ASPE Training: Professional Development Days 1
Who is ASPE? We provide innovative, custom solutions to transform your enterprise and increase success within your organization through assessments, coaching and training. 2
Who Relies On Us 145,000+ professionals trained by ASPE 3
Your Chapter N eeds… Member 1 hour complaints training about events are not Hard to find continuing enough sponsors Massive education growth in complexity Lack of Hard to find Lack of member compelling networking Declining engagement speakers events budget to Lack of engage volunteers members to get work done
Answer: Professional Development Day ASPE assists with: Event Agenda Catering • • Sponsors Swag • • Venue Budgeting • • Speakers •
How it works… Agenda • Agenda ASPE has a pre-set agenda. Then we invite speakers to fulfill that agenda. There is no open call for speakers, though occasionally the chapter will send out a communication to members notifying that we’re currently looking for speakers on certain topics.
How it works… Agenda • Speakers Speakers • ASPE will try to get as many local or regional as possible. We need the chapter’s recommendations and then ASPE contacts and confirms speakers. At least one keynote receives travel and reimbursement, as we try to get a known name to draw registrants.
How it works… Agenda • Sponsors Speakers • Chapter helps identify local sponsors and Sponsors • correct contact, possibly providing an introduction, but after that ASPE solicits and manages.
How it works… Agenda • Registration Speakers • ASPE uses Eventbrite to collect attendee fees Sponsors • and information. ASPE will handle questions and confirmations. Ticket price depends on Registration • venue and market, and chapter members get discount. Chapter receives a full list of registrants after the event.
How it works… Agenda • Venue Speakers • After a recommendation from the chapter, Sponsors • ASPE negotiates and signs contract with the venue. This could also include catering. Registration • Venue •
How it works… Agenda • Catering Speakers • If not included with venue, ASPE handles Sponsors • separately. Typically breakfast, boxed lunch, coffee all day, snacks and soda if budget Registration • permits. Venue • Catering •
How it works… Agenda • Budgeting Speakers • ASPE has operated on the most stringent of Sponsors • budgets and has ways to be successful. ASPE will send the chapter updates as requested. Registration • Typically this only includes a forecast and Venue final budget with details. • Catering • Budgeting •
How it works… Agenda Marketing • • Marketing Speakers • ASPE provides branding and some input, but Sponsors • this is 100% chapter responsibility. We can build a timeline with suggested topics, but Registration • the chapter will need to be dedicated to Venue continuous communication to their chapter • and database. ASPE utilizes our regional Catering • database to promote as well. Budgeting •
How it works… Agenda Marketing • • Input/Feedback Speakers • Input/Feedback • ASPE will seek feedback and input from Sponsors • initiatives in meetings at regular intervals that will increase in frequency prior to the event Registration • date. Venue • Catering • Budgeting •
PDD Assistance History 2016-2017: Completed 6 successful PDDs for IIBA Chapters Completed 2 successful DevOps Days event Completed 3 successful SharePoint Engage events 2018: 10 IIBA PDDs scheduled for 2018 - Richmond, Albany, Phoenix, Raleigh, Chicago, Houston, and more… DevOps Days 2018 scheduled SharePoint Engage Raleigh 2018 Scheduled
Stipend Typically, ASPE donates a stipend to the chapter based on number of paying attendees to the event: • 0-49 = $0 • 50-74 = $500 • 75-99 = $750 • 100-124 = $1,000 • 125-149 = $1,500 • 150+ = $2,000
Real World Example – IIBA Central Virginia PDD (VABADD) • Contact: Jey Subbiah, Chapter President • Event Date: November 14, 2017 • Registration Opened: April 2017 • Price per attendee: $140-195 Chapter Profit: • Number of Attendees: 110 • Number of Paying Attendees: 71 $500.00 • Chapter Responsibilities: • Marketing to Attendees (email and social media) • Recommendation of speakers and sponsor • Volunteer organization day of event • ASPE Responsibilities: • Logo, branding, swag • Attendee support & collection of fees • Sponsor solicitation, organization, management • Speaker communication and management • Venue and catering management and logistics
How to make a PDD successful? 1. Commit to a date 6 to 9 months in advance with immediate action plan to begin marketing (includes agreement from chapter, ASPE, and available venue solidified. 2. Conduct meeting with ASPE and chapter board representatives prior to going live to public to discuss details 3. Consistent, repeated messaging to potential attendees using multiple marketing methods (email, social media, phone, chapter meetings, ASPE email, etc.) 4. Sponsor solicitation (4-8 sponsors) 5. Quality presenters
Communication / Time Commitment How much time do chapter/board members spend on planning? ASPE asks that the chapter be available for weekly phone calls that last no more than 30 minutes for 5 weeks prior to the event, and monthly calls before that (bi-monthly if the chapter desires). The person for the chapter who handles email communications and social media will be the busiest, as they will need to plan and send approximately 10 emails leading up to the event. A loose marketing plan is determined at the beginning. We expect that to take 10-15 hours throughout the planning period. Volunteers for the day of, who receive a complimentary ticket for the event, will arrive early and stay slightly later than the average attendee. Chapter or board members are welcome to spend as much time as they would like if they want to be more involved in the planning process. The area that typically requires the most assistance is soliciting and solidifying sponsorships. At any time, the chapter can request status updates, budget updates or any other information regarding the event planning. ASPE is completely transparent in this aspect.
Frequently Asked Questions Q: What happens if we don’t get enough attendee registrations? A: 60 days out is typically the “go / no go” decision. It depends on the venue cancellation policy as well as current revenue from sponsors and attendee registration. Q: What does ASPE get in return? A: The highest sponsorship level and profit made from the event (less the chapter stipend) Q: What has been the average first year attendance? A: About 100 total attendees. We’ve had as few as 83, and as many as 135. Q: How is the money handled? A: Typically ASPE collects sponsor fees and all registrations are collected through Eventbrite. After the event when all expenses have been paid, ASPE shares the final budget with the chapter and sends the chapter their stipend check. Q: What are the benefits for the chapter? A: Providing a quality professional development day for chapter members and the local business analysis community; Chapter membership and engagement increase; Relationships to quality presenters who may want to speak at future events; Stipend to help with future event or chapter expenses.
Questions? And Thank you! Michael Roberts (919) 816-1651 mroberts@aspeinc.com Kyle Anderson (919) 816-1726 kanderson@aspeinc.com
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