1. Previously completed two (2) successful and profitable "How To" conferences.
2. Previously completed one (1) successful and profitable "How To" conference and a "Tabletop Display" meeting.
3. Previously completed two (2) successful Tabletop Displays.
4. Previously completed (1) successful Tabletop Display in a suite hotel and (1) hosted reception with Tabletop Display.

1. Letter from the predominate transportation agency or agencies (state DOT, turnpike, major city, etc.) which indicates agency support in the form of a commitment to the planning, development and implementation process as well as a commitment to approve attendance by agency employees.
2. If exhibits are planned, a written commitment from at least twenty (20) companies to exhibit (ATSSA staff can assist with this). This is only necessary if the chapter has not previously held a successful "How To" conference.
3. A written commitment from the chapter "How To" planning committee that they agree to adhere to the "How To" guidelines as published in the Chapter Management Manual.

Once these eligibility requirements have been met, your chapter is on the road to implementing a successful conference.

Chapter sponsored conferences can capitalize on the strengths of ATSSA's chapters. These two-or three day conferences are an exciting blend of workshops, speakers and exhibits; offering members valuable opportunities to network with public officials and other industry colleagues.

Although many members view these conferences as a scaled down version of ATSSA's Traffic Expo, the critical difference is the audience. Many times, due to budgetary constraints, local and state transportation officials cannot attend ATSSA's Traffic Expo. These conferences allow your chapter to bring the roadway safety industry to them.

Successful conferences like these rely heavily on the commitment of your chapter members to work together as a team. It must be emphasized that the committee members need to be aware of the requirements of time and energy that each must expend in order for the conference to be a success.

If the chapter does not have any DOT personnel on their member roster, actively search for a liaison at the highway department to assist the committee. You will find these individuals can be an invaluable member of the committee when designing the program or selecting a location for the conference. If your committee is looking for involvement from the county or city level, secure a public official from those areas to add to your committee. Although compiling a mailing list is a shared responsibility of all the committee members, state and local transportation agencies can be an invaluable resource to obtain contacts. ATSSA has an extensive database that can be utilized.

The following preliminary steps should be taken to streamline the conference planning process:

Choose a chairperson and up to 10 (ten) volunteers from the chapter membership. Two ATSSA staff; will be assigned to assist with planning the conference. Review the job descriptions for your committee members. Many chapters may not have enough personnel to assume these roles, therefore, review the responsibilities and allow some committee members to do two jobs. The volunteers should be assigned responsibility for the following areas:

Co-Chairperson
Secretary/Treasurer
Program Development/ Speaker Coordinator
Chapter Exhibit Coordinator
Delegate Mailing Coordinator
Marketing and Promotional Coordinator
Extracurricular Activities Coordinator (optional)
Meetings and Conventions Manager (ATSSA staff)
Chapter Liaison (ATSSA staff)

The chairperson's primary responsibility will be to provide input, assign non-specific tasks and review and coordinate the team's efforts. The committee chairman should be the primary contact to the Meetings and Conventions Manager, as well as the Chapter Liaison.

Once the committee has been appointed, they must make a decision on the following steps:

1. Select a city for the conference. Investigate the travel and training budgets of the transportation agencies involved to determine their participation in the conference. Some states may have adequate budgets for this and the ones who don't may be able to access Federal 402 Funds to help pay for their attendance.
2. Select dates for the conference (include two optional dates) making sure that there aren't any conflicts with state, county, or city programs that are already scheduled. ATSSA's staff will approve the dates for the conference, as part of the national "How To" scheduling process. It is imperative to plan the conference twelve months in advance to give your committee members and national staff enough preparation time. Without adequate preparation time, many conferences are exposed to unnecessary conflicts.
3. Review the program outline provided by the Meetings and Conventions Manager and ask for input from committee members to fill in the workshops. This standard program outline has been designed by professional meeting planners and members with previous experience, specifically for these conferences. Relying on the expertise of these people will keep the conference on track and on budget.
4. Once the program outline has been reviewed, the Meetings and Conventions Manager will prepare a preliminary budget to include all projected expenses. This will be presented to the Chairman and approved before moving forward with any further planning. Close attention to the budget will guarantee financial success for the conference. Adjustments will need to be made to the budget as the planning progresses, but the initial cost will give you a good idea on what to charge the attendees.

You will notice in your sample budget there is a charge for an ATSSA fee. This budget item is for the purpose of recovering the following indirect costs associated with the development, organization, and implementation of a "How To" conference. The cost of all staff time for pre-planning, developing, program preparation and processing mailings; soliciting and processing exhibitors; processing registrations; soliciting and confirming speakers; hotel inspection and contract negotiations; food function planning; and ordering of signs are just some of the items covered for this charge. The chapter will reimburse the national association for the direct costs associated with the conference. If your committee has any questions regarding these charges, please don't hesitate to call your national association.

The Meetings and Conventions Manager will contact several hotels and make arrangements to inspect the hotel property. The committee chairperson is welcome to attend the site inspection. The committee chairperson will report back to the committee regarding the visits to the various properties. With recommendations from the Meetings and Conventions Manager, the committee members will then make a decision on which location they prefer.

At this point, contract negotiations will begin with the selected hotel. After the conference arrangements have been finalized by ATSSA's Meetings and Conventions staff, a copy of the signed contract will be forwarded to the committee chairperson.

When beginning the planning process, make use of the following suggestions to make your conference a success:

• A strong marketing campaign simply and effectively carries a message of value to both buyers and sellers. Since the motivations of each of your publics is different, the message should be individually tailored. For example, you may want to emphasize to public officials such benefits as access to the industry and learning about the latest technology; and to prospective members, the chance to interact with peers. Professional mailings and conference material will give your "How To" a top drawer perspective by attendees.
• The right themes and attractions are what brings in your members, so the interests of your membership should determine these elements. It is important to know what your members want and deliver it to them on their terms. ATSSA staff can assist the committee by informing them of any national programs that may be able to trickle down to the local level.
• State-of-the-art technology is exciting and will bring people in. Your conference must have something the industry wants to see. This means keeping up with the market and having exhibits that feature the most recent technology. Take time to discuss current industry trends with ATSSA's staff to help you with your program.
• Effective promotion gets the word out to the right people. Sell registration to your conference by arousing interest, underscoring a relevant problem, and emphasizing that this conference will provide a solution. A news release can be an effective tool to accomplish this. News releases should be carefully timed to provide sufficient notice to potential attendees, as well as aimed at the appropriate audience. Remember that these efforts are symbiotic and ongoing. To get the desired results you will need to do multiple mailings, possibly run a series of ads, and generate as much free press as possible. Telemarketing to prospective members and exhibitors can play a major role in boosting attendance. Make personal phone calls a part of your strategy.
• Controlling cost is always necessary and will wield great influence on the conference's ultimate success. Be prepared to spend more on your first effort because of the need to build public awareness. Financial losses can be curtailed if attention is paid to promotions and other gifts associated with the conference. The Meetings and Conventions Manager will assist you with projecting costs for promotions, gifts and other unexpected expenses.
• Effective communication and the ability to respond are invaluable in times of crisis, whether it's at the registration table or a speaker that is unable to attend, there will be a problem of some kind, large or small. The best defense is acceptance and the ability to make quick, reasonable decisions. Remember, ATSSA staff is always available to assist with any type of meeting problem you may run into.
• Good data collection helps deliver on your promises and satisfy your attendees. You must change with the times and keep things new and exciting for the conference to grow. Attend other chapter-sponsored meetings and communicate with your peers as chapter officers and members. Communication and the willingness to try new things can be a valuable investment in the future.
• Follow-up is the key to a successful conference. No one expects to make deals at conferences of this nature. The purpose should be to make contact. ATSSA staff maintains the data bases for all "How To" conference registrations. They are easily accessible with a telephone call to the Meetings and Conventions Manager at ATSSA headquarters. Lists, labels and disks are available to members and exhibitors. Remember, it's the follow-up that can produce the best results.
• Be sure to make every effort to invite Metropolitan Planning Organizations and Governors Highway Safety Representatives so that your chapter can begin to establish the lines of communications with those agencies. Invitations to local and national legislative representatives will allow them to see what issues and concerns their constituents have.
• Get as much mileage out of your conference as possible. Use it as a tool for membership recruitment for those companies who have been hesitant in joining your chapter. "How To's" can be an effective vehicle for building credibility, not just for public officials, but for competitors in the same market place. Relationships can be formed from many disciplines and after a successful conference, don't be surprised if you are approached by a transportation agency to work together on future conferences or meetings. These are the building blocks to an effective line of communication.

These steps are designed to help your chapter have a successful conference and keep the communication lines open between committee members and national ATSSA.

After the conference is over, be aware that it will take some time for ATSSA staff to invoice public agencies for purchase orders. Additionally, hotel and banquet charges will have to be reviewed for payment. ATSSA national will send your chapter a check for 75% of the profits 45 days after the completion of the meeting. Interim accounting reports may be received by contacting the Meetings and Conventions Manager. After all bills have been paid and all monies received, the Meetings and Conventions Manager will send a detailed accounting report to the chapter. A check for the remaining 25% will be forwarded to your chapter 3-6 months following the meeting. The 25% will be used to cover any last minute bills that may arise.

A project calendar outlining responsibilities of the committee members and ATSSA staff, have been prepared for your conference. This is the same project calendar that will be used by ATSSA to track conference progress. Review this occasionally to see how the planning process is evolving.

The following job descriptions have been prepared to assist your committee members with their responsibilities to make the conference a success. Make sure your committee members take the time to review these descriptions so that your committee is aware of their accountability to the "How To" process. Good Luck!

JOB DESCRIPTIONS

COMMITTEE CHAIRMAN

• Set agenda and schedule meeting dates and inform other committee members.
• Preside over entire conference planning process.
• Work with Chapter Liaison and Meetings and Conventions Manager on various aspects of the planning process.
• Conduct hotel site inspection with ATSSA's Meetings and Conventions Manager and anycommittee designate, if desired.
• Motivate committee members to the completion of their job descriptions.
• Make reports to chapter members.
• Assist with appropriate committee members appointments.
• Supervise and be available for any on-site issues or concerns.
• Give final report on conference to chapter members.

CO-CHAIRMAN

• Preside over conference committee meetings in the absence of the conference Committee Chairman.
• Work with Chapter Liaison and Meetings and Conventions Manager on various aspectsof the planning process.
• Be available to assist committee members and chairman as needed.

SECRETARY/TREASURER

• Submit minutes of all meetings to national ATSSA, all committee members and chapter president in a timely manner.
• Work with Chapter Liaison and Meetings and Conventions Managers on various aspects of the planning process.
• Provide input into the various economic aspects of the conference.
• Review and familiarize yourself with the sample budget.
• Responsible for any committee directives to purchase promotional items, speaker gifts, booth giveaway or any promotional activities. Inform Meetings and Conventions Manager of any purchases or expenses for budgeting purposes.
• Inquire with local and state transportation agencies what dollar amount(s) they will approve for registration and hotel accommodation fees.
• Obtain expenditures from other committee coordinators.
• Propose to the committee registration fees for delegates and exhibitors. Include the following:
  • exhibit booth rental (to include one free registration)
  • advance registration - full and daily
  • on-site registration - full and daily
  • additional exhibitor personnel (should be the same price as registration for delegates)
• Review preliminary, interim and final budgets prepared by the Meetings and Conventions Manager.
• After all invoices have been remitted to national ATSSA, approve final budget for submittal to all committee members. This budget may be used for your next conference.

PROGRAM DEVELOPMENT/SPEAKER COORDINATOR

• Review ATSSA's program schedule and assimilate it into the chapter program.
• Develop proposed theme into program.
• Work with Chapter Liaison and Meetings and Conventions Manager on various aspects of the planning process.
• Review layout, graphics and content with Meetings and Conventions Manager for the following:
  • 1st Mailer (Postcard)
  • 2nd Mailer (Brochure)
  • 3rd Mailer (Reminder Flyer)(Optional)
  • Conference program
• Submit any needed art work for program to Meetings and Conventions Manager.
• Coordinate program development with Speaker Coordinator and Chapter Liaison Coordinator.
• Review program schedule to ascertain number of topics needed for program.
• Work with Chapter Liaison and Meetings and Conventions Managers on various aspects of the planning process.
• Speak to several state and local transportation agencies to determine speaker subject matter.
• Coordinate with Chapter Liaison to secure appropriate speakers for suggested subject matter.
• Contact suggested speakers to confirm speaker availability.
• Submit speaker and topics list to Chapter Liaison so he/she may write letters of invitation to proposed speakers.
• Submit any speaker expenses to Meetings and Conventions Manager.
• Verify speaker attendance prior to and during the first day of the conference.
• Work with Meetings and Conventions Manager to coordinate appropriate committee personnel regarding room set-up, signs, speaker gifts, audio-visual needs, etc.
• Write thank you letters to speakers and submit copies to Chapter Liaison for national file.

CHAPTER EXHIBIT COORDINATOR

• Review exhibitor mailing lists that national has provided to see if there are any additional exhibitors that need to be included in the mailing.
• Work with Chapter Liaison and Meetings and Conventions Managers on various aspects of the planning process.
• Submit any needed art work for exhibitor mailings to Meetings and Conventions Manager.
• As the conference planning progresses, monitor exhibitor participation. Make follow up
  calls as needed to potential exhibitors.

DELEGATE MAILING COORDINATOR

• Secure (3) three sets of mailing labels from various transportation agencies, industries and consultants.
• Send mailing labels to Meetings and Conventions Manager.
• Work with Chapter Liaison and Meetings and Conventions Manager on various aspects of the planning process.

MARKETING & PROMOTIONAL COORDIATOR

• Work with Chapter Liaison and Meetings and Conventions Manager on various aspects of the planning process.
• Work with ATSSA's Director of Communications to develop press release for area media and as needed.
• Contact various agencies for participation, i.e., local and state DOT's; regional and divisional FHWA's; prime and subcontracting organizations, etc.
• If gifts are included in delegate registration, develop several gift options and the associated costs. Also submit costs associated with speaker appreciation gifts.
• Submit all gift options to committee for review and approval.
• Submit total gift expenditures to Meetings and Conventions Manager to be implemented into the budget.
• Place order for gifts, or coordinate process with Meetings and Conventions Manager.
• Send gift invoice(s) to Meetings and Conventions Manager for payment.
• Deliver speaker gifts to Speaker Coordinator.

EXTRACURRICULAR ACTIVITIES COORDINATOR (Optional)

• Provide input to committee on the availability of extracurricular activities.
• Work with Chapter Liaison and Meeting Coordinators on various aspects of the planning process.
• Provide cost information to the Meetings and Conventions Manager.
• Provide brochure items to the Program Development Coordinator.
• Plan and schedule activity with the provider, arrange transportation (if you prefer ATSSA Meetings and Conventions Manager can handle this).
• Submit invoices to ATSSA for payment.

MEETINGS AND CONVENTIONS MANAGER (ATSSA Staff)

• Handle all aspects of brochure design and content for (obtain approval from committee chairman):
  • Mailings - Exhibitor and Attendee
  • Program
  • Advance registration forms
  • Exhibitor registration forms (one standard form for all conferences)
  • On-site registration forms
• Prepare information for mailings and obtain list of prospective exhibitors.
• Prepare/send mailing to all prospective exhibitors and attendees.
• Maintain database and provide mailing lists for exhibitors solicitation and prospective attendees. National will combine chapter's mailing lists to develop one data base.
• Determine expenses for all functions and activities and prepare a preliminary budget for committee chairman.
• All financial transactions will be made through ATSSA.
• Coordinate all room set-ups, menus and A/V requirements.
• Review all hotel, decorator, security, a/v, requirements etc., submit to ATSSA Director of Meetings and Conventions for payment approval.
• Prepare and mail any purchase orders or invoice requests received on-site.
• Prepare final income/expense statements and submit to committee chairman.
• Maintain hard copy files in department.
• Ascertain and prevent any meeting conflicts with other conferences.
• Handle booth assignments and send confirmations to exhibitors. Work with Chapter Liaison and Meetings and Conventions Coordinator to handle registration of attendees and send confirmations.
• Provide list of pre-registered delegates and handle printing of name badges.

CHAPTER LIAISON (ATSSA Staff)

• Work with Speaker and Program Development Coordinator to develop program content and speaker selection.
• Create, distribute and tally evaluation forms.
• Send letters of acknowledgment to speakers to include registration (be specific on whether it is complimentary or not), date and time of their workshop, location of meeting, and any other pertinent information.
• Continue close contact with chapter committee for any changes and/or additions. Relay any changes to the Meetings and Conventions Manager.
• Once all information is received from speakers (i.e., registration, A/V requirements), forward that information on to the Meetings and Conventions Manager.
• Obtain speaker biographical information and prepare information to be given to the moderators.
• Prepare in advance assignments for committee members to check meeting rooms, sign placement, speaker introductions, assist at registration desk, etc.
• Prepare tent cards for speakers.
• Prepare list of signs needed and forward to member company who will make signs.
• Work with Meetings and Conventions Manager 7 to 10 days in advance to prepare materials to be shipped for registration and other on-site requirements.

ON-SITE RESPONSIBILITIES

Committee Members

• Assist ATSSA staff at registration desk & workshops.
• Follow assignments outlined by the Meetings and Conventions Manager.

Meetings and Conventions Manager (ATSSA Staff)

• Monitor decorator & exhibitor set-up and tear-down.
• Give guarantees for food functions and coordination of all functions/ activities related to hotel or convention hall.
• Coordinate with chapter committee assignment for workshops, sign placements, etc.
• Prepare and ship any remaining materials to ATSSA office.

Chapter Liaison (ATSSA Staff)

• Handle registration including printing of badges and all financial transactions.
• Assist Meetings and Conventions Manager with any on-site requirements.
• Prepare and ship any remaining materials to ATSSA office.