TEC 2005 - ASME Services.ppt useful standard info

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2. ASME SERVICES
Technical Conferences
TEC 2005
Pittsburgh, Pennsylvania
John Corcoran, Managing Director, Services
Marisa Scalice, Meetings Manager
Burt Dicht, Managing Director, K&C
Philip DiVietro, Director, Technical Publishing
[email protected]
[email protected]
[email protected]
[email protected]

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Agenda
Services Overview
Technical Conference Support
Publications Support
Knowledge and Community Groups

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ASME Services
Centralized service areas to provide
members and customers with more
efficient and effective services
Marketing and Sales
Communications
Publications
Events Management
Enterprise Support

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ASME Services
Marketing and Sales
–The promotion and sale of ASME’s
products, programs and services through
focus on specific market segments that are
important to ASME’s strategic objectives
 Communications
– To promote ASME’s purpose and strategy
to external and internal audiences

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ASME Services
Marketing and Sales
–The promotion and sale of ASME’s
products, programs and services through
focus on specific market segments that are
important to ASME’s strategic objectives
 Communications
– To promote ASME’s purpose and strategy
to external and internal audiences

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ASME Services
Publications
–To produce/manage the Society’s various
“publications,” each of which has its own
specific purpose:
 
ME Magazine
 
Journals & Conference Publications
ASME Press
ASME News
Codes & Standards Publications
ASME.org
Intranet

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ASME Services
Events Management
–To provide logistical support and services for technical
division conferences and meetings by other components
of the Society
– To manage the planning and execution of the business
meetings and special events at the Summer Annual
Meeting and the Congress, and to coordinate these with
any other events occurring at the same site
– The management of the Society’s major exhibitions
– The planning and execution of other special events as
needed

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ASME Services
Enterprise Support
–To provide service and support for individuals
(members, non-member, customers)
 
–To provide “back-office” service and support for
various units of the Society (sections, divisions,
committees, etc.)

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Conference Support
Events
Management
Technical
Publications
Knowledge and
Community Groups
Staff
Marketing
Technical
Division
Conference
Planning
Committee
Technical
Conference
Project Manager
•A partnership
between staff and
volunteers

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Conference Planning
Division Executive Committee
Conference Decision
Knowledge and
Community Groups,
Program Manager

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Conference Approval
Assist with Conference
Approval (CA-1 Form)
 Working with EC to
determine date and location
options
– RFP- Target Market
–Attendee Preferences
– Cost Effective
– 3 possible locations
K & C Program
Manager
Meetings Manager

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Conference Location
Meetings Manager
Analyze cost effectiveness and viability
of recommended target cities
Research options & develop comparison
grid
Site inspection if needed
Review & evaluate responses:
–Suitability
–Attractiveness of site
–Dates available
–Rates
–Meeting space (based on technical program)
–Other requirements

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Conference Location
Meetings Manager
Review options with
Division EC & K & C
Manager
K & C Program
Manager
Division EC
Final selection made
by Division EC
and K & C
Meetings Manager
negotiates final contract
–Review for liability and legal
–Negotiate best:
•Sleeping room rate
•Best space layout to accommodate program
•Other concessions beneficial to group

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Technical Program
K & C Manager assists Division
Conference & Technical Chairs
in developing conference
technical program
K & C Program
Manager
Technical Pubs
Manager
K & C Manager meets with
Tech Pubs Manager

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Technical Publications
Technical Pubs
Manager
Assembly of Technical Program
K & C and Pubs meet to finalize conference structure
–Dates
–Session/Tracks
–Roles (volunteers)
–Conference chair
–Track Leaders
–Session Chairs
–Contact info for volunteers
Development of Web Tool and Conference Homepage

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Conference Marketing
Marketing Manager
 Conference Purpose & Objectives
 Attributes of conference
 Technical Program
 Special Events/Speakers
 Site attractions (Meetings)
 (Why attend?) – Three to file bullet points
(K&C and volunteers)
Development of conference promotional
materials (working with K & C)
TimeLine (matrix team) 
K & C
Program
Manager
Division EC
Meetings
Manager

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Use existing local relationships to develop
program possibilities
Expand demographic studies to surrounding
sections
Promote conference to other surrounding
section members through e-mail
Coordinate marketing effort with other sections
Conduct industry visits at targeted companies to
promote the conference and provide exhibitor
leads
Conference Marketing
Field Office Support

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Conference Budget
Marketing
Manager
Technical
Pubs
Manager
K & C
Program
Manager
Division EC
Reproduction
and Printing
Marketing
Meetings
Management
Hotel
Food & Catering
A/V
K & C
Management
Tech Pubs
Processing
Awards
Promotional
Items
Conference
Budget
Meetings
Manager

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Conference Program Book
and Proceedings
Compile and format program
information – insuring accuracy
Receive bids for printing/shipping of
program
Proofread/edits
K & C
Program
Manager
Meetings
Manager
Technical Pubs
Manager
Marketing
Manager

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Registration
Develop registration process and enter
information into a database
Develop hard copy registration form
Compose confirmation letter
Monitor registration process and #s
Print receipts, badges, tickets
Print registration lists
Develop onsite registration process
Order computers/printers for onsite
Outside Vendors
Meetings
Manager
Customer
Support
Information
Central

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Operations
Interface with hotel on all issues:
–Sleeping room pick up
–Meeting space assignment
–Catering
–Audiovisual
–Security (can be outsourced)
–Exhibit setup
–Offsite events
Meetings
Manager

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Operations (Continued)
Hire temporary staff for on site
Obtain certificate of insurance
Obtain all necessary set ups for
committee(s) – set up, f&b, AV
Prepare and print session signs
Coordinate tours (if applicable)
Prepare hotel resume
Prepare and send shipment to hotel
Meetings
Manager

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On-site Management
Meetings Manager on-site
Pre-conference meeting with hotel
Registration set-up
Monitor all meeting/session set-up:
–Room sets
–Audiovisual
–Signage
Management of meetings and sessions (K
& C)
Meetings
Manager
K & C
Program
Manager

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Manage all catered events:
‒Room sets
‒Audiovisual (if needed)
‒Guarantee head counts 48 hrs
Prepare return shipment and send
Review hotel bill for accuracy
On-site Management
K & C
Program
Manager
Meetings
Manager

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Post Conference
Review all invoices for accuracy:
Review final hotel pick-up/perform
audit
Reconcile all income and registrations
Provide all information for final report
Prepare attendee evaluation
Generate report to be used for future
meetings
Meetings
Manager
K & C
Program
Manager

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Summary
Conference Approval
–Timing – determine there are no conflicts
with other events
–CA-1 Sponsorship Form or CA-2
Participating Form
–Contracts – all contracts must be signed by
ASME executive director or Ass’t Treasurer
–Budgets & Brief business plan

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Site Selection/Hotel
Conference Technical Program
Conference Marketing
Conference Budget Development
Registration/Inquires
Final Printed Program
Operations – Interfacing with hotel and vendors
Final program for on-site
On-site management
On-site publication
Post conference publication
Summary

29. Q & A
Discussion

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