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Once your State Chapter has grown, it may be time for a WLG Conference!

PLANNING GUIDELINES

Define the Event

Know the purpose of the Conference and think of it from the angle of everyone involved: speakers, participants, and planners. Select a theme to define topics that would appeal to a wide audience.

Select Dates and Location

The Conference should span at least 2 days. Always host the Conference in a hotel. Consider previous requests to host or help with events when selecting a location. Know the minimum and maximum numbers of participants that the venue can hold.

Identify and Secure Speakers/Panelists

Utilize our talented WLG members as speakers for WLG events as much as possible. Work with the Board or chapter leaders to identify good speakers appropriate for the topic and try to use different speakers than those featured at recent WLG events. Have a Keynote Speaker for each day of the event.

Identify an Event Lead

This person is ideally located close to the venue and is able to coordinate the details that are involved in event planning.

Food and Beverage

Experience shows that buffets work best, and vegetarian options are always requested by participants. Most caterers require that you enter into a contract, which protects WLG as well as the caterer. Only the WLG Chair (Chapter leader) has the authority to sign a contract where WLG is a party. Provide a copy of the caterer’s estimate and contract to the WLG Chair and the Treasurer (if your Chapter has these positions) so the contract can be signed, and arrangements can be made to pay the caterer the required deposit. Make a note of the date that the caterer will need the final count. This will help to determine an RSVP deadline. Also know the date that the caterer will need the final payment.

Lodgings

To accommodate attendees at an affordable rate, work with the hotel at which the event is being held to set a special rate for attendees. If you are expecting more attendees than the venue can accommodate, or you would like to provide a more affordable option for attendees, work with nearby hotels for special rates. Typically, the hotels will provide you with a link to provide to attendees, so they can book their lodgings at the special rate.

Pricing

Many WLG Boards set a policy where all WLG events must cover their own costs. Determine all expenditures that will be needed to put the event on including food and beverages (plus tax, delivery, and gratuity), room rental, keynote speaker fees, credit card fees, audio-visual equipment rental, parking costs, handouts, decorations (if needed), signage, speaker gifts, etc. to determine an approximate per person cost. Speakers do not need to pay a registration fee for the event where they are speaking, so factor in their costs as well to determine the per person cost. Pricing is tricky as our goals are to encourage participation, provide the participants with a high-quality experience, and cover all your event costs. Create a pricing structure where WLG members pay less than non-WLG members.

Advertising

Once the date, location, topic, pricing, and speakers have been confirmed, the advertising component can begin. WLG uses a standard flyer for events to create brand recognition. Work with the Board or leadership to finalize the flyer. The Treasurer (or other Chapter leader) will set up an online RSVP and payment mechanism and will help get the word out to the WLG membership.

Registration

The Treasurer (or other Chapter leader) will track registrations and keep the event lead informed on numbers to allow time to provide headcounts for the caterer. The Treasurer (or other Chapter leader) will also keep the event lead informed in case there is so little interest, there may be a desire to postpone or cancel the event.

Speakers and Panels

WLG tries to avoid paying speakers, but if a paid speaker is desired, obtain Board or leadership approval first, as you need to enter into a contract with any paid speaker. Only the WLG Chair (Chapter leader) has the authority to sign a contract where WLG is a party. Do not enter into any contract with a speaker before obtaining Board approval. Make sure you understand all speaker’s requirements in advance of receiving the contract, such as fees and audio-visual requirements. Provide a copy of the contract to the WLG Chair and the Treasurer (if your Chapter has these positions) so the contract can be signed, and arrangements can be made to pay the speaker’s fees.

For speakers who volunteer their services, verify that they will bring everything needed for their presentation, or arrange to have those items available on the day of the event. This includes handouts, power point presentations, flip charts, etc.

Always make sure that speakers understand our audience and understand what information we want them to convey.

For events where a panel will be utilized, hold a conference call well in advance of the event with the moderator and the speakers to get everyone to interact with each other, finalize the content of the presentation, and work out any details in advance. Make sure that any speaker needs are handled, such as handouts, power point presentations, questions for the panel, etc.

The Program

A Conference event is typically from 8:00 a.m. to 5:00 p.m. with this as a guide for the agenda:

Day 1:

  • 8:00 a.m. Registration and Networking

  • 9:00 a.m. Welcome

  • 9:30 a.m. Opening Keynote Session

  • 10:55 a.m. Networking Break

  • 11:15 a.m. Concurrent Workshops

  • 12:30 a.m. Keynote Luncheon

  • 1:45 p.m. Networking Break

  • 2:00 p.m. Concurrent Workshops

  • 3:00 p.m. Networking Break

  • 3:15 p.m. Concurrent Workshops

  • 4:30 p.m. Wrap-Up and Announcements

  • 5:15 p.m. Networking Happy Hour

Day 2:

  • 7:30 a.m. Check-In, Continental Networking Breakfast

  • 8:30 a.m. Welcome

  • 8:40 a.m. Keynote Session

  • 9:30 a.m. Panel Discussion

  • 10:45 a.m. Networking Break

  • 11:00 a.m. Closing Keynote Session

  • 12:30 p.m. Conference Conclusion

Signage

Arrange to have some signage to direct participants to the parking area and the event venue.

Have signage set up in the lobby of the venue to welcome attendees and direct them to the registration area.

Have signage made for each event that can be placed outside the rooms. The signs should include: WLG logo/Conference logo, name of the event, time of the event, Keynote Speaker’s name and, if possible, image.

Name Badges

Make sure that you have someone that can create name badges for each participant. Preprinting and alphabetizing preregistered attendees name badges will save time. Having name badges on lanyards is ideal for a multiday event.

Check-In

A check-in table is needed to facilitate participants’ arrivals and to have a place for handouts or WLG brochures. It is helpful to have at least 2 people work check-in, depending upon the size of the event, and if parking needs to be validated. Typically, the Treasurer (if your Chapter has this position) will want to be part of check-in, especially if fees need to be collected from participants or if contact information will be collected.

WLG will provide volunteer speakers with a small gift to thank them for their time and support of WLG. Please contact the Chair or the Treasurer (if your Chapter has these positions) to make sure that speaker gifts are provided. This is an especially important gesture for Keynote Speakers.

Items for the Tables

If you plan to have any individual table discussions, make sure you place any materials to help facilitate the discussion on the tables. If participants are asked to write questions for the panel, make sure that there are pens and 3x5 cards available on the tables for their use. Contact the Treasurer (or other Chapter leader) in advance of the event to obtain WLG brochures for distribution at the event and make arrangements with the ICMA Liaison to have ICMA literature available.

Goodies/Takeaways for Participants

These items are not required, but if the host agency would like to provide giveaways such as pens or post-it notes, they may do so. If there are handouts for participants to take with them, make sure there are enough for all attendees.

Expenses

Any expenses that need to be made for the event should have the prior approval of the event lead. Original receipts are needed for reimbursement.

Feedback

It is always good to find out what participants thought of the Conference and each event. Use a survey site like Survey Monkey which may be used to get feedback after the event. You can also have feedback forms available on the tables. It is ideal to get feedback on individual events as soon as possible.