary for past examples of delegate bags/portfolio/etc.

The HC generally provides the following in each delegate bag/portfolio/etc:

•·         Annual Meeting Program

•·         Schedule at a Glance (small format - can also be provided with the name badge)

•·         Attendee list and Business Partner list (keep separate)

•·         Tourist information about the local area, including map, list of restaurants, local sites, information centre location

•·         Hotel floor plans if available

There are generally Business Partner sponsorship opportunities that include contributions of either printed material or merchandise with BP identification for inclusion in the delegate bags/portfolios/etc.  These items are subject to review and approval by the HC before they are included in the bags/portfolios/etc.

The HC may decide to purchase merchandise to include in delegate bags, complete with the Annual Meeting logo, such as:

•·         Water bottles

•·         Portfolios with paper & pen (can be provided in lieu of delegate bags as noted above)

•·         Luggage tag

Name badges are one of the most popular sponsorship opportunities, providing a highly visible logo on the name badge holder. The paper inserts for the name badges can include the Annual Meeting logo, name, company/institution name and should also indicate if the attendee is an Institutional Representative, Guest, Business Partner or First Time Attendee. This can minimize the types of ribbons that are required. In addition to the paper name badge insert, badges are generally identified with ribbon designations as follows:

•·         Emeritus

•·         ERAPPA Board

•·         ERAPPA Committee Member

The colour of ribbons and colour of text are at the discretion of the HC. The name badges also include the Special Event & Entertainment and Banquet meal and drink tickets. Sometimes a pen is provided in the name badge holder as well. This can be a pen purchased by the HC with the Annual Meeting logo or a pen provided by a sponsor.

5.4.f      Volunteer List:

In addition to the HC, Conference Planner and hotel/event staff, volunteers will be needed to help out on site during the Annual Meeting in areas such as:

•·         Delegate bag stuffing

•·         Greeters/Badge Checkers (Exhibit Hall, Receptions, Keynote address, etc)

•·         Professional Development Program Speaker Handlers

•·         Speaker Ready Room

•·         Spouse/Guest program Tour Guides

•·         Campus Tour

•·         Fun Run/Walk

•·         Registration Desk

•·         Golf Tournament

•·         Awards Banquet

The volunteers can be managed in many different ways.  It is a good idea to have one or more designated points of contact for all volunteers in case questions or substitutions need to be addressed.  The volunteers should wear AM shirts so they are easily identified. Refer to Appendix Y - Sample AGM Volunteer Schedulefor reference.