Aaron Wolowiec, MSA, CAE, CMP, CTA delivered this presentation during the FSAE Annual Conference on Friday, July 15, 2016, at the Hyatt Regency Coconut Point Resort & Spa in Bonita Springs, FL.
4. Somethings Happening Here
EduTour Checklist
Following is a non-exhaustive list of key elements to consider in designing and developing an EduTour:
Key Element
Agreements/W9s for both venues and thought leaders
Audiovisual
Budget/sponsorship development and management
Communication (e.g., confirmations, announcements, contact information)
Content domains
Continuing education topics/requirements
Curriculum/content outlines for each EduTour
Date and times of EduTours
Evaluations/feedback
Gather/share learning takeaways
Giveaways to commemorate experience
Handouts/promotional collateral
Honorariums/thought leader fees
Itineraries, guide sheets and packets
Location of EduTours, including venue contacts, admission and featured stops
Marketing collateral both text and images
Number/capacity of EduTours
Outcomes/goals of EduTours
Parking/staging zones
Planning committee selection and orientation
Post-session/free time tours
Registration
Room sets/onsite logistics
Signage
Technology (e.g., social media posts)
Thank you cards
Thought leader selection, expectations and coaching/mentoring from the venue and the industry
Timeline
Transportation, including water/snacks and step-on guides/scripts
Volunteer training, management and identifier (e.g., branded t-shirts)
5. Somethings Happening Here
Thought Leader Orientation
20 minutes
- Venue thought leader welcomes the group
- Venue thought leader shares history of lesson learned (content related); not meant to be a
general history lesson of the venue, but related to the topic of the EduTour
- Venue thought leader shares the challenge they faced and provides a little information
about the solution or aha moment; saves full resolution for the last 20 minute activity
- This should not be a sales pitch
20 minutes
- Industry thought leader identifies related industry challenge; can be own story or one they
are familiar with
- Link the similarities of the two challenges
- Briefly provide information about the solution; saves full resolution for the last 20 minute
activity
20 minutes - Engagement activity facilitated by both thought leaders
- Activity examples: case study or partner activity, attendees could share their challenge or
ask attendees for their aha moments
- Sample time management: 1 minute activity intro, 10 minutes of work, 9 minutes to report
out and thought leaders to share solutions
- Thought leaders to provide full solution of venue; could do this verbally, visually or written
Post-tour - All venues will have at least a 30-minute tour post session; each tour or activity will be
unique to the venue
Times above are flexible so long as more time is given to engagement vs. lecture
May
- Both thought leaders connect with one another
- Develop an outline with one learning outcome for each block of time (after thought
leaders have connected) and submit to your EduTour coach
- Return thought leader agreements by [Date]
June
- Submit draft presentation to EduTour coach by [Date]
- The EduTour committee will review and provide feedback about sessions
July - Thought leaders connect in person or through video-conference to become comfortable
with each other, the venue and their presentation
August - Connect in person at the beginning of the conference, if possible
- Industry thought leaders may feel more comfortable if they can see and become familiar
with the venue before the presentation day
- Thought leaders should review applicable domains and EduTour descriptions to ensure continuity
- Be creative; use the features of the venue to enhance your presentation
- We will not provide audiovisual equipment for the presentations; if your team wants to use visuals or
handouts for your session, please coordinate with the venue
- Materials or handouts should be limited to one page and are the responsibility of the thought leaders;
however, a handout is not mandatory
- Minimal promotional materials from the venue should be distributed at the end of the program
- Attendees will be bussed to the venue from [Location]
- There will be at least one volunteer at each venue to assist the group/advance the venue
6. Somethings Happening Here
Coaching Schedule
May 22 Determine if industry thought leaders have connected with their venue thought leaders
Troubleshoot any missed connections
Remind thought leaders to review applicable domains/descriptions
Remind thought leaders that content outlines are due by May 31 to their respective coaches
Encourage thought leaders to promote their tours w/ registration info (link) via their networks/social
media/direct asks of colleagues
May 29 Reach out to those thought leaders with outstanding content outlines
Contact industry thought leaders with outstanding agreements/W9s
Week of Review content outlines and provide feedback to thought leaders
June 1 Ensure each section of the content outline (there should be three venue, industry, engagement
activity) has an accompanying learning outcome
Remind thought leaders that draft presentations are due June 26
June 19 Remind thought leaders that draft presentations are due June 26
Encourage thought leaders to promote their tours w/ registration info (link) via their networks/social
media/direct asks of colleagues
June 26 Reach out to those industry thought leaders with outstanding draft presentations
Week of Review draft presentations and provide feedback to thought leaders
June 29 Remind thought leaders to connect in person or through videoconference to become comfortable with
each other/the venue, as well as to finesse their draft presentations; final presentations due July 17
Request plan for post-session tour by July 17 (e.g., timeframe minimum of 30 minutes, sites/shops to
be visited, item to be gifted by venue)
Request final AV order (to be coordinated by venue thought leaders) and handouts (limited to one page
and one promo piece) by July 17
July 10 Remind thought leaders that final presentations, post-session tour plan, AV order and handouts due
Encourage thought leaders to promote their tours w/ registration info (link) via their networks/social
media/direct asks of colleagues
July 17 Reach out to those thought leaders with outstanding presentations, post-session tour plans, AV orders
and handouts
Week of Review final presentations, post-session tour plans, AV orders and handouts; provide feedback to
July 20 thought leaders
Remind thought leaders to develop onsite game plan (e.g., when theyll connect in person onsite at the
venue prior to the EduTour, how/when the industry thought leader will arrive the day of the EduTour)
Week of Share confirmation email copy with all thought leaders
August 3 Remind thought leaders to finalize/execute their onsite game plans
Encourage thought leaders to promote their tours w/ registration info (link) via their networks/social
media/direct asks of colleagues
August 11 Thank thought leaders for their commitment to the EduTours
Share last-minute announcements, contact information, etc.
August 12 Thank thought leaders for their commitment to the EduTours
Request feedback (both positive and constructive)/recommended changes/lessons learned
7. Somethings Happening Here
Event Specifications
Following is a sample event specifications guide used to support the Henry Ford Innovation Institute EduTour:
Event Name: ASAE EduTours
Date: Tuesday, Aug. 11, 2015
Time: 2:45 p.m. 5 p.m.
Location: Henry Ford Innovation Institute, 2799 W. Grand Blvd., Detroit, MI 48202
Parking: Self-parking lot on Byron St.; $2.50 (cash only)
Event Description:
EduTour will begin with a one-hour presentation in the meeting space inside the Innovation Institute (Floor 2);
this hour is broken down into the following 20-minute presentations:
- First 20 minutes: Ward Detwiler will present on CAE domain #7: Integrating research and
operations in healthcare as it relates to the Henry Ford Innovation Institute
- Second 20 minutes: Silvia Quevedo will present on how CAE domain #7 relates to an association
- Third 20 minutes: Engagement activity with both thought leaders and tour participants
After the one hour of education, tour participants will be lead on a guided tour of the Henry Ford Innovation
Institute.
Tour Details:
1:15 p.m. Volunteer arrives at Cobo for briefing with coordinator at the Joe Louis statue. The Joe Louis statue
is located on Level 2 at the Washington Blvd entrance.
1:15 p.m. 1:35 p.m. Briefing with coordinator
1:45 p.m. Step-on guide briefing with coordinator inside of Cobo at the Joe Louis statue. The Joe Louis statue
is located on Level 2 at the Washington Blvd entrance.
2:00 p.m. Volunteer to arrive at the Henry Ford Innovation Institute; meeting space setup theater style
2:45 p.m. Tour participants depart Cobo
3:00 p.m. Arrive at the Henry Ford Innovation Institute; bus to stage on Bethune St.
3:05 p.m. 4:05 p.m. Education presentation in meeting space
4:05 p.m. 4:45 p.m. Guided tour by venue thought leader of completed projects inside the Henry Ford
Innovation Institute
4:45 p.m. Depart for Cobo
5:00 p.m. Return to Cobo
Checklist for step-on guide:
Exchange contact information with bus driver
Check that cooler with ice and water is on bus
Direct bus driver where to stage bus
Inform bus driver of departure time
Education presentation and tour: remain with tour participants for both activities
Collect evaluations in envelop from volunteer and return to coordinator at Cobo
8. Checklist for volunteer:
Meet venue thought leader
Meet industry thought leader
Meeting space is set-up
o Seating
o Audiovisual
Greet tour participants and step-on guide outside of venue as they are arriving
Walk tour participants into venue
Education presentation and tour: remain with tour participants for both activities
Take 1-2 photos of the participants doing an activity. Send that photo(s) to [email] with very brief
description of tasks and event
Collect evaluations once education presentation is complete and return to step-on guide