Education Program Ė Planning the Event
All right! Youíve
decided you want to put on an educational
seminar in your area! Now the
decision's been made, hereís what you need
Select a date thatís
compatible for the majority of those you
want to attend. The date should be far
enough in advance to allow you time to
publicize the event and the people to plan
their schedules to attend.
Avoid booking a seminar in the
heavy riding months or on dates with
Select a location that can be
reached within a reasonable driving distance
of your members.
Secure a meeting room of
adequate size. Request the room be set up
in classroom style or U shape with a
podium/mike at the front. Facility costs
are borne by the hostís treasury.
Secure an overhead projector,
VCR or whatever equipment needs are
required. The cost is borne by the hostís
Ensure water service will be
available for the seminar. Negotiate with
the facility for whatever food services your
Negotiate with a hotel for a
group rate on rooms. Some hotels will give
you free meeting space if your event books
25 or more hotel rooms.
When possible, include a
no-host dinner for the first night of the
seminar. This works out best if it can be
accomplished at the seminar site rather than
traveling to another facility.
Prepare a registration form
and include the dinner information on it.
There is no cost for the seminar, however
you can request a non-refundable payment of
the dinner fee so you can coordinate with
the facility and also have an accurate count
for the manuals and materials you have to
provide. Include a realistic deadline for
Reproduce the registration
form and distribute where you will receive
the most exposure to members. Example:
Send to state directors and chapter
directors and request they publicize it in
Reproduce the Education
Program manual in the quantity youíll need.
Put the pages in three ring binders. One
binder will be shared by a couple; each
single gets his own binder. This cost is
borne by the hostís treasury.
Ensure the education program
lapel pins and certificates from the
national education and retention director
will be available at the seminar.
Whenever possible, provide
paid hotel accommodations for a GWTA
national staff representative also.
Obtain the assistance of up to
ten other GWTA members (regional officers,
state officers, former GWTA officers,
current officers and members) who are
willing to present a five minute
presentation on a portion of the manual.
The outlines for the presentations are in
the manual and they assist by presenting it
in their own words. Send the volunteers
copies of the outlines you wish them to
Prior to the event date,
follow up with the facility, hotel, and
dining arrangements to ensure everything is
Prepare an attendance roster
from the registration forms. Use it to
check people in and distribute the manuals,
Prepare a seminar agenda and
include the names of the presenters with the
topics they will present.
On the day of the seminar,
arrive at the facility several hours in
advance to check the arrangements and set
Greet people as they arrive
and thank them for coming.
Start the seminar on time!
Do introductions as required.
Give a general overview of how the seminar
will be conducted. Specify a certain time
Keep the seminar times and
topics on track.
At the end of the first day
remind people about the dining arrangements
Begin day two of the seminar
on time and keep it running smoothly. Keep
the afternoon session on time so people
arenít held too late.
Distribute the pins and
completion certificates prior to the end of
Have a question and answer
period at the end of the day.
At the end of the session,
thank everyone for taking time to attend.
Encourage them to hold similar sessions or
encourage others to attend when they have an
opportunity. Wish them a safe trip home.
Thank the volunteers who
helped you throughout the two days.
Collect the survey sheets (a
copy is in each manual). Review them with
the national representative after everyone
Pack up the remaining
materials and relax. Give yourself a pat on