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CREDIT INSTITUTE OF CANADA

Generic Task List for Chapter Seminars Committee

Chair:

Members of Seminars Committee:

This documentis a “check list” and is designed to help the committee address all relevant items requiring attention in a timely manner. The committee may revise it as necessary. As lines are added to this document, the column headings will replicate automatically at the top of each page.

(Important items in red text)

Item / Activity / By Date / Remarks
A / REVIEW WITH CHAPTER BOARD
1 / Establish seminar dates with Board to maintain chapter funding needs / Immediately after the AGM
2 / Preferred months – Sept., Nov., Jan. & March
3 / Preferred day of month – 3rd Wednesday to avoid month end commitments by Credit Managers
4 / Affirm additional members for committee
5 / Prepare/revisit detailed budget
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B / TWO TO THREE MONTHS BEFORE DATE OF SEMINAR / 2 to 3 months before seminar
1 / Review material to be presented
2 / Book speaker (may include presenter, facilitator, panel, etc.)
3 / Obtain digital photo and bio of the speaker for seminar announcement
4 / Develop content for seminar announcement – use “Chapter Communications Style Guide” provided by National Office. See Orientation Kit.
5 / Contact the Publicity and Newsletter Committees with the seminar details so they can promote it to members and business community
6 / Determine the number of communiqués and dates on which to send them
7 / Book venue
8 / Plan the menu for the following:
-Lunch & refreshments for whole day seminars
-Refreshments for half day seminars
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C / ONE MONTH BEFORE SEMINAR / 1 Month before seminar
1 / Prepare and have the announcement and registration form sent out
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D / TWO WEEKS BEFORE SEMINAR / 2 weeks before seminar
1 / Determine if a reminder notice is to be sent out
2 / Obtain gift for the speaker if they are not being paid – usually our speakers are volunteer without pay
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E / ONE WEEK BEFORE SEMINAR / 1 week before seminar
1 / Verify the number attending with the hotel (maybe just three days before depending on the hotel’s requirements)
2 / Update the registration list
3 / Get the attendance certificates made.
4 / Make sure the Banner and Credit Institute pamphlets will be at the seminar.
5 / Have a receipt book on hand
6 / Arrange to have someone speak on behalf of the Credit Institute (usually the President)
7 / Prepare evaluation forms for the attendees to complete
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F / MORNING OF SEMINAR / Morning of seminar
1 / Arrive early to set up room and register attendees
2 / Begin seminar by announcing housekeeping items
- Where bathrooms are situated
- Emergency exits and procedures
- Break times
3 / Introduce the seminar facilitator
4 / Enjoy the seminar
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G / DURING THE DAY / During day
1 / Check on the refreshments
2 / Remind attendees to complete evaluation forms
3 / Thank the speaker and present gift
4 / Collect the evaluation forms
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H / FOLLOW-UP / Follow up
1 / Review evaluation forms
2 / Prepare actual income/expense report
3 / Submit report of the seminar results to the Board with any recommendations for future seminars
4 / Develops a speaker list of CCP individuals if required for exposure.
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Revised August 29, 2009