Regional speaker tours 2004

Slide1 : DAMAI Support of Speaker Tours 2003 2003 version Deborah Henderson V.P. Education and Special Projects Nov 2 2003: approved by DAMAI BOARD


Slide2 : 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 Chapters


Slide3 : 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. Speakers


Slide4 : Proposed changes to previous proposal 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)


Slide5 : 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.


Slide6 : National Capital Region Philadelphia Harrisburg Pittsburgh New Jersey New York City Boston 37 U.S. DAMA Chapters Australia - Canberra -Melbourne -Sydney BENELUX (Belgium, Netherlands, Luxembourg) Canada - Toronto Germany Italy Scandinavia (Denmark, Norway, Sweden) Spain United Kingdom - London International Chapters in... And, many Members at Large all around the world * * * * * * * * * * * * * St. Louis Dallas/ Ft. Worth Houston Carolinas * * * * Los Angeles * Portland Seattle Denver/ Rocky Mountain Region * * * * * 2 Ohio Chapters * Heart of Texas * * Montana What’s a Regional Tour?... geographic affinities we expect to see * Chicago Wisconsin Minnesota Atlanta Kansas City Nashville Michigan * * * Rochester/ Upper NY Sacramento San Francisco Phoenix * Florida * Virginia * Iowa * Kentucky


Slide7 : Chapters to provide normal speaker logistical support 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)


Slide8 : Chapters to provide normal speaker logistical support..cont’d Necessary presentation equipment for speaker, & overhead copies for attendees.


Slide9 : For DAMAI support we need even more info from Chapters 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


Slide10 : ‘Estimated Costs’ defined as: 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 calc in any way.


Slide11 : Costs 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


Slide12 : Sample Cost Elements Intl Airfare Inter-chapter Airfares Hotel stays – including bridging nights, like weekends PerDiem/expenses dinner, bkfst, lunch, personal local incidentals 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


Slide13 : 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 Program Rules


Slide14 : 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 Program Rules…cont’d 2


Slide15 : 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 Program Rules…cont’d 3


Slide16 : Program Rules…cont’d 4 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


Slide17 : Applications for an additional Grant under the existing Grant Program will be accepted. Program Rules…cont’d 5


Slide18 : Publicity to chapters is crucial for program and rules. Forum for announcing opportunities to form a tour (education listserv) 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’ Conclusions