How to Deliver a  Meaningful and Successful ICF Chapter Event

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Discussion Content. I. Get InspiredVision, Mission

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How to Deliver a Meaningful and Successful ICF Chapter Event

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1. How to Deliver a Meaningful and Successful ICF Chapter Event Welcome and Connecting Worlds! It’s all about Relationships! Peaceful Productivity Volunteer teams Remember we are coaches – hold yourself in coach-like behavior. Be the Change you want to see in the world. Welcome and Connecting Worlds! It’s all about Relationships! Peaceful Productivity Volunteer teams Remember we are coaches – hold yourself in coach-like behavior. Be the Change you want to see in the world.

2. Discussion Content I. Get Inspired Vision, Mission & Theme II. Get Organized “Dream” Team Event Plan III. Get the Word Out Marketing Plan IV. Stay Connected!

3. Step One: Get Inspired! Vision, Mission & Theme What message inspires you to create the event? Who will be attending? What is the event about? Where will the event take place? When will the event take place (date, time, etc.)? Why is the event happening? Before you begin any planning, you must know what your event is about. As the event leader it is essential you are inspired about something relevant to you, to the core team, to attendees and in line with ICF Vision and Core Competencies! The Vision and Theme of the event will fall from this inspiration. You must ask yourself questions like: Why am I doing this? For the sake of what is this event necessary/desireable? Who will be attending? What is the event about? Where will the event take place? When will the event take place (date, time, etc.)? What if this event does not happen? Who needs to be involved/informed? Every other decision that needs to be made in regards to this events should reflect back to the vision, mission and theme. It must all come together congruently to ensure success, meaningful learning and FUN. Before you begin any planning, you must know what your event is about. As the event leader it is essential you are inspired about something relevant to you, to the core team, to attendees and in line with ICF Vision and Core Competencies! The Vision and Theme of the event will fall from this inspiration. You must ask yourself questions like: Why am I doing this? For the sake of what is this event necessary/desireable? Who will be attending? What is the event about? Where will the event take place? When will the event take place (date, time, etc.)? What if this event does not happen? Who needs to be involved/informed? Every other decision that needs to be made in regards to this events should reflect back to the vision, mission and theme. It must all come together congruently to ensure success, meaningful learning and FUN.

4. Step Two: Get Organized! Plan Assign Align Connect, Connect, Connect! Before beginning any of the planning, you must create a budget for your chapter’s event. Once all of these details are ironed out, you should create a master list of what needs to be done for the event to take place. Always remember to include a contingency plan. You should consider the following: Event location Refreshments Decorations What will the program consist of? Special needs for participants? Supplementary activities set for the event? Who will be attending this event? How will this event be marketed? It is also very important to create a schedule for the actual event. This will assist in keeping track of what needs to be done in regards to the event. Once the plan is set, it is time to put it in motion! The easiest way to do this is to divide tasks up amongst the event planners, whether individuals or committees. Make sure that everyone understands what the mission/expectations of the event is. Before beginning any of the planning, you must create a budget for your chapter’s event. Once all of these details are ironed out, you should create a master list of what needs to be done for the event to take place. Always remember to include a contingency plan. You should consider the following: Event location Refreshments Decorations What will the program consist of? Special needs for participants? Supplementary activities set for the event? Who will be attending this event? How will this event be marketed? It is also very important to create a schedule for the actual event. This will assist in keeping track of what needs to be done in regards to the event. Once the plan is set, it is time to put it in motion! The easiest way to do this is to divide tasks up amongst the event planners, whether individuals or committees. Make sure that everyone understands what the mission/expectations of the event is.

5. Step Two: Conference Volunteer Team Core « Dream » Team Chairperson Event & Logistics Learning & Programme Team Coach Advisory Board Project Team Members Finance Sponsors & Exhibitors Website & Marketing Project Manager Professional Event Organizer Ambassadors Your success will depend on your ability to attract, align and lead the volunteer team. Meet regulary with an agenda and share. Give time for all to speak and hold the attention for each member. Some will be big picture and some detail-oriented. As a leader be aware of this potential conflict and hold the space for all to share and care. At the outset I highly suggest each person to respond to specific « soul searching » questions to uncover and share true motivations and commitments. It saves misunderstandings and broken promises (or unspoken expectations) BEFORE engaging with any team members. The team meetings and team coach are an essential element to the overall success for all: For those who paid for the event For those who organized the event And perhaps even for the larger world we live in!Your success will depend on your ability to attract, align and lead the volunteer team. Meet regulary with an agenda and share. Give time for all to speak and hold the attention for each member. Some will be big picture and some detail-oriented. As a leader be aware of this potential conflict and hold the space for all to share and care. At the outset I highly suggest each person to respond to specific « soul searching » questions to uncover and share true motivations and commitments. It saves misunderstandings and broken promises (or unspoken expectations) BEFORE engaging with any team members. The team meetings and team coach are an essential element to the overall success for all: For those who paid for the event For those who organized the event And perhaps even for the larger world we live in!

6. Step Two: Get & Stay Organized! Plan, Assign, Align and Connect! Budget Master list/schedule Event planning team Assign tasks & responsibilities Set regular team communications and agree « guidelines » Before beginning any of the planning, you must create a budget for your chapter’s event. Once all of these details are ironed out, you should create a master list of what needs to be done for the event to take place. Always remember to include a contingency plan. You should consider the following: Event location Refreshments / Meals Hotel accommodations for multi-day event Decorations / theme days What will the program consist of? Special needs for participants? Supplementary activities set for the event? Who will be attending this event? How will this event be marketed? It is also very important to create a schedule for the actual event. This will assist in keeping track of what needs to be done in regards to the event. Once the plan is set, it is time to put it in motion! The easiest way to do this is to divide tasks up amongst the event planners, whether individuals or committees. Make sure that everyone understands what the mission/expectations of the event is. Before beginning any of the planning, you must create a budget for your chapter’s event. Once all of these details are ironed out, you should create a master list of what needs to be done for the event to take place. Always remember to include a contingency plan. You should consider the following: Event location Refreshments / Meals Hotel accommodations for multi-day event Decorations / theme days What will the program consist of? Special needs for participants? Supplementary activities set for the event? Who will be attending this event? How will this event be marketed? It is also very important to create a schedule for the actual event. This will assist in keeping track of what needs to be done in regards to the event. Once the plan is set, it is time to put it in motion! The easiest way to do this is to divide tasks up amongst the event planners, whether individuals or committees. Make sure that everyone understands what the mission/expectations of the event is.

7. Step Three: Get the Word Out Marketing Plan Advertising Website, blog… Attendee communications … Communicate With attendees, sponsors & press! Once you have the plan in motion, you need to start marketing your event! To do this, you must first determine how to reach your target audience – consider advertising and promoting the event locally. Set up a basic Web site specifically for the event or add a new section on your current Web site with a link on your homepage. When communicating to those who will attend your event, you need to be explicit in what the event will offer, as well as other important details. You want to generate excitement amongst those who will attend your event! Remember that communication is very important; for the event to be a complete success, you want to ensure that participants are aware of what they are expected to do and what you will do. Once you have the plan in motion, you need to start marketing your event! To do this, you must first determine how to reach your target audience – consider advertising and promoting the event locally. Set up a basic Web site specifically for the event or add a new section on your current Web site with a link on your homepage. When communicating to those who will attend your event, you need to be explicit in what the event will offer, as well as other important details. You want to generate excitement amongst those who will attend your event! Remember that communication is very important; for the event to be a complete success, you want to ensure that participants are aware of what they are expected to do and what you will do.

8. Lead the team Agree and follow up with team Manage tasks Pay close attention to quality, timing & details Keep Big Picture in mind and heart too! Step Four: Stay Connected! It’s all about Relationships! The success of an event weighs heavily on the attention to detail provided by those organizing the event. When planning an event for your chapter, consider the following tips: Quality control. When providing food and drink, ensure you are getting what you pay for (Portion sizes are especially important; it is also important to note special dietary needs of attendees). If having multiple sessions, provide a map or written direction, or signage to show where each is taking place. Inform the speakers or presenters of what technology will be available to them. Take a look at the location of your event: seat comfort, air conditioning/heating if necessary, distractions that might cause a problem, availability of water to attendees/speakers, restroom proximity, etc. Provide opportunities for networking. It is important to identify ways that solo attendees can mingle with other attendees. Create ways to attract and thank volunteers. Build interest and loyalty in your chapter’s next event with special displays, etc. This is a good way to utilize social media outlets (such as Facebook and You Tube). Take care of your attendees. When they register, send them an e-mail confirming details, giving them additional information or further direction, and contact information. Consider additional volunteers (students) as “Ambassadors” for greeting, directing and positive energy management during the eventThe success of an event weighs heavily on the attention to detail provided by those organizing the event. When planning an event for your chapter, consider the following tips: Quality control. When providing food and drink, ensure you are getting what you pay for (Portion sizes are especially important; it is also important to note special dietary needs of attendees). If having multiple sessions, provide a map or written direction, or signage to show where each is taking place. Inform the speakers or presenters of what technology will be available to them. Take a look at the location of your event: seat comfort, air conditioning/heating if necessary, distractions that might cause a problem, availability of water to attendees/speakers, restroom proximity, etc. Provide opportunities for networking. It is important to identify ways that solo attendees can mingle with other attendees. Create ways to attract and thank volunteers. Build interest and loyalty in your chapter’s next event with special displays, etc. This is a good way to utilize social media outlets (such as Facebook and You Tube). Take care of your attendees. When they register, send them an e-mail confirming details, giving them additional information or further direction, and contact information. Consider additional volunteers (students) as “Ambassadors” for greeting, directing and positive energy management during the event

9. Double check EVERYTHING There is still ample time to sort out any lingering or new situations Days Before Your Event The day before any event is a great time to double check everything, from venue details to speakers and entertainment, because there is still time to fix any problems. The day before any event is a great time to double check everything, from venue details to speakers and entertainment, because there is still time to fix any problems.

10. Day Of Your Event Remain flexible for any situation that may come up. Do not expect things to go a certain way – they rarely will! Remain flexible for any situation that may come up. Do not expect things to go a certain way – they rarely will!

11. After Your Event Three key things to take care of the day after any event: Make sure all equipment is returned; The venue is left as you found it; and Formally thank those who need to be thanked for their participation. Three key things to take care of the day after any event: Make sure all equipment is returned; The venue is left as you found it; and Formally thank those who need to be thanked for their participation.

12. Thank You and Enjoy! ICF Headquarters, 2365 Harrodsburg Rd, Suite A325 Lexington, KY 40504 USA +1 859 219 3580/+1 888 423 3131 (toll free from No America) [email protected] - www.coachfederation.org Virginia Williams, President ICF Switzerland, Chair ICF ECC2008 [email protected] www.coachfederation.ch

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