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Ib€£€²€£€€ACFormatIb€£€¥€£€ €€Write$04$TTL.PGC18AIAAb€£€£€Ô$P«€ € €!€€‚ƒ„…¡€"€‚„¥€€í@¦€€À§€€¨€€ ©€€ª€¡€€«€0€ €€0€ €€À0€ €€´x‚.²€Ûb€£€‡IC7.5 Ib€£€²€£€€ACMeals and Social ActivitiesIb€£€¥€£€ €€Write$14$TTL.PGC18AIAAb€£€£€Ô$P«€ € €!€€‚ƒ„…¡€"€‚„¥€€í@¦€€À§€€¨€€ ©€€ª€¡€€«€0€ €€0€ €€À0€ €€´x‚.²€Ûb€£€‡IC7.6 Ib€£€²€£€€AC PromotionIb€£€¥€£€ €€Write$24$TTL.PGC19AIAAb€£€£€Ô$P«€ € €!€€‚ƒ„…¡€"€‚„¥€€í@¦€€À§€€¨€€ ©€€ª€¡€€«€0€ €€0€ €€À0€ €€´x‚.²€Ûb€£€‡IC7.7 Ib€£€²€£€€ACFinancial StandingIb€£€¥€£€ €€Write$34$TTL.PGC19AIAAb€£€£€Ô$P‡«€ € €!€€‚ƒ„…¡€"€‚„¥€€Ü榀€#§€€¨€€©€€ª€¡€€«€0€ €€·0€ €€#0€ €€´}‚.²€ÛIC7.7.1 IC SponsorshipIb€£€¥€£€ €€Write$44$TTL.PGC19AIAb€£€£€Ô$P‡«€ € €!€€‚ƒ„…¡€"€‚„¥€€Ü榀€#§€€¨€€©€€ª€¡€€«€0€ €€·0€ €€#0€ €€´}‚.²€ÛIC7.7.2 ICRegistration FeesIb€£€¥€£€ €€Write$54$TTL.PGC19AIAb€£€£€Ô$P‡«€ € €!€€‚ƒ„…¡€"€‚„¥€€Ü榀€#§€€¨€€©€€ª€¡€€«€0€ €€·0€ €€#0€ €€´}‚.²€ÛIC7.7.3 IC LiabilitiesIb€£€¥€£€ €€Write$64$TTL.PGC20AIAb€£€£€Ô$P‡«€ € €!€€‚ƒ„…¡€"€‚„¥€€Ü榀€#§€€¨€€©€€ª€¡€€«€0€ €€·0€ €€#0€ €€´}‚.²€ÛIC7.7.4 ICRiskIb€£€¥€£€ €€Write$74$TTL.PGC20AIAb€£€£€Ô$P‡«€ € €!€€‚ƒ„…¡€"€‚„¥€€ù¦€€ú§€€¨€€°©€€ª€¡€€«€0€ €€0€ €€ú0€ €€´}‚.²€ÛIC8 Ib€£€²€£€€ ACSetupIb€£€¥€£€ €€Write$84$TTL.PGC21AIAb€£€£€Ô$P«€ € €!€€‚ƒ„…¡€"€‚„¥€€í@¦€€À§€€¨€€ ©€€ª€¡€€«€0€ €€0€ €€À0€ €€´x‚.²€Ûb€£€‡IC8.1 Ib€£€²€£€€AC Audio-VisualIb€£€¥€£€ €€Write$94$TTL.PGC21AIAAb€£€£€Ô$P‡«€ € €!€€‚ƒ„…¡€"€‚„¥€€ù¦€€ú§€€¨€€°©€€ª€¡€€«€0€ €€0€ €€ú0€ €€´}‚.²€ÛIC9 Ib€£€²€£€€ AC!Arrival of Speakers and AttendeesIb€£€¥€£€ €€Write$05$TTL.PGC22AIAb€£€£€Ô$P«€ € €!€€‚ƒ„…¡€"€‚„¥€€í@¦€€À§€€¨€€ ©€€ª€¡€€«€0€ €€0€ €€À0€ €€´x‚.²€Ûb€£€‡IC9.1 Ib€£€²€£€€ACWelcoming ReceptionIb€£€¥€£€ €€Write$15$TTL.PGC22AIAAb€£€£€Ô$P‡«€ € €!€€‚ƒ„…¡€"€‚„¥€€ù¦€€ú§€€¨€€°©€€ª€¡€€«€0€ €€0€ €€ {0€ €€´}‚.²€ÛIC10 Ib€£€²€£€€ ACThe First SessionIb€£€¥€£€ €€Write$25$TTL.PGC22AIAb€£€£€Ô$P‡«€ € €!€€‚ƒ„…¡€"€‚„¥€€ù¦€€ú§€€¨€€°©€€ª€¡€€«€0€ €€0€ €€ {0€ €€´}‚.²€ÛIC11 Ib€£€²€£€€ ACMealsIb€£€¥€£€ €€Write$35$TTL.PGC22AIAb€£€£€Ô$P‡«€ € €!€€‚ƒ„…¡€"€‚„¥€€ù¦€€ú§€€¨€€°©€€ª€¡€€«€0€ €€0€ €€ {0€ €€´}‚.²€ÛIC12 Ib€£€²€£€€ AC At the EndIb€£€¥€£€ €€Write$45$TTL.PGC22AIAJAb€€Write$75‚ Section Head£€£€Ô $TTL.p1.1‡±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€€ SECTION $TTL.p1.1€ - ¥€‚$LBL²€€W梀£€€ `¦€É.b€‚LBLb€£€‡C SECTION I - AAb€£€‡COVERVIEWIAAb€€Write$1‚S1£€b€‚Head 1£€ €£€Ô $TTL.hd.1b€‚LBLC1 ACPurpose of this DocumentIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C%This document serves two major roles:IAAb€‚ Roman List£€£€Ô$Lb€‚L0£€«€ €¡€"€¨€€b€‚LBLb€£€‡²€ßCi.AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CWTo guide User Groups in the planning and execution of a successful State Based Event. JD%âC SuccessfulD%ãC means that the Event willIAAb€‚L1b€‚LBLb€£€‡²€ßCa)AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C>provide a valuable and enjoyable service to DECUS members; andIAAAb€‚L1b€‚LBLb€£€‡²€ßCb)AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C&return a profit to the DECUS treasury.IAAAAb€‚L0b€‚LBLb€£€‡²€ßCii.AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CRTo guide the organising committees of said Events to prepare a Business Plan and JCRBudget which will be acceptable to the DECUS Board. NO Event can proceed without JCadvance approval.IAAAAAb€€Write$2‚S1£€b€‚Head 1£€ €£€Ô $TTL.hd.1b€‚LBLC2 ACWhat is a State Based Event?IAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CXThese are DECUS events which have a regional focus, are conducted over 1-2 days and for JCVwhich attendance fees are charged. A State Based Event should have the following objecJCtives:IAAb€‚Bulleted£€£€Ô$Lb€‚L0£€«€ €¡€"€¨€€b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CTTo provide a local, high-quality forum for members of DECUS Australia Inc. who are JC=not generally able to attend the annual DECUSworld Symposium.IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CRTo foster increased awareness of DECUS amongst all users of Digital Equipment CorJCporation systems and software.IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CSTo foster increased awareness of DECUS amongst the employees of Digital Equipment JC!Corporation (Australia) Pty. Ltd.IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C=To encourage communication between DIGITAL and its customers.IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CTTo provide an opportunity for the development of informal DECUS benefits (personal JCcontact etc.).IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CRTo maintain and enhance the DECUS reputation for providing informative, friendly JC'gatherings for computing professionals.IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CTo be self-funding.IAAAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CTA State Based Event can be held anywhere in the geographic area covered by DECUS AusJCWtralia Inc., including areas not covered by a formally-recognised Local User Group. HowJC^ever, it will be difficult to have a successful event without the support base of one or more JCRUser Groups whether they be LUGs, SIGs or some other recognised group of DECUS memJCbers.IAAb€€Write$3‚S2£€b€‚Head 2£€ €£€Ô $TTL.hd.2±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€ ¥€‚$LBL²€€WÜ¢€£€€x¦€É.b€‚LBLb€£€‡C2.1 AAb€£€‡CPre-RequisitesIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CVThis brings us to the basic requirements which need to be met before one or more User JC3Groups should consider hosting a State Based Event.IAAJb€€Write$4‚S3£€b€‚Head 3£€ €£€Ô $TTL.hd.3‡±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€. $TTL.hd.3€ ¥€‚$LBL²€€WÛ¢€£€€°¦€É.b€‚LBLb€£€‡C2.1.1 AAb€£€‡COrganising CommitteeIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CVFirstly, you will need an Organising Committee, whose members should include the ChairJC[man or Chairmen of the local User Group(s). In addition the Committee should have at least JCVtwo other members who can be relied upon to assist the User Group Chairman to perform JChis or her duties.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CXIn addition to the User Group members the Committee will include the following persons, JC,who will provide assistance where necessary:IAAb€‚Bulleted£€£€Ô$Lb€‚L0£€«€ €¡€"€¨€€b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CDECUS Australia Events ManagerIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C5DECUS Australia Board Director for State Based EventsIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C+DIGITAL representative for your User Group.IAAAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CCThe responsibilities of each Committee member are summarised below.IAAb€€Write$5‚S4£€b€‚Head 4£€ €£€Ô $TTL.hd.4‡±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€. $TTL.hd.3€. $TTL.hd.4€ ¥€‚$LBL²€€WÛ¢€£€€°¦€É.b€‚LBLb€£€‡C2.1.1.1 AAb€£€‡CChairIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C[The Committee Chairman has the major responsibility for ensuring the Event is successful. JC'The role includes the following duties:IAAb€‚Bulleted£€£€Ô$Lb€‚L0£€«€ €¡€"€¨€€b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C#To chair meetings of the Committee.IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡COTo produce a Report for each DECUS Board meeting and User Council meeting as reJCquested.IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CTo attend the Site Visit.IAAAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CWOther duties for which the Chairman is responsible but which should be performed in conJCWjunction with other members of the Committee or delegated to Committee members include:IAAb€‚Bulleted£€£€Ô$Lb€‚L0£€«€ €¡€"€¨€€b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C(To produce the Business Plan and Budget.IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C/To coordinate the preparation of the Timetable.IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CTo solicit speakers.IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CTo coordinate session chairs.IAAAAAb€€Write$6‚S4£€b€‚Head 4£€ €£€Ô $TTL.hd.4‡±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€. $TTL.hd.3€. $TTL.hd.4€ ¥€‚$LBL²€€WÛ¢€£€€°¦€É.b€‚LBLb€£€‡C2.1.1.2 AAb€£€‡CGeneral MembersIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZThese will be members of the User Group(s) who can be relied upon to undertake the duties JCVplaced upon them by the Committee Chairman. Generally, these members will be required JCVto solicit papers and speakers for the Event, and to assist the Chairman as necessary.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡²€¢€C PLEASE NOTEb€£€²€¢€CI that at least two (2) general members are required. This is so that the JCXChairman has adequate backup both to perform the required tasks and to take over if the JC+Chairman is unable to continue in the role.IAAAAb€€Write$7‚S4£€b€‚Head 4£€ €£€Ô $TTL.hd.4‡±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€. $TTL.hd.3€. $TTL.hd.4€ ¥€‚$LBL²€€WÛ¢€£€€°¦€É.b€‚LBLb€£€‡C2.1.1.3 AAb€£€‡CDIGITAL RepresentativeIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CYIf the Event is to include speakers from DIGITAL or to rely upon DIGITAL for facilities, JCWstaff etc., a senior employee from the local DIGITAL office will be required on the ComJC\mittee. (Where there is no local office, the assistance of an official DIGITAL Business PartJC*ner or Reseller should be sought instead.)IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CUThe DIGITAL representative will be the liaison between the Committee and DIGITAL and JCBis responsible for the sourcing of DIGITAL speakers and equipment.IAAJAb€€Write$8‚S4£€b€‚Head 4£€ €£€Ô $TTL.hd.4‡±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€. $TTL.hd.3€. $TTL.hd.4€ ¥€‚$LBL²€€WÛ¢€£€€°¦€É.b€‚LBLb€£€‡C2.1.1.4 AAb€£€‡CDECUS Events ManagerIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C[The Events Manager is responsible for the administration of all aspects of the Event which JCXrequire financial transactions. This includes coordination of venue, catering, accommodaJC]tion, travel, and registrations. Some of these tasks will be performed by other staff within JCKthe DECUS Office, but this will be at the discretion of the Events Manager.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C!Specifically, the Events Manager:IAAb€‚Bulleted£€£€Ô$Lb€‚L0£€«€ €¡€"€¨€€b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡Chandles all financesIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C+coordinates a shortlist of potential venuesIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡Ccoordinates DECUS staffIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C)implement decisions made by the CommitteeIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CVliaises with the chosen venue to finalise meeting room, accommodation and catering reJC quirementsIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CBprovides a report on the Event and finances to the Board Director.IAAAAAb€€Write$9‚S4£€b€‚Head 4£€ €£€Ô $TTL.hd.4‡±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€. $TTL.hd.3€. $TTL.hd.4€ ¥€‚$LBL²€€WÛ¢€£€€°¦€É.b€‚LBLb€£€‡C2.1.1.5 AAb€£€‡CBoard DirectorIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CXThe Board Director liaises with the DECUS Board and User Council to oversee the running JCKof the Event, and can assist with the sourcing of speakers and sponsorship.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CUThe Board Director will provide guidance in the preparation of the Business Plan and JCXBudget prior to the submission of those documents to the DECUS Board for final approval.IAAAAAb€€Write$01‚S2£€b€‚Head 2£€ €£€Ô $TTL.hd.2±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€ ¥€‚$LBL²€€WÜ¢€£€€x¦€É.b€‚LBLb€£€‡C2.2 AAb€£€‡CTheme & FormatIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CYThe second pre-requisite is an idea of the overall theme of your event and the number of JC[registrations you can expect. Clearly the choice of theme will affect the number of actual JCregistrations.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CVThe theme should be one which is of current interest to DECUS members and should lend JCitself to a mixture of D%âC managementD%ãC and D%âC technicalD%ãC, presentations so as to attract the largest JCpossible audience.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CXA typical State Based Event will run for between one and two days and include a major soJCUcial function (e.g. dinner) to further enhance the social nature of DECUS gatherings.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C[Some guidelines for determining a successful mix of theme, format and venue are given in a JClater section.IAAb€€Write$11‚S3£€b€‚Head 3£€ €£€Ô $TTL.hd.3‡±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€. $TTL.hd.3€ ¥€‚$LBL²€€WÛ¢€£€€°¦€É.b€‚LBLb€£€‡C2.2.1 AAb€£€‡C TimetableIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZThe layout of the timetable will largely be determined by the number of streams and the duJCEration of your Event. The following suggestions are offered as guide:IAAb€‚Bulleted£€£€Ô$Lb€‚L0£€«€ €¡€"€¨€€b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CPdon't start papers earlier than 8:30am, preferably 9am or even 9:30am on SundayIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C[don't go later than 5:30pm or so, especially when there is a social function following in JC the eveningIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CQallow approximately 20 minutes per morning/afternoon tea break and one hour for JClunchIAAJAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CXallow 5 minutes changeover time between presentations, longer if the next speaker will JChave to set up equipmentIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CVa good paper length is 45 minutes, and this makes the timetabling job easier when havJCing more than one streamIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CYno paper should be longer than 90 minutes, unless you have reason to believe it will be JC3an especially exciting or interesting presentation.IAAAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C\Remember that the DECUS Office has all the facilities to produce the printed timetable; all JCWyou have to do is supply the speaker & paper details and determine the order of papers.IAAAAAb€€Write$21‚S1£€b€‚Head 1£€ €£€Ô $TTL.hd.1b€‚LBLC3 ACEvent Planning ScheduleIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CRThe Event must not clash with the annual DECUSworld Symposium, nor with any other JC[State Based Event. Also, certain times of the year tend to result in poor attendance, e.g. JCXDecember-January and Easter. School Holidays should be avoided unless the venue is a recJCZognised holiday destination and you are confidant that your attendees will be happy to go JCthere.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C\It is the responsibility of the User Council to coordinate the timing of the various Events JC]throughout the year and therefore one of the first tasks of the organising Committee will be JCGto contact the User Council to determine when the Event can take place.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZFurthermore, the planning process must begin early enough to ensure that all requirements JC=of the Business Plan and Budget will be met (see Section II).IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C\The following is suggested as a timeline for the planning process. The asterisks (****) indiJCPcate breakpoints beyond which progress depends upon approval of the DECUS Board.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡IAAJb€‚ Body Text£€ €£€Ô$P«€ €¡€"€¨€€Xb€‚Table£€ €0€Ô Write$F_DX0€Ô Write$F_DY0€ÔPresent$IsTable0€ÔPresent$VspaceX0€ÔPresent$HspaceX0€Ô Present$Nrows 0€Ô Present$Ncols0€Ô Present$TFlag0€Ô Present$PadWd0€Ô Present$PadHd0€ÔPresent$RuleCode0€Ô Present$Align0€ÔPresent$Indent0€ÔPresent$SpAboveX0€ÔPresent$SpBelowX0€ÔW$HL0€ÔW$HK‚$2D£€Ô$TBL³€ €€d·€¡€ € €€¡€€¡€ €€®¼¡€€ò0£€ €€€ò0€€€®¼€€®¼€ò0¦€¢€€£€€b€‚ Writer$hidden-body£€ €0€Ô Write$TR_DH0€Ô Write$TR_PGF¢€É Table Header0€Ô Write$TR_TYP0€ÔPresent$IsCell0€Ô Present$BaseH€0€Ô Present$BaseW¼0€ÔPresent$RowNum£€Ô$G³€ €€„…‡µ€%€ €€,¡€€,¢€€,£€€,#€$€€ GLY$WDWJGGPG¡€ € €€d¡€€êÄ¡€ €€ ¡€€ñ̃¤€Ô$DBÔ$RL‡Ab€‚ Writer$hidden-body£€ €0€Ô Write$TR_DH0€Ô Write$TR_PGF¢€É Table Header0€Ô Write$TR_TYP0€ÔPresent$IsCell0€Ô Present$BaseH€0€Ô Present$BaseW0€ÔPresent$RowNum£€Ô$G³€ €€„…‡‰µ€%€ €€,¡€€„¢€€„£€€,#€$€€ GLY$WGXJGGPG¡€ € €€ ¡€€êÄ¡€ €€"$¡€€ñ̃¤€Ô$DBÔ$RL‡Ab€‚ Writer$hidden-body£€ €0€Ô Write$TR_DH0€Ô Write$TR_PGF¢€É Table Header0€Ô Write$TR_TYP0€ÔPresent$IsCell0€Ô Present$BaseH€0€Ô Present$BaseWŒ40€ÔPresent$RowNum£€Ô$G³€ €€„…‡µ€%€ €€,¡€€,¢€€,£€€,#€$€€ GLY$WKKJGGPG¡€ € €€"$¡€€êÄ¡€ €€®X¡€€ñ̃¤€Ô$DBÔ$RL‡Ab€‚ Writer$hidden-body£€ €0€Ô Write$TR_DHê 0€Ô Write$TR_PGF¢€É Table Para0€Ô Write$TR_TYP0€ÔPresent$IsCell0€Ô Present$BaseH€0€Ô Present$BaseW¼0€ÔPresent$RowNum£€Ô$G³€ €€„…‡µ€%€ €€,¡€€,¢€€,£€€,#€$€€ GLY$WBGPGGPG¡€ € €€d¡€€ͪ¡€ €€ ¡€€ê’ƒ¤€Ô$DBÔ$RL‡Ab€‚ Writer$hidden-body£€ €0€Ô Write$TR_DHúˆ0€Ô Write$TR_PGF¢€É Table Para0€Ô Write$TR_TYP0€ÔPresent$IsCell0€Ô Present$BaseH€0€Ô Present$BaseW0€ÔPresent$RowNum£€Ô$G³€ €€„…‡‰µ€%€ €€,¡€€„¢€€„£€€,#€$€€ GLY$WPDPGGPG¡€ € €€ ¡€€ͪ¡€ €€"$¡€€ê’ƒ¤€Ô$DBÔ$RL‡Ab€‚ Writer$hidden-body£€ €0€Ô Write$TR_DH0€Ô Write$TR_PGF¢€É Table Para0€Ô Write$TR_TYP0€ÔPresent$IsCell0€Ô Present$BaseH€0€Ô Present$BaseWŒ40€ÔPresent$RowNum£€Ô$G³€ €€„…‡µ€%€ €€,¡€€,¢€€,£€€,#€$€€ 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Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C4IAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C5IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$WBMWGGPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C>User Council confirms requested date or suggested alternativesIAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡CBDECUS Board grants provisional approval, subject to acceptance of JCBusiness Plan and BudgetIAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡²€¢€C:**********************************************************IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$WPTWGGPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C-8IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$WDJWGGPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C6IIAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C7IAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C8IIAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C9IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$WGWWGGPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡CADetermine proposed topics & speakers for event and prepare draft JC timetableIAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C@Prepare list of requirements for venue (e.g. meeting rooms, A/V)IAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡CCProvide information to DECUS office including Event date, names of JC-Committee members, format, venue requirementsIAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡CSeek potential sponsorsIAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$WKBWGGPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C-7IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$WBKWGGPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C10IIAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C11IAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C12IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$WPGBGGPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡CBPrepare marketing plan in conjunction with DECUS office and DECUS JCBoard DirectorIAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C=Submit draft Business Plan and Budget to DECUS Board DirectorIAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C#Source speaker gifts if appropriateIAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$WDDBGGPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C-6IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$WGPBGGPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C13IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$WKWBGGPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡CDRefine Business Plan and Budget in consultation with Board Director.IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$WBXBGGPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C-5IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MXWTTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C14IAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C15IAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C16IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MWXTTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡CFinalise speaker listIAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡CFinalise A/V requirementsIAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C@Events Manager to confirm venue selection and venues for social JC functionsIAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MJMDTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C-4IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MTTDTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C17IAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C18IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MMJDTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C4Submit final Business Plan and Budget to DECUS BoardIAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C1Events coordinator to finalise details with venueIAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MXPDTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C-3IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MWBDTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C19IAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C20IIAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C21IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MJKDTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C-Produce Registration Kit (includes timetable)IAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C*Board approval of Business Plan and BudgetIb€£€²€¢€C:**********************************************************IAAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡CDistribute Registration KitIAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MTGJTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€«€ € €!€€¡€"€b€£€‡C-2IAAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MMDJTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€«€ € €!€€¡€"€b€£€‡C22IAAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€«€ € €!€€¡€"€b€£€‡C23IAAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MXJJTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C,DECUS office begins to process registrationsIAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C/DECUS office sends speaker confirmation lettersIAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MWWJTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€«€ € €!€€¡€"€b€£€‡C-1IAAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MJXJTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€«€ € €!€€¡€"€b€£€‡C24IAAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C25IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MTMPTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C4DECUS office confirms attendee figures with venue(s)IAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C7DECUS office sends registration confirmation letters toIIIC attendeesIAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MMTPTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C0IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MXDPTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C26IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MWPPTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡CEVENT TAKES PLACEIAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MJBPTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C+1IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MTKPTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C27IIAAb€‚ Table Para£€ €£€Ô$P«€ € €!€€¡€"€b€£€‡C28IAAAb€‚Flow£€‚$T«€ € €!€€„…¡€"€ GLY$MMGWTTPG¨€€©€€ª€¡€€b€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡CBCommittee Chairman prepares report for DECUS Board Director, with JC$input from DECUS Events coordinator.IAAb€‚ Table Para£€ €£€Ô$P«€ €¡€"€b€£€‡C.Thank-you letters sent to speakers (optional).IAAAAb€£€‡IAAJAb€€Write$06‚S1£€b€‚Head 1£€ €£€Ô $TTL.hd.1b€‚LBLC4 AC DECUS OfficeIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CUThe above Schedule places many duties on the DECUS Office. The office is there to proJC]vide administrative facilities at all stages from planning through to execution of the State JC Based Event.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CLThe Events Manager or an appointed delegate is required to attend the Event.IAAb€€Write$41‚S2£€b€‚Head 2£€ €£€Ô $TTL.hd.2±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€ ¥€‚$LBL²€€WÜ¢€£€€x¦€É.b€‚LBLb€£€‡C4.1 AAb€£€‡CInfrastructureIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CUThe DECUS Office houses the events management software which provides facilities for JC^production of timetable and registration kits; handling attendee registrations and production JC^of badges; payment of invoices from suppliers; and generation of financial and status reports JCfor the organising Committee.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C\In addition, the office can set up an electronic mailing list to facilitate communication beJC*tween members of the organising Committee.IAAAb€€Write$51‚S2£€b€‚Head 2£€ €£€Ô $TTL.hd.2±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€ ¥€‚$LBL²€€WÜ¢€£€€x¦€É.b€‚LBLb€£€‡C4.2 AAb€£€‡CProcessIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C[The DECUS Office should be brought in at an early stage in the planning process. The staff JCbthere can assist in the selection of venues for the Event itself as well as for social functions. JC$This assistance takes several forms:IAAb€‚Bulleted£€£€Ô$Lb€‚L0£€«€ €¡€"€¨€€b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡Ccalendar year in which the State Based Event is to take place.IAAAb€‚L1b€‚LBLb€£€‡²€ßC2.AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡COThe Corporate Fee may be claimed only by employees of the Corporate member and JC7who are themselves members of DECUS in their own right.IAAJAb€‚L1b€‚LBLb€£€‡²€ßC3.AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡CNThe non-member fee should be set so as to encourage non-members to join DECUS.IAAAAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZA reasonable guide to setting the early fee is to determine how many attendees you can reaJC]sonably expect, and then set the fee to a value which ensures the Event will break even with JChalf that number of attendees.IAAAb€€Write$92‚S3£€b€‚Head 3£€ €£€Ô $TTL.hd.3b€‚LBLC6.1.2 AC SponsorshipIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C_Sponsorship can take several different forms, from cash to services in kind. Up-front cash is JCYalways useful but be careful that there are no conditions placed upon it. For example, a JCZsponsor who requires a refund in the event that there are less than a specified number of JC/attendees should be accepted only with caution.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C\All offers of sponsorship must be confirmed in writing by the prospective sponsors and must JCXbe submitted to the DECUS Board for approval if the prospective sponsors have placed conJCditions upon their sponsorship.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C\Where goods or services are provided at no charge they should be written into the budget as JCYan expense equal to the normal value of the goods or services plus sponsorship income of JCWequal value. For that matter, there should be a sponsorship item in the Budget against JC]*every* expense, even if the values of each sponsorship is initially set to $0.00. This will JCFmake it easy to update the Budget if and when sponsorship is received.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C`If a sponsor is offering to offset a variable cost by a fixed amount (e.g. a fixed contribution JC]to the overall cost of a meal) you may encounter problems if the number of attendees at that JCAfunction causes the costs to exceed the value of the sponsorship.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZSponsors are permitted to provide some form of advertising at the Event but make sure you JC[have a solid understanding of what form that advertising will take; material which has not JC5been approved or which is likely to detract from the D%âCnon-commercialD%ãC nature of DECUS JCcan be refused.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZBe realistic about the amounts of money to expect. A sponsor may be willing to contribute JC\$1000 or more to an event which caters for 100 people, but not to a gathering of only 40 or JCso.IAAAAb€€Write$03‚S2£€b€‚Head 2£€ €£€Ô $TTL.hd.2±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€ ¥€‚$LBL²€€WÜ¢€£€€x¦€É.b€‚LBLb€£€‡C6.2 AAb€£€‡CExpensesIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZThe event will have two major types of expenses, fixed and variable. Both must be clearly JCshown in the Budget.IAAb€€Write$13‚S3£€b€‚Head 3£€ €£€Ô $TTL.hd.3b€‚LBLC6.2.1 ACFixed ExpensesIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CVThese are expenses which are independent of the number of attendees. This can include:IAAb€‚Bulleted£€£€Ô$Lb€‚L0£€«€ €¡€"€¨€€b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡Chire of the venueIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡Chire of A/V equipmentIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C promotionIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡Cdeposits for meals etc.IAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C/travel & accommodation for DECUS Events ManagerIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C#DECUS office administrative supportIAAAb€‚L0b€‚LBLb€£€‡²€C·AAb€‚ Body Text£€ €0€ÔW$HX0€ÔW$HY£€Ô$P«€ €¡€"€¥€€¦€€b€£€‡C contingencyIAAJAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C[Any or all of the above are possible candidates for sponsorship. If the venue is a DIGITAL JCYoffice then it is likely the venue and A/V equipment will be supplied free of charge, in JC[which case a sponsorship amount of equivalent value should be written into the Budget (see JCabove).IAAAb€€Write$23‚S3£€b€‚Head 3£€ €£€Ô $TTL.hd.3b€‚LBLC6.2.2 ACVariable ExpensesIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C]These are almost exclusively the cost of meals for attendees, but are not always directly proJCYportional to the actual number of attendees. For example, a dinner venue will usually be JC[booked for a certain number of diners and will likely charge for that number even if fewer JCactually attend.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C]If accommodation is to be offered in conjunction with the Event, it should be offered on the JC\basis that the venue organises the accommodation at no cost to the Society (i.e. it deals diJCVrectly with the attendee making the booking). This minimises the load on the DECUS OfJC0fice and gives maximum flexibility to attendees.IAAAb€€Write$33‚S3£€b€‚Head 3£€ €£€Ô $TTL.hd.3b€‚LBLC6.2.3 ACPartner ExpensesIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CYThe Event should welcome partners of delegates to attend social functions such as the eveJC`ning Dinner. The pricing of tickets for partners to these functions should ensure that the cost JCXof the partner's meal is covered and possibly even exceeded. The Budget should not subsiJCtion if warranted by lower-than-expected registration figures.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CWAll costs associated with promotion should be included in the Budget. No promotional acJC`tivity should be performed unless it can be expected to return at least as much in registration JC fees than it costs to undertake.IAAAb€€Write$34‚S2£€b€‚Head 2£€ €£€Ô $TTL.hd.2±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€ ¥€‚$LBL²€€WÜ¢€£€€x¦€É.b€‚LBLb€£€‡C7.7 AAb€£€‡CFinancial StandingIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C\The Budget is the primary demonstration of the financial standing of the State Based Event. JCSThe Budget should have a break-even point of half the number of expected attendees.IAAb€€Write$44‚S3£€b€‚Head 3£€ €£€Ô $TTL.hd.3b€‚LBLC7.7.1 AC SponsorshipIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CVIf the Budget includes sponsorship income, the Business Plan should show exactly what JCZsponsors are receiving for their sponsorship and how they expect those moneys to be used. JCZThe Plan should show any special conditions attached to sponsorship (e.g. dependence on a JCminimum number of attendees).IAAAb€€Write$54‚S3£€b€‚Head 3£€ €£€Ô $TTL.hd.3b€‚LBLC7.7.2 ACRegistration FeesIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C]State the registration fees to be charged and demonstrate how they were arrived at. If there JCYare several different fees, show how and why those fees were arrived at, and what impact JC8you expect the variation in fee to have upon attendance.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C`Fees for social activities (including those activities to which partners are invited) should be JC`set so that the cost of those activities is covered or exceeded by the fees. In particular, partJC>ner fees for activities should not be subsidised by delegates.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C_Persons for whom the registration fee is to be waived should be identified, citing the reasons JCwhy. b€£€²€¢€C8In general, complementary registrations are undesirable.AC! If registration fees are to be JC^waived in exchange for services or other activities, state what steps will be taken to ensure JC]completion of the services or activities. In particular the Business Plan should indicate if JCDspeakers and/or sponsors are to receive complementary registrations.IAAJb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CYGive some indication of the number of people who have already expressed an interest in atJCtending the event.IAAAb€€Write$64‚S3£€b€‚Head 3£€ €£€Ô $TTL.hd.3b€‚LBLC7.7.3 AC LiabilitiesIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C^List the financial liabilities which exist should the State Based Event have to be cancelled. JCYThese may depend upon the time of the cancellation. For example, many venues will impose JC\a non-refundable deposit. In many cases a social function will be charged for the number of JC:delegates booked in, not the number who actually attended.IAAAb€€Write$74‚S3£€b€‚Head 3£€ €£€Ô $TTL.hd.3b€‚LBLC7.7.4 ACRiskIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C]In addition to the financial liabilities shown above, there may be an intangible risk in the JC[event of cancellation. For example, sponsors and speakers may seriously reconsider their fuJCRture involvement with DECUS; or DECUS members and other prospective attendees may JC>decide that DECUS is not a suitable forum for their interests.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CYThe Business Plan should identify sponsors or speakers who are making special efforts to JCZsupport the Event and are likely to hold DECUS in disrepute if the Event does not perform JC!as expected or is even cancelled.IAAIb€€Write$95‚ Section Head£€£€Ô $TTL.p1.1b€‚LBLCSECTION III - AC ON THE DAYIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C[The State Based Event is approved, speakers lined up, registrations in and you're ready to JCYroll. There are few matters which will need to be taken care of to ensure the Event runs JCsmoothly on the day.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C[It is important to remember that many attendees at State Based Events have little or no preJCXvious contact with DECUS, so the conduct of the Event is an ideal forum to introduce proJCUspective and new members to DECUS and to ensure they have a favourable impression by JCthe time they leave. D%âC+A happy customer becomes a repeat customer!D%ãIAAAAAb€€Write$84‚S1£€b€‚Head 1£€ €£€Ô $TTL.hd.1b€‚LBLC8 ACSetupIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C`The day before the Event, or at least in the hours before attendees arrive, set up signage etc. JC\if such is necessary. At the very least you will need some signs outside the venue to point JC!attendees in the right direction.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CTAsk the DECUS Events Manager to provide the large DECUS banner which can be hung up JCXin a prominent location, thus reinforcing to attendees that they are in the right place.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CXThe Events Manager will also bring a list of the attendees and pre-printed name badges. JC[These badges serve two purposes: they identify attendees to each other, and they allow you JCHto screen out persons who have not registered and might otherwise get a D%âC free rideD%ãC.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CYAll local members of the organising Committee, plus the Events Manager (or the appointed JC^delegate) should inspect the venue immediately prior to the arrival of the first attendees to JCbensure that the venue is accessible, all facilities are set up as required and signage is clearly JCIvisible. The Events Manager will also wish to set up a registration desk.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CWYou should decide in advance how you wish attendees to be seated, and make the appropriJC]ate arrangements. If you have a large number of attendees for the size of the function room, JC`or are using a lecture theatre, then theatre-style seating (rows of chairs) is suitable. If you JCWhave a relatively small number of attendees you may prefer to seat them at tables. A U-JCNshape arrangement of tables is very good when there is a lot of space to fill.IAAb€€Write$94‚S2£€b€‚Head 2£€ €£€Ô $TTL.hd.2±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€ ¥€‚$LBL²€€WÜ¢€£€€x¦€É.b€‚LBLb€£€‡C8.1 AAb€£€‡C Audio-VisualIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C[Ensure that all A/V aids are setup and functional as requested. Most speakers will provide JCYtheir presentations in electronic format, either Powerpoint or WWW, so a PC and overhead JC[projector with LCD panel (or other projection device) will be essential. An overhead projecJC^tor is still useful for rough sketches and notes, and paper sheets or whiteboards can also be JCDused in smaller rooms. The use of 35mm slides is comparatively rare.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZYou may wish to consider the use of microphones (lapel or fixed) if the room warrants it, JC!but they are usually unnecessary.IAAJAAb€€Write$05‚S1£€b€‚Head 1£€ €£€Ô $TTL.hd.1b€‚LBLC9 AC!Arrival of Speakers and AttendeesIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C]All speakers and attendees should have received a confirmation letter which includes details JCMsuch as venue and accommodation (if it was part of the registration package).IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C[If you have arranged for international speakers it would be appropriate for the User Group JC]Chairman to meet the speaker at the airport and escort them to their hotel(s). A similar servJC\ice can be offered to interstate speakers or the Events Manager if you feel it is warranted.IAAb€€Write$15‚S2£€b€‚Head 2£€ €£€Ô $TTL.hd.2±€0€€LBL¢€£€Ô$LBL¤€0€€$LBL¢€ $TTL.hd.1€. $TTL.hd.2€ ¥€‚$LBL²€€WÜ¢€£€€x¦€É.b€‚LBLb€£€‡C9.1 AAb€£€‡CWelcoming ReceptionIAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZIf your Event is to include a welcoming reception make sure that everyone knows about it. JC^You may like to invite speakers to this function but the associated cost must be budgeted for JC4if those speakers are not paying a registration fee.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C[The reception makes a good opportunity to outline the format for the rest of the Event and JCValso gives all attendees a chance to get to know each other in an informal atmosphere.IAAAAb€€Write$25‚S1£€b€‚Head 1£€ €£€Ô $TTL.hd.1b€‚LBLC10 ACThe First SessionIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZThe first session provides another opportunity to welcome attendees and outline the Event JCXformat. This should be done even if you had a welcoming reception because not all attendJCees will have taken part in it.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C`The sessions are typically in a different venue to the social functions and so this is the time JC\to advise attendees of particular features of the venue with which they should be familiar, JCae.g. process for entering and leaving the building, location of toilets, etc. In particular, all JCQDECUS events are NON SMOKING and you should direct smokers to an area where they JCJwill not inconvenience non-smokers (usually this is outside the building).IAAAb€€Write$35‚S1£€b€‚Head 1£€ €£€Ô $TTL.hd.1b€‚LBLC11 ACMealsIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZTry to ensure that meal breaks are taken when scheduled. This helps the caterers to serve JC\you better and prevents the Event from descending into chaos. This is particularly true for JCZthe Lunch break which is often run to a tight schedule by the venue or caterer (and helps JC9ensure that everyone gets a hot meal if one is on offer).IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C]The last session of the day should finish in time for everyone to get to the social function JC]which typically concludes each day. If your main Dinner is to be at all formal you will have JCZto allow time for attendees to get home (or to their accommodation), change and return to JCthe dinner venue.IAAAb€€Write$45‚S1£€b€‚Head 1£€ €£€Ô $TTL.hd.1b€‚LBLC12 AC At the EndIAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C[At the end of the last session for the Event, make a point of thanking your speakers and atJC:tendees for coming along and making it the success it was.IAAJb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡C_Allow a short time for your attendees to fill out the evaluation forms before collecting them; JCXthese forms can then be given to the Events Manager who will compile them into a report JCback in the DECUS office.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CZIf you are having a closing social function remind your attendees about it and how to get JCthere before letting them go.IAAb€‚ Body Text£€ €£€Ô$P«€ €¡€"€b€£€‡CYOnce the attendees have departed you should assist the Events Manager in any last-minute JC[tidy up or administrative duties. This may be especially important when the Event is being JC\held on private or business premises other than a hotel/convention centre or University, as JCVthey owners of those premises have likely inconvenienced themselves to make them availJCable.IAAAAA