FAMILIES & WOMEN IN LIONISM HOW TO PUT ON A SYMPOSIUM

2. FAMILIES & WOMEN IN LIONISMHOW TO PUT ON A SYMPOSIUM

3. Interested in putting one on?How to start? Get the SymposiumGuide from LCI. Read it and get together with rest of family and membership chairs. Brainstorm!!

4. Factors to Consider Theme Possible Partners Site and Date Type of Presentation and Format Speakers/Presenters Funding Publicity

5. More Factors Exhibits and Displays Morning or afternoon Refreshments Lunch Gift Bags or Drawings The “Hook” Recognition of Speakers and Partners Evaluation Form

6. MD 9 Symposium History MD hosted five symposiums. Fifth held last Saturday, September 19. First in Cedar Rapids hospital Last four in Des Moines hospital campus Share our ideas

7. Theme Brainstorm within group for theme - no idea is too dumb Allow for creativity Tip: whom do you want to reach? Women’s issues Children issues Family issues MD9 began with “Parenting Healthy Children” Changed to “Promoting Healthy Children”

8. Tips Keep Council of Governors informed. Ask Governors to endorse your event. Give regular updates. Invite them to attend your event.

9. Partners Why seek out a partner(s)? A partner could have access to information: site for event presenters for your event help with funding or printing Choose partner that will be a good match for your theme. Choose partner that has a good image in community. Share reasons for symposium

10. Determine Site and Date Partners may have site Work together on location and date Easy to get to Easy for parking Exact directions are important Choose date carefully

11. Program for the day Full day or half day? Do we want to serve lunch? How to obtain presenters? How MD9 chain of command works

12. Choosing Topics for Theme Your theme will help determine topics For example, we needed children’s topics Early childhood education Vision screening for young children Healthy lifestyles for children Challenges to parents Different theme would be choosing appropriate topics Women’s theme - health issues for them

13. Obtaining Presenters Your partners would be a good source For example, the hospital had staff members who served Or had connections Your Lions group has access to presenters In our case, our two partners provided two Our group found two presenters Brainstorming is good here!

14. Getting your Presenters in Place Partners invite their presenters Lions group need to get in touch Be specific - the topic you want presented The time for presentation Your reasons for symposium Have backup! Example, Governor’s spouse

15. Various programs we used Connection between hearing and speech Bonding and attachment Nutrition and healthy lifestyles Protecting children from abuse Parents as Teachers Behavioral Management

16. More Program Ideas Literacy development Children’s dental health and care Vision screening for young children (Iowa KidSight) Protecting your child on the internet

17. Registration/Brochure Form First year we did the brochure Hospital AA fine tuned it Hospital printed it - no cost to us!! Importance of getting form out early Have it available on website, at other events

18. Funding your symposium!! How are you going to pay for it? Apply for a grant from LCI If applying, plan costs carefully Ask your Lions districts to contribute to it.

19. Planning Your Costs Rent for your site, including tables Food costs Honorariums you may wish to present Personal gifts for presenters/partner reps. Are you going to have a registration fee?

20. Publicity is a must!! Our group presented news of event at our district conventions. We placed news items in Iowa Lion Magazine. We used our partners’ media outlet We sent notices to radio and television stations. Our KidSight coordinator put notices in informational newsletters being mailed to day care centers.

21. Making event special Gift bags given to attendees Exhibitors and vendors were invited to have a table at our event. Door prizes were provided by each district as well as soliciting businesses.

22. “The hook” to attract We secured accreditation from DHS to offer certificates of attendance for four hours of credit to day care providers and foster parents. Note: establish curriculum early as has to be submitted for approval. A partner may be able to take care of the accreditation for your event.

23. Need for Organization The symposium takes commitment, time and energy. Designate chain of command - who does what? To whom does each person report? Have a core committee meet with the partners and report back on a timely basis. Email to stay in contact. Still need to have occasional meeting

24. Handling Registration One of our chairs handled receiving registration forms and the money first two years. After that our hospital partner volunteered to be the registrar - you could even register online. Have forms available online, in person for handing out, at Iowa State Fair.

26. Exhibitors Showcase Lions of Iowa projects and services Iowa Lions Eye Bank Iowa Lions Hearing Aid Bank Iowa KidSight Lions of Iowa Table to attract new members, with pamphlets and membership applications Asked a membership chair to be at this table to visit with attendees

28. Vendors We invited vendors related to children’s interests Discovery Toys Creative Memories We invited vendors/programs for children’s welfare Car seat display Dental hygiene WIC (information on immunization

30. Coordinate duties One member coordinated gift bags and door prizes One invited the exhibitors and vendors - took are of the listing In program Another took charge of listing the contributors One purchased personal gifts Two worked on the program

31. Program Program included: List of seminars Presenters’ names and biographies Listing of exhibitors and vendors Listing of contributors Program was printed at no cost to our group - One partner took care of it!

32. Continuing Education Credits Make sure this is all in place. It is very important to get the curriculum in place early so it can be approved by DHS or appropriate agencies. Do not take this for granted!

34. Tips for day of event Arrive early! Stuff gift bags Have the registration area ready to go Post greeters outside to direct attendees Greet and direct exhibitors and vendors to their tables Arrange door prizes - decide on method of dispersing prizes

35. Additional Tips Have refreshments available - muffins, rolls, coffee and water Have a nutritious lunch We serve a box lunch - assorted sandwiches, apple, chips, cookie and beverage. Both sites catered lunch/beverage for event at a reasonable cost.

36. Recognize Presenters & Partners Each presenter is provided an honorarium of $100. to go to the entity of their choice in their honor. Each presenter and individuals from partners are given a personal gift. Recognize and thank partners

37. Evaluating your symposium Feedback was important - an evaluation form was developed and given to each attendee. Learn what was liked and what wasn’t. Glean ideas for future events. At lunchtime, sit among the attendees. Ask them if they like what they are hearing. Be friendly to your guests!

38. Critique Event Important for women’s group to meet after event - talk about what worked and what needs to be improved. Important for partners and core group to meet and critique the event. Go over results of evaluation forms. Share the results with all the Women’s group. Keep a good relationship going with your partners! Start planning for your next symposium.

39. Key reasons for holding a symposium It gets publicity for Lionism It features women in action It can attract new members, especially women and younger people. Bonus benefit - closeness among women’s chairs Go for it!!