Definition
The task of program
development is defined as piecing together the content, agenda and
selected formats, together with the purpose, goals, and objectives
of the conference.
This
is the most important aspect of the conference. Essentially,
the program is the nucleus of the conference, and in turn all other
activities exist to support it.
Purpose
The purpose of a Regional Conference
is to provide members and interested colleagues an opportunity for:
- Networking
- Discussion of advising issues
- Professional development
- Exchange of information and ideas specific
to that region
Regional
members usually attend because they are looking for answers to questions
and solutions from fellow colleagues who have experienced and solved
similar problems, as well as new ideas for improving the academic
advising process.
Goals
and Objectives
Begin with the end in mind! How do you want to leave the conference?
Most members want to go away feeling like their needs have been
met; that issues which are top priority to them were addressed at
the conference.
So,
setting the conference’s goals and objectives begins with
understanding the regional members’ needs and interests and
NACADA’s goals and objectives. The effects of recognizing
the priority issues and true concerns of prospective attendees will
lead to increased attendance and interest at present and future
conferences.
There
are several methods of determining the audience’s needs and
interests, including:
- Surveys
- Previous conference evaluations
- Previous conference session attendance
- Attendance at national conference sessions
on certain topics
- Examining current regional-wide issues
Convert
gathered information into goals and objectives for the Regional
Conference. The establishment of these elements is a step in developing
the outline of the program. They indicate what is expected from
those involved and supply a basis for measurement and evaluation
of what is achieved. Objectives may resemble those in the Program
Development Worksheet in section II.
Diversity
Charge: The Regional Conferences are a great avenue
for promoting the many types of diversity that our President has
asked that we consider throughout the organization. Please
keep this in mind as you select committee members and proposal readers
and also an appropriate balance of quality proposals for your programs.
Special
Assistance and Non-discrimination
NACADA wishes to comply with not only
the letter of the law, but the spirit of the Americans with Disabilities
Act of 1990, which prohibits discrimination against any individual
on the basis of disability in the full and equal enjoyment of the
goods, services, facilities, privileges, advantages or accommodations.
For meeting planners, there are several steps to take:
- On the registration form, include a
method for participants to contact a conference chairperson with
regards to accessibility and dietary needs.
- Make sure all meeting facilities, any
entertainment or other activities directly sponsored by the conference
are accessible in every way.
- Research area resources for professionals
to help with visually or hearing impaired individuals.
Selecting a Theme
The determination of the theme of the
conference will influence the content of the program and reflect the
goals and objectives of the organization.
Items to consider
when selecting a theme are:
- Past themes
- Current “hot topics” in
academic advising
- Ideas from past evaluations
- Ideas from regional members
Selecting a theme focuses primarily on the concerns of the NACADA
regional members. Remember to make sure the theme selected is broad,
yet focused enough to spark the interests of those involved in advising.
Dates
and Times
Dates
and times of the conference should consider travel time for most
participants to optimize the use of time (e.g. starting with evening
session or at noon).
See
Sample
Program Schedule
Content
and Format
The content (the subjects and topics)
and format (type of sessions and their scheduling) of the Regional
Conference program will make a great deal of difference in the overall
effectiveness. Though the content is of ultimate importance, a proper
format will help determine the ease at which information is presented
and retained. It is the balancing of these two areas that forms the
backbone or core of the program using the conference’s purpose,
goals and objectives as guides to develop the agenda that best meets
and achieves these elements. Use the Program Development Worksheet
following this section.
Determining whether
you use general sessions, workshops, paper presentations, roundtable
discussion sessions, panels, poster sessions, or a combination of
some or all of these session types, is influenced by several factors.
Modifying models used in the past, making adjustments noted in the
evaluation of previous meeting(s), and adjusting for location or
dates, helps establish an overall format.
Models
to consider are:
- Invited general session speaker(s) plus a “Call for Presentations”
for concurrent sessions
- A complete program selected from submissions to the “Call
for Presentations”
In
addition, pre or post conference workshops provide timely and intensive
skill building or awareness enhancing opportunities in conjunction
with the travel already invested for the conference. They can also
function as income enhancers.
No
matter which model is selected, the presentations must represent
a variety of formats in order to maintain the interest of the attendees.
Along with balancing a variety of presentation formats, remember
to consider:
- Sequence of presentations
- Optimal length and time block for each session
- Breaks between sessions
- Social and other informal networking opportunities
- Layout of meeting space
Required Sessions at Regional Conferences:
- Each year, there are standard sessions or events that need to be scheduled at the Regional Conferences.
- This information should be provided to the Program Committee BEFORE they start planning their at-a-glance and as they determine the scheduling of the sessions.
- See: http://www.nacada.ksu.edu/RConf/RequiredSessions.htm
Keynote
Speaker Guidelines
Keynote Speakers
at
NACADA Regional and NACADA Authorized State Drive-Ins
Determining
the need
The
inclusion of keynote speakers (either paid or unpaid) at Regional
and State Drive-in conferences is optional but appropriate
if:
The
program schedule accommodates a session of this type without sacrificing
other important sessions.
•
It is the best (or only?) way to present the material desired
to the group.
•
The speaker has the expertise and skills to address the topic
in an effective manner.
•
The speaker and topic may attract a larger or target audience
.
•
The speaker has appropriate skills and experiences to address
the topic desired.
Please
note:
-
A
Regional Conference or State Drive-In Conference is not
required to have a keynote speaker.
- Serious
consideration should be given to utilizing campus administrators
as keynoters. This raises visibility and importance of advising
with these administrators which garners greater tangible support
for advising in the long run.
In any case,
if qualified keynote speakers are utilized at Regional and State
Drive-in Conferences, effective and timely communication between
the program committee and the keynote speaker is necessary to
ensure the speaker knows the desired focus of the session, the
audience and important NACADA standards.
Responsibility
for Selection
The
Region Chair , in consultation with the Regional
Steering Committee, will determine if a keynote speaker is beneficial
to a regional conference program and will approve the selection
of an appropriate keynote speaker. Decisions about inclusion and
final selection of Keynote speakers should be made in cooperation
with the Regional Conference Committee and Regional Steering Committee.
The
following resources are available in the Regional Conference Chair
Handbook FORMS section for committee use:
- Professional
Services Agreement template
- Professional Services Agreement template in Word to customize.
- Guidelines for invitation letter and communication
- Contract
- Expectations of Keynote Speakers
- NACADA Overview
If
a Keynote speaker is desired, follow this Keynote Speaker Selection
Criteria
-
Appropriate expertise (experience
in higher education, advising programs on various levels). This
person must understand and value the role of academic advising.
-
Personal Characteristics:
-
Experience and effective speaking
abilities in addressing LARGE Groups
Willingness to interact with
the group in a friendly and appropriate manner.
- Willingness
to participate in a follow up breakout session or other events
as requested by the steering committee.
- Speaker
does not stand to profit from the presentation by promoting a
particular product or service.
.
|
