Intelligent Transportation Systems Society of Texas

November 16, 2008

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Agenda

– About ITS Texas

– Background

– Member Benefits

– Planning

– Resources

– Scheduling

– Lessons Learned

– Advertisement

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About ITS Texas

History– 1993

• Founded as IHVS Texas• Held 1st Annual Meeting• Elected 1st Board of Directors• Entered into agreement with IVHS America

– 1995• Changed name to ITS Texas

Board of Directors– President– Vice President– Treasurer– Secretary– Past President– 4 At Large Directors

Working Board Volunteer Organization Individual Memberships

– 2006:  134 members– 2007:  135 members– 2008:  183 members– 2009:  185 members

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Annual Meeting Background

Typically held in November Vice President responsible Texas Transportation Institute (TTI) Conference Services Elections held at annual meeting Location is rotated Hold technical sessions (including an Ethics session) Provide exhibitor space Registration includes 2 lunches Conference schedule

– Wednesday – Technical Training & Tours

– Thursday – Technical Sessions/Exhibit Hall open

– Thursday evening – Exhibitor reception

– Friday – Technical Sessions/Exhibit Hall open & Business Lunch

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Member Benefits

Training

Required Ethics course provided

Insight into city, county and state projects

Out of state perspective

Networking

Scholarship

Latest vendor products

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Planning

Vice President coordinates conference– Reviews TTI Conference Services– Coordinates with TTI Conference Services – Monitors budget– Develops theme ideas– Develops conference logo ideas– Develops list of potential sessions– Develops preliminary program– Secures Lunch Speakers– Plans and setups up tours– Review registration website– Coordinates with training lead– Coordinates with survey lead – Coordinates with exhibitor lead– Coordinates with sponsorship lead– Coordinates with placard & program lead– Coordinates with scholarship committee– Coordinates giveaways, speaker gifts & door prizes– Coordinates the nomination and presentation of awards– Coordinates with University Chapter Liaison

– Exhales deeply at Friday business luncheon

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Planning (continued)

Board Member– Volunteers for a session (moderates at least 1 session)– Reviews TTI Conference Services contract– Review registration website– Develops session description– Secures speakers

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Annual Meeting Online Program Example

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Online Conference Documentation

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Annual Meeting Logo Examples

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Sample Registration Website

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Program Example

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Scheduling

November 2008 1st Board Meeting (immediately follows conference)– Welcome newly elected board members– Initiate planning for next conference– Identify location for conference 2 years out

November 2008 – February 2009 Between Board Meetings– Get contract in place with TTI Conference Services– Identify themes– Plan budget

February 2009 Board Meeting– Meeting on site at selected Hotel– Select theme– Identify logos– Develop session topics– Assign committee leads (exhibitor, sponsorship, etc)

February 2009 – May 2009 Between Board Meetings– Review registration website– Review logos– Review session topics– Work with TTI Conference Services on Hotel logistics

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Scheduling (continued)

May 2009 Board Meeting– Finalize logo– Finalize session topics– Assign Moderators– Discuss possible tours and lunch speakers– Discuss giveaways, speaker gifts & door prizes

May 2009 - August 2009 Between Board Meetings– Distribute scholarship applications– Moderators provide session write-up– Website registration goes live– Begin to identify potential speakers– Develop preliminary program– Contact potential lunch speakers (sometimes hard to get)– Finalize training topic and instructor– Finalize the number of exhibit spaces (based on physical room space)– Begin contacting potential sponsors

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Scheduling (continued)

August 2009 Board Meeting– Discuss outstanding issues– Assist other board members with speakers– Finalize lunch speakers (if possible)– Update preliminary program– Discuss registrations, exhibitors, sponsorships– Appoint election committee– Identify candidates for board positions– Initiate layout of placards– Finalize giveaways, speaker gifts & door prizes– Send out recommendations for awards

September 2009 Board Meeting– Possibly meet onsite at Hotel– Review previous survey– Finalize program– Verify lunch speakers– Continuation of August meeting

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Scheduling (continued)

October 2009 Board Meeting– Review scholarship applications– Finalize program– Finalize sponsors– Finalize budget– Finalize exhibitors– Finalize placards– Finalize awards– Finalize survey– Print ballots– Coordinate with University Chapter– Coordinate printing of programs & placards– Coordinate with TTI Conference Services to review hotel

November 2009 - CONFERENCE

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Exhibitors/Sponsorships

Exhibitors– 6 foot tables– Totals by year

• 2005 24• 2006 24 • 2007 25• 2008 28

Sponsorships– Logo on placards– Logo in program– Recognized at opening session– Totals by year

• 2005 3• 2006 (1st of multi-level) 5• 2007 11• 2008 5

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Sponsorship Placard Example

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Lessons Learned

Split responsibility for exhibitors from Vice President Dropped exhibitor session Added “Vendor Commercials” in sessions Added sponsorships and levels of sponsorship Conduct survey Color code name badges Utilize TTI Conference Services Online registration allowing credit card payments Attend conference and become a member for next year Share the work Private page for board members on website Listen to membership Keep exhibitor cost low Conduct majority of board meetings via video teleconference Continual planning Advanced planning

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Questions

Steve Novosad

ITS Texas Treasurersnovosad@swri.org

210.522.2039

www.itstexas.org