event OPERATING PROCEDUREs

Thank you for providing meaningful programs that extend clear benefit to ACCJ members and uphold the ACCJ’s four pillars. The following is a general guideline for event planning.

 1. Select a speaker and a topic

✓ Contact the speaker and discuss the topic and speaker availability

• Speaker/topics should be relevant to the committee(s), feature timely topics and information, and have actionable, meaningful takeaways for attendees

Note: Leaders of the hosting Committee must be approved by CEAC to serve as speakers at their own committee’s events

Note: The same speaker should not be invited more than once a year (more details in ACCJ Event Planning Guide).

2. Submit an event request to the ACCJ team 2-6 months in advance, via the online Event Submission Form or PDF Form

✓Be prepared to provide the ACCJ team with event details, including, but not limited, to:

• The event format, expected # attendees, speaker information, event description and title, ON/OFF the record, hosting and any co-hosting committees, any plans to solicit sponsorship, request for interpretation, and whether government speakers are involved/invited to attend

• A complete list of details is found in the Event Submission Form

• Upon submission, please expect a response within 2-4 business days

3. Work with the ACCJ team to identify and reserve venue

✓After confirming target number of attendees and event format with ACCJ staff, staff will reach out to potential venues for scheduling

• If agreed upon target attendee numbers are not met, event may be cancelled prior to venue cancellation deadline (varies by venue)

Note: Only ACCJ staff can make venue/vendor arrangements and set event financials

• more details in ACCJ Event Planning Guide

4. Continue engaging with the speaker and coordinating logistics with the ACCJ team leading up to event

✓Confirm registration progress with the ACCJ team, who will provide the final attendance list

✓Consult the ACCJ team to:

• Ensure event flyer— created and circulated by the ACCJ office— is ready at least 1 month prior to event date (more details How to Promote ACCJ Events)

  • Note: Please plan 3-5 business days turnaround for ACCJ review

• Allow external speaker and/or moderator to invite one guest at no charge; confirm name/title/email of guest

• Share presentation slides with ACCJ team several days in advance (presentation equipment provided)

• Arrange for a head table (the ACCJ team will draft the chart)

5. Prepare for your role at the event

Prior to event:

✓Prepare the moderator/Q&A session questions and confirm them with speaker ahead of time, share any speaker’s presentation materials with ACCJ staff

✓Confirm OOP (event timeline and agenda) and clarify day-of responsibilities with ACCJ staff

Day of event:

✓Greet guests, introduce the speaker, facilitate the Q&A, thank the speaker, and close the session (more details in Speaker Internal Protocol)

Note: Hosting Committee leaders are requested to be present at the event, and encouraged to help make introductions and facilitate networking among attendees