Exercise_Planning_Guide

Exercise Planning Guide Purpose: This checklist is intended to assist planners to design and execute exercises and programs for their members and constituent groups. Each group has unique needs, and therefore, will produce a unique exercise; but, the tips, considerations, advice, and questions below are intended to be a reasonably comprehensive approach to bringing a quality program to fruition. The purpose of these programs is to promote the sharing of information, provide valuable education to the local community, and further the objectives of the host organization. Stage One: Initial Planning 1. Establish a program committee or group a. Choose people based on their skill sets, availability, and track record of “getting things done”. 2. Set an Initial meeting a. Choose to host this meeting in person, online, or both. b. Decide if there is the desire, interest, and volunteers to move forward. c. Determine a time, which is acceptable to all, to establish regular meetings. 3. Early meetings need to focus on: a. What you want to accomplish (Objectives) i. Where are the needs of your constituent groups' ii. Identify gaps in current education and communication. iii. Consider what products you will be producing post-exercise and how they serve the objectives of your organization. iv. Formulate clear objectives (i.e., “the program will deliver cutting-edge information on the threat posed by . . . “). b. Whom you want to reach (Audience) i. What sectors, participants, organizations, and businesses benefit most from the program and its objectives' (Consider large business, small business, government, education, and private citizens.) ii. What geographical range will your program cover' (Consider local, regional, state, multi-state and the ramifications of this choice; i.e. size, resources, and difficulty.) iii. What type of audience member will you target' (Consider executive, managerial, technical or a combination.) iv. How large should your live and/or online audience be' c. Date i. Identify the best calendar month for the program. Is there a time of year to avoid' Is there a specific time of year that will maximize interest and attendance' ii. What day of the week is the best choice' (Consider how this will affect attendance in person or online.) iii. What time of day works best' (Consider if this will potentially be a multi-day exercise, one day exercise, half-day, or shorter. If not all day, is morning, afternoon, or evening best for attendance' If all day long or longer, consider the implications for who will be able to attend.) iv. Create a list of possible dates. v. Consider how much planning time you will need to be able to pull the entire program together. d. Location i. If you choose a live meeting, what type of facility is required' (Consider your target audience size, audio visual requirements, your budget and other items such as ease of travel, availability of food, parking, handicap accessibility, etc.) ii. Create a list of possible venues. e. Budget i. Do initial research to create an estimated budget of costs associated with the size and type of program you are planning to host. At this point, have an estimate for at least: 1. Costs associated with committee meetings, invitational process (if only digital invitations will be used, a budget may be required for video shooting), program location rental/parking, site audio-visual, live web streaming, program food and refreshments, reporting, potential speaker travel or honoraria, and gifts or cash awards to volunteers (especially registration staff on site). ii. Analyze available resources, funds your organization has available to use, and how much money you will need to raise to meet your estimated budget. iii. Consider whether or not you will charge attendees. iv. Consider how program donations could be taken by your organization. (Cash grants, in kind, site based.) v. Consider and investigate grant funds available for application (Look for available state and federal grants). Also, consider potential sponsorships or partnerships. 1. Grants or other funds can potentially require a lengthy and time consuming proposal, so beware of this if you are planning on applying for this type of funding. vi. Revise your program budget in every portion of the planning. Stage Two: Planning 1. Pre-Invite Planning a. Early Notification i. Once a date is set, strongly consider sending a “hold the date” announcement to help prospective attendees with calendar planning. This announcement would not need to specify a venue or agenda, just a broad location and concept. It can include invited speakers, especially those with name recognition. b. Decide duration and timing i. Include all factors from the initial planning stage in this decision. Be sure to match your budget to your program objectives, content, target audience, timing and speakers who will create a draw. c. Select type of program desired. (Must be coordinated with audio visual budget and capacities.) i. Tabletop Exercise 1. Scenario development: decide on a scenario that involves the appropriate sectors and organizations in order to accomplish your objectives. It is advised to consult the National Infrastructure Protection Plan (NIPP). Choose which NIPP sectors you are planning on involving. It is highly recommended that your script is vetted by someone with experience in scenario development or scenario driven exercises. 2. Make sure your scenario is realistic without being too revealing. 3. Pick the right presenters, being strategic to select speakers who will help you maximize potential learning from the exercise. 4. Make sure you pick a capable facilitator who commands respect and is able to manage speakers who may go over their allotted time. ii. Lecture(s) 1. Determine what the most valuable information is that will further the objectives of your program. Be sure this information is as recent and relevant as possible. 2. Determine the gaps in information most critical to your audience and ensure that your speaker(s) fill those gaps. Do not pick speakers who present on subjects well known to your audience. The goal is to educate. 3. Match each speaker’s ability to hold the audience’s interest with how long they speak at any time during the program. 4. Make sure that your speakers have a clear understanding of what you want to accomplish. (Topic, length, message, etc.) iii. Panel Discussion(s) 1. Decide who you want to sit on any panels. This may be best accomplished by first deciding what roles you would like to see on your panel (a health care expert, for example) and then targeting your network and contacts to fill these roles as best possible. 2. Make sure you get thorough representation of the topic. (Do not pick speakers who are all like minded.) 3. Do research on your panelists. Know what they represent and what type of opinion they will bring to the table. 4. Anticipate that panelists who are in government sectors may not always be able to speak as candidly as you may wish (this can be true of other speakers as well). 5. Consider the correct amount of panelists for your exercise. A small group reduces cross-talk, but a large group can bring more opinions. It is generally too hard to facilitate any more than 8-10 panelists. 4-6 is generally a good number. d. Decide on Web streaming i. Most groups choose to add a web audience to a live program in order to broaden their ability to reach a variety of audiences. ii. Certain events can be done as web only, resulting in a lower budget. iii. Consider the audio visual capabilities of potential facilities and technical expertise to accomplish web streaming. (Consider what service to use, video cameras, adequate bandwidth, and staff capable of setting up and monitoring the web streaming.) iv. It is possible to stream PowerPoint presentations without using a live feed. However, this does not tend to produce a compelling presentation and audience participation tends to drop. e. Consider unique and creative delivery mechanisms. i. It is not necessary to stick to traditional formats. Explore new and different options. For example, debates can be pull in attendees if the debaters are both highly skilled and will provide a lively discussion, but can fizzle if the speakers are not strongly enough apposed. f. Confirm Speakers and Content - use your planning committee to get the program final enough to send out a printed and electronic invitation (typically 6-8 weeks prior to the program). Critical jobs include: i. Revisit program objectives with the planning committee, tweaking content and speakers to create the best combination that will both pull in participants and provide the best educational value. ii. Revisit program format to determine what type of interaction speakers will have with the audience. Options include: 1. Audience response keypads to collect anonymous, real-time information and use it to enhance discussion or improve education. 2. Break-out groups (Break-out groups can be a great way to utilize audience knowledge, gather their needs, and collect questions.) 3. Question and answer sessions with audience. Use floor mikes, audience rovers, question cards, or any number of tactics to get the audience involved with program content. iii. Confirm, as best as possible, all speakers, panelists and moderators. An open spot or two is understandable, but attendees will commit based on what they expect to happen and will cancel if the program changes too drastically. Consider: 1. The marketability of each speaker. 2. The value of each speaker’s respective message. Make sure to pick speakers that are marketable but that directly contribute to the content objectives you have set forth. 3. Each speaker’s respective style. If you are going to have more than one person talking for a period of time, make sure to mix up speaking styles in order to maintain audience attention. 4. The interactive dynamics of panel participants. Make sure to pick people who represent diverse opinions and will make for a lively discussion. 5. Putting time into speaker research. Make sure you know what view point they will bring to the table and how easy or difficult it will be to get a commitment. 6. Utilizing professional and community networks to locate excellent speakers. If you do not personally know a specific person or sector very well, do not hesitate to contact other organizations or people and ask for an introduction or recommendation. (Utilize your network ! ! !) 7. Whether speakers will require an honoraria or travel expenses. Some speakers require some sort of compensation, others will not. Balance the value they bring with the cost. Have back-ups ready while speakers make their decisions. 8. Providing accommodations for speakers traveling to the program. Make things easy for your most important presenters. If accommodations are necessary, provide them close to the meeting, and consider transporting them back and forth. 9. Securing other speaking engagements for difficult-to-get speakers. In demand speakers benefit from more audiences, especially when budgets do not allow for honoraria. Again, use professional and industry networks to find these opportunities. g. Confirm Facility Logistics – Before you send your invitations, nail down the details of the site you selected. Consider: i. Site size - is the site the right size for your evolving program' Will the seating be comfortable and the sightlines good for the audience' ii. Site rental cost - is the site affordable' If not, check into public or government facilities that might be willing to allow you to use them for free. Exercise your non-profit, community outreach status. iii. Meals and breaks – can the site provide affordable meals and break fare if required, or do they have excellent vendors who service the space regularly' Also, be sure the site has adequate space for meals, as often these functions take place outside of the meeting space. iv. Does the venue have a cafeteria or is it located within walking distance of a variety of eateries. This is a cost reducing alternative to providing lunch. v. Parking and transportation for the facility. Also, is it an easily reachable, central location' vi. Site set-up – can the facility set up the room to maximize audience engagement (podiums, tables, stages, chairs, etc.)' Are they flexible to your needs' Can they provide a CAD drawing' vii. Site audio visual – can the facility accommodate your audio visual needs or provide trusted, affordable vendors to do this' (See audio visual section to estimate your needs.) viii. Site Internet – do they have the capacity to web stream' Also, consider available free Wi-Fi when choosing a facility. This will be important to your attendees. ix. Site seating, consider accessibility in theater setting. x. Site manager – does the site have someone experienced in helping with high-level programs' Questions to ask the manager include: 1. How many tables and chairs you will need. 2. Location of registration table and location of food and beverage tables/stations. 3. Stage set up, including draped tables, podium(s), visual access to screens, how long it will take audience to be seated and depart for breaks, etc. 6. Will they be involved in audio visual' Be wary of facility managers who turn all audio visual over to outside vendors, unless that vendor is easy to reach. 7. Can they provide good advice on providing food/beverages' For example: Will you need a lunch' Will there be enough tables/chairs for all guests and tables for the catering staff' Can they suggest a range of lunch prices (boxed lunches are typically less expensive)' Are there local businesses that will provide the facility in-kind donations, or discounted rates' h. Develop a website to refer people to for more information. To build maximum attendance, you should include a web site in your invitation. Now is the time to build it. This website can be simple and practically free, but will bring many benefits to your program. It is a great way to house information and post speaker bios, agendas and more. It will allow interested parties to gather more information and be more involved. Consider: i. Using your website as the primary registration tool. ii. Using your website to collect fees (If you are charging participants). iii. All of the aforementioned can be done for free using the tool Google Sites. i. Revisit and solidify your Program Budget – Before creating and sending the invitation, you need to know that you can cover your expected budget. So, re-check. Have you accounted for: i. Program committee expenses (if any). ii. Facility rental (plus charges for additional tables/chairs/staff). iii. Facility audio visual charges (basics include LCD projectors, screens and audio). iv. Additional audio visual charges (web streaming, audience response, additional microphones, sound board, videotaping, video-editing, PowerPoint development/editing, and more – see below). v. Catering (all meals and breaks). vi. Speaker honoraria, travel and accommodations (if any). vii. Invitations (print program design, if desired, attendee lists, etc.). viii. Day of program printing (agenda, speaker bios, etc.). ix. Post-program products (video production, printing, or other). x. Other (a variety of expenses specific to your program). j. Send Invitations- in order to maximize attendance (and/or online participation), an invitation should be sent to reach prospective participants 6-8 weeks prior to the program. The invitation: i. Can be verbal (telephone campaign), by e-mail, via web site(s), through the mail, through social media, or other means. ii. Does not require all speakers to be formally committed, though it is helpful in catching people’s interest. Make sure not to advertise speakers that have not formally committed; a speaker with a tentative commitment can be advertised. iii. Must include the type of program you will be hosting, date, time, and location. iv. May include a tentative agenda, if you are far enough along in the planning process. v. Must stipulate RSVP method and time-frame. It is possible to add an RSVP method to an informational website, or have a point of contact who would receive e-mail RSVPs. vi. Likely should not include the web component, if you are doing a live component. It may be best to wait on announcing the web streaming portion until you have a committed group of in-person attendees. Otherwise you may see a drop of in-person attendees. (Consider sending web streaming information electronically a week or two before event.) 2. Post-Invite Planning a. Marketing/Public Relations – Post-invitation, this is the most important part of putting together a successful program. A good campaign includes: i. Following up with electronic notes, phone calls and other promotions to the invited list of attendees. Consider: 1. How best to draw your desired level of leadership. (Utilize networking and contacts. Make sure to design a program with content that would appeal to your targeted level of leadership. 2. Making sure you include in all of your marketing ,(invitations, calls, pre-invites, website and any other materials you use) your objectives, and what is in it for the participant. 3. Utilizing confirmed speakers and also key confirmed attendees in soliciting more participation. 4. Using a calling campaign to reach certain targeted groups. You can often utilize planning members or other volunteers to make phone calls. Developing a phone script to facilitate the callers. 5. Continually updating your web site with confirmed speakers and program information can attract more participation. ii. Locating other prospective attendees via: 1. Free publicity through partner organization websites, printed or electronic periodicals, or suggestions from Planning Committee members or confirmed attendees. 2. Industry organization e-mail campaigns (if acceptable). 3. Social media (Twitter, Facebook, YouTube, etc.). 4. Mainstream media (calendars, Notebooks, etc.). 5. Public relations, some groups may have in-kind resources to utilize to publicize your event. Or, if budget allows, a public relations firm can bring benefit to program attendance. b. Audio Visual – A full review of audio-visual is critical at this point, in order to be sure the needs of speakers and audience are met. Key components and relevant questions are: i. Visuals (projectors and screens) – Will the audience be able to see the presentations well' Who will provide the computers used to project presentations, DVDs and other visuals' Do you need more than one screen and projector' ii. Sound – Does the program required amplified sound' (Most programs do.) If so, how many microphones are needed on stage' Do you need multiple microphones for panel discussions' Do you need mikes to bring into the audience for question & answer' Will a sound mixer and technician be necessary' Will the computers used to display presentations require sound' Are there other programs, events, or outside disturbances that will affect sound quality during your program' iii. Presentations – Effective coordination of speaker presentations cures many program audio visual glitches. Consider: 1. Creating a standard PowerPoint template to improve cohesiveness and esthetics. 2. Setting clear deadlines for speakers to submit their presentations and requesting that all presentations be run from one computer (not the speaker’s computer), using one large file (with multiple back-ups). 3. Using a remote mouse so speakers can advance their presentations from the podium or stage floor. 4. Renting or hooking up a confidence monitor so speakers can look at the audience and see their presentations at the same time. 5. Limiting the amount of animation used in PowerPoint. 6. Setting rules for videos embedded in presentation software: all videos must be seen one day prior and tested on site before showing. iv. Videos (produced ahead of program) – Will you be showing any videos that will be produced previous to the event ( i.e., short clips as part of presentations, to further your exercise, or for speakers who are unable to attend in-person.) Test these multiple times and only use a tested version live. v. Video cameras – There are many reasons hosts decide to videotape a live program: to provide better visuals in a large room, to capture live speakers for a webcast, to collect digital video images feedback for web archives and post-program products, and more. Key questions include: 1. How many cameras are needed (and is professional staff necessary)' 2. Is the lighting adequate to capture quality images' 3. Does the footage need to be digital; will captured material be compatible with its live and post-program uses' 4. Can the cameras be connected to sound so that the images are collected simultaneously with the audio' 5. Is there unobstructed space in the meeting room for stationary cameras' vi. Web streaming – Most live programs should include a web complement. Consider: 1. Easy Internet access in the meeting room is essential, as is adequate bandwidth. 2. A dedicated computer with an internal video camera is also required. A volunteer or professional staff team needs to be charged with operating and monitoring that computer. 3. Choose a service that fits your needs. (There are free services available as well). a. Free web streaming service: USTREAM (At: http://www.ustream.tv) 4. Research how each service archives the material. For how long' What are the costs' 5. Use a service that allows for questions to come from the web audience, and consider having at least one or more of these questions asked of presenters. vii. Interactive devices – There are numerous interactive devices that can involve the audience and collect crucial alpha or numeric feedback. The visuals and potential sounds need to be coordinated with the other visual and sound devices, so early notice to your audio visual team is essential. Devices include: 1. Keypad polling technologies – rent or borrow from institutions that own. 2. Cell phone voting – research free services offered to non-profits. a. Free service: Frontline SMS (At http://www.frontlinesms.com) 3. PDAs – robust, but expensive unless donated. 4. Laptops –robust, but expensive unless donated or used by small numbers of attendees. viii. Social networking and social media outlets 1. Facebook – Create a Facebook page for your event. It is free and an effective way to advertise. 2. Twitter – Use as a marketing tool to advertise prior to the event. Use as a way to connect with people who are interested in the event. a. On the day of the event, utilize Twitter to create a “play-by-play” dimension to online participants. It also allows you to continue the conversation, after the event, with interested parties. b. Utilize Twitter hash tags to create feedback. Can be used live during an event to pull in questions. 3. Youtube a. Use to post videos if you choose to create pre-program videos for marketing or to use on your website. b. Can post any videos created prior to the event that advertise your event. c. After the event, if you have recorded your program, Youtube is a great way to share snippets or condensed post-program videos. It is also an excellent way to distribute any post products you create. ix. Post-Program Products – Consider what post products you will be creating (if any). If you will be creating an educational or promotional video or documents based on your program, you will need to consider this in determining your audio visual needs. (Also consider that post event video editing will need to be a budget consideration as it is time consuming and expensive.) x. Photographer – See if you are able to bring in a volunteer who is willing to take still photographs. These images may be helpful in putting together materials for post-production or for your organization. xi. Budget – Audio Visual will likely be a very large part of the budget. It is recommended that you overestimate your audio visual budget, as it tends to increase with small changes to your program. c. Handout Materials – some organizations are going green, others believe a small number of on-site handouts are important to attendees. This is your choice. Typical handouts include: i. An agenda is a commonly produced hand out. It helps keeps the audience on track with the timing, among other things. ii. Speaker bios, access to printed bios of speakers can assist in convincing attendees to stay for the entire program. iii. Partner/sponsor materials – Consider allowing local groups/businesses/education programs that are in-line with your objectives to place brochures on an entrance table. Don’t forget your organization’s materials as well! Stage Three: Execution & After Action 1. Program Execution (Day Of) i. Volunteer team – Check in with your volunteer team to be sure everyone expected to help is there or on their way. Some programs have more glitches than necessary because they are under-staffed. ii. Signage – Have printed signs ready to put up to ensure all participants find easy access to the registration table and meeting room (and coat rack, if applicable). iii. Set up a registration table – Make the process easy for participants to register, get a name badge and enter the meeting or enjoy coffee or any refreshments. The registration table should be just outside the meeting room space. Consider also: a. Having multiple staff available to check people in and provide an already-printed nametag, or ones that are done on site, along with relevant handouts. (When printing nametags, consider whether or not you want to print business or organization names; anonymity is sometimes important in sharing information.) b. Using a computer or printed list to check people off. For larger groups, separate participant names by alphabet, geography or whatever is most relevant. This will shorten lines and waiting times. c. Making sure the registration table is amply supplied (wastebaskets, blank name tags, pens/pencils and whatever else you need in relation to office materials. You should also consider if there are any materials that could be donated for a drawing or give away. It will help participants stay through to the end. iv. Room set up – Get access to the room at least two hours ahead of time, if possible, to be sure the facility is set up the way you need. Assign a volunteer to work with the facility manager to be sure tables, chairs, draping and all other site needs are perfect. (The volunteer should sit in the audience at some point to be sure sightlines are good.) If multiple rooms are used, the process should be repeated. v. Food/Catering – If food will be offered, check in with the facility manager or caterer about when it will be delivered, where, and for how many people. Often, attendee numbers have shifted. Be sure you are on the same page. If there is extra food, coordinate with this team to see what can be done so it doesn’t go to waste. Hot food stations and coffee machines must be located by power outlets and the cords taped down, if possible. vi. Audio-visual – Preferably, a technical rehearsal will take place well before the meeting. The day of the meeting, assign a volunteer to work with your technical team and run through as much of the meeting as possible, checking: 1. All presentations: Does the animation work' Do the videos run' Is the remote mouse working (new batteries) – even when moving around' Is the sound audible' Create a plan for speakers who arrive and want to show a modified presentation; this is common but can present problems if you are not prepared. 2. All microphones: Technical sound checks are most often done by professionals. For larger programs, be sure this is getting done. For smaller programs, check the mikes yourself (and replace batteries), and place volunteers around the room to be sure everyone can hear. 3. Video cameras: Again, usually done by technical people, but you need to see the images on the screen, and, potentially, have the projector adjusted to be sure sizing is consistent from presentation computer to image magnification by camera. 4. Web streaming: One computer must capture and stream live. If Internet access is strong, it is worthwhile to set up another computer and log in to the program to see if it is working, and at what speed. 5. Interactive devices: These should be tested in conjunction with the run through. How seamless is the switching between presentation computer and other display devices showing vote totals or questions from the audience' vii. Speakers/moderators/VIPS: Assign staff, if possible, to meet and greet all speakers, moderators and VIPs, to show them the room where they need to be during the meeting, and other details. Have back-up copies of agendas, notes, presentations or whatever else they may need and might have forgotten. 2. After Action i. Stage a hotwash directly following your event. This is a meeting where your planning group and all other pertinent participants get together to collectively analyze the events success. Look at what went right and what could have been improved upon. ii. Following the event you will need to prepare an after action report. This report may require a few more meetings of the planning group. a. This report should: 1. Provide an overview or summary.(Including where, what, funding, scenarios, speakers, etc.) 2. Exercise goals and objectives 3. Event synopsis 4. Analyze mission outcomes 5. Analyze performance 6. Provide a conclusion i. If you have used sponsors or grant funding, they may want a copy of the after action report. a. If you chose to collect audience data. i. How will you be using this data' ii. Consider returning your findings to your audience via e-mail or your website.(If so, make sure to announce this the day of, and after, so they will look for it in the future.) b. If you created a website, will you continue this website after to create a forum for your audience' c. Post-program materials i. What are your objectives in creating post-program materials' ii. How will you use still photographs taken (Consider posting a gallery of them on your website). iii. If you recorded video, how will you be using this' Will you be using it to create an educational video or promotional material' If so, who will be doing the video editing and putting together the video. How will this video be used'