Intelligent Transportation Systems Department by i33T253

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									Intelligent Transportation Systems
          Society of Texas
         November 16, 2008
    Agenda

–   About ITS Texas
–   Background
–   Member Benefits
–   Planning
–   Resources
–   Scheduling
–   Lessons Learned
–   Advertisement




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         About ITS Texas
   History
     – 1993
          •   Founded as IHVS Texas
          •   Held 1st Annual Meeting
          •   Elected 1st Board of Directors
          •   Entered into agreement with IVHS America
     – 1995
          • Changed name to ITS Texas
   Board of Directors
     –   President
     –   Vice President
     –   Treasurer
     –   Secretary
     –   Past President
     –   4 At Large Directors
 Working Board
 Volunteer Organization
 Individual Memberships
     –   2006:   134 members
     –   2007:   135 members
     –   2008:   183 members
     –   2009:   185 members
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         Annual Meeting Background

   Typically held in November
   Vice President responsible
   Texas Transportation Institute (TTI) Conference Services
   Elections held at annual meeting
   Location is rotated
   Hold technical sessions (including an Ethics session)
   Provide exhibitor space
   Registration includes 2 lunches
   Conference schedule
     –   Wednesday – Technical Training & Tours
     –   Thursday – Technical Sessions/Exhibit Hall open
     –   Thursday evening – Exhibitor reception
     –   Friday – Technical Sessions/Exhibit Hall open & Business Lunch




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        Member Benefits

   Training

   Required Ethics course provided

   Insight into city, county and state projects

   Out of state perspective

   Networking

   Scholarship

   Latest vendor products




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      Planning
   Vice President coordinates conference
     –   Reviews TTI Conference Services
     –   Coordinates with TTI Conference Services
     –   Monitors budget
     –   Develops theme ideas
     –   Develops conference logo ideas
     –   Develops list of potential sessions
     –   Develops preliminary program
     –   Secures Lunch Speakers
     –   Plans and setups up tours
     –   Review registration website
     –   Coordinates with training lead
     –   Coordinates with survey lead
     –   Coordinates with exhibitor lead
     –   Coordinates with sponsorship lead
     –   Coordinates with placard & program lead
     –   Coordinates with scholarship committee
     –   Coordinates giveaways, speaker gifts & door prizes
     –   Coordinates the nomination and presentation of awards
     –   Coordinates with University Chapter Liaison


     – Exhales deeply at Friday business luncheon                6
     Planning (continued)
   Board Member
    –   Volunteers for a session (moderates at least 1 session)
    –   Reviews TTI Conference Services contract
    –   Review registration website
    –   Develops session description
    –   Secures speakers




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Annual Meeting Online Program
Example




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Online Conference Documentation




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Annual Meeting Logo Examples




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Sample Registration Website




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Program Example




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      Scheduling

   November 2008 1st Board Meeting (immediately follows conference)
     – Welcome newly elected board members
     – Initiate planning for next conference
     – Identify location for conference 2 years out
   November 2008 – February 2009 Between Board Meetings
     – Get contract in place with TTI Conference Services
     – Identify themes
     – Plan budget
   February 2009 Board Meeting
     –   Meeting on site at selected Hotel
     –   Select theme
     –   Identify logos
     –   Develop session topics
     –   Assign committee leads (exhibitor, sponsorship, etc)
   February 2009 – May 2009 Between Board Meetings
     –   Review registration website
     –   Review logos
     –   Review session topics
     –   Work with TTI Conference Services on Hotel logistics
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     Scheduling (continued)

   May 2009 Board Meeting
     –   Finalize logo
     –   Finalize session topics
     –   Assign Moderators
     –   Discuss possible tours and lunch speakers
     –   Discuss giveaways, speaker gifts & door prizes
   May 2009 - August 2009 Between Board Meetings
     –   Distribute scholarship applications
     –   Moderators provide session write-up
     –   Website registration goes live
     –   Begin to identify potential speakers
     –   Develop preliminary program
     –   Contact potential lunch speakers (sometimes hard to get)
     –   Finalize training topic and instructor
     –   Finalize the number of exhibit spaces (based on physical room space)
     –   Begin contacting potential sponsors



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     Scheduling (continued)

   August 2009 Board Meeting
     –   Discuss outstanding issues
     –   Assist other board members with speakers
     –   Finalize lunch speakers (if possible)
     –   Update preliminary program
     –   Discuss registrations, exhibitors, sponsorships
     –   Appoint election committee
     –   Identify candidates for board positions
     –   Initiate layout of placards
     –   Finalize giveaways, speaker gifts & door prizes
     –   Send out recommendations for awards
   September 2009 Board Meeting
     –   Possibly meet onsite at Hotel
     –   Review previous survey
     –   Finalize program
     –   Verify lunch speakers
     –   Continuation of August meeting


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     Scheduling (continued)

   October 2009 Board Meeting
     –   Review scholarship applications
     –   Finalize program
     –   Finalize sponsors
     –   Finalize budget
     –   Finalize exhibitors
     –   Finalize placards
     –   Finalize awards
     –   Finalize survey
     –   Print ballots
     –   Coordinate with University Chapter
     –   Coordinate printing of programs & placards
     –   Coordinate with TTI Conference Services to review hotel


   November 2009 - CONFERENCE

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      Exhibitors/Sponsorships

   Exhibitors
     – 6 foot tables
     – Totals by year
          •   2005                  24
          •   2006                  24
          •   2007                  25
          •   2008                  28
   Sponsorships
     –   Logo on placards
     –   Logo in program
     –   Recognized at opening session
     –   Totals by year
          •   2005                         3
          •   2006 (1st of multi-level)    5
          •   2007                        11
          •   2008                         5




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Sponsorship Placard Example




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        Lessons Learned

   Split responsibility for exhibitors from Vice President
   Dropped exhibitor session
   Added “Vendor Commercials” in sessions
   Added sponsorships and levels of sponsorship
   Conduct survey
   Color code name badges
   Utilize TTI Conference Services
   Online registration allowing credit card payments
   Attend conference and become a member for next year
   Share the work
   Private page for board members on website
   Listen to membership
   Keep exhibitor cost low
   Conduct majority of board meetings via video teleconference
   Continual planning
   Advanced planning

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Questions




              Steve Novosad
            ITS Texas Treasurer
             snovosad@swri.org
                210.522.2039
              www.itstexas.org




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