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2015 TRENDS COMMITTEES AND TIMELINE
*Education committee oversees the entire conference
VOLUNTEER/REGISTRATION COMMITTEES
Name / Contact Email / Contact Phone NumberPROJ. MGR- Patricia Nichols / / 215-360-6089
Committee Leads
Janice Gibson /
Karen Haigh /
Tania Hoyer /
Members Name
Clare Marie Tach /
Sobha Benjamin / / 856-649-6106
Gail McKay /
Angel Doherty /
Cindy Rizzo /
June Watson /
SPEAKER COMMITTEE
Name / Contact email / Contact phone numberPM - Patricia Nichols / / 215-360-6089
Committee Lead
Sue Politsky / / 215-901-1618
Rose Schaffer / / 610-715-2034
Members Name
Robyn Strauss / / 215-459-2897
Holly Rodgers / / 850-624-3161
Teri Campana /
Barbara Chamberlain /
SPONSORSHIP/EXHIBITS COMMITTEES
NAME / CONTACT EMAIL / CONTACT PHONE NUMBERPM - Kelly Marsh / / 856-297-2219
Committee Leads
Leslie Foran - Lee /
Donna Barto / / 215-545-1079/609-351-2697
Members
Cathy Foran / / 609-472-2996
Stephanie Mallie /
Carolynn Bitzer /
Jane Reilly /
PROGRAM COMMITTEE
Name / Contact email / Contact phone numberPM - Lisa Cossaboon / / 609-364-1932
Committee Lead
April Chmielinski / / 609-313-2065
Laurie Daugherty / / 267-664-5644
Members
Cindy Barnes / / 856-404-2865
Dot Malloy /
Mary Bett Zeller /
VENUE COMMITTEE
Name / Contact email / Contact phone numberPM - Lisa Cossaboon / / 609-364-1932
Committee Lead
Daneen Stokes / / 323-440-9250
Kathy Durning / / 215-766-9886(H)
Members Name
Agnes Pambid /
Teri Long /
Katie Detrick /
Trends 2015 Timeline
Timeline / Committee*All Committees are Sub-Committees of the Education Committee, unless already a standing committee: Financial Oversight, Informatics, Research / Responsibilities
As presented / Board of Directors / Approve all contracts and send to AACN
As presented / Education Committee / Approve all contracts and send to board for approval
Ongoing / Education Committee / Keep track of approved contracts via the cloud
November 2014
11/22/2014 meeting / Board of Directors / Approve hotel contract and send to AACN
11/22/2014 meeting / Education Committee / Approve hotel contract and send to board for approval
December 2014
12/1/2014 / Speaker Committee / Responsibility of ALL SePA members, especially Education Committee members.
Send email to SePA members asking for topics/speakers. Give them suggestions as shown below.
Abstracts:
Call: 12/1/2014
Due date 2/1/2015
Selected and confirmed 3/1/2015 / Obtain speakers from:
Call for abstracts
“Regular” speakers
Certification speakers
Those with a “following” who present new topics each year. Ex: John Gallagher, Nancy Munro
NTI speakers located along east coast corridor, CT to VA, and west as far as Chicago
Speakers from previous year with good evaluations
Ask for new topics
Colleagues from your hospital that you know are good speakers
Email Education and Research Committee for recommendations
Refer topic/speaker to Nurse Planner
Nurse Planner will advise if you are to invite speaker
Follow-up emails as needed
Each committee member should take responsibility for specific speakers, establish relationships and reply promptly
January 2015
As needed
February 2015
2/2015 meeting / Education Committee / Approve budget
2/2015 meeting / Board of Directors / Approve budget
2/1/2015, or at Education Committee meeting 2/2015 / Speaker Committee / Update speaker packet for ease of use and necessary information (already being worked on)
2/1/2015 / All Sub-Committees working with Constant Contact and Informatics Committee members / Arrange for Constant Contact training session
2/1/2015 / Speaker Committee / Speaker abstract submissions due
2/1/2015 / Informatics Committee / Send out “Save the Date” via Constant Contact
March 2015
3/1/2015 / Speaker Committee / Speaker confirmation email
Topic(s)
Title of presentation
Date and times
Honorarium amount
Concurrent sessions (75 Min)
$150.00
1 hour lunch sessions $100.00
Plenary negotiated. Minimum $1,000.00. May be higher if well-known.
Include speaker packet
Other speaker information:
Hotel/travel should be negotiated and approved; we usually do not pay
3/1/2015 / Program Committee / Design of brochure
Local designer used for 2014 conference:
KS Design, Wilmington, DE
3/1/2015 / Program Committee / Information in brochure
Currently use Omnipress for printing. Consider looking for one that is local and competitive
3/1/2015 / Speaker Committee / Develop speaker grid and speaker spreadsheet
3/1/2015 / Speaker Committee / Speaker abstracts selected and confirmed
3/1/2015 / Program Committee and Informatics Committee / Communicate with Program Committee to obtain design and information for online advertising
3/1/2015 / Speaker Committee / Develop advertisement for Trends for:
Nursing Network
Linked In
Other Social Media
April 2015
4/1/2015 and ongoing / Conference Committee / Communicate with Informatics by providing information needed for advertising:
General information
Hotel
Program information
Area information
Activities
Web links – SePA, AACN, PSNA
4/1/2015 / Program Committee / Send brochure to printer
4/1/2015 / Sponsorship/Exhibitor Committee / Develop Exhibitor Prospectus
Work with Program Committee so that brochure and prospectus complement each other
Use last year’s Prospectus as template
4/1/2015 / Sponsorship/Exhibitor Committee / Contact information for exhibitor “regulars” will be provided by Monika Cornelius
4/1/2015 – 10/2/2015 / Sponsorship/Exhibitor Committee / Responsibility of ALL SePA members. All should contribute . Exhibitors for Exhibit Hall and Sponsors for events, breakfast, etc
Recruit vendors by sending prospectus with instructions via Constant Contact or Nursing Network to all SePA members.
Members should provide companies/names to committee only if vendor expresses interest. The committee will then contact the vendor.
May 2015
5/1/2015 / Program Committee / Mailing of brochure:
Through purchase of AACN mailing list (Med-Surg list?)
Hospitals – Directors/VPs of critical care; directors/VPs of Nursing Education
Colleges of nursing
Informatics Committee / Contact AACN and PSNA to advertise Trends on their websites
5/1/2015 (Research dinner if done by then, if not, distribute flyer) / Program Committee / Distribution of brochures at:
SePA Committee meetings
Events (Research Dinner; June Celebration; Quizzo)
Brainstorming meeting at Education Committee meeting 5/2015
Ongoing until
9/1/2015 / Conference Committee and
Sponsorship/Exhibitor Committee / Work together to develop attractions to Exhibit Hall
5/1/2015-10/2/2015 / Registration Committee(teamed with volunteer committee) / Assign members of committee to check CC registrations daily
If state they are SePA/AACN member, validate
Validate SePA membership through Nursing Network (SePA website)
Validate AACN on chapter/ AACN website
Will need access permission from AACN
If not eligible for member discount, place hold on registration and email registrant (premade cut and paste message)
5/1/2015-10/2/2015 / Registration Committee / Mailed registration
Need an address on brochure for them to mail it to – possibly chair of committee
Will need to validate if state they are a member of SePA or AACN – as above
Daily 5/1/2015-10/2/2015 / Registration Committee / Reply to registration questions daily – good customer relations
5/1 – 10/6/2015 / Finance Committee / Receive and deposit checks from Sponsor/Exhibitor Committee and Conference Committee
Transfer online attendee registration fee from ProPay to checking.
Ongoing 5/1/-10/9/2015 / Program Committee / Coordination with venue staff
Ongoing 5/1/-10/9/2015
Deadline dates to be obtained from venue contacts / Communicate event requirements on a regular basis to hotel sales department and convention services and to all service vendors. Names of contacts to be provided.
Receive information regarding sessions (Number, type, ie, concurrent, mastery, etc). events and activities, that may require changes or additions to room needs.
June 2015
6/1/2015 / Volunteer Committee / Call for volunteers
Include responsibilities sheet and volunteer sheet
6/1/2015 / Venue Committee / Audio-visual
Contact our AV company; they were vetted by Monika in 2014
Obtain contract with pricing (compare to last year); get approval from board and give to Conference Committee. They will send to AACN for approval and monitor all contract approvals.
Provide AV requirements to company
Communicate on on-going basis with company regarding speaker requirements (from speaker packet), changes, etc
6/1/2015 / Venue Committee / Other contractors (will get from Monika)
Exhibit/show decorator
Audio recording/taping (free to us)
6/1/2015 or as directed by venue / Venue Committee / Meeting room set-up – Use last year as guide. Include Certification luncheon, dinner program. Check BEO for accuracy.
July 2015
7/1/2015 / Volunteer Committee / Call for volunteers - selection and notification complete
August 2015
8/1/2015 / Conference Committee / Determine signage needed at conference and prepare for printer
8/1/2015 / Speaker Committee / Outline (required) and PPT (optional) are due
8/1/2015 / Volunteer Committee / Determine number of volunteers needed
Be sure to have enough so that those assigned to the SePA desk and Registration desk have a free session after. They can then stay at desks during the break between sessions.
Add volunteers if assistance is needed to switch speaker room.
Assign workers serving on Speaker Committee to follow up with speakers on-sites to make sure all needs are met.
Do not accept everyone who applies – limit to those needed
Make assignments
Notify volunteers of selection
8/15/2015 / Program Committee / Develop program book
Obtain abstracts from Speaker Committee
Format so that there is continuity and clarity
Use previous year’s program book as template for what is needed to be included
Send to printer
Arrange for delivery to Valley Forge
September 2015
9/1/2015 / Conference Committee / Select/purchase any gifts/awards if required
9/1/2015 / Volunteer Committee / Provide Education Chair with information for Education meeting immediately preceding conference (mandatory for volunteers)
9/15/2015 / Speaker Committee / Email to speaker two weeks prior to conference. Template to be provided by Monika
9/2015 – 11/2015 / Finance Committee / Send checks to hotel, and service vendors when presented with invoice. After conference, send honorarium checks to speakers. Speaker may also have expenses to be reimbursed if previously agreed upon.
October 2015
10/6 – 10/9/2015 / Speaker Committee / If possible, be a worker at Trends on the day/days your speakers are presenting
10/6 -10/9/2015 / Registration Committee / On-site registration
Trained at Trends 2014:
10/6 – 10/9/2015 / Venue Committee / On-site coordination of meeting and function (sessions, events)room set-ups with facility convention services staff and AV staff
Deadline dates to be obtained from venue contacts / Venue Committee / Prepare details of meeting needs for hotel services, including:
Design of meeting (sessions, events, etc)
Function (sessions, events) room set-ups
Determine food and beverage requirements
Create menus and themes
Ie, Certification lunch
Dinner program
Ice cream social
Complete catering resume for Banquet Event Order (BEO)
Deadline recommendation to come from Monika / Venue Committee / Design layout of registration area
Obtain necessary equipment
Computers
Phones
Internet lines
Tables
Counters
Supplies
Monika will advise us on how to do this, and contact information of personnel contacts from Valley Forge
Deadline dates to be provided by Research Committee / Research Committee / Send out Call for Abstracts for posters
Review abstracts; select those acceptable for poster presentation at Trends
Notify submitters of acceptance or declination