PPX – Anual Symposium Committee
Terms of Reference
Mandate
To plan, organize and execute the PPX Annual Symposium with an interesting program and speakers, such that the maximum number of people attend and PPX makes a profit on the event. Significant logistical support (such as room bookings, catering arrangements and registrations) are handled by The Willow Group as symposium organizers.
Governance and Membership
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Reports to PPX Board at every Board meeting (standing agenda item) |
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Chair (or co-chairs) (Board Member) |
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2 to 5 members (Board members or members-at-large) |
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Willow Group representative |
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Links with Learning Events committee for coordination / avoidance of conflict with guest speakers, topics, etc. |
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Links with Outreach and Marketing committee for cross-promotion of Symposium through other organizations |
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Links with Technology committee for alternate delivery mechanisms for Symposium |
Scope of Work / Responsibilities
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Plan, organize and execute the 2-day symposium (typically held in late May) |
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Include a 1-day pre-symposium workshop (can be the Results-Based Management-101 course) |
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Identify the theme and streams to the symposium that will be of interest to the prospective participants |
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Identify and invite guest speakers, determine topics and work out arrangements with speakers |
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Plan out logistics details (such as venue, rooms, giveaways, etc.) with Willow Group (who then executes them) |
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Work within the budget (costs and revenues) as directed by the Board |
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Identify and potentially use alternate form of delivery (such as web or video-based technologies) |
Critical Success Factors
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Early start to planning Symposium (September start for May event) |
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Help from Board in identifying speakers / topics and using networks / connections to contact speakers |
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Effective marketing / publicity to potential participants – early and often |
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Willow Group support for registration, logistics, venue booking, catering, etc. |
Indicators of Success
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Attaining financial profit in accordance with budget numbers |
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Increased attendance from prior year(s) |
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Participant feedback on evaluation forms – overall score > 80?? |
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Materials available on the PPX website following symposium |
Meetings
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Monthly starting in September |
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May be more frequent in the days / weeks leading up to the Symposium |
Record of Decisions
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Kept by Willow Group |
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Key decisions / requests will be brought up at the subsequent Board meeting under the standing agenda item for the Symposium |
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