%!PS-Adobe-2.1 %%Creator: DECwrite V3.0-11 %%+Copyright (c) 1990,1994 DIGITAL EQUIPMENT CORPORATION. %%+All Rights Reserved. %%DocumentFonts: (atend) %%EndComments %%BeginProcSet DEC_WRITE 1.11 save/DEC_WRITE_dict 150 dict def DEC_WRITE_dict begin/$D exch def/$I 0 def/$S 0 def/$C matrix def/$R matrix def/$L matrix def/$E matrix def/pat1{/px exch def/pa 8 array def 0 1 7{/py exch def/pw 4 string def 0 1 3{pw exch px py 1 getinterval putinterval}for pa py pw put}for}def/pat2{/pi exch def/cflag exch def save cflag 1 eq{eoclip}{clip}ifelse newpath{clippath pathbbox}stopped not{/ph exch def/pw exch def/py exch def/px exch def/px px 3072 div floor 3072 mul def/py py 3072 div floor 3072 mul def px py translate/pw pw px sub 3072 div floor 1 add cvi def/ph ph py sub 3072 div floor 1 add cvi def pw 3072 mul ph 3072 mul scale/pw pw 32 mul def/ph ph 32 mul def/px 0 def/py 0 def pw ph pi[pw 0 0 ph 0 0]{pa py get/px px 32 add def px pw ge{/px 0 def/py py 1 add 8 mod def}if}pi type/booleantype eq{imagemask}{image}ifelse}if restore}def/PS{/_op exch def/_np 8 string def 0 1 7{/_ii exch def/num _op _ii get def _np 7 _ii sub num -4 bitshift PX num 15 and 4 bitshift -4 bitshift PX 4 bitshift or put}for _np}def/PX{[15 7 11 3 13 5 9 1 14 6 10 2 12 4 8 0]exch get}def/FR{0.7200 0 $E defaultmatrix dtransform/yres exch def/xres exch def xres dup mul yres dup mul add sqrt}def/SU{/_sf exch def/_sa exch def/_cs exch def/_mm $C currentmatrix def/rm _sa $R rotate def/sm _cs dup $L scale def sm rm _mm _mm concatmatrix _mm concatmatrix pop 1 0 _mm dtransform/y1 exch def/x1 exch def/_vl x1 dup mul y1 dup mul add sqrt def/_fq FR _vl div def/_na y1 x1 atan def _mm 2 get _mm 1 get mul _mm 0 get _mm 3 get mul sub 0 gt{{neg}/_sf load concatprocs/_sf exch def}if _fq _na/_sf load setscreen}def/BO{/_yb exch def/_xb exch def/_bv _bs _yb _bw mul _xb 8 idiv add get def/_mk 1 7 _xb 8 mod sub bitshift def _bv _mk and 0 ne $I 1 eq xor}def/BF{DEC_WRITE_dict begin/_yy exch def/_xx exch def/_xi _xx 1 add 2 div _bp mul cvi def/_yi _yy 1 add 2 div _bp mul cvi def _xi _yi BO{/_nb _nb 1 add def 1}{/_fb _fb 1 add def 0}ifelse end}def/setpattern{/_cz exch def/_bw exch def/_bp exch def/_bs exch PS def/_nb 0 def/_fb 0 def _cz 0/BF load SU{}settransfer _fb _fb _nb add div setgray/$S 1 def}def/invertpattern{$S 0 eq{{1 exch sub}currenttransfer concatprocs settransfer}if}def/invertscreen{/$I 1 def/$S 0 def}def/revertscreen{/$I 0 def}def/setrect{/$h exch def/$w exch def/$y exch def/$x exch def newpath $x $y moveto $w $x add $y lineto $w $x add $h $y add lineto $x $h $y add lineto closepath}def/concatprocs{/_p2 exch cvlit def/_p1 exch cvlit def/_pn _p1 length _p2 length add array def _pn 0 _p1 putinterval _pn _p1 length _p2 putinterval _pn cvx}def/OF/findfont load def/findfont{dup DEC_WRITE_dict exch known{DEC_WRITE_dict exch get}if DEC_WRITE_dict/OF get exec}def mark/ISOLatin1Encoding 8#000 1 8#001{StandardEncoding exch get}for /emdash/endash 8#004 1 8#025{StandardEncoding exch get}for /quotedblleft/quotedblright 8#030 1 8#054{StandardEncoding exch get}for /minus 8#056 1 8#217 {StandardEncoding exch get}for/dotlessi 8#301 1 8#317{StandardEncoding exch get}for/space/exclamdown/cent/sterling/currency/yen/brokenbar/section /dieresis/copyright/ordfeminine/guillemotleft/logicalnot/hyphen/registered /macron/degree/plusminus/twosuperior/threesuperior/acute/mu/paragraph /periodcentered/cedilla/onesuperior/ordmasculine/guillemotright/onequarter /onehalf/threequarters/questiondown/Agrave/Aacute/Acircumflex/Atilde /Adieresis/Aring/AE/Ccedilla/Egrave/Eacute/Ecircumflex/Edieresis/Igrave /Iacute/Icircumflex/Idieresis/Eth/Ntilde/Ograve/Oacute/Ocircumflex/Otilde /Odieresis/multiply/Oslash/Ugrave/Uacute/Ucircumflex/Udieresis/Yacute/Thorn /germandbls/agrave/aacute/acircumflex/atilde/adieresis/aring/ae/ccedilla /egrave/eacute/ecircumflex/edieresis/igrave/iacute/icircumflex/idieresis /eth/ntilde/ograve/oacute/ocircumflex/otilde/odieresis/divide/oslash/ugrave /uacute/ucircumflex/udieresis/yacute/thorn/ydieresis 256 array astore def cleartomark /encodefont{findfont dup maxlength dict begin{1 index/FID ne{def}{pop pop}ifelse}forall/Encoding exch def dup/FontName exch def currentdict definefont end}def/loads{/$/ISOLatin1Encoding load def/&/encodefont load def/*/invertpattern load def/+/revertscreen load def/-/invertscreen load def/:/concatprocs load def/^/setpattern load def/~/pat1 load def/_/pat2 load def/@/setrect load def/A/arcn load def/B/ashow load def/C/curveto load def/D/def load def/E/eofill load def/F/findfont load def/G/setgray load def/H/closepath load def/I/clip load def/J/fill load def/K/kshow load def/L/lineto load def/M/moveto load def/N/newpath load def/O/rotate load def/P/pop load def/R/grestore load def/S/gsave load def/T/translate load def/U/sub load def/V/div load def/W/widthshow load def/X/exch load def/Y/awidthshow load def/a/save load def/c/setlinecap load def/d/setdash load def/e/restore load def/f/setfont load def/g/initclip load def/h/show load def/i/setmiterlimit load def/j/setlinejoin load def/k/stroke load def/l/rlineto load def/m/rmoveto load def/n/currentfont load def/o/scalefont load def/p/currentpoint load def/q/setrgbcolor load def/r/currenttransfer load def/s/scale load def/t/setmatrix load def/u/settransfer load def/w/setlinewidth load def/x/matrix load def/y/currentmatrix load def}def end %%EndProcSet %%EndProlog %%BeginSetup DEC_WRITE_dict begin loads version cvi 23.0 gt { currentdict {dup type /arraytype eq {bind def} {pop pop} ifelse} forall} if 0.0100 0.0100 s %%EndSetup %%Page: 1 1 /$P a D g N 0 84189 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 18364 -2088 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 2400 o f 0.000000 0.000000 0.000000 q (DECUS) h 2291 -4688 M (State Based Events Planning Guide) h 16714 -8438 M n 0.750 o f (DRAFT COPY) h 16284 -13738 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1400 o f (DECUS Australia Inc.) h 19414 -19188 M n 0.857 o f (Jeremy Begg) h 13349 -20988 M (Board Director for State Based Events) h 20214 -26988 M (July 1997) h 7488 -33388 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1200 o f 142.3 0 32 (This document draws upon the past efforts and experi\255) W 7488 -34788 M 275.5 0 32 (ences of several people including the author, and re\255) W 7488 -36188 M 225.9 0 32 (flects the current goals and business practices of DE\255) W 7488 -37588 M (CUS Australia Inc.) h 288 -40188 M -7200 7200 T showpage $P e %%Page: 2 2 /$P a D g N 0 84189 T 7200 -79689 T N 21675 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (2 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1638 M -7200 7200 T showpage $P e %%Page: 3 3 /$P a D g N 0 84189 T 7200 -79689 T N 21675 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (3 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 18664 -1638 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1800 o f 0.000000 0.000000 0.000000 q (Contents) h 288 -6188 M 313 -6188 M /Helvetica-ISOLatin1 F 1200 o f (1 ) h 2074 -6188 M (Purpose of this Document) h 16032 -6188 M (...................................................................................) h 44173 -6188 M (5) h 288 -8588 M 313 -8588 M (2 ) h 2074 -8588 M (What is a State Based Event?) h 18370 -8588 M (............................................................................) h 44173 -8588 M (5) h 288 -10588 M 2088 -10588 M (2.1 ) h 5088 -10588 M (Pre\255Requisites) h 13360 -10588 M (...........................................................................................) h 44173 -10588 M (5) h 288 -12188 M 5079 -12188 M (2.1.1 ) h 9274 -12188 M (Organising Committee) h 21376 -12188 M (...................................................................) h 44173 -12188 M (6) h 288 -13488 M 9274 -13488 M (2.1.1.1 ) h 14093 -13488 M (Chair) h 17368 -13488 M (...............................................................................) h 44173 -13488 M (6) h 288 -14788 M 9274 -14788 M (2.1.1.2 ) h 14093 -14788 M (General Members) h 24048 -14788 M (...........................................................) h 44173 -14788 M (6) h 288 -16088 M 9274 -16088 M (2.1.1.3 ) h 14093 -16088 M (DIGITAL Representative) h 27388 -16088 M (.................................................) h 44173 -16088 M (6) h 288 -17388 M 9274 -17388 M (2.1.1.4 ) h 14093 -17388 M (DECUS Events Manager) h 27722 -17388 M (................................................) h 44173 -17388 M (7) h 288 -18688 M 9274 -18688 M (2.1.1.5 ) h 14093 -18688 M (Board Director) h 22044 -18688 M (.................................................................) h 44173 -18688 M (7) h 288 -20688 M 2088 -20688 M (2.2 ) h 5088 -20688 M (Theme & Format) h 14362 -20688 M (........................................................................................) h 44173 -20688 M (7) h 288 -22288 M 5079 -22288 M (2.2.1 ) h 9274 -22288 M (Timetable) h 14696 -22288 M (.......................................................................................) h 44173 -22288 M (7) h 288 -24688 M 313 -24688 M (3 ) h 2074 -24688 M (Event Planning Schedule) h 15698 -24688 M (....................................................................................) h 44173 -24688 M (8) h 288 -27088 M 313 -27088 M (4 ) h 2074 -27088 M (DECUS Office) h 10020 -27088 M (...................................................................................................) h 43506 -27088 M (10) h 288 -29088 M 2088 -29088 M (4.1 ) h 5088 -29088 M (Infrastructure) h 12358 -29088 M (............................................................................................) h 43506 -29088 M (10) h 288 -31088 M 2088 -31088 M (4.2 ) h 5088 -31088 M (Process) h 9686 -31088 M (....................................................................................................) h 43506 -31088 M (10) h 288 -33488 M 313 -33488 M (5 ) h 2074 -33488 M (Some Advice on Theme, Venue and Format) h 25718 -33488 M (....................................................) h 43506 -33488 M (10) h 288 -35488 M 2088 -35488 M (5.1 ) h 5088 -35488 M (Choosing a Theme) h 15364 -35488 M (...................................................................................) h 43506 -35488 M (11) h 288 -37488 M 2088 -37488 M (5.2 ) h 5088 -37488 M (The Venue) h 11356 -37488 M (...............................................................................................) h 43506 -37488 M (11) h 288 -39088 M 5079 -39088 M (5.2.1 ) h 9274 -39088 M (Hotel/Conference Centre) h 22712 -39088 M (.............................................................) h 43506 -39088 M (11) h 288 -40688 M 5079 -40688 M (5.2.2 ) h 9274 -40688 M (University or TAFE) h 19706 -40688 M (......................................................................) h 43506 -40688 M (11) h 288 -42288 M 5079 -42288 M (5.2.3 ) h 9274 -42288 M (DIGITAL & Business Partners) h 25384 -42288 M (.....................................................) h 43506 -42288 M (12) h 288 -43888 M 5079 -43888 M (5.2.4 ) h 9274 -43888 M (Other) h 12692 -43888 M (...........................................................................................) h 43506 -43888 M (12) h 288 -45488 M 5079 -45488 M (5.2.5 ) h 9274 -45488 M (Accommodation for Speakers and Attendees) h 33400 -45488 M (.............................) h 43506 -45488 M (12) h 288 -47488 M 2088 -47488 M (5.3 ) h 5088 -47488 M (Format) h 9018 -47488 M (......................................................................................................) h 43506 -47488 M (12) h 288 -49488 M 2088 -49488 M (5.4 ) h 5088 -49488 M (Evaluation Form) h 14028 -49488 M (.......................................................................................) h 43506 -49488 M (13) h 288 -51888 M 313 -51888 M (6 ) h 2074 -51888 M (Budget Overview) h 11356 -51888 M (...............................................................................................) h 43506 -51888 M (15) h 288 -53888 M 2088 -53888 M (6.1 ) h 5088 -53888 M (Income) h 9352 -53888 M (.....................................................................................................) h 43506 -53888 M (15) h 288 -55488 M 5079 -55488 M (6.1.1 ) h 9274 -55488 M (Registration Fees) h 19038 -55488 M (........................................................................) h 43506 -55488 M (15) h 288 -57088 M 5079 -57088 M (6.1.2 ) h 9274 -57088 M (Sponsorship) h 16366 -57088 M (................................................................................) h 43506 -57088 M (16) h 288 -59088 M 2088 -59088 M (6.2 ) h 5088 -59088 M (Expenses) h 10688 -59088 M (.................................................................................................) h 43506 -59088 M (16) h 288 -60688 M 5079 -60688 M (6.2.1 ) h 9274 -60688 M (Fixed Expenses) h 18036 -60688 M (...........................................................................) h 43506 -60688 M (16) h 288 -62288 M 5079 -62288 M (6.2.2 ) h 9274 -62288 M (Variable Expenses) h 19706 -62288 M (......................................................................) h 43506 -62288 M (17) h 288 -63888 M 5079 -63888 M (6.2.3 ) h 9274 -63888 M (Partner Expenses) h 19038 -63888 M (........................................................................) h 43506 -63888 M (17) h 288 -65488 M 5079 -65488 M (6.2.4 ) h 9274 -65488 M (Complementary Registrations) h 25384 -65488 M (.....................................................) h 43506 -65488 M (17) h 288 -67488 M 2088 -67488 M (6.3 ) h 5088 -67488 M (Summary) h 10354 -67488 M (..................................................................................................) h 43506 -67488 M (17) h -7200 7200 T showpage $P e %%Page: 4 4 /$P a D g N 0 84189 T 7200 -79689 T N 21675 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (4 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M 313 -1188 M n 1.200 o f 0.000000 0.000000 0.000000 q (7 ) h 2074 -1188 M (Business Plan Overview) h 15364 -1188 M (...................................................................................) h 43506 -1188 M (17) h 288 -3188 M 2088 -3188 M (7.1 ) h 5088 -3188 M (Objective) h 10354 -3188 M (..................................................................................................) h 43506 -3188 M (18) h 288 -5188 M 2088 -5188 M (7.2 ) h 5088 -5188 M (Theme) h 9018 -5188 M (......................................................................................................) h 43506 -5188 M (18) h 288 -7188 M 2088 -7188 M (7.3 ) h 5088 -7188 M (Venue) h 8684 -7188 M (.......................................................................................................) h 43506 -7188 M (18) h 288 -9188 M 2088 -9188 M (7.4 ) h 5088 -9188 M (Format) h 9018 -9188 M (......................................................................................................) h 43506 -9188 M (18) h 288 -11188 M 2088 -11188 M (7.5 ) h 5088 -11188 M (Meals and Social Activities) h 19706 -11188 M (......................................................................) h 43506 -11188 M (18) h 288 -13188 M 2088 -13188 M (7.6 ) h 5088 -13188 M (Promotion) h 10688 -13188 M (.................................................................................................) h 43506 -13188 M (19) h 288 -15188 M 2088 -15188 M (7.7 ) h 5088 -15188 M (Financial Standing) h 15364 -15188 M (...................................................................................) h 43506 -15188 M (19) h 288 -16788 M 5079 -16788 M (7.7.1 ) h 9274 -16788 M (Sponsorship) h 16366 -16788 M (................................................................................) h 43506 -16788 M (19) h 288 -18388 M 5079 -18388 M (7.7.2 ) h 9274 -18388 M (Registration Fees) h 19038 -18388 M (........................................................................) h 43506 -18388 M (19) h 288 -19988 M 5079 -19988 M (7.7.3 ) h 9274 -19988 M (Liabilities) h 14362 -19988 M (......................................................................................) h 43506 -19988 M (20) h 288 -21588 M 5079 -21588 M (7.7.4 ) h 9274 -21588 M (Risk) h 12024 -21588 M (.............................................................................................) h 43506 -21588 M (20) h 288 -23988 M 313 -23988 M (8 ) h 2074 -23988 M (Setup) h 5344 -23988 M (.................................................................................................................) h 43506 -23988 M (21) h 288 -25988 M 2088 -25988 M (8.1 ) h 5088 -25988 M (Audio\255Visual) h 12024 -25988 M (.............................................................................................) h 43506 -25988 M (21) h 288 -28388 M 313 -28388 M (9 ) h 2074 -28388 M (Arrival of Speakers and Attendees) h 20708 -28388 M (...................................................................) h 43506 -28388 M (22) h 288 -30388 M 2088 -30388 M (9.1 ) h 5088 -30388 M (Welcoming Reception) h 17034 -30388 M (..............................................................................) h 43506 -30388 M (22) h 288 -32788 M 313 -32788 M (10 ) h 2715 -32788 M (The First Session) h 12358 -32788 M (............................................................................................) h 43506 -32788 M (22) h 288 -35188 M 313 -35188 M (11 ) h 2715 -35188 M (Meals) h 6346 -35188 M (..............................................................................................................) h 43506 -35188 M (22) h 288 -37588 M 313 -37588 M (12 ) h 2715 -37588 M (At the End) h 8684 -37588 M (.......................................................................................................) h 43506 -37588 M (22) h -7200 7200 T showpage $P e %%Page: 5 5 /$P a D g N 0 84189 T 7200 -79689 T N 21675 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (5 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -2088 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 2400 o f 0.000000 0.000000 0.000000 q (SECTION I \255 ) h 15091 -2088 M (OVERVIEW) h 288 -8038 M n 0.750 o f (1 ) h 2290 -8038 M (Purpose of this Document) h 288 -10988 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f (This document serves two major roles:) h 288 -12988 M (i.) h 2074 -12988 M 38.2 0 32 (To guide User Groups in the planning and execution of a successful State Based Event.) W 2074 -14388 M (\026Successful) h (\027 means that the Event will) h 2074 -15988 M (a\)) h 3888 -15988 M (provide a valuable and enjoyable service to DECUS members; and) h 2074 -17588 M (b\)) h 3888 -17588 M (return a profit to the DECUS treasury.) h 288 -19588 M (ii.) h 2074 -19588 M 221.7 0 32 (To guide the organising committees of said Events to prepare a Business Plan and) W 2074 -20988 M 62.4 0 32 (Budget which will be acceptable to the DECUS Board. NO Event can proceed without) W 2074 -22388 M (advance approval.) h 288 -27238 M /Helvetica-Bold-ISOLatin1 F 1800 o f (2 ) h 2290 -27238 M (What is a State Based Event?) h 288 -30188 M /Times-Roman-ISOLatin1 F 1200 o f 46.5 0 32 (These are DECUS events which have a regional focus, are conducted over 1\2552 days and for) W 288 -31588 M 115.1 0 32 (which attendance fees are charged. A State Based Event should have the following objec\255) W 288 -32988 M (tives:) h 288 -34988 M /Symbol F 1200 o f (\267) h 2088 -34988 M /Times-Roman-ISOLatin1 F 1200 o f 78.1 0 32 (To provide a local, high\255quality forum for members of DECUS Australia Inc. who are) W 2088 -36388 M (not generally able to attend the annual DECUSworld Symposium.) h 288 -38388 M /Symbol F 1200 o f (\267) h 2088 -38388 M /Times-Roman-ISOLatin1 F 1200 o f 66.1 0 32 (To foster increased awareness of DECUS amongst all users of Digital Equipment Cor\255) W 2088 -39788 M (poration systems and software.) h 288 -41788 M /Symbol F 1200 o f (\267) h 2088 -41788 M /Times-Roman-ISOLatin1 F 1200 o f 35.5 0 32 (To foster increased awareness of DECUS amongst the employees of Digital Equipment) W 2088 -43188 M (Corporation \(Australia\) Pty. Ltd.) h 288 -45188 M /Symbol F 1200 o f (\267) h 2088 -45188 M /Times-Roman-ISOLatin1 F 1200 o f (To encourage communication between DIGITAL and its customers.) h 288 -47188 M /Symbol F 1200 o f (\267) h 2088 -47188 M /Times-Roman-ISOLatin1 F 1200 o f 85.3 0 32 (To provide an opportunity for the development of informal DECUS benefits \(personal) W 2088 -48588 M (contact etc.\).) h 288 -50588 M /Symbol F 1200 o f (\267) h 2088 -50588 M /Times-Roman-ISOLatin1 F 1200 o f 202.2 0 32 (To maintain and enhance the DECUS reputation for providing informative, friendly) W 2088 -51988 M (gatherings for computing professionals.) h 288 -53988 M /Symbol F 1200 o f (\267) h 2088 -53988 M /Times-Roman-ISOLatin1 F 1200 o f (To be self\255funding.) h 288 -55988 M 35.3 0 32 (A State Based Event can be held anywhere in the geographic area covered by DECUS Aus\255) W 288 -57388 M 122.0 0 32 (tralia Inc., including areas not covered by a formally\255recognised Local User Group. How\255) W 288 -58788 M 72.1 0 32 (ever, it will be difficult to have a successful event without the support base of one or more) W 288 -60188 M 9.1 0 32 (User Groups whether they be LUGs, SIGs or some other recognised group of DECUS mem\255) W 288 -61588 M (bers.) h 288 -64538 M /Helvetica-Bold-ISOLatin1 F 1400 o f (2.1 ) h 2623 -64538 M (Pre\255Requisites) h 288 -66788 M /Times-Roman-ISOLatin1 F 1200 o f 176.7 0 32 (This brings us to the basic requirements which need to be met before one or more User) W 288 -68188 M (Groups should consider hosting a State Based Event.) h -7200 7200 T showpage $P e %%Page: 6 6 /$P a D g N 0 84189 T 7200 -79689 T N 21675 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (6 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q (2.1.1 ) h 3290 -1188 M (Organising Committee) h 288 -3188 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 62.8 0 32 (Firstly, you will need an Organising Committee, whose members should include the Chair\255) W 288 -4588 M 19.4 0 32 (man or Chairmen of the local User Group\(s\). In addition the Committee should have at least) W 288 -5988 M 101.7 0 32 (two other members who can be relied upon to assist the User Group Chairman to perform) W 288 -7388 M (his or her duties.) h 288 -9388 M 99.1 0 32 (In addition to the User Group members the Committee will include the following persons,) W 288 -10788 M (who will provide assistance where necessary:) h 288 -12788 M /Symbol F 1200 o f (\267) h 2088 -12788 M /Times-Roman-ISOLatin1 F 1200 o f (DECUS Australia Events Manager) h 288 -14788 M /Symbol F 1200 o f (\267) h 2088 -14788 M /Times-Roman-ISOLatin1 F 1200 o f (DECUS Australia Board Director for State Based Events) h 288 -16788 M /Symbol F 1200 o f (\267) h 2088 -16788 M /Times-Roman-ISOLatin1 F 1200 o f (DIGITAL representative for your User Group.) h 288 -18788 M (The responsibilities of each Committee member are summarised below.) h 288 -21188 M /Helvetica-BoldOblique-ISOLatin1 $ /Helvetica-BoldOblique & P /Helvetica-BoldOblique-ISOLatin1 F 1200 o f (2.1.1.1 ) h 4291 -21188 M (Chair) h 288 -22988 M /Times-Roman-ISOLatin1 F 1200 o f 65.8 0 32 (The Committee Chairman has the major responsibility for ensuring the Event is successful. ) W 288 -24388 M (The role includes the following duties:) h 288 -26388 M /Symbol F 1200 o f (\267) h 2088 -26388 M /Times-Roman-ISOLatin1 F 1200 o f (To chair meetings of the Committee.) h 288 -28388 M /Symbol F 1200 o f (\267) h 2088 -28388 M /Times-Roman-ISOLatin1 F 1200 o f 87.6 0 32 (To produce a Report for each DECUS Board meeting and User Council meeting as re\255) W 2088 -29788 M (quested.) h 288 -31788 M /Symbol F 1200 o f (\267) h 2088 -31788 M /Times-Roman-ISOLatin1 F 1200 o f (To attend the Site Visit.) h 288 -33788 M 78.0 0 32 (Other duties for which the Chairman is responsible but which should be performed in con\255) W 288 -35188 M (junction with other members of the Committee or delegated to Committee members include:) h 288 -37188 M /Symbol F 1200 o f (\267) h 2088 -37188 M /Times-Roman-ISOLatin1 F 1200 o f (To produce the Business Plan and Budget.) h 288 -39188 M /Symbol F 1200 o f (\267) h 2088 -39188 M /Times-Roman-ISOLatin1 F 1200 o f (To coordinate the preparation of the Timetable.) h 288 -41188 M /Symbol F 1200 o f (\267) h 2088 -41188 M /Times-Roman-ISOLatin1 F 1200 o f (To solicit speakers.) h 288 -43188 M /Symbol F 1200 o f (\267) h 2088 -43188 M /Times-Roman-ISOLatin1 F 1200 o f (To coordinate session chairs.) h 288 -45588 M /Helvetica-BoldOblique-ISOLatin1 F 1200 o f (2.1.1.2 ) h 4291 -45588 M (General Members) h 288 -47388 M /Times-Roman-ISOLatin1 F 1200 o f 26.8 0 32 (These will be members of the User Group\(s\) who can be relied upon to undertake the duties) W 288 -48788 M 91.0 0 32 (placed upon them by the Committee Chairman. Generally, these members will be required) W 288 -50188 M (to solicit papers and speakers for the Event, and to assist the Chairman as necessary.) h 288 -52188 M /Times-Bold-ISOLatin1 $ /Times-Bold & P /Times-Bold-ISOLatin1 F 1200 o f 197.1 0 32 (PLEASE NOTE) W /Times-Roman-ISOLatin1 F 1200 o f 197.1 0 32 ( that at least two \(2\) general members are required. This is so that the) W 288 -53588 M 146.3 0 32 (Chairman has adequate backup both to perform the required tasks and to take over if the) W 288 -54988 M (Chairman is unable to continue in the role.) h 288 -57388 M /Helvetica-BoldOblique-ISOLatin1 F 1200 o f (2.1.1.3 ) h 4291 -57388 M (DIGITAL Representative) h 288 -59188 M /Times-Roman-ISOLatin1 F 1200 o f 99.7 0 32 (If the Event is to include speakers from DIGITAL or to rely upon DIGITAL for facilities,) W 288 -60588 M 106.4 0 32 (staff etc., a senior employee from the local DIGITAL office will be required on the Com\255) W 288 -61988 M 21.1 0 32 (mittee. \(Where there is no local office, the assistance of an official DIGITAL Business Part\255) W 288 -63388 M (ner or Reseller should be sought instead.\)) h 288 -65388 M 57.8 0 32 (The DIGITAL representative will be the liaison between the Committee and DIGITAL and) W 288 -66788 M (is responsible for the sourcing of DIGITAL speakers and equipment.) h -7200 7200 T showpage $P e %%Page: 7 7 /$P a D g N 0 84189 T 7200 -79689 T N 21675 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (7 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M /Helvetica-BoldOblique-ISOLatin1 $ /Helvetica-BoldOblique & P /Helvetica-BoldOblique-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q (2.1.1.4 ) h 4291 -1188 M (DECUS Events Manager) h 288 -2988 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 73.3 0 32 (The Events Manager is responsible for the administration of all aspects of the Event which) W 288 -4388 M 166.1 0 32 (require financial transactions. This includes coordination of venue, catering, accommoda\255) W 288 -5788 M 123.1 0 32 (tion, travel, and registrations. Some of these tasks will be performed by other staff within) W 288 -7188 M (the DECUS Office, but this will be at the discretion of the Events Manager.) h 288 -9188 M (Specifically, the Events Manager:) h 288 -11188 M /Symbol F 1200 o f (\267) h 2088 -11188 M /Times-Roman-ISOLatin1 F 1200 o f (handles all finances) h 288 -13188 M /Symbol F 1200 o f (\267) h 2088 -13188 M /Times-Roman-ISOLatin1 F 1200 o f (coordinates a shortlist of potential venues) h 288 -15188 M /Symbol F 1200 o f (\267) h 2088 -15188 M /Times-Roman-ISOLatin1 F 1200 o f (coordinates DECUS staff) h 288 -17188 M /Symbol F 1200 o f (\267) h 2088 -17188 M /Times-Roman-ISOLatin1 F 1200 o f (implement decisions made by the Committee) h 288 -19188 M /Symbol F 1200 o f (\267) h 2088 -19188 M /Times-Roman-ISOLatin1 F 1200 o f 22.5 0 32 (liaises with the chosen venue to finalise meeting room, accommodation and catering re\255) W 2088 -20588 M (quirements) h 288 -22588 M /Symbol F 1200 o f (\267) h 2088 -22588 M /Times-Roman-ISOLatin1 F 1200 o f (provides a report on the Event and finances to the Board Director.) h 288 -24988 M /Helvetica-BoldOblique-ISOLatin1 F 1200 o f (2.1.1.5 ) h 4291 -24988 M (Board Director) h 288 -26788 M /Times-Roman-ISOLatin1 F 1200 o f 35.1 0 32 (The Board Director liaises with the DECUS Board and User Council to oversee the running) W 288 -28188 M (of the Event, and can assist with the sourcing of speakers and sponsorship.) h 288 -30188 M 271.2 0 32 (The Board Director will provide guidance in the preparation of the Business Plan and) W 288 -31588 M (Budget prior to the submission of those documents to the DECUS Board for final approval.) h 288 -34538 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1400 o f (2.2 ) h 2623 -34538 M (Theme & Format) h 288 -36788 M /Times-Roman-ISOLatin1 F 1200 o f 135.1 0 32 (The second pre\255requisite is an idea of the overall theme of your event and the number of) W 288 -38188 M 133.0 0 32 (registrations you can expect. Clearly the choice of theme will affect the number of actual) W 288 -39588 M (registrations.) h 288 -41588 M 83.8 0 32 (The theme should be one which is of current interest to DECUS members and should lend) W 288 -42988 M 30.5 0 32 (itself to a mixture of ) W 30.5 0 32 (\026management) W 30.5 0 32 (\027 and ) W 30.5 0 32 (\026technical) W 30.5 0 32 (\027 presentations so as to attract the largest) W 288 -44388 M (possible audience.) h 288 -46388 M 46.6 0 32 (A typical State Based Event will run for between one and two days and include a major so\255) W 288 -47788 M (cial function \(e.g. dinner\) to further enhance the social nature of DECUS gatherings.) h 288 -49788 M 15.1 0 32 (Some guidelines for determining a successful mix of theme, format and venue are given in a) W 288 -51188 M (later section.) h 288 -53788 M /Helvetica-Bold-ISOLatin1 F 1200 o f (2.2.1 ) h 3290 -53788 M (Timetable) h 288 -55788 M /Times-Roman-ISOLatin1 F 1200 o f 26.6 0 32 (The layout of the timetable will largely be determined by the number of streams and the du\255) W 288 -57188 M (ration of your Event. The following suggestions are offered as guide:) h 288 -59188 M /Symbol F 1200 o f (\267) h 2088 -59188 M /Times-Roman-ISOLatin1 F 1200 o f (don't start papers earlier than 8:30am, preferably 9am or even 9:30am on Sunday) h 288 -61188 M /Symbol F 1200 o f (\267) h 2088 -61188 M /Times-Roman-ISOLatin1 F 1200 o f 28.6 0 32 (don't go later than 5:30pm or so, especially when there is a social function following in) W 2088 -62588 M (the evening) h 288 -64588 M /Symbol F 1200 o f (\267) h 2088 -64588 M /Times-Roman-ISOLatin1 F 1200 o f 241.1 0 32 (allow approximately 20 minutes per morning/afternoon tea break and one hour for) W 2088 -65988 M (lunch) h -7200 7200 T showpage $P e %%Page: 8 8 /$P a D g N 0 84189 T 7200 -79689 T N 21675 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (8 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M /Symbol F 1200 o f 0.000000 0.000000 0.000000 q (\267) h 2088 -1188 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 48.2 0 32 (allow 5 minutes changeover time between presentations, longer if the next speaker will) W 2088 -2588 M (have to set up equipment) h 288 -4588 M /Symbol F 1200 o f (\267) h 2088 -4588 M /Times-Roman-ISOLatin1 F 1200 o f 45.2 0 32 (a good paper length is 45 minutes, and this makes the timetabling job easier when hav\255) W 2088 -5988 M (ing more than one stream) h 288 -7988 M /Symbol F 1200 o f (\267) h 2088 -7988 M /Times-Roman-ISOLatin1 F 1200 o f 44.5 0 32 (no paper should be longer than 90 minutes, unless you have reason to believe it will be) W 2088 -9388 M (an especially exciting or interesting presentation.) h 288 -11388 M 54.1 0 32 (Remember that the DECUS Office has all the facilities to produce the printed timetable; all) W 288 -12788 M (you have to do is supply the speaker & paper details and determine the order of papers.) h 288 -17638 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1800 o f (3 ) h 2290 -17638 M (Event Planning Schedule) h 288 -20588 M /Times-Roman-ISOLatin1 F 1200 o f 165.7 0 32 (The Event must not clash with the annual DECUSworld Symposium, nor with any other) W 288 -21988 M 179.5 0 32 (State Based Event. Also, certain times of the year tend to result in poor attendance, e.g.) W 288 -23388 M 17.6 0 32 (December\255January and Easter. School Holidays should be avoided unless the venue is a rec\255) W 288 -24788 M 120.7 0 32 (ognised holiday destination and you are confidant that your attendees will be happy to go) W 288 -26188 M (there.) h 288 -28188 M 141.4 0 32 (It is the responsibility of the User Council to coordinate the timing of the various Events) W 288 -29588 M 52.8 0 32 (throughout the year and therefore one of the first tasks of the organising Committee will be) W 288 -30988 M (to contact the User Council to determine when the Event can take place.) h 288 -32988 M 93.8 0 32 (Furthermore, the planning process must begin early enough to ensure that all requirements) W 288 -34388 M (of the Business Plan and Budget will be met \(see Section II\).) h 288 -36388 M 27.9 0 32 (The following is suggested as a timeline for the planning process. The asterisks \(****\) indi\255) W 288 -37788 M (cate breakpoints beyond which progress depends upon approval of the DECUS Board.) h 288 -39788 M -7200 7200 T showpage $P e %%Page: 9 9 /$P a D g N 0 84189 T 7200 -79689 T N 21675 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (9 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M -7200 7200 T N S 7488 -69488 44732 62000 @ I N 7488 -7488 T N 100 -100 T N 342 -1200 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q (Month) h -100 100 T 4384 -100 T N 989 -1200 M 0.000000 0.000000 0.000000 q (Item) h -4384 100 T 8740 -100 T N 15779 -1200 M 0.000000 0.000000 0.000000 q (Activity) h -8740 100 T 100 -1950 T N 1342 -1200 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q (\25510) h 300 -2464 M -100 1950 T 4384 -1950 T N 2856 -1200 M 0.000000 0.000000 0.000000 q (1) h 2856 -2600 M (2) h 3456 -4000 M 2856 -5400 M (3) h 900 -6664 M -4384 1950 T 8740 -1950 T N 300 -1200 M 0.000000 0.000000 0.000000 q (Form the Organising Committee) h 300 -2600 M (Prepare brief proposal describing theme, format and expected number of) h 300 -4000 M (attendees, and suggested date of Event) h 300 -5400 M (Submit proposal to User Council for scheduling and notification to) h 300 -6800 M (DECUS Board) h -8740 1950 T 100 -9400 T N 1642 -1200 M 0.000000 0.000000 0.000000 q (\2559) h 300 -2464 M -100 9400 T 4384 -9400 T N 2856 -1200 M 0.000000 0.000000 0.000000 q (4) h 2856 -2600 M (5) h 900 -3864 M -4384 9400 T 8740 -9400 T N 300 -1200 M 0.000000 0.000000 0.000000 q (User Council confirms requested date or suggested alternatives) h 300 -2600 M (DECUS Board grants provisional approval, subject to acceptance of) h 300 -4000 M (Business Plan and Budget) h 300 -5400 M /Times-Bold-ISOLatin1 $ /Times-Bold & P /Times-Bold-ISOLatin1 F 1200 o f (**********************************************************) h -8740 9400 T 100 -15450 T N 1642 -1200 M /Times-Roman-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q (\2558) h 300 -2464 M -100 15450 T 4384 -15450 T N 2856 -1200 M 0.000000 0.000000 0.000000 q (6) h 3456 -2600 M 2856 -4000 M (7) h 2856 -5400 M (8) h 3456 -6800 M 2856 -8200 M (9) h -4384 15450 T 8740 -15450 T N 300 -1200 M 0.000000 0.000000 0.000000 q (Determine proposed topics & speakers for event and prepare draft) h 300 -2600 M (timetable) h 300 -4000 M (Prepare list of requirements for venue \(e.g. meeting rooms, A/V\)) h 300 -5400 M (Provide information to DECUS office including Event date, names of) h 300 -6800 M (Committee members, format, venue requirements) h 300 -8200 M (Seek potential sponsors) h -8740 15450 T 100 -24300 T N 1642 -1200 M 0.000000 0.000000 0.000000 q (\2557) h 300 -2464 M -100 24300 T 4384 -24300 T N 2256 -1200 M 0.000000 0.000000 0.000000 q (10) h 3456 -2600 M 2256 -4000 M (11) h 2256 -5400 M (12) h -4384 24300 T 8740 -24300 T N 300 -1200 M 0.000000 0.000000 0.000000 q (Prepare marketing plan in conjunction with DECUS office and DECUS) h 300 -2600 M (Board Director) h 300 -4000 M (Submit draft Business Plan and Budget to DECUS Board Director) h 300 -5400 M (Source speaker gifts if appropriate) h -8740 24300 T 100 -30350 T N 1642 -1200 M 0.000000 0.000000 0.000000 q (\2556) h -100 30350 T 4384 -30350 T N 2256 -1200 M 0.000000 0.000000 0.000000 q (13) h -4384 30350 T 8740 -30350 T N 300 -1200 M 0.000000 0.000000 0.000000 q (Refine Business Plan and Budget in consultation with Board Director.) h -8740 30350 T 100 -32200 T N 1642 -1200 M 0.000000 0.000000 0.000000 q (\2555) h 300 -2464 M -100 32200 T 4384 -32200 T N 2256 -1200 M 0.000000 0.000000 0.000000 q (14) h 2256 -2600 M (15) h 2256 -4000 M (16) h 900 -5264 M -4384 32200 T 8740 -32200 T N 300 -1200 M 0.000000 0.000000 0.000000 q (Finalise speaker list) h 300 -2600 M (Finalise A/V requirements) h 300 -4000 M (Events Manager to confirm venue selection and venues for social) h 300 -5400 M (functions) h -8740 32200 T 100 -38250 T N 1642 -1200 M 0.000000 0.000000 0.000000 q (\2554) h 300 -2464 M -100 38250 T 4384 -38250 T N 2256 -1200 M 0.000000 0.000000 0.000000 q (17) h 2256 -2600 M (18) h -4384 38250 T 8740 -38250 T N 300 -1200 M 0.000000 0.000000 0.000000 q (Submit final Business Plan and Budget to DECUS Board) h 300 -2600 M (Events coordinator to finalise details with venue) h -8740 38250 T 100 -41500 T N 1642 -1200 M 0.000000 0.000000 0.000000 q (\2553) h 300 -2464 M -100 41500 T 4384 -41500 T N 2256 -1200 M 0.000000 0.000000 0.000000 q (19) h 2256 -2600 M (20) h 3456 -4000 M 2256 -5400 M (21) h -4384 41500 T 8740 -41500 T N 300 -1200 M 0.000000 0.000000 0.000000 q (Produce Registration Kit \(includes timetable\)) h 300 -2600 M (Board approval of Business Plan and Budget) h 300 -4000 M /Times-Bold-ISOLatin1 F 1200 o f (**********************************************************) h 300 -5400 M /Times-Roman-ISOLatin1 F 1200 o f (Distribute Registration Kit) h -8740 41500 T 100 -47550 T N 1642 -1200 M 0.000000 0.000000 0.000000 q (\2552) h 300 -2464 M -100 47550 T 4384 -47550 T N 2256 -1200 M 0.000000 0.000000 0.000000 q (22) h 2256 -2600 M (23) h -4384 47550 T 8740 -47550 T N 300 -1200 M 0.000000 0.000000 0.000000 q (DECUS office begins to process registrations) h 300 -2600 M (DECUS office sends speaker confirmation letters) h -8740 47550 T 100 -50800 T N 1642 -1200 M 0.000000 0.000000 0.000000 q (\2551) h 300 -2464 M -100 50800 T 4384 -50800 T N 2256 -1200 M 0.000000 0.000000 0.000000 q (24) h 2256 -2600 M (25) h 900 -3864 M -4384 50800 T 8740 -50800 T N 300 -1200 M 0.000000 0.000000 0.000000 q (DECUS office confirms attendee figures with venue\(s\)) h 300 -2600 M (DECUS office sends registration confirmation letters to) h 300 -4000 M 6060 -4000 M 11820 -4000 M (attendees) h -8740 50800 T 100 -55450 T N 1842 -1200 M 0.000000 0.000000 0.000000 q (0) h -100 55450 T 4384 -55450 T N 2256 -1200 M 0.000000 0.000000 0.000000 q (26) h -4384 55450 T 8740 -55450 T N 300 -1200 M 0.000000 0.000000 0.000000 q (EVENT TAKES PLACE) h -8740 55450 T 100 -57300 T N 1503 -1200 M 0.000000 0.000000 0.000000 q (+1) h 300 -2464 M -100 57300 T 4384 -57300 T N 2256 -1200 M 0.000000 0.000000 0.000000 q (27) h 3456 -2600 M 2256 -4000 M (28) h -4384 57300 T 8740 -57300 T N 300 -1200 M 0.000000 0.000000 0.000000 q (Committee Chairman prepares report for DECUS Board Director, with) h 300 -2600 M (input from DECUS Events coordinator.) h 300 -4000 M (Thank\255you letters sent to speakers \(optional\).) h -8740 57300 T N 50 -1925 M 44681 -1925 L S 50 w 0 c 0 j 2 i 0.00 G k R N N 50 -9375 M 44681 -9375 L S 50 w 0 c 0 j 2 i 0.00 G k R N N 50 -15425 M 44681 -15425 L S 50 w 0 c 0 j 2 i 0.00 G k R N N 50 -24275 M 44681 -24275 L S 50 w 0 c 0 j 2 i 0.00 G k R N N 50 -30325 M 44681 -30325 L S 50 w 0 c 0 j 2 i 0.00 G k R N N 50 -32175 M 44681 -32175 L S 50 w 0 c 0 j 2 i 0.00 G k R N N 50 -38225 M 44681 -38225 L S 50 w 0 c 0 j 2 i 0.00 G k R N N 50 -41475 M 44681 -41475 L S 50 w 0 c 0 j 2 i 0.00 G k R N N 50 -47525 M 44681 -47525 L S 50 w 0 c 0 j 2 i 0.00 G k R N N 50 -50775 M 44681 -50775 L S 50 w 0 c 0 j 2 i 0.00 G k R N N 50 -55425 M 44681 -55425 L S 50 w 0 c 0 j 2 i 0.00 G k R N N 50 -57275 M 44681 -57275 L S 50 w 0 c 0 j 2 i 0.00 G k R N 50 -61950 44632 61900 @ S 100 w 0 c 0 j 2 i 0.00 G k R R showpage $P e %%Page: 10 10 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (10 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1638 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1800 o f 0.000000 0.000000 0.000000 q (4 ) h 2290 -1638 M (DECUS Office) h 288 -4588 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 108.5 0 32 (The above Schedule places many duties on the DECUS Office. The office is there to pro\255) W 288 -5988 M 142.8 0 32 (vide administrative facilities at all stages from planning through to execution of the State) W 288 -7388 M (Based Event.) h 288 -9388 M (The Events Manager or an appointed delegate is required to attend the Event.) h 288 -12338 M /Helvetica-Bold-ISOLatin1 F 1400 o f (4.1 ) h 2623 -12338 M (Infrastructure) h 288 -14588 M /Times-Roman-ISOLatin1 F 1200 o f 157.1 0 32 (The DECUS Office houses the events management software which provides facilities for) W 288 -15988 M 55.6 0 32 (production of timetable and registration kits; handling attendee registrations and production) W 288 -17388 M 4.6 0 32 (of badges; payment of invoices from suppliers; and generation of financial and status reports) W 288 -18788 M (for the organising Committee.) h 288 -20788 M 108.9 0 32 (In addition, the office can set up an electronic mailing list to facilitate communication be\255) W 288 -22188 M (tween members of the organising Committee.) h 288 -25138 M /Helvetica-Bold-ISOLatin1 F 1400 o f (4.2 ) h 2623 -25138 M (Process) h 288 -27388 M /Times-Roman-ISOLatin1 F 1200 o f 32.9 0 32 (The DECUS Office should be brought in at an early stage in the planning process. The staff) W 288 -28788 M 40.8 0 32 (there can assist in the selection of venues for the Event itself as well as for social functions.) W 288 -30188 M (This assistance takes several forms:) h 288 -32188 M /Symbol F 1200 o f (\267) h 2088 -32188 M /Times-Roman-ISOLatin1 F 1200 o f (production of a shortlist of venues with suitable facilities) h 288 -34188 M /Symbol F 1200 o f (\267) h 2088 -34188 M /Times-Roman-ISOLatin1 F 1200 o f (using DECUS' ) h (\026buying power) h (\027 to negotiate a fair price for the venue) h 288 -36188 M /Symbol F 1200 o f (\267) h 2088 -36188 M /Times-Roman-ISOLatin1 F 1200 o f 64.1 0 32 (once the final venue\(s\) have been chosen, the office will handle the bookings and pay\255) W 2088 -37588 M 8.1 0 32 (ment; this will include an investigation to ensure that the event will not be interrupted by) W 2088 -38988 M (other activities at the chosen venue.) h 288 -40988 M /Times-Bold-ISOLatin1 $ /Times-Bold & P /Times-Bold-ISOLatin1 F 1200 o f 198.3 0 32 (ONLY THE DECUS EVENTS MANAGER CAN ENTER INTO ANY CONTRAC\255) W 288 -42388 M 276.2 0 32 (TUAL OR OTHER FINANCIAL ARRANGEMENTS.) W /Times-Roman-ISOLatin1 F 1200 o f 276.2 0 32 ( DECUS User Groups do not) W 288 -43788 M (have any authority to make financial promises on behalf of DECUS.) h 288 -45788 M 42.9 0 32 (For the office to be able to satisfactorily perform these functions, the organising Committee) W 288 -47188 M (will have to provide details such as) h 288 -49188 M /Symbol F 1200 o f (\267) h 2088 -49188 M /Times-Roman-ISOLatin1 F 1200 o f (expected attendance) h 288 -51188 M /Symbol F 1200 o f (\267) h 2088 -51188 M /Times-Roman-ISOLatin1 F 1200 o f (required number of meeting rooms and A/V facilities) h 288 -53188 M /Symbol F 1200 o f (\267) h 2088 -53188 M /Times-Roman-ISOLatin1 F 1200 o f (required accommodation for attendees) h 288 -55188 M /Symbol F 1200 o f (\267) h 2088 -55188 M /Times-Roman-ISOLatin1 F 1200 o f (desired format of meals and other social functions.) h 288 -57188 M 24.2 0 32 (Of course, not all of the above will be known at once. The key thing to remember is that the) W 288 -58588 M 66.2 0 32 (office should be kept in the picture at all times so that as the format of the Event is refined) W 288 -59988 M (the office can make the appropriate arrangements.) h 288 -64838 M /Helvetica-Bold-ISOLatin1 F 1800 o f (5 ) h 2290 -64838 M (Some Advice on Theme, Venue and Format) h 288 -67788 M /Times-Roman-ISOLatin1 F 1200 o f 39.3 0 32 (The typical State Based Event takes place over a weekend and includes some or all of these) W 288 -69188 M (features:) h -7200 7200 T showpage $P e %%Page: 11 11 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (11 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M 6048 -1188 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q (Friday evening ) h (\002 BBQ and welcome from Committee Chairman) h 288 -2588 M 6048 -2588 M (Saturday ) h (\002 presentations) h 288 -3988 M 6048 -3988 M (Saturday evening ) h (\002 Dinner) h 288 -5388 M 6048 -5388 M (Sunday ) h (\002 presentations) h 288 -6788 M 6048 -6788 M (Sunday afternoon ) h (\002 closing function) h 288 -8788 M 18.3 0 32 (Each User Group is free to determine how its event is structured and the DECUS Board will) W 288 -10188 M 14.8 0 32 (look favourably upon any proposal with sufficient justification. However, the above is a for\255) W 288 -11588 M 27.0 0 32 (mat which has been found to work well and you may be encouraged to modify your plans if) W 288 -12988 M 6.6 0 32 (you envisage a major deviation. For example, a State Based Event which includes more than) W 288 -14388 M 114.9 0 32 (two days of presentations or takes place during normal business hours is less likely to get) W 288 -15788 M (approval simply because of the logistical difficulties involved.) h 288 -18738 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1400 o f (5.1 ) h 2623 -18738 M (Choosing a Theme) h 288 -20988 M /Times-Roman-ISOLatin1 F 1200 o f 93.6 0 32 (The major theme of the event should be one which is likely to attract a healthy number of) W 288 -22388 M 59.3 0 32 (attendees while still lending itself to the central focus of DECUS, i.e. there should be some) W 288 -23788 M (involvement of DIGITAL's products and services.) h 288 -25788 M 59.6 0 32 (If your theme is one which is likely to appeal to ) W 59.6 0 32 (\026non\255DIGITAL) W 59.6 0 32 (\027 audience, and you intend) W 288 -27188 M 61.1 0 32 (to market it outside the DECUS community, be careful that you don't discourage those po\255) W 288 -28588 M 174.3 0 32 (tential attendees who aren't DIGITAL users. For example, you might like emphasise the) W 288 -29988 M (multi\255vendor nature of your papers or presenters.) h 288 -32938 M /Helvetica-Bold-ISOLatin1 F 1400 o f (5.2 ) h 2623 -32938 M (The Venue) h 288 -35188 M /Times-Roman-ISOLatin1 F 1200 o f 150.9 0 32 (Over the years State Based Events \(and before them, the DECUS Workshops\) have been) W 288 -36588 M 52.6 0 32 (held in many types of venues and locations, from University campuses to hotels, in the city) W 288 -37988 M 33.1 0 32 (and the country. Each has its advantages and drawbacks so the choice comes down to a bal\255) W 288 -39388 M (ancing act between cost, features, tourist attractions and accessibility.) h 288 -41388 M (Here are some possibilities which you might like to consider.) h 288 -43988 M /Helvetica-Bold-ISOLatin1 F 1200 o f (5.2.1 ) h 3290 -43988 M (Hotel/Conference Centre) h 288 -45988 M /Times-Roman-ISOLatin1 F 1200 o f 111.9 0 32 (Choosing a hotel or conference centre offers free & easy access \(important for a weekend) W 288 -47388 M 5.9 0 32 (event\) but tends to be more expensive. Also, be careful to check that the prospective hotel or) W 288 -48788 M 66.5 0 32 (conference centre has all the A/V requirements which you may need. This can even extend) W 288 -50188 M 58.9 0 32 (to the availability of Internet connectivity for use during presentations as well as by attend\255) W 288 -51588 M (ees.) h 288 -53588 M 61.0 0 32 (A hotel or conference centre works very well when the Event is to be held in a rural centre) W 288 -54988 M 70.6 0 32 (\(or at least outside the capital city\) and usually provides attractions for the families of con\255) W 288 -56388 M (ference attendees.) h 288 -58988 M /Helvetica-Bold-ISOLatin1 F 1200 o f (5.2.2 ) h 3290 -58988 M (University or TAFE) h 288 -60988 M /Times-Roman-ISOLatin1 F 1200 o f 68.6 0 32 (Tertiary education was the mainstay of DECUS in Australia for many years and these ven\255) W 288 -62388 M 52.1 0 32 (ues are usually very well equipped in terms of lecture theatres, A/V and Internet connectiv\255) W 288 -63788 M 128.1 0 32 (ity \(although the latter may not always be available in the lecture theatres\). Many tertiary) W 288 -65188 M 152.3 0 32 (institutions are affiliated with residential colleges \(or even have their own on\255campus ac\255) W 288 -66588 M 27.9 0 32 (commodation\) which are suitable for interstate or distant visitors. They also tend to be com\255) W 288 -67988 M (paratively inexpensive.) h -7200 7200 T showpage $P e %%Page: 12 12 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (12 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q 64.1 0 32 (However, access to these facilities may be restricted on weekends and it may well prove to) W 288 -2588 M 51.6 0 32 (be difficult to obtain a satisfactory level of service without having a member of staff on the) W 288 -3988 M (organising Committee.) h 288 -6588 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1200 o f (5.2.3 ) h 3290 -6588 M (DIGITAL & Business Partners) h 288 -8588 M /Times-Roman-ISOLatin1 F 1200 o f 61.7 0 32 (More than one State Based Event has been held in the offices of Digital Equipment Corpo\255) W 288 -9988 M 27.8 0 32 (ration or a Business Partner. These venues typically have reasonable A/V facilities \(for gen\255) W 288 -11388 M 104.8 0 32 (eral customer presentations\) but Internet access is not guaranteed. The one major factor in) W 288 -12788 M 89.3 0 32 (their favour is that they will usually be provided free of charge which can remove a major) W 288 -14188 M (fixed cost from the Budget.) h 288 -16188 M 63.9 0 32 (On the other hand, being business premises there may be problems with after hours access.) W 288 -17588 M 238.1 0 32 (Furthermore, if your theme is intended to be attractive to computing professionals who) W 288 -18988 M 30.5 0 32 (would not normally take part in DECUS, you may have to be careful about your promotion.) W 288 -20388 M 57.4 0 32 (Some of these attendees may be deterred by such close involvement of a major vendor \(i.e.) W 288 -21788 M (DIGITAL\) because they fear a vendor\255specific sales seminar.) h 288 -24388 M /Helvetica-Bold-ISOLatin1 F 1200 o f (5.2.4 ) h 3290 -24388 M (Other) h 288 -26388 M /Times-Roman-ISOLatin1 F 1200 o f 135.0 0 32 (It is possible that User Group members may have venues of their own, either business or) W 288 -27788 M 80.6 0 32 (private, which lend themselves to a State Based Event. It is likely that such venues will be) W 288 -29188 M 52.5 0 32 (provided at minimal or no cost to the Event but be aware of issues such as facilities, access) W 288 -30588 M (and suitability as discussed above.) h 288 -32588 M 102.0 0 32 (Private \(i.e. non\255business\) premises may offer all the facilities you require but their public) W 288 -33988 M 30.4 0 32 (liability insurance may not apply when the premises are used for business purposes \(such as) W 288 -35388 M (a DECUS event\).) h 288 -37988 M /Helvetica-Bold-ISOLatin1 F 1200 o f (5.2.5 ) h 3290 -37988 M (Accommodation for Speakers and Attendees) h 288 -39988 M /Times-Roman-ISOLatin1 F 1200 o f 97.1 0 32 (Some venues will be able to provide suitable accommodation as part of ) W 97.1 0 32 (\026conference pack\255) W 288 -41388 M 6.7 0 32 (age) W 6.7 0 32 (\027, e.g. hotels and some Universities. If accommodation is to be offered to attendees make) W 288 -42788 M 81.8 0 32 (sure that it is within easy walking distance of the Event venue \(5\25510 mins\) and not too ex\255) W 288 -44188 M 87.3 0 32 (pensive \(i.e. appropriate to the registration fee\). The accommodation should include rooms) W 288 -45588 M 155.8 0 32 (which can sleep two or three people in separate beds as it is not uncommon for DECUS) W 288 -46988 M (members to share.) h 288 -48988 M 52.0 0 32 (You may wish to consider up\255market accommodation for visiting speakers but don't isolate) W 288 -50388 M 135.2 0 32 (them from the attendees if you expect most attendees will be using the recommended ac\255) W 288 -51788 M 188.2 0 32 (commodation. A major aim of your Event will be to encourage communication between) W 288 -53188 M (speakers \(vendors\) and attendees and this will be made difficult if they never get together!) h 288 -56138 M /Helvetica-Bold-ISOLatin1 F 1400 o f (5.3 ) h 2623 -56138 M (Format) h 288 -58388 M /Times-Roman-ISOLatin1 F 1200 o f 49.6 0 32 (The conference itself should consist of one to two days of papers, each consisting of one or) W 288 -59788 M 28.1 0 32 (two streams of presentations. Increasing either the number of days or the number of streams) W 288 -61188 M 46.3 0 32 (can significantly increase the logistics and cost of the event, and of course tends to increase) W 288 -62588 M (the number of papers required.) h 288 -64588 M 271.0 0 32 (You should include plenty of opportunity for attendees to get together informally in a) W 288 -65988 M 113.9 0 32 (friendly atmosphere, and there should be at least one structured social event, i.e. a dinner.) W 288 -67388 M 71.2 0 32 (Social activities are a major strength of DECUS and indeed DECUS Australia is renowned) W -7200 7200 T showpage $P e %%Page: 13 13 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (13 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q 183.8 0 32 (throughout the global DECUS community for the quality and value offered by its social) W 288 -2588 M (gatherings.) h 288 -5538 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1400 o f (5.4 ) h 2623 -5538 M (Evaluation Form) h 288 -7788 M /Times-Roman-ISOLatin1 F 1200 o f 63.5 0 32 (It is customary to provide attendees \(and sometimes speakers, too\) with an evaluation form) W 288 -9188 M 61.9 0 32 (so that they can provide feedback on the Event. This information is used in the planning of) W 288 -10588 M 10.6 0 32 (future State Based Events to guide us on what formats work and don't work, which speakers) W 288 -11988 M (offer the best papers, and the selection of venue.) h 288 -13988 M (A sample form is included at the end of this Guide.) h 288 -19288 M -7200 7200 T showpage $P e %%Page: 14 14 /$P a D g N showpage $P e %%Page: 15 15 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (15 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -2088 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 2400 o f 0.000000 0.000000 0.000000 q (SECTION II \255 ) h 15758 -2088 M (PREPARING THE) h 288 -4888 M (BUSINESS PLAN AND BUDGET) h 288 -7988 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 207.0 0 32 (No DECUS State Based Event can proceed without the approval of the DECUS Board. ) W 288 -9388 M 144.6 0 32 (Such approval is based largely on the Business Plan and Budget which must be prepared) W 288 -10788 M (with sufficient rigour to allay any fears about the viability of the Event.) h 288 -12788 M 78.1 0 32 (Draft versions of these documents must be prepared early in the planning process and sub\255) W 288 -14188 M 7.8 0 32 (mitted to the Events Manager and Board Director for their scrutiny. It is quite likely that one) W 288 -15588 M 30.9 0 32 (or two revisions will be required before they can be submitted for final approval by the DE\255) W 288 -16988 M (CUS Board.) h 288 -18988 M 72.7 0 32 (Samples of the Business Plan and Budget are attached to this Guide. The remainder of this) W 288 -20388 M 39.6 0 32 (Section details the information which must be supplied or details which must be clarified in) W 288 -21788 M (order to prepare a Business Plan and Budget which will be acceptable to the DECUS Board.) h 288 -26638 M /Helvetica-Bold-ISOLatin1 F 1800 o f (6 ) h 2290 -26638 M (Budget Overview) h 288 -29588 M /Times-Roman-ISOLatin1 F 1200 o f 124.9 0 32 (The role of the budget is to demonstrate that the State Based Event will return a profit to) W 288 -30988 M 159.6 0 32 (DECUS, and then to measure that profit when the Event is completed. To do this it will) W 288 -32388 M (have to balance realistic levels of income against the likely expenses.) h 288 -35338 M /Helvetica-Bold-ISOLatin1 F 1400 o f (6.1 ) h 2623 -35338 M (Income) h 288 -37588 M /Times-Roman-ISOLatin1 F 1200 o f (There are two primary sources of income \255\255 registration fees and sponsorship.) h 288 -40188 M /Helvetica-Bold-ISOLatin1 F 1200 o f (6.1.1 ) h 3290 -40188 M (Registration Fees) h 288 -42188 M /Times-Roman-ISOLatin1 F 1200 o f 79.3 0 32 (Registration fees should be set at a level which is high enough to ensure financial viability) W 288 -43588 M (but not so high as to deter attendance. Typically the fee structure will include the following:) h 288 -45588 M /Symbol F 1200 o f (\267) h 2088 -45588 M /Times-Italic-ISOLatin1 $ /Times-Italic & P /Times-Italic-ISOLatin1 F 1200 o f 97.6 0 32 (Early fee) W /Times-Roman-ISOLatin1 F 1200 o f 97.6 0 32 ( \(sometimes referred to as the ) W /Times-Italic-ISOLatin1 F 1200 o f 97.6 0 32 (base fee) W /Times-Roman-ISOLatin1 F 1200 o f 97.6 0 32 (\): this is the standard fee to be paid by) W 2088 -46988 M (DECUS individual members.) h 288 -48988 M /Symbol F 1200 o f (\267) h 2088 -48988 M /Times-Italic-ISOLatin1 F 1200 o f 30.2 0 32 (Full fee) W /Times-Roman-ISOLatin1 F 1200 o f 30.2 0 32 (: for registrations by DECUS individual members after a specified date \(e.g. two) W 2088 -50388 M (weeks prior to the event\), typically 10% \255 20% surcharge on the early fee.) h 288 -52388 M /Symbol F 1200 o f (\267) h 2088 -52388 M /Times-Italic-ISOLatin1 F 1200 o f 121.2 0 32 (Corporate fee) W /Times-Roman-ISOLatin1 F 1200 o f 121.2 0 32 (: for employees of DECUS Corporate members. This is usually slightly) W 2088 -53788 M (less than the early fee, e.g. 80% \255 90% of the early fee.) h 288 -55788 M /Symbol F 1200 o f (\267) h 2088 -55788 M /Times-Italic-ISOLatin1 F 1200 o f (Student fee) h /Times-Roman-ISOLatin1 F 1200 o f (: for full\255time students, e.g. 70% of the early fee.) h 288 -57788 M /Symbol F 1200 o f (\267) h 2088 -57788 M /Times-Italic-ISOLatin1 F 1200 o f 113.7 0 32 (Non\255member fee) W /Times-Roman-ISOLatin1 F 1200 o f 113.7 0 32 (: for those who are not DECUS members, typically the full fee plus a) W 2088 -59188 M (figure which exceeds the DECUS membership fee, e.g. the membership fee plus 40%.) h 288 -61188 M (Note:) h 2088 -63188 M (1.) h 3888 -63188 M 86.5 0 32 (A DECUS member is someone who has paid their DECUS membership fee for the) W 3888 -64588 M (calendar year in which the State Based Event is to take place.) h 2088 -66588 M (2.) h 3888 -66588 M 20.0 0 32 (The Corporate Fee may be claimed only by employees of the Corporate member and) W 3888 -67988 M (who are themselves members of DECUS in their own right.) h -7200 7200 T showpage $P e %%Page: 16 16 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (16 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 2088 -1188 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q (3.) h 3888 -1188 M (The non\255member fee should be set so as to encourage non\255members to join DECUS.) h 288 -3188 M 35.1 0 32 (A reasonable guide to setting the early fee is to determine how many attendees you can rea\255) W 288 -4588 M 25.2 0 32 (sonably expect, and then set the fee to a value which ensures the Event will break even with) W 288 -5988 M (half that number of attendees.) h 288 -8588 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1200 o f (6.1.2 ) h 3290 -8588 M (Sponsorship) h 288 -10588 M /Times-Roman-ISOLatin1 F 1200 o f 4.1 0 32 (Sponsorship can take several different forms, from cash to services in kind. Up\255front cash is) W 288 -11988 M 190.7 0 32 (always useful but be careful that there are no conditions placed upon it. For example, a) W 288 -13388 M 147.6 0 32 (sponsor who requires a refund in the event that there are less than a specified number of) W 288 -14788 M (attendees should be accepted only with caution.) h 288 -16788 M 1.6 0 32 (All offers of sponsorship must be confirmed in writing by the prospective sponsors and must) W 288 -18188 M 11.4 0 32 (be submitted to the DECUS Board for approval if the prospective sponsors have placed con\255) W 288 -19588 M (ditions upon their sponsorship.) h 288 -21588 M 26.8 0 32 (Where goods or services are provided at no charge they should be written into the budget as) W 288 -22988 M 106.1 0 32 (an expense equal to the normal value of the goods or services plus sponsorship income of) W 288 -24388 M 258.7 0 32 (equal value. For that matter, there should be a sponsorship item in the Budget against) W 288 -25788 M 117.1 0 32 (*every* expense, even if the values of each sponsorship is initially set to $0.00. This will) W 288 -27188 M (make it easy to update the Budget if and when sponsorship is received.) h 288 -29188 M 54.5 0 32 (If a sponsor is offering to offset a variable cost by a fixed amount \(e.g. a fixed contribution) W 288 -30588 M 27.1 0 32 (to the overall cost of a meal\) you may encounter problems if the number of attendees at that) W 288 -31988 M (function causes the costs to exceed the value of the sponsorship.) h 288 -33988 M 48.3 0 32 (Sponsors are permitted to provide some form of advertising at the Event but make sure you) W 288 -35388 M 101.7 0 32 (have a solid understanding of what form that advertising will take; material which has not) W 288 -36788 M 122.6 0 32 (been approved or which is likely to detract from the ) W 122.6 0 32 (\026non\255commercial) W 122.6 0 32 (\027 nature of DECUS) W 288 -38188 M (can be refused.) h 288 -40188 M 72.6 0 32 (Be realistic about the amounts of money to expect. A sponsor may be willing to contribute) W 288 -41588 M 46.9 0 32 ($1000 or more to an event which caters for 100 people, but not to a gathering of only 40 or) W 288 -42988 M (so.) h 288 -45938 M /Helvetica-Bold-ISOLatin1 F 1400 o f (6.2 ) h 2623 -45938 M (Expenses) h 288 -48188 M /Times-Roman-ISOLatin1 F 1200 o f 84.0 0 32 (The event will have two major types of expenses, fixed and variable. Both must be clearly) W 288 -49588 M (shown in the Budget.) h 288 -52188 M /Helvetica-Bold-ISOLatin1 F 1200 o f (6.2.1 ) h 3290 -52188 M (Fixed Expenses) h 288 -54188 M /Times-Roman-ISOLatin1 F 1200 o f (These are expenses which are independent of the number of attendees. This can include:) h 288 -56188 M /Symbol F 1200 o f (\267) h 2088 -56188 M /Times-Roman-ISOLatin1 F 1200 o f (hire of the venue) h 288 -58188 M /Symbol F 1200 o f (\267) h 2088 -58188 M /Times-Roman-ISOLatin1 F 1200 o f (hire of A/V equipment) h 288 -60188 M /Symbol F 1200 o f (\267) h 2088 -60188 M /Times-Roman-ISOLatin1 F 1200 o f (promotion) h 288 -62188 M /Symbol F 1200 o f (\267) h 2088 -62188 M /Times-Roman-ISOLatin1 F 1200 o f (deposits for meals etc.) h 288 -64188 M /Symbol F 1200 o f (\267) h 2088 -64188 M /Times-Roman-ISOLatin1 F 1200 o f (travel & accommodation for DECUS Events Manager) h 288 -66188 M /Symbol F 1200 o f (\267) h 2088 -66188 M /Times-Roman-ISOLatin1 F 1200 o f (DECUS office administrative support) h 288 -68188 M /Symbol F 1200 o f (\267) h 2088 -68188 M /Times-Roman-ISOLatin1 F 1200 o f (contingency) h -7200 7200 T showpage $P e %%Page: 17 17 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (17 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q 58.0 0 32 (Any or all of the above are possible candidates for sponsorship. If the venue is a DIGITAL) W 288 -2588 M 195.4 0 32 (office then it is likely the venue and A/V equipment will be supplied free of charge, in) W 288 -3988 M 30.3 0 32 (which case a sponsorship amount of equivalent value should be written into the Budget \(see) W 288 -5388 M (above\).) h 288 -7988 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1200 o f (6.2.2 ) h 3290 -7988 M (Variable Expenses) h 288 -9988 M /Times-Roman-ISOLatin1 F 1200 o f 10.8 0 32 (These are almost exclusively the cost of meals for attendees, but are not always directly pro\255) W 288 -11388 M 168.5 0 32 (portional to the actual number of attendees. For example, a dinner venue will usually be) W 288 -12788 M 81.1 0 32 (booked for a certain number of diners and will likely charge for that number even if fewer) W 288 -14188 M (actually attend.) h 288 -16188 M 32.8 0 32 (If accommodation is to be offered in conjunction with the Event, it should be offered on the) W 288 -17588 M 76.5 0 32 (basis that the venue organises the accommodation at no cost to the Society \(i.e. it deals di\255) W 288 -18988 M 77.0 0 32 (rectly with the attendee making the booking\). This minimises the load on the DECUS Of\255) W 288 -20388 M (fice and gives maximum flexibility to attendees.) h 288 -22988 M /Helvetica-Bold-ISOLatin1 F 1200 o f (6.2.3 ) h 3290 -22988 M (Partner Expenses) h 288 -24988 M /Times-Roman-ISOLatin1 F 1200 o f 68.6 0 32 (The Event should welcome partners of delegates to attend social functions such as the eve\255) W 288 -26388 M 15.0 0 32 (ning Dinner. The pricing of tickets for partners to these functions should ensure that the cost) W 288 -27788 M 70.9 0 32 (of the partner's meal is covered and possibly even exceeded. The Budget should not subsi\255) W 288 -29188 M (dise partner meal tickets at the expense of other delegates.) h 288 -31788 M /Helvetica-Bold-ISOLatin1 F 1200 o f (6.2.4 ) h 3290 -31788 M (Complementary Registrations) h 288 -33788 M /Times-Roman-ISOLatin1 F 1200 o f 161.1 0 32 (In general it is undesirable to hand out complementary \(i.e. no\255fee\) registrations, even to) W 288 -35188 M 114.3 0 32 (members of the organising Committee. However, should complementary registrations be) W 288 -36588 M 66.5 0 32 (considered necessary \(e.g. for a special speaker or two\), it should be remembered that such) W 288 -37988 M 68.2 0 32 (registrations are a cost to the Event and should be entered into the Budget as such. \(In par\255) W 288 -39388 M 45.0 0 32 (ticular, these people can be expected to eat and drink as much as anyone else and are there\255) W 288 -40788 M 191.8 0 32 (fore consuming meals which have not otherwise been paid for.\) The same applies when) W 288 -42188 M 76.4 0 32 (speakers are invited to social functions even though the speakers have not paid registration) W 288 -43588 M (fees.) h 288 -46538 M /Helvetica-Bold-ISOLatin1 F 1400 o f (6.3 ) h 2623 -46538 M (Summary) h 288 -48788 M /Times-Roman-ISOLatin1 F 1200 o f 39.0 0 32 (The key to formulating a good Budget is to itemise the expenses and incomes and to ensure) W 288 -50188 M 89.6 0 32 (that the income will meet the expenses. Sponsorship should be sought so that the financial) W 288 -51588 M 26.8 0 32 (success of the Event is assured and/or to enable the registration fee to be lowered to encour\255) W 288 -52988 M (age attendance.) h 288 -57838 M /Helvetica-Bold-ISOLatin1 F 1800 o f (7 ) h 2290 -57838 M (Business Plan Overview) h 288 -60788 M /Times-Roman-ISOLatin1 F 1200 o f (The Business Plan serves several purposes:) h 288 -62788 M /Symbol F 1200 o f (\267) h 2088 -62788 M /Times-Roman-ISOLatin1 F 1200 o f (it describes the State Based Event and associated activities) h 288 -64788 M /Symbol F 1200 o f (\267) h 2088 -64788 M /Times-Roman-ISOLatin1 F 1200 o f (it justifies the assumptions and figures shown in the Budget) h 288 -66788 M /Symbol F 1200 o f (\267) h 2088 -66788 M /Times-Roman-ISOLatin1 F 1200 o f 99.4 0 32 (it details the risks and liabilities should the Event fail to perform as expected, and the) W 2088 -68188 M (steps taken to ensure that the Event will not fail.) h -7200 7200 T showpage $P e %%Page: 18 18 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (18 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q 79.0 0 32 (The Business Plan will be submitted to the DECUS Board along with the Budget and both) W 288 -2588 M 59.2 0 32 (will be subject to close scrutiny. Permission to proceed with the State Based Event will not) W 288 -3988 M (be given if the DECUS Board does not approve of either.) h 288 -5988 M (The following paragraphs cover the details which are required in the Business Plan.) h 288 -8938 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1400 o f (7.1 ) h 2623 -8938 M (Objective) h 288 -11188 M /Times-Roman-ISOLatin1 F 1200 o f 37.8 0 32 (State the objectives of your State Based Event. The following two objectives are mandatory) W 288 -12588 M (\(although the wording can vary\):) h 288 -14588 M /Symbol F 1200 o f (\267) h 2088 -14588 M /Times-Roman-ISOLatin1 F 1200 o f (To provide a valuable and enjoyable educational experience to DECUS members) h 288 -16588 M /Symbol F 1200 o f (\267) h 2088 -16588 M /Times-Roman-ISOLatin1 F 1200 o f (To return a profit to DECUS Australia Incorporated.) h 288 -18588 M 65.9 0 32 (Remember, a DECUS function must be both useful to DECUS members and should be en\255) W 288 -19988 M (joyable at the same time.) h 288 -22938 M /Helvetica-Bold-ISOLatin1 F 1400 o f (7.2 ) h 2623 -22938 M (Theme) h 288 -25188 M /Times-Roman-ISOLatin1 F 1200 o f 57.6 0 32 (State the overall theme of your State Based Event, including the name you intend to give it) W 288 -26588 M 48.4 0 32 (for promotional purposes and an explanation of how you expect that theme to be of interest) W 288 -27988 M (to a sufficient number of members.) h 288 -30938 M /Helvetica-Bold-ISOLatin1 F 1400 o f (7.3 ) h 2623 -30938 M (Venue) h 288 -33188 M /Times-Roman-ISOLatin1 F 1200 o f 17.2 0 32 (State the venue to be used for the main presentations for the Event. In some cases this won't) W 288 -34588 M 218.2 0 32 (be known until the Business Plan and Budget are submitted for final approval, but you) W 288 -35988 M 143.3 0 32 (should at least be able to specify the type of venue \(hotel, university, office, etc.\) and its) W 288 -37388 M 119.8 0 32 (geographic location \(city, holiday spot, rural centre, etc.\), together with a shortlist of suit\255) W 288 -38788 M (able venues.) h 288 -40788 M (The Business Plan should address the following points:) h 288 -42788 M /Symbol F 1200 o f (\267) h 2088 -42788 M /Times-Roman-ISOLatin1 F 1200 o f (if after\255hours access restrictions apply, explain how they will be overcome) h 288 -44788 M /Symbol F 1200 o f (\267) h 2088 -44788 M /Times-Roman-ISOLatin1 F 1200 o f (how many will the venue comfortably hold) h 288 -46788 M /Symbol F 1200 o f (\267) h 2088 -46788 M /Times-Roman-ISOLatin1 F 1200 o f (what is the maximum number of attendees the venue will hold) h 288 -48788 M /Symbol F 1200 o f (\267) h 2088 -48788 M /Times-Roman-ISOLatin1 F 1200 o f 63.8 0 32 (is accommodation being offered as part of the registration, or a particular accommoda\255) W 2088 -50188 M (tion venue being recommended.) h 288 -53138 M /Helvetica-Bold-ISOLatin1 F 1400 o f (7.4 ) h 2623 -53138 M (Format) h 288 -55388 M /Times-Roman-ISOLatin1 F 1200 o f 4.1 0 32 (Describe the overall structure of the event \255 number of days, number of streams, summary of) W 288 -56788 M (social functions. A complete Timetable helps enormously.) h 288 -59738 M /Helvetica-Bold-ISOLatin1 F 1400 o f (7.5 ) h 2623 -59738 M (Meals and Social Activities) h 288 -61988 M /Times-Roman-ISOLatin1 F 1200 o f 17.3 0 32 (List the meal breaks \(including morning and afternoon teas\) and other social functions, indi\255) W 288 -63388 M (cating those to which partners of delegates will be invited.) h 288 -65388 M (If a function is to have a structure \(e.g. after\255dinner speaker\) provide details.) h -7200 7200 T showpage $P e %%Page: 19 19 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (19 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1338 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1400 o f 0.000000 0.000000 0.000000 q (7.6 ) h 2623 -1338 M (Promotion) h 288 -3588 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 37.1 0 32 (State the steps to be taken for promotion of the State Based Event. Suitable promotional ac\255) W 288 -4988 M (tivities include:) h 288 -6988 M /Symbol F 1200 o f (\267) h 2088 -6988 M /Times-Roman-ISOLatin1 F 1200 o f 52.0 0 32 (distribution of the Registration Kit to User Group members in the relevant geographical) W 2088 -8388 M (region\(s\)) h 288 -10388 M /Symbol F 1200 o f (\267) h 2088 -10388 M /Times-Roman-ISOLatin1 F 1200 o f (use of electronic mailing lists and the World Wide Web) h 288 -12388 M /Symbol F 1200 o f (\267) h 2088 -12388 M /Times-Roman-ISOLatin1 F 1200 o f 42.6 0 32 (advertising in the print media \(local newspapers, Tuesday `Australian', ) W 42.6 0 32 (\026diary) W 42.6 0 32 (\027 columns) W 2088 -13788 M (in computer magazines\)) h 288 -15788 M /Symbol F 1200 o f (\267) h 2088 -15788 M /Times-Roman-ISOLatin1 F 1200 o f (internal promotion within DIGITAL) h 288 -17788 M /Symbol F 1200 o f (\267) h 2088 -17788 M /Times-Roman-ISOLatin1 F 1200 o f (promotion within the workplaces of DECUS members) h 288 -19788 M /Symbol F 1200 o f (\267) h 2088 -19788 M /Times-Roman-ISOLatin1 F 1200 o f 218.6 0 32 (advertising on notice boards of tertiary institutions \(be careful to obtain permission) W 2088 -21188 M (first!\)) h 288 -23188 M /Symbol F 1200 o f (\267) h 2088 -23188 M /Times-Roman-ISOLatin1 F 1200 o f (listing with local tourism/convention authorities.) h 288 -25188 M 1.7 0 32 (In addition, the Business Plan should include some provision for intense, last\255minute promo\255) W 288 -26588 M (tion if warranted by lower\255than\255expected registration figures.) h 288 -28588 M 93.9 0 32 (All costs associated with promotion should be included in the Budget. No promotional ac\255) W 288 -29988 M 14.1 0 32 (tivity should be performed unless it can be expected to return at least as much in registration) W 288 -31388 M (fees than it costs to undertake.) h 288 -34338 M /Helvetica-Bold-ISOLatin1 F 1400 o f (7.7 ) h 2623 -34338 M (Financial Standing) h 288 -36588 M /Times-Roman-ISOLatin1 F 1200 o f 32.6 0 32 (The Budget is the primary demonstration of the financial standing of the State Based Event.) W 288 -37988 M (The Budget should have a break\255even point of half the number of expected attendees.) h 288 -40588 M /Helvetica-Bold-ISOLatin1 F 1200 o f (7.7.1 ) h 3290 -40588 M (Sponsorship) h 288 -42588 M /Times-Roman-ISOLatin1 F 1200 o f 187.8 0 32 (If the Budget includes sponsorship income, the Business Plan should show exactly what) W 288 -43988 M 75.6 0 32 (sponsors are receiving for their sponsorship and how they expect those moneys to be used.) W 288 -45388 M 50.6 0 32 (The Plan should show any special conditions attached to sponsorship \(e.g. dependence on a) W 288 -46788 M (minimum number of attendees\).) h 288 -49388 M /Helvetica-Bold-ISOLatin1 F 1200 o f (7.7.2 ) h 3290 -49388 M (Registration Fees) h 288 -51388 M /Times-Roman-ISOLatin1 F 1200 o f 73.2 0 32 (State the registration fees to be charged and demonstrate how they were arrived at. If there) W 288 -52788 M 115.5 0 32 (are several different fees, show how and why those fees were arrived at, and what impact) W 288 -54188 M (you expect the variation in fee to have upon attendance.) h 288 -56188 M 66.0 0 32 (Fees for social activities \(including those activities to which partners are invited\) should be) W 288 -57588 M 50.7 0 32 (set so that the cost of those activities is covered or exceeded by the fees. In particular, part\255) W 288 -58988 M (ner fees for activities should not be subsidised by delegates.) h 288 -60988 M 10.5 0 32 (Persons for whom the registration fee is to be waived should be identified, citing the reasons) W 288 -62388 M 37.9 0 32 (why. ) W /Times-Italic-ISOLatin1 $ /Times-Italic & P /Times-Italic-ISOLatin1 F 1200 o f 37.9 0 32 (In general, complementary registrations are undesirable.) W /Times-Roman-ISOLatin1 F 1200 o f 37.9 0 32 ( If registration fees are to be) W 288 -63788 M 77.4 0 32 (waived in exchange for services or other activities, state what steps will be taken to ensure) W 288 -65188 M 160.8 0 32 (completion of the services or activities. In particular the Business Plan should indicate if) W 288 -66588 M (speakers and/or sponsors are to receive complementary registrations.) h -7200 7200 T showpage $P e %%Page: 20 20 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (20 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q 39.7 0 32 (Give some indication of the number of people who have already expressed an interest in at\255) W 288 -2588 M (tending the event.) h 288 -5188 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1200 o f (7.7.3 ) h 3290 -5188 M (Liabilities) h 288 -7188 M /Times-Roman-ISOLatin1 F 1200 o f 85.0 0 32 (List the financial liabilities which exist should the State Based Event have to be cancelled.) W 288 -8588 M 1.8 0 32 (These may depend upon the time of the cancellation. For example, many venues will impose) W 288 -9988 M 37.5 0 32 (a non\255refundable deposit. In many cases a social function will be charged for the number of) W 288 -11388 M (delegates booked in, not the number who actually attended.) h 288 -13988 M /Helvetica-Bold-ISOLatin1 F 1200 o f (7.7.4 ) h 3290 -13988 M (Risk) h 288 -15988 M /Times-Roman-ISOLatin1 F 1200 o f 134.9 0 32 (In addition to the financial liabilities shown above, there may be an intangible risk in the) W 288 -17388 M 13.5 0 32 (event of cancellation. For example, sponsors and speakers may seriously reconsider their fu\255) W 288 -18788 M 126.4 0 32 (ture involvement with DECUS; or DECUS members and other prospective attendees may) W 288 -20188 M (decide that DECUS is not a suitable forum for their interests.) h 288 -22188 M 122.4 0 32 (The Business Plan should identify sponsors or speakers who are making special efforts to) W 288 -23588 M 63.9 0 32 (support the Event and are likely to hold DECUS in disrepute if the Event does not perform) W 288 -24988 M (as expected or is even cancelled.) h 288 -30288 M -7200 7200 T showpage $P e %%Page: 21 21 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (21 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -2088 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 2400 o f 0.000000 0.000000 0.000000 q (SECTION III \255 ) h 16426 -2088 M (ON THE DAY) h 288 -5188 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 101.9 0 32 (The State Based Event is approved, speakers lined up, registrations in and you're ready to) W 288 -6588 M 162.5 0 32 (roll. There are few matters which will need to be taken care of to ensure the Event runs) W 288 -7988 M (smoothly on the day.) h 288 -9988 M 47.4 0 32 (It is important to remember that many attendees at State Based Events have little or no pre\255) W 288 -11388 M 66.1 0 32 (vious contact with DECUS, so the conduct of the Event is an ideal forum to introduce pro\255) W 288 -12788 M 82.9 0 32 (spective and new members to DECUS and to ensure they have a favourable impression by) W 288 -14188 M (the time they leave. ) h (\026A happy customer becomes a repeat customer!) h (\027) h 288 -19038 M /Helvetica-Bold-ISOLatin1 F 1800 o f (8 ) h 2290 -19038 M (Setup) h 288 -21988 M /Times-Roman-ISOLatin1 F 1200 o f 33.2 0 32 (The day before the Event, or at least in the hours before attendees arrive, set up signage etc.) W 288 -23388 M 95.5 0 32 (if such is necessary. At the very least you will need some signs outside the venue to point) W 288 -24788 M (attendees in the right direction.) h 288 -26788 M 12.9 0 32 (Ask the DECUS Events Manager to provide the large DECUS banner which can be hung up) W 288 -28188 M (in a prominent location, thus reinforcing to attendees that they are in the right place.) h 288 -30188 M 171.0 0 32 (The Events Manager will also bring a list of the attendees and pre\255printed name badges.) W 288 -31588 M 56.7 0 32 (These badges serve two purposes: they identify attendees to each other, and they allow you) W 288 -32988 M (to screen out persons who have not registered and might otherwise get a ) h (\026free ride) h (\027.) h 288 -34988 M 48.0 0 32 (All local members of the organising Committee, plus the Events Manager \(or the appointed) W 288 -36388 M 97.1 0 32 (delegate\) should inspect the venue immediately prior to the arrival of the first attendees to) W 288 -37788 M 45.6 0 32 (ensure that the venue is accessible, all facilities are set up as required and signage is clearly) W 288 -39188 M (visible. The Events Manager will also wish to set up a registration desk.) h 288 -41188 M 37.4 0 32 (You should decide in advance how you wish attendees to be seated, and make the appropri\255) W 288 -42588 M 39.4 0 32 (ate arrangements. If you have a large number of attendees for the size of the function room,) W 288 -43988 M 119.7 0 32 (or are using a lecture theatre, then theatre\255style seating \(rows of chairs\) is suitable. If you) W 288 -45388 M 166.3 0 32 (have a relatively small number of attendees you may prefer to seat them at tables. A U\255) W 288 -46788 M (shape arrangement of tables is very good when there is a lot of space to fill.) h 288 -49738 M /Helvetica-Bold-ISOLatin1 F 1400 o f (8.1 ) h 2623 -49738 M (Audio\255Visual) h 288 -51988 M /Times-Roman-ISOLatin1 F 1200 o f 99.5 0 32 (Ensure that all A/V aids are setup and functional as requested. Most speakers will provide) W 288 -53388 M 61.1 0 32 (their presentations in electronic format, either Powerpoint or WWW, so a PC and overhead) W 288 -54788 M 17.6 0 32 (projector with LCD panel \(or other projection device\) will be essential. An overhead projec\255) W 288 -56188 M 70.4 0 32 (tor is still useful for rough sketches and notes, and paper sheets or whiteboards can also be) W 288 -57588 M (used in smaller rooms. The use of 35mm slides is comparatively rare.) h 288 -59588 M 103.7 0 32 (You may wish to consider the use of microphones \(lapel or fixed\) if the room warrants it,) W 288 -60988 M (but they are usually unnecessary.) h -7200 7200 T showpage $P e %%Page: 22 22 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (22 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1638 M /Helvetica-Bold-ISOLatin1 $ /Helvetica-Bold & P /Helvetica-Bold-ISOLatin1 F 1800 o f 0.000000 0.000000 0.000000 q (9 ) h 2290 -1638 M (Arrival of Speakers and Attendees) h 288 -4588 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 24.6 0 32 (All speakers and attendees should have received a confirmation letter which includes details) W 288 -5988 M (such as venue and accommodation \(if it was part of the registration package\).) h 288 -7988 M 87.9 0 32 (If you have arranged for international speakers it would be appropriate for the User Group) W 288 -9388 M 24.6 0 32 (Chairman to meet the speaker at the airport and escort them to their hotel\(s\). A similar serv\255) W 288 -10788 M (ice can be offered to interstate speakers or the Events Manager if you feel it is warranted.) h 288 -13738 M /Helvetica-Bold-ISOLatin1 F 1400 o f (9.1 ) h 2623 -13738 M (Welcoming Reception) h 288 -15988 M /Times-Roman-ISOLatin1 F 1200 o f 72.9 0 32 (If your Event is to include a welcoming reception make sure that everyone knows about it.) W 288 -17388 M 13.9 0 32 (You may like to invite speakers to this function but the associated cost must be budgeted for) W 288 -18788 M (if those speakers are not paying a registration fee.) h 288 -20788 M 80.8 0 32 (The reception makes a good opportunity to outline the format for the rest of the Event and) W 288 -22188 M (also gives all attendees a chance to get to know each other in an informal atmosphere.) h 288 -27038 M /Helvetica-Bold-ISOLatin1 F 1800 o f (10 ) h 3290 -27038 M (The First Session) h 288 -29988 M /Times-Roman-ISOLatin1 F 1200 o f 107.6 0 32 (The first session provides another opportunity to welcome attendees and outline the Event) W 288 -31388 M 68.5 0 32 (format. This should be done even if you had a welcoming reception because not all attend\255) W 288 -32788 M (ees will have taken part in it.) h 288 -34788 M 54.4 0 32 (The sessions are typically in a different venue to the social functions and so this is the time) W 288 -36188 M 113.9 0 32 (to advise attendees of particular features of the venue with which they should be familiar,) W 288 -37588 M 125.6 0 32 (e.g. process for entering and leaving the building, location of toilets, etc. In particular, all) W 288 -38988 M 82.9 0 32 (DECUS events are NON SMOKING and you should direct smokers to an area where they) W 288 -40388 M (will not inconvenience non\255smokers \(usually this is outside the building\).) h 288 -45238 M /Helvetica-Bold-ISOLatin1 F 1800 o f (11 ) h 3290 -45238 M (Meals) h 288 -48188 M /Times-Roman-ISOLatin1 F 1200 o f 126.5 0 32 (Try to ensure that meal breaks are taken when scheduled. This helps the caterers to serve) W 288 -49588 M 99.5 0 32 (you better and prevents the Event from descending into chaos. This is particularly true for) W 288 -50988 M 125.2 0 32 (the Lunch break which is often run to a tight schedule by the venue or caterer \(and helps) W 288 -52388 M (ensure that everyone gets a hot meal if one is on offer\).) h 288 -54388 M 109.2 0 32 (The last session of the day should finish in time for everyone to get to the social function) W 288 -55788 M 29.0 0 32 (which typically concludes each day. If your main Dinner is to be at all formal you will have) W 288 -57188 M 104.0 0 32 (to allow time for attendees to get home \(or to their accommodation\), change and return to) W 288 -58588 M (the dinner venue.) h 288 -63438 M /Helvetica-Bold-ISOLatin1 F 1800 o f (12 ) h 3290 -63438 M (At the End) h 288 -66388 M /Times-Roman-ISOLatin1 F 1200 o f 58.8 0 32 (At the end of the last session for the Event, make a point of thanking your speakers and at\255) W 288 -67788 M (tendees for coming along and making it the success it was.) h -7200 7200 T showpage $P e %%Page: 23 23 /$P a D g N 0 84189 T 7200 -79689 T N 21397 -1038 M /Helvetica-ISOLatin1 $ /Helvetica & P /Helvetica-ISOLatin1 F 1000 o f 0.000000 0.000000 0.000000 q (\255 ) h (23 \255) h 288 -2412 M -7200 79689 T N 7489 -78589 M 52039 -78589 L S 100 w 0 c 0 j 2 i 0.00 G k R N 7200 -7200 T N 288 -1188 M /Times-Roman-ISOLatin1 $ /Times-Roman & P /Times-Roman-ISOLatin1 F 1200 o f 0.000000 0.000000 0.000000 q 17.2 0 32 (Allow a short time for your attendees to fill out the evaluation forms before collecting them;) W 288 -2588 M 97.4 0 32 (these forms can then be given to the Events Manager who will compile them into a report) W 288 -3988 M (back in the DECUS office.) h 288 -5988 M 126.6 0 32 (If you are having a closing social function remind your attendees about it and how to get) W 288 -7388 M (there before letting them go.) h 288 -9388 M 86.6 0 32 (Once the attendees have departed you should assist the Events Manager in any last\255minute) W 288 -10788 M 80.1 0 32 (tidy up or administrative duties. This may be especially important when the Event is being) W 288 -12188 M 99.4 0 32 (held on private or business premises other than a hotel/convention centre or University, as) W 288 -13588 M 91.1 0 32 (they owners of those premises have likely inconvenienced themselves to make them avail\255) W 288 -14988 M (able.) h 288 -16356 M -7200 7200 T showpage $P e %%Trailer $D end restore % DEC_WRITE_dict %%Pages: 23 %%DocumentFonts: Helvetica-Bold %%+ Times-Roman %%+ Helvetica %%+ Symbol %%+ Helvetica-BoldOblique %%+ Times-Bold %%+ Times-Italic