DAMAI Support of Speaker Tours
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DAMAI Support of Speaker Tours 2008 Deborah Henderson V.P. Education and Research Tour Grants to Chapters since 2002. Chapters. Benefits for Chapters Reduced Cost by “sharing” Celebrated speakers – chapter visibility Collaboration with other chapters.

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DAMAI Support of Speaker Tours

2008

Deborah Henderson

V.P. Education and Research

Tour Grants to Chapters since 2002


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Chapters

  • Benefits for Chapters

    • Reduced Cost by “sharing”

    • Celebrated speakers – chapter visibility

    • Collaboration with other chapters.

  • Risks for Chapters

    • Not enough interest by membership

    • Expense – no way to recoup

    • Timing doesn’t work with chapters meetings


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Speakers

  • Benefits for Speakers

    • High Exposure.

    • Good will.

    • Some potential income from contacts.

  • Risks for Speakers

    • Extended stay away from home.

    • Jet lag, and then some.

    • Expenses up front.


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Strategic direction

  • DAMAI does not start the tour proposal, the chapters do

  • DAMAI does not recommend speakers, it publicizes speakers who are willing and able (update of speakers page will be required)

  • Model for shared costs is worked out by chapters

  • (inter-city travel and stay-over costs and will be difficult points to agree on, however it will be a necessary part of proposal)


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Advantages

  • Interest is driven by the chapters: we don’t assume what

  • they want

  • DAMAI risk in recommending speakers disappears

  • (partisan/endorsement problem)

  • Financial support is front and centre, chapter benefit is

  • tangible. In the past tour support was for

  • arrangements - financial support was not offered.


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What’s a Regional Tour?... geographic affinities we expect to see

Local DAMA Chapters

Puget Sound

*

*

Montana –

forming

Rochester/

Upper NY State

*

*

Portland

*

Minneapolis/

St. Paul

*

*

Boston

*

Michigann

Wisconsin

*

Idaho

*

DAMA NE

*

Pittsburgh

*

*

*

*

New York City

*

*

New Jersey

*

2 Ohio Chapters

Nebraska

*

Chicago

*

Philadelphia

*

*

San

Francisco

*

National Capital

Region

*

*

*

Kansas City

*

Rocky

Mtn. Region

*

St. Louis

*

Central Virginia

Sacramento

*

*

Central PA

Nashville

Carolinas

Midsouth

Los Angeles

*

*

Phoenix

*

San Diego

*

Atlanta

Dallas

*

Heart of Texas

International

Chapters in...

*

Florida

*

Australia (4)

British Columbia, Canada

Toronto, Canada

Milan, Italy

Scandanavia

London, UK

Germany

India (4)

Benelux

Africa (2)

China

Malta

Brazil

Houston

And Global Chapter


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Chapters to provide normal speaker logistical support to see

  • Recommendations for 2-3 hotels within reasonable distance of Airport, or near speaking venue.

  • Name & Contact Number for VP Education of the local chapters (Speaker support).

  • All local transportation for speaker

  • Possible booking of travel arrangements

    (some speakers do their own)


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Chapters to provide normal speaker logistical support..cont’d

  • Necessary presentation equipment for speaker, & overhead copies for attendees.


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For DAMAI support we need even more info from Chapters support..cont’d

  • List of participating Chapters for the regional tour.

  • Proposed itinerary for speaker (order and timing of chapters in the tour)

  • Total estimated cost for tour (within 20% error if possible), documented

  • Request for funding itemized by chapter, endorsed by all participating chapters


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‘Estimated Costs’ defined as: support..cont’d

  • Local transportation costs

  • Presentation equipment & overhead copy costs

  • Incidentals, per diem/expenses for speaker

  • Inter-city costs

  • Speaker fees NOT to be covered by DAMAI or used in calculation in any way.


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Costs cont’d: support..cont’d

  • Expect that costs will be different in each city, will have to be itemized for each chapter/city

  • Inter-city and stay-over costs must be included in the estimate by the involved chapters, and a strategy for payment agreed

    to by the chapters

  • Can include 1 dinner with the Board - including Board members dinner - speakers get lonely !


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Sample Cost Elements support..cont’d

  • if applies

  • x number of chapters

  • x number of nights + weekends

  • x number of days of tour

  • local cost not to be included

    = Total cost

  • Intl Airfare

  • Inter-chapter Airfares

  • Hotel stays – including bridging nights, like weekends

  • PerDiem/expenses

  • dinner, bkfst, lunch, personal

  • local incidentals


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Program Rules support..cont’d

  • Each application for financial support of speaker tour must involve:

    at least 2 chapters with speaker(s) travelling directly between chapters within 3 days to speak at a local program


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Program Rules…cont’d 2 support..cont’d

  • DAMAI will support 30% of budgeted expenses up to max $1500 estimated costs (as per guidelines above) of the total tour, if:

    • the chapters’ proposal meets the qualifications

    • they submit the information needed to DAMAI

    • fits within the annual budget of DAMAI for this sponsorship program on a “ first come first serve” basis


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Program Rules…cont’d 3 support..cont’d

  • DAMAI will work with only one chapter, a Coordinating chapter

  • Proposal itemized down to chapter level

  • DAMAI will not write the cheque for the speaker for costs (speaker has agreement with chapters not us)

  • Any overage in actual costs will be dealt with on a group basis, up to the stated limits of the Program


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Program Rules…cont’d 4 support..cont’d

  • DAMAI will write one cheque per tour

  • Disbursement is up to the Coordinating chapter,

  • but a plan for this must be addressed in the proposal

  • Receipts for costs to be claimed need to be

  • submitted to the VP_Finance DAMAI to support

  • the actual costs claimed


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Conclusions support..cont’d

  • Publicity to chapters is crucial for program and rules.

  • Forum for announcing opportunities to form a tour (education listserv, tours web page)

  • Advertising of tour on our DAMAI website

  • It’s a 2 way street DAMAI will support with:

    • Names of Speakers willing and interested in doing tours (credentials not checked)

    • Regional affinities: suggest other chapters to the co-ordinating chapters as they begin to recognize their

      region - raise awareness of ‘newly forming chapters’


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