APPA Facilities Drive-In Workshops

How to Organize a Facilities Drive‐In Workshop

Facilities Drive‐In Workshop offerings are an excellent way for APPA member institutions to encourage networking and professional development among educational facilities professionals within their local vicinity.

APPA Member Institutions who would like to host should contact [email protected] for a list of APPA Business Partner Members in their area.

APPA Business Partner Members who would like to sponsor should contact [email protected] for a list of APPA Member Institutions in the area that they would like to hold the workshop.

The APPA Drive‐In Workshop: Objectives and Benefits

‐ Provide local delivery of professional development and training to educational facilities professionals located within a two‐hour driving distance to the workshop site.
‐ Reach out to professionals who might not normally have access to training and professional development opportunities, due to operating budget restrictions or similar constraints.
‐ Encourage networking of educational professionals at the local level.
‐ Introduce educational facilities professionals to APPA, its regions, and its chapters, with the intent of fostering further engagement of these professionals with the APPA organization.

The Drive‐In Workshop Schedule

The APPA Facilities Drive‐In Workshop is a half‐day event that typically runs from 10:00 am – 2:00 pm. The event registration is at no cost to education facilities professionals. The workshop program includes lunch and breaks, the cost of which is assumed by the sponsoring APPA business partner. The content and speakers of each workshop is organized by the sponsor, with prior approval by the host institution. A typical program schedule is as follows:

9:30 am – 10:00 am
Registration and Coffee

10:00 am – 10:15 am
Introductory comments

10:15 am ‐‐ 11:15 am
First presentation/speaker(s)

11:15 am – 11:30 am
15 minute break

11:30 am – 12:30 pm
Second presentation/speakers

12:30 pm – 1:15 pm
Lunch Break

1:15 pm – 1:45 pm
Third presentation/speaker(s)

1:45 pm – 2:00 pm
Final Remarks and Closing

How are Facilities Drive‐In Workshops Planned and Organized?

Each workshop is organized with the support of an APPA Business Partner and a host educational institution.

Responsibilities of the Host Institution:

‐ Provide adequate meeting space, including tables and chairs (conference room plus adjoining registration area, as well as separate seating in adjoining area for sponsored luncheon).
‐ Supply audiovisual equipment (typical requirements are a podium, one or two mics, a projection screen and LCD projector).
‐ Arrange for parking for attendees.
‐ Provide menu options to the sponsor (if the host location site has a kitchen or works with required caterers). The sponsor picks up the cost of lunch and all breaks.

Responsibilities of the Sponsor:

‐ Works with the host institution to identify suitable session content and speakers, and firms up the program. This also ensures that the content is fully educational in nature, i.e., does not advocate a particular product or service.
‐ Manages on‐site registration on the day of the workshop.
‐ Pays the cost of food/beverage at the workshop.

The generic planning schedule on the next page shows how the host institution, sponsoring business partner, and APPA work with one another to organize and produce an APPA Drive‐In Workshop.

PLANNING SCHEDULE – FACILITIES
DRIVE‐IN WORKSHOP
(TIMES ARE APPROXIMATE)

DUE (WEEKS OUT)/RESPONSIBLE PARTIES TASK

Location:
12/Sponsor: Determine sponsor’s preferred state/location for
workshop
10/Sponsor & Host: Secure commitment of host institution
8 /Sponsor & Host: Select date and hours of event
8/Host: Confirm building and address of workshop location
6 /Sponsor & Host: Parking arrangements for attendees identified
4/Sponsor & Host: Initial f/b estimate identified -coffee, drinks, lunch
1/Sponsor & Host: Final f/b set/guarantee identified- coffee, drinks,
lunch

PRESENTERS:
8/Sponsor: Presenters identified- name, title, organization & bios
8/Sponsor: Presenter session titles identified

PROMOTION:
8/Sponsor: Obtain a membership list from [email protected]
7/Sponsor: Create invitation/Email blast
6/Sponsor: Marketing campaign to prospect attendee list launched

WELCOME / REGISTRATION:
1/Sponsor: Handouts
1/Sponsor: Nametags

3 days/Sponsor: “Event update” emailed to attendees with map,
parking instructions, schedule

AUDIO/VISUAL:
4 /Sponsor & Host: AV equipment ordered – screen, projector, mikes

POST EVENT:
1 week/Sponsor: Post event “thank you” sent to attendees via email
1 week/Sponsor: Email presentations for download (if desired).