Programs
T
HE AFA FIELD OPERATIONS GUIDEBOOK has an excellent chapter on the details of how to put on a program. If you haven't read it -- please stop right now and turn to Chapter Twentyin the Guidebook.For anyone who has planned a program of any size at all, you'll agree that the procedures highlighted in the Guidebook are absolutely required. The remainder of this section deals with more general programming issues.
Simply stated, each chapter is required to organize four
programs each year, normally one during each calendar quarter.
At least two of the programs should include the local
community -- your choice of program theme/content. And
remember -- a meeting is not a program!
Lack of Attendance at programs is one of the most repetitive concerns of chapters. While there are no set, guaranteed ways to turn out a crowd, three suggestions may be helpful. First, carefully organized and orchestrated programs, which are properly announced and advertised, can be effective guarantees in themselves. Let the membership know in advance; gather the support of the base if one is nearby; and then put on a quality program which will motivate your chapter members to come back. And go one step further -- make your program a first class event, something people enjoy attending. You need not do this with every program, but perhaps twice a year, pull out the stops. As is evident, your Program Committee will spend many hours to insure a successful event is presented.
Once the credibility of programs is established, you must then focus on involving the community. It is not unusual to find local chapters limit their programs to chapter members and the local military contingent (some chapters regrettably, limit the military involvement to only the command structure). While these groups can form the basis of chapter activities, you must "reach out" into the community-at-large. Our job is to inform the public -- what better way than to involve the public in your programs. Develop a list of those in your community that should be part of your events, even though they may not be AFA members. Always include local, state and national political leaders on your lists as well as civic and business leaders. You will find that these individuals often will attend a well planned program and their attendance, in turn, will motivate others to attend. The bottom line is that this can indeed lead to a "snowball" effect in that the community leaders attend because the community turns out -- because the community leaders attend! Develop a detailed and current community mailing list and use it along with your regular membership list.
The third suggestion is the one most often overlooked by
chapters -- plan a function with another organization. In
addition to military-oriented groups such as the Air Force
Sergeants' Association, The Retired Officers Association and
others, it is entirely appropriate and encouraged to work with
civic organizations such as the Chamber of Commerce, Kiwanis,
Rotary, etc. to co-sponsor programs of interest to the broad
spectrum of the community -- of course with a subject oriented
to AFA's objectives. It isn't always necessary to have AFA "up
front" at these affairs. The important thing is to act as a
catalyst to bring the community together to hear credible
speakers -- particularly speakers of national repute. The
combining of resources, effort and membership can transform a
good program into an outstanding one. Again, the key to this
"co-sponsorship" ultimately lies in your chapter establishing
local, civilian ties in the community.
Although the Guidebook (Chapter Twenty) addresses this issue, it is important enough to look at it again. The mistake some chapters make -- which leads directly to money losing programs -- is to charge each paying attendee only the price of the meal, tax and gratuity. Unfortunately, the countless other expenses (i.e. tickets, flowers, guests, speaker, reception, programs, awards etc.) then become add-on items which represent a financial loss to the chapter. The easiest way to overcome this problem is to identify all costs (many of course will be projected costs), add the cost of all gratis meals and divide the total by the estimated attendance. The result gives you the cost-per-person required for a "break-even" program.
If you have your adding machine out, you have already
determined that the break-even cost per person can be
significantly more than just the cost of the meal. Following
are some ideas to keep the overall cost down.
From the receiving end, a long program is inversely
proportional to audience enthusiasm. Unfortunately, it is more
often the rule than the exception that programs drag on well
past 11 o'clock in the evening (or past 2:15 in the
afternoon). If you want to establish a professional chapter
reputation, keep your programs exactly on
schedule -- and finish no later than 10 p.m. (1:15 for a
luncheon)! Many organizations manage this all the time. Some
hints to insure timing: Thoroughly pre-brief speakers on time
limits; prepare a script for every aspect of
the program; plan entertainment as a part of the program only
if it can be done within the schedule. If not, adjourn the
program and invite those interested to remain.
The majority of AFA chapter functions are held at officers'
clubs. Is it any wonder that AFA is often perceived as an
officers' only organization? Try the NCO Club occasionally.
Better yet, make an effort to move into the community. Prices
generally are not much higher off base, but the message you
send is considerably different -- plan your program location
for participation by the largest community/military
cross-section possible.
Awards must be given special attention in any program. By a
few unfortunate words, or bad placement within a schedule, an
award recipient can be greatly embarrassed rather than being
honored for significant accomplishments. An MC's plea to an
already bored audience (because of an out-of control program)
to "bear with me as we present these awards" certainly does
not create the proper climate. Additionally, insure you have
planned for proper presentation of the award (normally by
someone other than the MC), and for photos to be taken. If you
keep the number of awards at any single function relatively
small, plan carefully, and use a complete script, you should
be well on your way to successful meaningful, presentations.
Most chapters have trouble in this regard from
time-to-time. Here are some ideas to build your program
around.
AWARDS:
- Air Force
- AMN/NCO/Junior Officer of the Year/Quarter/Month
- Community Citations
- "Special" Awards
SALUTES TO:
- U.S. Air Force
- Women in the Air Force
- The Enlisted Force
- Junior Officers
- Major Air Commands
- Local Base
- Air Force Academy/ROTC/JROTC/CAP
- Recruiters
- Air National Guard/Air Force Reserve
- Famed Airman
- Local Civic Organizations
- Historical events/entities
- Aerospace Industry
- Allied Nations
- Aerospace Education Foundation
SPECIAL SPEAKERS:
- Political figures which relate to the AFA mission
- Senior Air Force and/or DOD officials
- Ex-POW
- Senior Industry Executive
- Senior AFA leaders
SPECIAL DAY EVENTS:
- Veterans Day
- December 7th
- Kitty-Hawk Day - 17 December
- Membership Drive Kickoff - 15 April
- Armed Forces Day
- Fourth of July
- Air Force Birthday - 18 September
- Seasonal/Social Events
- Chapter Picnic (chapter sponsored or "pay as you go")
- Air Force Academy vs. Army and/or Navy Game
- Golf/Tennis Tournaments
- Military Balls
- ROTC/JROTC/CAP Field Days
- Christmas Party
SPECIAL OPPORTUNITIES:
- Symposia
- Thunderbirds (Blue Angels, Golden Knights etc.)
- Co-Sponsor with:
Chamber of Commerce
Foreign Affairs Council
DAR/SAR
Civic Organizations
Other Military/Veterans Associations
In short, there are these programs and many more. You are
limited only by your ideas and resources and
the need to have some tie in program theme to AFA.
This section outlines a chronology of items a chapter might
want to consider in planning a luncheon or dinner program.
This is not a comprehensive checklist. It is a basic guide of
items which will help you remember many of the "little things"
that can make the difference between a plain old program and
an outstanding one:
-- Should be done six months in advance for national speakers and a minimum of two months for local speakers.
-- AFA National can assist in securing national speakers, but plenty of advance notice is very helpful!
-- Invitation coordinator
-- Facility coordinator
-- Administrative coordinator
-- Host coordinator
-- Industry/commercial table sales coordinator
-- Confirm program speaker
-- Order all required mailing labels 14 days in advance of mailing date if possible
-- Print announcements/invitations
-- Identify point of contact
-- Establish RSVP deadline
-- Establish refund policy
Since the enactment of the Joint Ethics Regulations (JER) and the accompanying Department of Defense Regulations (DoD 5500.7-R) in 1993, the Association has worked diligently to be in compliance with the JER, to secure the appropriate approvals for events, and to supply our volunteers with accurate information about the conduct of local Association events and programs.
Recognizing that most of the Association's state and chapter organizations will be sponsoring conventions, meetings, public programs and air shows over the next several months, information about gratuities for speakers may be helpful.
Executive Branch Employees (commissioned officers, civil servants) always have been generous with their time by speaking to AFA audiences. Through these programs, AFA members have been exposed to up-to-date information about national security concerns and the needs of Air Force people and programs. This information, in turn, has allowed local chapters to be more effective in their communities.
Gratuities to speakers is covered in Subpart B: Gifts from Outside Sources, Section 2635.201 through Section 2635.205. Organizations may give a speaker a token gift in appreciation of the speaker's participation in a program. Such a token gift might take the form of a pen, book or plaque providing the value does not exceed $20. If you invite the same speaker to return on numerous occasions, the total value of all gifts may not exceed $50 during the calendar year.
In an attempt to make the gratuity meaningful, many state and chapter organizations have chosen to make a charitable contribution in the name of the speaker to a charity of the chapter's or speaker's choosing. This practice is in violation of 18 U.S.C. 209, which prohibits a government employee from receiving any salary or compensation from any entity other than the United States Government, and should cease. The Government has determined that contributions of this nature meet the definition of indirect compensation and are, therefore, prohibited.
If chapters choose to make a charitable contribution, they may do so. Acceptable language would be, "To mark this occasion, the Chapter will donate $X to the XX Charity." However, Chapters may not do it in the name of the speaker.
Chapters needing additional information or clarification
may contact AFA's National Defense Issues Department who
maintains up-to-date copies of the applicable regulations.
Chapters should refrain from using the services of the local
base legal office unless there is no other recourse for
clarification.
A few tips to "frost the cake". We've discussed some of them before but they are worth repeating.
Keep virtually all comments positive, upbeat! Some comments to AVOID:
Also make sure your awards ceremony is properly structured:
Good luck - Should be a fine event!
There are so many items to consider in planning and staging a function that it is almost impossible not to omit something that should be considered, checked, and double-checked. For this reason we have compiled a "check list" for your assistance.
Many of these items must be considered more than once during the time you plan your function. For example, when you are in the very first stages of planning a meeting, you must reserve a given number of hotel rooms, at a given period, before you can mail the first invitation. You must estimate the number of acceptances you will receive. Later on, however, you must reconfirm your estimate with the hotel, and perhaps increase or decrease the number of rooms, based on the acceptances you have received.
Certain facilities must be ordered well in advance. They must be checked after they have arrived to insure that they are on hand, and then double-checked immediately prior to their use to insure that they are in order and working properly.
There are items that just cannot be "left to chance" even after you have arranged for them; they must be checked and re-checked.
Most of the items contained on this check list are primarily intended to remind the sponsors of various things that need to be done; while some are used by the hotel and the sponsor. As the sponsor, however, you and your Committee members must be familiar with practically every item on this list. Insuring this will assist you in sponsoring an event that will be a credit to you, the organization, and your community.
1. DATES, ATTENDANCE, & ACCOMMODATIONS
( ) Estimate total number of registrants expected
( ) Date majority of guests will arrive
( ) Date majority of guests will depart
( ) Date uncommitted guest rooms are to be released
( ) Approximate number of rooms needed, with breakdown
on singles, doubles, and suites
( ) Room rates for registrants
( ) Copies of reservation confirmations to:
2. GUESTS
( ) Make sure local dignitaries are invited; established deadline for their answer, and call them on the telephone at that time.
( ) Make sure all invitations to out-of-town guests have been mailed, and deadline date established for their answer. Maintain card file on all invitations.
Advise all guests with respect to : Transportation, credentials, appearances (if they are expected to speak even briefly, warn them), hotel accommodations, time you desire them to be available, expenses (type and amount) sponsor will assume.
( ) Arrange to have Honored guests welcomed and briefed by member of the Host Committee. Hand them a written agenda at the time they are welcomed to the city, so they may study it.
3. EQUIPMENT & FACILITIES
( ) Signs for Registration Desk, Hospitality Room, Tours, etc.
( ) Special lighting: floods, spots, etc.
( ) Blackboards, flannel boards, magnetic boards, chart stands, easels, etc.
( ) Lighted lectern, gavel, etc.
( ) Public Address system -- microphones: type, number, etc. ( ) Recording: stenographer, tape recorder, photographer, etc. ( ) Projection equipment, "blackout" switch, operator
( ) Telephones, radio & TV facilities, etc.
( ) Flags, banners, flowers, etc. (Check fire regulations)
( ) Music
( ) Special equipment and/or services (Make sure agreement is reached on total cost of services)
4. REGISTRATION
( ) Time and days required; number and size of tables; other materials needed, such as telephones, bulletin boards, water pitchers and glasses, lighting, signs, etc.
( ) Insure adequate personnel to operate desks
( ) Obtain registration cards
( ) Separate desks for advance registrants, current registrants, honored guests
( ) Printed programs available
( ) Make sure someone is in charge at all times registration desks are open who can answer questions on program. ( ) Pencils, note pads, miscellaneous supplies
Immediately prior to opening Registration Desks, check:
( ) Personnel knowledge of registration procedure
( ) Policy on accepting checks and making refunds
( ) Information to be typed on badges
( ) Handling of honored guests and other dignitaries
( ) Emergency housing
( ) Printed registration list
If registrants fill out registration cards:
( ) Cards, pencils, programs on desk
( ) Instructions posted
( ) Tables properly lighted
During registration, make sure someone is available to:
( ) Render policy decisions
( ) Check out funds at closing times
( ) Accommodate registrants in all matters
(After Registration Desks are closed, make sure instructions are conspicuously posted regarding next opening; and directions to headquarters office where information may be obtained.)
5. MEETINGS
( ) Conspicuously post correct date and time for each
( ) Make up seating chart, including head table, for each
( ) Make sure hotel has copies of all necessary information
( ) Make sure all necessary equipment is available (check against equipment and facilities list).
Immediately prior to Meeting, someone should double- check
( ) Meeting room open and properly staffed
( ) Seating arrangement as ordered
( ) Cooling and/or heating system in order and working
( ) Public address system in order and working
( ) Recording equipment in order; and/or stenographer available
( ) Microphones as ordered in place and operating -- check each one
( ) Lectern in place as ordered; lectern light in order
( ) Gavel, water, pitcher, glasses, on head table
( ) Guard service at entrance door if desired
( ) Projection equipment on hand and in order if needed
( ) Pencils, paper, chart stands, easels, etc. on hand if ordered
( ) Signs, flags, banners on hand
( ) Music and lighting in order and available
( ) Photographer on hand
( ) Flowers, decorations, special facilities as ordered
( ) If meeting room difficult to locate, post directional signs
( ) If meeting location changed, post conspicuous notices
(Immediately after meeting, assign someone to remove properly, and check for forgotten items.)
6. PUBLICITY
( ) Make sure effective publicity committee is set up, to:
a. Call on city editors, and radio/TV program directors.
b. Prepare news releases and distribute them
c. Make arrangements for photographic coverage of arrivals of guests, and on-the-spot coverage during program
d. Obtain advance copies of any speeches, reproduce them, and have them on hand for release
( ) If a press room is set up, make sure it is clearly marked, publicized, and equipped with typewriters, phones, pencils, paper, etc.
7. BANQUETS & RECEPTIONS
( ) Establish one person to contact regarding entire function; distribute his name, address, phones, to all concerned
( ) Agree on function room to be used
( ) Number of covers (places) to be used
( ) Number of covers guaranteed, or date such guarantee will be made
( ) Menu selected, including cocktail, wine, fish alternate for Friday.
( ) Reception: Hor d'oeuvres, canapes, decorations, music, etc.
( ) Exact serving time
( ) Price, including taxes and gratuities
( ) Table arrangement and seating style; number at head table
( ) Ticket collection
Extra services -- agree on cost if any:
( ) Special decorations, flowers, etc.
( ) Lighted lectern, gavel
( ) Assembly room for head table; drinks served?
( ) Photographer, projection equipment and operator,
( ) Tape recorder, stenographer, etc.
( ) Flags, banners, signs
( ) Special lighting: floods, spots, etc.
( ) Public address system
( ) Other extra services
Immediately prior to function, check:
( ) Chef, maitre d', banquet manager advised of changes if any
( ) Bar operating on schedule, if ordered
( ) Seating, including head table, arranged as ordered
( ) Coat rooms open and staffed, if ordered
( ) Decorations, flowers, etc., arranged as ordered
( ) Microphones placed as ordered, and operating
( ) Temperature of room correct
( ) Special lighting in order
( ) Lectern placed as ordered, and light operating
( ) Water pitcher and glasses placed at lectern
( ) Recording and projection equipment in order, and properly staffed
( ) Flags, banners, signs in place
( ) Place cards properly made out and placed on head table in seating order
( ) Other special requirements in order
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