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Somethings	Happening	Here		
	
Friday,	July	15,	2016	
9		10	a.m.	
	
	
Aaron	D.	Wolowiec	
MSA,	CAE,	CMP,	CTA	
Founder	&	President	
Event	Garde	LLC	
aaron@eventgarde.com	
616.710.1891	
@aaronwolowiec
Somethings Happening Here
	
Biography
	
Aaron	Wolowiec	
Founder	&	President		
Event	Garde	LLC	
Michigan	native	Aaron	Wolowiec	is	a	talented	and	passionate	learning	strategist	and	
meetings	coach	whose	diverse	achievements	guide	and	propel	association	goals	and	
initiatives,	especially	as	they	relate	to	professional	development.	Aaron	has	more	than	
a	decade	of	experience	in	the	meetings	industry,	and	has	taught	for	three	years	at	a	
Michigan	college.	
Aaron	is	a	certified	association	executive,	a	certified	meeting	professional	and	a	
certified	tourism	ambassador,	has	earned	a	master's	degree	in	administration	from	Central	Michigan	
University	(with	a	concentration	in	leadership)	and	is	an	Association	for	Talent	Development	Master	
Instructional	Designer.	An	active	member	of	ASAE,	Aaron	is	chairman	of	the	Professional	Development	Section	
Council,	as	well	as	past	chairman	of	the	Young	Association	Executives	Committee	and	a	2009-2011	Diversity	
Executive	Leadership	Program	scholar.		
In	2011,	Aaron	received	the	prestigious	Michigan	Society	of	Association	Executives	Emerging	New	Leader	
award	and	now	serves	as	a	top-rated	faculty	member	for	MSAEs	Academy	of	Association	Management	and	
lead	instructional	designer/facilitator	for	MSAEs	Certified	Meeting	Professional	(CMP)	Preparation	Course.	
Most	recently,	Aaron	received	the	Convention	Industry	Councils	top	#CMP30	Influencer	Award.	
In	the	winter	of	2013	Aaron	was	named	by	Michigan	Meetings	+	Events	magazine	as	a	very	important	
professional	you	need	to	know	and	his	firm	was	a	Michigan	Meetings	+	Events	2015	and	2016	Best	of	Michigan	
Finalist	for	Best	Meeting	Planning	Company.	Additionally,	Aaron	serves	on	the	magazines	editorial	advisory	
board	and	writes	a	regular	column	for	the	magazine	called	The	Meetings	Coach.		
When	not	working	with	clients	Aaron	enjoys	cooking,	running,	blogging,	old	homes	and	unclehood,	as	well	as	
tending	to	his	puppy,	Lillie.	Likewise,	Aaron	maintains	a	popular	association	blog	at	www.aaronwolowiec.com,	
contributes	to	a	variety	of	industry	publications	and	mentors	a	number	of	emerging	professionals.	
For	more	information	about	Event	Garde,	please	visit	www.eventgarde.com,	subscribe	to	our	monthly	e-
newsletter	and	like	Event	Garde	LLC	on	Facebook.	Additionally,	Aaron	may	be	reached	by	phone	at	(616)	
710-1891	or	by	email	at	aaron@eventgarde.com.		
	
Reference
	
The	following	book	was	referenced	in	the	development	of	this	program.	
	
Smith,	Gregory	A.,	&	Sobel,	David.	(2010).	Place-	and	Community-based	Education	in	Schools.	New	York,	NY:	
Routledge.
Somethings Happening Here
	
Article
	
The	following	article	about	place-based	education	ran	in	the	Fall/Holiday	2015	issue	of	Michigan	Meetings	+	
Events	magazine.
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)
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
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
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
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
Somethings Happening Here
	
Sample Evaluation
! ! !
EduTour!1:!Shinola!
!
!
Your%Immediate%Impressions%of%the%%
ASAE15%EduTour%Learning%Experience%
!
Please!provide!your!feedback!below.!The!Tours!&!Guest!Activities!Committee!will!read!each!response!carefully.!
!
Value&of&Specific&Information&
Learning&Concept&
Circle&ONE&Below& Circle&ONE&Below& Circle&ONE&Below&
How!valuable!is!the!
concept!to!you?&
How!new!was!the!concept!to!you?&
How!well!was!the!
concept!taught?&
Well!insert!these!learning!concepts!
once!theyre!confirmed!by!our!
speakers/coaches.!
Value!of!this!Concept!
(Circle!NUMBER)!
!
Low&&1&&2&&3&&4&&5&&6&&High!
1.!!Concept!was!new!to!me.!
2.!!Deepened!earlier!understanding.!
3.!!Provided!nice!reminder.!
4.!!I!already!use!concept!regularly.!
5.!!Most!people!already!know!this.!
1.!!Taught!really!well.!!
2.!!Taught!well.!
3.!!Taught!inadequately.!
4.!!Taught!poorly.!
!
Value!of!this!Concept!
(Circle!NUMBER)!
!
Low&&1&&2&&3&&4&&5&&6&&High!
1.!!Concept!was!new!to!me.!
2.!!Deepened!earlier!understanding.!
3.!!Provided!nice!reminder.!
4.!!I!already!use!concept!regularly.!
5.!!Most!people!already!know!this.!
1.!!Taught!really!well.!!
2.!!Taught!well.!
3.!!Taught!inadequately.!
4.!!Taught!poorly.!
!
Value!of!this!Concept!
(Circle!NUMBER)!
!
Low&&1&&2&&3&&4&&5&&6&&High!
1.!!Concept!was!new!to!me.!
2.!!Deepened!earlier!understanding.!
3.!!Provided!nice!reminder.!
4.!!I!already!use!concept!regularly.!
5.!!Most!people!already!know!this.!
1.!!Taught!really!well.!!
2.!!Taught!well.!
3.!!Taught!inadequately.!
4.!!Taught!poorly.!
Overall&Ratings&
Rate&the&overall&value&of&the&learning&experience.&
Circle!ONE!number.!Please!dont!circle!the!words.!!
Very!Little!Value&&&&1&&&&2&&&&3&&&&Average!Value&&&&4&&&&5&&&&6&&&&Highest!Value!
Rate&your&physical&comfort&during&the&learning&
experience.&Consider!temperature,!furniture,!lighting,!
etc.!Circle!ONE!number.!Please!dont!circle!the!words.!
Very!Uncomfortable&&&&1&&&&2&&&&3&&&&Average&&&&4&&&&5&&&&6&&&&Very!Comfortable&
Likelihood&that&you&will&utilize&what&you&learned&in&
the&next&two&weeks.!Circle!ONE!percentage.!
0%&&&&10%&&&&20%&&&&30%&&&&40%&&&&50%&&&&60%&&&&70%&&&&80%&&&&90%&&&&100%&&&&&
Likelihood&that&you&will&share&what&youve&learned&
with&a&coworker&or&friend&in&the&next&two&weeks.&
Circle!ONE!percentage.&
0%&&&&10%&&&&20%&&&&30%&&&&40%&&&&50%&&&&60%&&&&70%&&&&80%&&&&90%&&&&100%&&&&&
Overall&Comments&
EduTours(represent(a(new(approach(to(place2based(education.(We(know(why(they(appeal(to(us,(but(wed(like(to((
know(what(compelled(you(to(sign(up(to(participate(in(this(EduTour.(Please(share(with(us(your(motivation(s)(here.(
!
!
!
!
!
Please(share(with(us(any(additional(feedback(here.(Your(comments(are(very(valuable(to(us.!
!
!
!
!
!
!
Thanks!for!your!participation!in!this!EduTour,!and!for!sharing!with!us!your!feedback!and!ideas.!

More Related Content

HANDOUTS_Something's Happening Here

  • 2. Somethings Happening Here Biography Aaron Wolowiec Founder & President Event Garde LLC Michigan native Aaron Wolowiec is a talented and passionate learning strategist and meetings coach whose diverse achievements guide and propel association goals and initiatives, especially as they relate to professional development. Aaron has more than a decade of experience in the meetings industry, and has taught for three years at a Michigan college. Aaron is a certified association executive, a certified meeting professional and a certified tourism ambassador, has earned a master's degree in administration from Central Michigan University (with a concentration in leadership) and is an Association for Talent Development Master Instructional Designer. An active member of ASAE, Aaron is chairman of the Professional Development Section Council, as well as past chairman of the Young Association Executives Committee and a 2009-2011 Diversity Executive Leadership Program scholar. In 2011, Aaron received the prestigious Michigan Society of Association Executives Emerging New Leader award and now serves as a top-rated faculty member for MSAEs Academy of Association Management and lead instructional designer/facilitator for MSAEs Certified Meeting Professional (CMP) Preparation Course. Most recently, Aaron received the Convention Industry Councils top #CMP30 Influencer Award. In the winter of 2013 Aaron was named by Michigan Meetings + Events magazine as a very important professional you need to know and his firm was a Michigan Meetings + Events 2015 and 2016 Best of Michigan Finalist for Best Meeting Planning Company. Additionally, Aaron serves on the magazines editorial advisory board and writes a regular column for the magazine called The Meetings Coach. When not working with clients Aaron enjoys cooking, running, blogging, old homes and unclehood, as well as tending to his puppy, Lillie. Likewise, Aaron maintains a popular association blog at www.aaronwolowiec.com, contributes to a variety of industry publications and mentors a number of emerging professionals. For more information about Event Garde, please visit www.eventgarde.com, subscribe to our monthly e- newsletter and like Event Garde LLC on Facebook. Additionally, Aaron may be reached by phone at (616) 710-1891 or by email at aaron@eventgarde.com. Reference The following book was referenced in the development of this program. Smith, Gregory A., & Sobel, David. (2010). Place- and Community-based Education in Schools. New York, NY: Routledge.
  • 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
  • 9. Somethings Happening Here Sample Evaluation ! ! ! EduTour!1:!Shinola! ! ! Your%Immediate%Impressions%of%the%% ASAE15%EduTour%Learning%Experience% ! Please!provide!your!feedback!below.!The!Tours!&!Guest!Activities!Committee!will!read!each!response!carefully.! ! Value&of&Specific&Information& Learning&Concept& Circle&ONE&Below& Circle&ONE&Below& Circle&ONE&Below& How!valuable!is!the! concept!to!you?& How!new!was!the!concept!to!you?& How!well!was!the! concept!taught?& Well!insert!these!learning!concepts! once!theyre!confirmed!by!our! speakers/coaches.! Value!of!this!Concept! (Circle!NUMBER)! ! Low&&1&&2&&3&&4&&5&&6&&High! 1.!!Concept!was!new!to!me.! 2.!!Deepened!earlier!understanding.! 3.!!Provided!nice!reminder.! 4.!!I!already!use!concept!regularly.! 5.!!Most!people!already!know!this.! 1.!!Taught!really!well.!! 2.!!Taught!well.! 3.!!Taught!inadequately.! 4.!!Taught!poorly.! ! Value!of!this!Concept! (Circle!NUMBER)! ! Low&&1&&2&&3&&4&&5&&6&&High! 1.!!Concept!was!new!to!me.! 2.!!Deepened!earlier!understanding.! 3.!!Provided!nice!reminder.! 4.!!I!already!use!concept!regularly.! 5.!!Most!people!already!know!this.! 1.!!Taught!really!well.!! 2.!!Taught!well.! 3.!!Taught!inadequately.! 4.!!Taught!poorly.! ! Value!of!this!Concept! (Circle!NUMBER)! ! Low&&1&&2&&3&&4&&5&&6&&High! 1.!!Concept!was!new!to!me.! 2.!!Deepened!earlier!understanding.! 3.!!Provided!nice!reminder.! 4.!!I!already!use!concept!regularly.! 5.!!Most!people!already!know!this.! 1.!!Taught!really!well.!! 2.!!Taught!well.! 3.!!Taught!inadequately.! 4.!!Taught!poorly.! Overall&Ratings& Rate&the&overall&value&of&the&learning&experience.& Circle!ONE!number.!Please!dont!circle!the!words.!! Very!Little!Value&&&&1&&&&2&&&&3&&&&Average!Value&&&&4&&&&5&&&&6&&&&Highest!Value! Rate&your&physical&comfort&during&the&learning& experience.&Consider!temperature,!furniture,!lighting,! etc.!Circle!ONE!number.!Please!dont!circle!the!words.! Very!Uncomfortable&&&&1&&&&2&&&&3&&&&Average&&&&4&&&&5&&&&6&&&&Very!Comfortable& Likelihood&that&you&will&utilize&what&you&learned&in& the&next&two&weeks.!Circle!ONE!percentage.! 0%&&&&10%&&&&20%&&&&30%&&&&40%&&&&50%&&&&60%&&&&70%&&&&80%&&&&90%&&&&100%&&&&& Likelihood&that&you&will&share&what&youve&learned& with&a&coworker&or&friend&in&the&next&two&weeks.& Circle!ONE!percentage.& 0%&&&&10%&&&&20%&&&&30%&&&&40%&&&&50%&&&&60%&&&&70%&&&&80%&&&&90%&&&&100%&&&&& Overall&Comments& EduTours(represent(a(new(approach(to(place2based(education.(We(know(why(they(appeal(to(us,(but(wed(like(to(( know(what(compelled(you(to(sign(up(to(participate(in(this(EduTour.(Please(share(with(us(your(motivation(s)(here.( ! ! ! ! ! Please(share(with(us(any(additional(feedback(here.(Your(comments(are(very(valuable(to(us.! ! ! ! ! ! ! Thanks!for!your!participation!in!this!EduTour,!and!for!sharing!with!us!your!feedback!and!ideas.!