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					        GUIDELINES FOR COORDINATION OF REGIONAL SEMINARS

References: A. DAOD 3004 Contracting Policy
http://admfincs.mil.ca/admfincs/subjects/daod/3004/intro_e.asp
B. Canadian Forces Temporary Duty Travel Instruction (CFTDTI)
http://hr.ottawa-
hull.mil.ca/dgcb/dcba/engraph/download_e.asp?docid=67&sidesection=2&sidecat=7>
C. CMP Group Instruction 01/06 Hospitality
http://hr.ottawa-hull.mil.ca/docs/instruction/group_instructions/engraph/0106_cmp_e.asp

GENERAL

1.     The purpose of this document is to provide a guideline detailing the
administrative requirements for coordinating annual QL5/6A Medical Technician
Regional Seminars.

SEMINAR PLANNING
2.     To develop a successful seminar, you must employ the talents, cooperation,
coordination, and participation of many individuals. For this reason, it is best to establish
a Seminar Planning Committee very early in the planning process, even before a decision
is made to actually hold a training seminar.

SEMINAR PLANNING COMMITTEE
3.       A Seminar Planning Committee (SPC) is a group of people that holds some
responsibility for shaping the seminar and planning the program. Committee members
should broadly represent your seminar target audience. A committee should be used to
distribute the workload among many people, but the greatest benefit of using a committee
is that it ensures that the seminar represents the thinking and planning of more than one
individual. One of the first responsibilities of the SPC may be selecting one of its
members to serve as the Seminar Coordinator (OPI).

PLANNING COMMITTEE
4.      Function:
        a.     Prepare a seminar budget.

        b.     Set the schedule for completing tasks leading to the seminar.

        c.     Conduct site visits.

        d.     Negotiate contracts with hotels/meeting facilities IAW ref A.

        e.     Recommend and correspond with speakers/exhibitors.
        f.     Prepare Seminar/session descriptions and objectives.



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        g.     Set the flow of the conference and plan the program.

        h.     Manage seminar crises.

        i.     Authorize onsite expenditures.

        j.     Develop session and seminar evaluations.

        k.     Ensure invoices are paid.

SPC ADMINISTRATIVE FUNCTIONS
5.      Administration details for the SPC:
        a.     Organize, schedule, and staff SPC meetings.

        b.     Develop seminar notices, brochures, and registration forms.

        c.     Communicate with seminar registrants.

        d.     Order seminar supplies, materials, and equipment; work with suppliers.

        e.     Prepare name badges, signs, banners, and the program book.

        f.     Order room setups for all workshops/sessions.

        g.     Handle logistics for VIPs.

        h.     Process seminar registrations in the office and onsite.

HELPFUL GUIDELINES/TIPS
6.     The following are tips to guide you in developing a statement of the seminar's
purpose:
        a.     Establish a clear purpose. Some seminars fail simply because their
               purpose was not fully addressed.

        b.     Who is the Target Audience?

        c.     Learn the needs of your target audience. Don't tell your target audience
               what information and training they need, let them tell you. Surveys are
               helpful to determine need.

        d.     Number of Participants.




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        e.     Conference budget. The financial resources available to spend on the
               seminar will directly affect your program and may also affect the number
               of invited participants.

        f.     Number of meeting rooms and room capacities. The number of
               available meeting rooms can limit the number of concurrent workshops
               you can hold. Total seating capacity limits the number of participants you
               can invite.

        g.     Hotel accommodations. The number of sleeping rooms and hotel
               capacity are extremely important when an overnight stay is required for
               seminar participants.

        h.     Number of seminar staff and volunteers. Although staffing is usually
               determined by the number of participants, this may be a factor if you have
               a limited number of seminar staff available.

        i.     Size of banquet facility. When plenary sessions, meals, or other general
               sessions are part of your program, the number of participants is again
               limited by room capacity.

        j.     Seminar dates. Select dates that do not conflict with other events,
               including holidays or religious observances.

SITE SELECTION
7.     Priority will be to conduct the seminar at a DND location, if not feasible some
options are:

        a.     A downtown hotel in a large city with downtown attractions is a good
               choice when attendees are in meetings most of the day but have large
               blocks of personal time around lunch or in the evening.

        b.     An airport hotel or airport meeting facility works great when you have
               conferees flying in for a one- or two-day seminar and you need to keep
               ground travel time at a minimum.

        c.     Suburban hotels offer an alternative to downtown or airport hotels. They
               usually provide convenient parking at no charge and are often situated
               near local attractions. These hotels work especially well when many
               conferees will be driving to the meeting.

        d.     A conference center is ideal when you are planning intensive training and
               need to avoid distractions. Many colleges and universities have conference
               facilities.




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        e.     Resort properties often have excellent seminar facilities. However, many
               sponsors, especially government agencies, refuse to consider resort
               locations because they seem more suited to fun and recreation than serious
               meetings. Resort properties can provide great bargains during off-season
               or shoulder periods.

        f.     Convention centers are often used for very large conferences at which
               conferees may be sleeping at several hotels, none of which can
               accommodate meeting and/or banquet needs.

CONFERENCE DATES
8.      Date selection has many variables, SPC must find out what else is planned in the
local area. The Facilities schedules sometime may or may not be as flexible to your date
requirements:
        a.     Sunday-Wednesday, Wednesday-Friday, and Friday-Sunday. Fitting
               nicely into one of the hotel's time slots may also enhance your ability to
               negotiate a greater value, also consider:
               (1)   National and religious holidays and events,
               (2)   Expected weather conditions,
               (3)   Dates of school openings and closings, and
               (4)   Peak convention seasons.

        Note: These factors have an impact on seminar attendance by staff, speakers, and
        attendees. They also may affect the hotel rates you are quoted and your ability to
        negotiate certain items in your contract.

TRANSPORTATION

9.      Those attendees travelling by air are to ensure that their travel itineraries permit
use of ground transportation (rental, if required). Personnel traveling entirely by ground
from outside the regional area may be authorized high rate for POMV expenses provided

that this is the most cost effective option when compared to other means of transportation
(i.e. VIA 1, rental car, bus). When group transportation is provided at no cost to
members, anyone choosing to take their own POMV will not be reimbursed.

10.    Those requiring a TAN are to contact Perry Andre or D H Svcs Pers by e-mail at
andre.p@forces.gc.ca

DRESS

11.    The dress for the seminar will be “dress of the day”. If a meet & greet is
organized, dress will be in appropriate casual civilian attire. Mess kit or civilian
equivalent is the dress for the Mess Dinner, if applicable.


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ACCOMMODATIONS

12.    Accommodations if possible should be booked at the same location where the
seminar is to be located. When conducting the seminar at a DND location, the use of CF
accommodation is highly suggested (based on availability). Accommodations are to be
block booked for all seminar attendees. If attendees require additional accommodations
outside the seminar period it will be the responsibility of that individual to make all
arrangements.

13.    Check-in time for all attendees will be NLT 1600 hours unless travel itineraries
cause delays. Check-out time will be IAW Facility regulations (usually 1100 hrs).

14.    Although room charges will be centrally invoiced, attendees will be responsible
for payment of any supplementary charges incurred during the course of their stay.

15.    If the conference and accommodations are booked at a DND location the meals
should be provided through the mess. Otherwise, finding a location and travelling to and
from will be the responsibility of the attendees unless specified that “Hospitalities” will
be provided. Seminar activities will be scheduled to conform to the established meals
hours of the facility.

FINANCE

16.    A financial code: will be provided to the H Svcs Gps upon approval of the
Seminar content schedule and cost estimate by D H Svcs Pers. Travel arrangements will
be conducted IAW Ref B.

17.     Hospitality requests may possibly be approved, only under very special
circumstances and, they must be clearly substantiated. In such cases they are to adhere to
the guidelines outlined in Ref C.

SCHEDULE OF EVENTS/SESSIONS

18.    Once the goals and vision for the seminar has been determined, a seminar
schedule outlining the topics and potential guest speakers is to be sent to D H Svcs Pers
for approval.

19.   In preparing for the seminar we recommend that you use the “Regional Seminar
Check List” (Appendix A) to help organize the process.

ADMINISTRATION CONTACT

20.     If there are any questions regarding the administration content or financial
support for the Regional Seminars contact the MCSP Cell at D H Svcs Pers, MCSP
Coordinator 613-945-6038.



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