CHAPTER SATELLITE HOW-TO GUIDE International Association for Human Resource Information Management (IHRIM) April, 2005 TABLE of CONTENTS I. IHRIM’s “How-To” Guide for Satellite Meetings Objective Getting Started Chapter Support for Satellite Activities Post Satellite Meeting Activity Ongoing Satellite Support II ATTACHMENTS Sample Work Plan Sample Satellite Meeting Brochure IHRIM’s “How-To” Guide For Satellite Meetings Objective Many of IHRIM chapters cover a wide territory and, therefore, “local” chapter events are not located conveniently for the attendance of many members. The objective of this “Satellite How-To Guide” is to help chapters provide successful activities in major areas that are distant from “local” chapter events. This document will cover guidelines for getting volunteers in various areas, identifying host facilities, meeting notice production responsibilities, and host chapter responsibilities. Getting Started Obtain full active/inactive chapter membership database. (Prospects can also be pulled for the purpose of event mailings, etc., but should not be used for identifying volunteers, topics of sessions, etc.) Separate the database according to major cities/areas that are in the chapter’s boundaries that have a substantial number of active/inactive members (substantial referring to enough interest to hold meeting in that area). Inactive members (from the past 2-3 years) should be included to re-generate interest in local events, etc. Contact area’s active members. Contact can be made via individual emails/mailers, group survey, and/or by telephone. (Direct telephone contact may have the best results.) Questions such as the following should be asked: o If there was an IHRIM seminar closer to you, would you attend? o What topics would be of interest to you? o Is there a time of day and day of week that would be better for you to attend? o Would you be able to assist the chapter preparing for this seminar? This question is critical. Responses from this question actually determine whether or not the chapter should move forward with a satellite activity. It is very difficult to handle all the arrangements from a distance. (However, the first attempt may need to be handled primarily by the chapter board members.) Assistance needed from the local satellite area include (but not limited to): Telephone calls to local members Selecting a facility for the meeting Deciding whether to provide a meal (i.e., continental breakfast, lunch, beverages) and following thru on logistics. Assisting in topic decision Registration assistance (both as local contact for the registrations, and also at registration table at the meeting). Hard-copy meeting notice distribution Chapter Support for Satellite Activities Getting volunteers for specific, one-time only functions is much easier than to get longer- term commitments. The Chapter could support the satellite area in various ways, such as: Prepare Work Plan. Prepare a work plan and schedule identifying all items necessary for a successful seminar, and indicate person responsible and due date. (A sample work plan is attached.) Pre-meeting conference calls. Schedule a conference call between the selected chapter board member(s) and the volunteers (or a good portion of them) in the satellite area. This will ensure that everything gets done on schedule. Note: the chapter board member should be in control of the meeting and determine who should be on the call. These calls should be scheduled as follows: o Beginning of session preparation. Once volunteers have been identified – schedule the first call to discuss what needs to be done. Then complete the work plan. It is good to schedule the satellite seminar at least 3 months ahead of time. o Emails should be sent to team within 2 weeks just to confirm facility and speaker, and that speaker has submitted presentation summary and bio summary for meeting announcement. o Schedule another conference call just prior to the scheduled time for first meeting announcement distribution. This is just to ensure everything is on schedule. o A final conference call just prior to the seminar, etc. may be required just to re-confirm that everything is in order. Meeting Notifications. Once the topic, speaker, and meeting logistics have been finalized, the chapter could send out the email notices, and also hard-copy announcements. (Depending on the volunteerism gathered, the satellite-area members could help with the hard-copy mailers). Registration Monies. Registration could be made solely via the IHRIM Acteva account for the chapter (or whatever online registration the chapter has obtained). Otherwise, checks could be sent by a certain date to the chapter contact (not to a satellite contact unless one has been designated as a satellite board liaison). The chapter board should take responsibilities for this. (The Florida Sun Chapter footed the bill for the first Jacksonville chapter event to help get it started. There was no fee for any of the attendees of this meeting. Only mini-continental breakfast was served to keep the costs down.) Marketing Materials. The chapter should make arrangements to have IHRIM materials such as Membership packets, and samples of the IHRIM Link, The Journal, IHRIM books, etc. available for the satellite activity. Registration List – Make sure to capture all attendees names and contact information and identify whether or not they are a member. This is important for post-session follow-up. Short IHRIM Presentation. At the beginning of the satellite activity, a chapter board member or board satellite liaison should spend approximately 5 minutes introducing IHRIM to non-member attendees, thank everyone for coming, make them aware of the materials available, and give them contact information if they have any further questions. Evaluation Forms. It is very important to identify whether or not they are interested in another local session, if they are interested in assisting, what their interests are, and, of course, evaluation of the specific session. (Many of the above are processes for regular chapter activities. These are extremely important for satellite activities as well.) Post-Activity Chapter President (or designated Board member) could send an email, etc. to the Satellite activity attendees thanking them for their attendance. Review the attendance list and identify the members and how long they have been members. These people especially should be personally contacted – they may be interested in helping to get the next session rolling! Ongoing Satellite Support When the “satellite chapter” becomes continually active, the “host chapter” should remember that, although active, the satellite is still a satellite. This means that it is not required to have a Board of Directors, produce financial reports, and/or have its own active membership. Therefore, the host chapter should continue its support. Suggestions of these are as follows: Select an active IHRIM member within the Satellite area as a Chapter Board Member, titled “Satellite Liaison”. Continue being the “bank” for the satellite (i.e., collect payment for satellite meetings, and pay for meeting notice distribution, meeting facilities, beverages, etc. out of said revenues). Chapter Membership Director (or other selected Board member) should have periodic contact with Satellite liaison and/or other volunteers for purposes of identifying future meeting agendas, speakers, communications, etc.
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