2017Conference Program Planning Information

  • Role of Interest/Branch Section with Annual Conference
  • Interest Section/Branch Program Representative Job Description
  • Conference Print deadline/responsibilities checklist
  • Education Session Schedule
  • Transportation Form
  • Meal/Event Form
  • Speaker Agreement letter
  • Budget & Spending Forms
  • Program Proposal Form with speaker information

Job Description for Interest/Branch Section Representatives on Program Committee

  • attend all meetings of the program committee
  • represent the interest section & provide a well—rounded group of sessions
  • select session topics and secure speakers and presiders
  • work with program chair to insure a well—rounded program for all delegates
  • work within the standard time blocks to determine the length, day, time, and room set—up for each session
  • select 2, 3, or more session topics that support the conference theme
  • develop a title and brief paragraph describing each session
  • work within the interest/branch section budget for speaker and program needs
  • follow spending procedure guidelines from executive director
  • provide all necessary information to program chair on or before each deadline
  • determine any transportation needs for any off—site field trip and work with program chair and hosts on details
  • provide written request for all interest section/branch meal functions with approximate number, day and time
  • determine time and type of business meeting and schedule with program chair
  • make all arrangements for~ speaker transportation needs yourself
  • consider combining sessions/speakers with other interest sections/branches
  • complete all required forms
  • correspond with speakers for proposal information, a/v needs, speaker agreements forms and follow-up after meeting with evaluation results.
  • be present in each session (or have someone to do it for you) to introduce the speaker and make sure the session flows smoothly.

Role of Interest Section/Branch with Annual Conference

  1. Interest Section/Branch Chair appoints a member to represent the Interest Section/Branch on the Annual Conference Committee. This person should:
  1. Live close to or in the vicinity of the conference city because they will be expected to attend the 5 or 6 meetings held by the conference committee.
  1. Be a detail person, one who meets deadlines and has good organizational skills.
  1. Be able to follow instructions because there are many forms that are required by the Program committee.
  1. Be a good letter writer because each speaker must receive written confirmation of all arrangements committed to for the conference, i.e. lodging, AV equipment needs, meal arrangements, transportation, date, and time and room location of session.
  1. Be able to stick to a budget.
  1. Have permission from their boss to attend meetings and take a lot of time to perform these duties.
  1. See that funds are raised to cover all expenses of the Interest Section/Branch speakers and other conference needs, i.e. AV equipment.
  1. Must stay abreast of progress of conference planning to make sure your representative is meeting deadlines and all Program committee responsibilities.
  1. Assist in selecting topics and speakers for your Interest Section/Brach. If assistance is needed provide an idea person to help come up with interesting subjects, tour and special event ideas.

2016 Conference Print Responsibilities List

Conference Issue of Magazine - Responsibility Check List

All material due at the TRPA Office by June 15, 2017

In mail by August 2017

Articles/Photos

/

Program Committee/Host Committee

Nomination Bio & Photos

/

Nominations & Elections Committee/TRPA Staff

Conference Brochure/Flyer - Responsibility Check List

All material due at the TRPA Office by May 2, 2016

In the mail by July 1, 2016

Cover

/

Host Committee/TRPA Staff

Logo

/ Host Committee Chair

Key Note Speaker(s) bios/descriptions

/ Host Committee Chair

Hotel

/ TRPA Staff/Host Site

Educational Sessions with descriptions

/ Program Committee

Special Events/Activities

/ Host Committee

Schedule At A Glance

/ Host Committee/TRPA Staff

Registration Form

/ TRPA Staff/Program Committee/Host Committee

Conference Program Book - Responsibility Check List

All material due at the TRPA Office August 28, 2017

In hand, ready to stuff by October 16, 2017

Cover

/ TRPA Staff

Logo

/ Host Committee

Table of Contents

/ TRPA Staff

Conference Host Committee/ Program Committee Welcome w/photos

/ Conference Host Committee/Conference Program Committee

Kingsport Mayor Letter w/photo

/ Host Committee

Kitty Welcome Letter w/photo

/ Host Committee

Candi and April Welcome Letter w/photos

/ TRPA Staff

2015 TRPA Board of Directors

/ TRPA Staff

TRPA Past President’s

/ TRPA Staff

TRPA Lifetime Members

/ TRPA Staff

TRPA Fellow Award

/ TRPA Staff

Nomination Bios & photos

/ Nominations & Elections Committee/TRPA Staff

Schedule At A Glance

/ Host Committee/TRPA Staff

Facility Map

/ TRPA Staff

Conference Program/Schedule

/ Program Committee/Host Committee

Guide to Exhibitors

/ TRPA Staff

2017 TRPA

OFF-SITE TRANSPORTATION REQUEST FORM

DEADLINE – May2, 2017

Date of request: ______

DATE OF TRIP: ______TIME: From ______AMPM

To ______AMPM

TRIP DESTINATION: ______

NUMBER OF INDIVIDUALS TO BE TRANSPORTED: ______

(Minimum #)(Maximum #)

SECTION\BRANCH\DISTRICT\COMMITTEE SPONSORING: _______

CONTACT PERSON:Name: ______

Mailing Address:______

______

Day Phone (______) ______Fax (______)______

COMMITTEE USE ONLY

Type Of Transportation: ______

Agency and Vehicle Number: ______Driver Assigned: ______

Start of Trip:Return Trip:

Scheduled Time of Departure ______Scheduled Time of Departure ______

Actual Time Departed ______Actual Time Departed ______

Scheduled Time of Arrival ______Scheduled Time of Arrival ______

Actual Time of Arrival ______Actual Time of Arrival ______

COMMENTS:______

______

______

RETURN BY May 2, 2017 TO:

TRPA Transportation Committee

Fax: 615-790-1008

2017 TRPA CONFERENCE

MEAL/SPECIAL FUNCTION REQUEST FORM

DEADLINE – APRIL 1, 2017

NAME OF INTEREST SECTION/BRANCH OR COMMITTEE ______

CONTACT PERSON:

Name ______Agency______

Address: ______

Phone (_____) ______Fax (_____) ______email:______

FUNCTION: Function is to be held _____in Hotel_____Off Site*

*If off-site, list location:______

TYPE OF FUNCTION: (Please circle choice)

Monday, October 23Lunch

Tuesday, October 24BreakfastDinner

Wednesday, October 25Breakfast

Thursday, October 26BreakfastLunch

Other: ______

TIME: From ______To ______# PARTICIPANTS EXPECTED: ______

STYLE OF SEATING PREFERRED (Please circle choice)

Conference (tables in U shape)Theater (rows of chairs)

Classroom (rows of tables with chairs)Banquet (round tables of 10)*

Reception (long rows of tables)

*Number to be seated at head table ______

EQUIPMENT NEEDED: (i.e. PA System/Microphone/Speaker Podium/Voting Machines)______

______

______

OTHER INFORMATION THAT WOULD BE HELPFUL TO PLANNERS: (do you have special sign needs, room arrangements other than the normal classifications, etc.)

______

______

______

DID YOUR GROUP HOST THIS SAME FUNCTION LAST YEAR? ____No ____Yes (If yes, how many attended? _____)

DETAILS ON FOOD/DRINK CHOICES: (use hotel menu selection guide or other catering choices provided by Host and attach to this form)

______

______

PROJECTED COST PER PERSON: (from specified menu)

Meal Selection$______

Gratuity/Tax$______

Service Charge$______

Total$______

RETURN BY APRIL 1, 2017 TO:

TRPA Office Fax: 615-790-1008

Program Agreement

This agreement is made and entered into this _____ day of ______, 2017, between Tennessee Recreation and Parks Association (TRPA) and ______(Speaker) for the purpose of confirming details and assigning the rights of the educational program at the 2017 TRPA Annual Conference and Trade Show.

Whereas, TRPA is sponsoring the event to be held in Franklin; and whereas the speaker is willing to provide services to TRPA and/or participate on the following terms. Therefore, in consideration of the above premises, the parties agree as follows:

The speaker agrees to facilitate and present an educational program(s) on the topic(s) of:

TOPIC:

/ DATE: / TIME:

======

TRPA agrees to provide the following audio visual equipment for the program:

_____ Flip Chart & Marker_____LCD projector and screen

======

TRPA agrees to provide the following renumeration:

_____ Honorarium – Amount $ ______Mileage – Gas only (based on receipts)

_____ Meals – Based on receipts (Maximum of $59/day)______Lodging - # nights @ $ ______

_____Speaker agrees to provide above educational sessions at no cost to TRPA.

______(Speaker) agrees to participate by attending the scheduled program, and provide information in order to promote the parks and recreation profession. TRPA salutes speaker’s efforts and recognizes the skills, ability, and knowledge in order to assist and motivate the professionals in Tennessee.

TRPA will expect immediate notification if the speaker is unable to conduct the scheduled program and fulfill the terms of this agreement. Whenever possible the speaker should make every effort to find a replacement in order to avoid cancellation of this program. Replacement speakers must be approved by TRPA.

The speaker does hereby accept the terms of this agreement and understands that all taxes on fees paid to speaker will be the responsibility of the speaker. TRPA will provide a Tax Form 1099 for all payments over $500 at the address listed below.

______

Speaker NameSpeaker Agency

______

Speaker Mailing AddressSpeakerCity, State, Zip Code

______

Speaker PhoneSpeaker Email

______

Speaker Social Security Number (for payments of $500 or more) Speaker SignatureDate

TRPA thanks you for the dedication shown by committing to this effort!

TRPA, P O Box 1326, Franklin, TN 37065 615-790-0041Fax: 615-790-1008

CONFERENCE APPROVED SPEAKER EXPENSES

INFORMATION/INSTRUCTION SHEET

*This is TRPA’s biggest fundraiser each year. Please keep expenses to a minimum. Only list necessary expenses that are budgeted.

AUTHORIZED SPEAKER EXPENSES ESTIMATE FORM

This form will be used to provide correct tickets at registration, to ensure TRPA pays for their lodging at the hotel with all other conference bills, to pay honorariums, and to reimburse for or pay travel costs.

  1. Complete this form for each conference speaker who will require meal tickets, paid lodging, honorariums, or reimbursement for travel or meals on their own. Every speaker will receive a name badge that will allow attendance at conference functions where a ticket is not required.
  1. You are responsible for confirming all travel arrangements and making reservations once this form is approved.
  1. Remember this is only an estimate form. You may actually use another hotel to book lodging for your speaker, or the speaker may choose to fly rather than drive after you have made initial arrangements. The best rule: plan and make arrangements as early as possible!

HOW SPEAKER EXPENSES ARE HANDLED Please note: We do not pay any expenses for park and recreation professionals to speak. This is an opportunity for them to give back to the profession.

  1. Airline tickets: We reimburse airline expenses from receipts for coach class ticket and one bag. Each airline handles billing of tickets differently, so it’s better to let the speaker make his/her own travel arrangements, and submit a receipt to us for reimbursement
  1. Gas expense: TRPA’s travel policy allows for gas reimbursement from receipts. Speaker must then submit to you, on our official travel form, the amount of gas to be reimbursed.
  1. Lodging: If for some reason you choose to use another hotel for your speaker’s lodging, you will be responsible for making that reservation at the alternate hotel. If they are staying at the Host Hotel, his/her lodging can be billed to the TRPA master account. (The speaker is responsible for his/her own phone calls, entertainment and meals and must pay for these expenses upon checkout). We will make your speaker’s reservation for the hotel room nights as specified on this form.
  1. Meals: Meals are reimbursed from receipts only or for conference meals indicated on this form. Tickets are provided at registration in their packets and cannot exceed the daily rate of $59. TRPA does not reimburse for alcohol.
  1. Honorarium: Honorariums vary. Get a quote from your speaker. Try to get their time donated if possible. This form will serve as your request for payment. The honorarium will be included in their conference registration packet. This is also a good way to negotiate with speakers who are asking for everything under the sun: lodging, meals, travel expenses, etc. Offer them one honorarium to cover everything and put the responsibility back on them to make all their own arrangements and pay for it.
  1. Audio-visual: Some will supply their own. If not, arrange your needs through the AV Committee. Due to cost and insurance requirements, TRPA will not provide computers or PowerPoint projectors. Speakers will need to bring their own. Note this on your PROPOSED EDUCATION form for that session.

TRPA AUTHORIZED SPEAKER EXPENSE FORM

FranklinOctober 23-26, 2017

(Please complete one form per speaker for pre-approval – all speaker expenses must be pre-approved!)

Interest Section/Branch:______

Completed by:______

Speaker’s Name:______

Time/Date of Session:______

  1. LODGING

Date (s):______# nights @ $159.00 (plus tax) = $______

  1. MEALS--Circle dollar amounts for meals which they will pay for on their own (reimbursement will be made from receipts up to the maximums listed below) OR complete TRPA Meal Function line (tickets provided in their packets) Reimbursement is not available if a Conference meal function is taking place:

Conference Meal Function

Mon Oct 23Lunch$15.00______

Dinner$26.00______

Tues Oct 24Breakfastincluded in hotel______

Lunch$15.00______

Dinner$26.00______

Weds Oct 25Breakfastincluded in hotel______

Lunch$15.00______

Dinner$26.00______

Thurs Oct 26Breakfastincluded in hotel______

Lunch$15.00______

TOTAL MEAL COSTS:$______

  1. TRAVEL

Airfare (Reimbursement only!)$______

Gas expense (est. receipts only)$______

Meals (est. $13, $15, $26)$______

TOTAL TRAVEL COSTS:$______

  1. HONORARIUM $______

TOTAL EXPENSE ESTIMATE…………………………………………………………..$______

______

Approved by Branch/Section ChairDate

______

Approved by Conference Program ChairDate

______

Approved by: Candi Rawlins, CPRP, CAE, IOM, Executive DirectorDate

2017 TRPA Conference Education Program

Please type the information on this two-page form completely and submit as a word document. Information requested is needed for the printed program and for critical program planning details.

  1. Submitted By (This is the session presenter who will introduce the speaker) :

Name: ______

Email______Phone: (_____)______

  1. Interest Area: Please check off the interest areas this class is designed for ____Administration

_____Facilities and Parks_____Programming and Recreation

  1. Session Title:(Make the session sound fun! Title should be short and sweet; descriptive and exciting; interesting and accurate. This is your chance to entice the delegates to the session. Be creative!)

______

______

  1. Session Description:(In 45 words or less, briefly describe this session. This is your chance to talk the delegates into attending this session. Please spend time on this and write it exactly as you would like it to appear in the printed program. This paragraph should give the delegates an accurate picture of what the session is all about. Use a separate sheet if necessary.)

______

______

______

______

  1. Session Speaker(s) Name, Title, Mailing Address & Phone Number:(List exactly as it should appear in the printed program – Name, Title, Agency). If you have additional speakers, please list them on a separate page.

Name: ______Title: ______

Agency: ______

E-mail Address: ______

Mailing Address: ______

City: ______State: ______Zip Code: ______

Phone: ______Fax: ______

  1. Length of Session: _____ 1 hour_____2 hours_____All day (4 hours)
  2. Session Day: _____ Monday 10/23 (offsites only) _____ Tuesday10/24 _____Wednesday10/25 _____Thursday 10/26
  3. Room Set Up:_____ ½ Classroom - ½ Theater_____Open Activity Area_____Offsite
  4. Number of participants expected: ______
  5. Does this session require transportation? ____No ____Yes(Please complete and submit transportation form)
  6. Audio Visual Equipment Needs:(screen, flip charts/easel, etc Please note: TRPA cannot provide LCD panels or computers.):

______

  1. Supplies Students Need to bring to class: ______
  2. Supplies provided by Instructor with cost to TRPA: ______
  3. Number of CEUs requested (75 minutes class time = 0.1 CEU): ______
  4. Learning Outcomes Learning outcomes must be observable and measurable. (You must have a minimum of one learning outcome.) Suggested verbs for writing outcomes include: count, define, describe, identify, list, outline, quote, read, recall, recognize, reproduce, state, write, discuss, name, give, estimate, examples, predict, and summarize.

After attending this class participants will be able to:

1. ______

2. ____________

3. ______

  1. Instructional Methods (check all that apply)_____Lecture_____Case Study

______Audience Participation _____Visual Aids______Demonstration______Handouts

Other (please explain) ______

  1. Learner Assessment (The audience needs to demonstrate their attainment of learning the stated outcomes. State method(s) you will use to assess learning. Examples of assessment methods include: questions, oral tests, written exercises, demonstration, case study, discussion, oral report, list, recite, solve problem, construct, illustrate, or evaluate State method(s) you will use to assess learning): ______

______

  1. Speaker Bio: (Please tell us why this speaker is qualified to present this topic. Focus on information that is especially relevant to the topic and the audience.): ______

______

______

______

Please return completed forms to:

TRPA

Conference Program Chair

E-mail: