Chapter Event Requests
BEST PRACTICES for Chapter Event Requests
- It is recommended that you schedule your event at least 60 days in advance.
- Submit only ONE request per event. (Note: if an event takes place across multiple, consecutive days, this is considered "one event").
- It is our preference to offer no more than one event per day (Chapter/HQ)
- It is our preference to offer no more than two events per week (Chapter/HQ)
- During the Summer months, we strongly recommend against hosting events on Mondays or Fridays (Staff resources will be limited and/or unavailable on these days; your attendance may suffer.).
- If you host an event external to the HQ platform, your Chapter will be required to submit (post-event) a final registration list to IA Director, Chapters, Committees & Councils, Charlene Darko, as noted in the Partnership Agreement. Charlene.Darko@insightsassociation.org
- As a courtesy to your fellow Chapters, if you place a hold on a multi-day/consecutive day event (e.g. "week of September 14 for 3-4 days that week"), please confirm your specific event dates no later than 2 months ahead of the event.
To streamline our Association Event Calendar, we have consolidated the Chapter Event request form for Chapters to host the following events:
- Request a date hold for your event, in person or virtual.
- Request use of the HQ Zoom platform for a virtual event.
- Share event details (Who, When, What, Where, How much) with HQ staff for digital marketing and website posting.
Review Dates & HQ Support
Please review the calendar below and submit up to three (3) preferred dates and times, taking into consideration our Best Practices noted above.
"Events Unavailable" indicates there is an event scheduled or the day has been reserved.
The HQ/Chapter event team will follow up with you soon regarding your request.
Submit Event Details
ZOOM EVENT REGISTRATION SET-UP FAQ on HQ PLATFORM:
The HQ Zoom options available to our Chapters are:
- Zoom Meeting Rooms - attendees can share video/audio. Recommended for Networking and Mixed Purpose (Learning/Networking events). Includes option for Breakout Rooms. Pre-registration option is available.
- Zoom Webinar - attendees cannot share video/audio. Pre-registration option is available.
Once your dates have been confirmed and the details have been submitted, the HQ team will complete the set-up in Zoom. You will be provided with the event registration link. The speakers and moderators you have noted will be sent a separate "Panelist" invite to access the event.
While you wait for the registration link, please create the event page on your microsite - noting that registration will open soon.
After you receive the registration link, you can add it to your event page and start to promote the event via your Chapter's marketing channels.
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- If you’re offering this as a free event, simply add the Zoom registration link to your event page and you’re ready to go.
- If you want to charge a fee via the HQ resources, you will need to coordinate with Charlene Darko to set up the registration payment form.
- We recommend including the link to the Zoom event registration in your auto-response registration confirmation. This makes it a two-step process for attendees: Step 1: Payment; Step 2: Register in Zoom to receive event access info/calendar invite.
- If you want to charge a fee via your own Chapter's resources, you will need to set up your own registration payment form and include the link to the Zoom registration in your auto-response confirmations.
- NATIONAL PROMOTION
- The HQ team will make sure that your event gets published in the Inside Insights newsletter for national exposure.
- It will also appear on the IA master event calendar once you create your event page.
ZOOM REGISTRATION FORM - We use a standard Zoom registration form for all HQ/Chapter events hosted on our Zoom license. We cannot accommodate any changes to the registration form.
- The form includes a consent question which allows participants to confirm if they want their information shared with the sponsors, speakers, etc.
- Your Chapter will need to ensure that you do not share such information without expressed consent from the participants. This information will be included as a data field in your registration updates.
- We will provide a registration update to your event contacts weekly (on Friday), leading up to the week before your event date. In the week prior to your event, we will provide your event contacts with daily updates.
DAY OF EVENT - If this is a learning event (Webinar) with speakers, it is recommended that all speakers and moderators sign in via their "Panelist" link no later than 15 minutes prior to the published start time to ensure everyone is able to connect.
- If this is mixed purpose event (learning/networking) or networking only event, it is recommended that all moderators and/or speakers sign in no later than 15 minutes prior to the published start time to ensure everyone is able to connect.
- Attendees will be held in the Waiting Room until 1 minute before your scheduled start time. Once we start broadcasting, all attendees will join the live event.
- There is no need for pre-event training as the Zoom platform is intuitive and your speakers will be sharing their presentation deck from their machine. There is no longer a need to receive the PPT deck in advance as no uploading is required.
- If you plan to do something special - e.g. breakout rooms, etc. we can discuss in advance and determine if a practice session is required.
POST EVENT - We will provide an attendee list on the day following your event.
- The HQ team can also provide you with a shareable link to the event recording if you require one.