Greater Atlanta Chapter Community of Practice (CoP) Manual Table of Contents

CoP Operating Checklist

This checklist is designed to contain all the tasks required to successfully run a CoP. Before using, edit this checklist to create one targeting your specific CoP needs. Identify WHO is responsible, the Target Date for completion, and WHEN the task was completed.

(Not all items apply to all meeting planning – softcopy available in Leadership Toolkit)

1. 
   Eight to ten weeks before the event
   

• 
  Schedule the date of the event
  

• 
  Check the date against the ATD meeting calendar for other events
  
• 
  If possible, hold your meetings in a month the ATD Chapter meeting does not meet
  

• 
  Reserve a meeting location
  

• 
  determine arrangement of tables, chairs
  
• 
  max number of attendees
  
• 
  equipment availability (computer, projector, screen)
  

• 
  Confirm that event location is equipped with internet access for on-site event registration
  
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  Discuss speaker options with team and book a speaker for the event.
  
• 
  Ensure communications/marketing has current/updated meeting information
  
• 
  Create an engaging title
  
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  Create a meeting flyer (for cross-promotion and to show to potential sponsors)
  
• 
  Search for and secure a sponsor
  
• 
  Follow ATD process to place event on the ATD Chapter web site (in Wild Apricot) ensuring event announcement and reminder emails are set properly – coordinate with the VP, Marketing & Communications as necessary
  
• 
  Create a LinkedIn, Facebook, Twitter event. Email the speaker and your CoP committee to add this to their profile
  

2. 
   Two to four weeks before the event
   

• 
  Reconfirm with speaker - ask if there are technology needs
  
• 
  Get info to promote the sponsor
  
• 
  Market the meeting through other sources (websites, etc.)
  
• 
  Check how registration is progressing
  

3. 
   One week before the event
   

• 
  Create agenda
  
• 
  Check in with the speaker – reconfirm date, does he/she need directions, where to park, etc.
  
• 
  Check room for laptop connectivity
  
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  Secure projector, if needed
  
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  Determine food and beverages for event
  
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  Print out President’s Thank You letter for speaker
  
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  Prepare what to say to present speaker to attendees
  
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  Print off Check-In sheet from WA registration list
  
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  Buy Name Badge Labels and magic marker for meeting
  

4. 
   Day before and/or Day of the Meeting
   

• 
  Request list of registered attendees for event from CoP communications
  
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  Make copies of the CoP Meeting Evaluation Form available in the Leadership Toolkit; bring CoP Meeting Evaluation Forms to event
  
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  Make copies and bring to event Sign-In sheets for attendee registration
  
• 
  Set up room for event
  
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  Bring Name Badge Labels and markers
  
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  Bring fee receipts for those that are paying at the event (the chapter does not have a form for this; a handwritten receipt from your team is sufficient)
  
• 
  Alert security in the building of the event, if needed
  
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  Buy/bring food, soft drinks and ice for event
  
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  Bring ice cooler, if needed
  
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  Buy/bring paper products
  
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  Save all receipts for reimbursement
  
• 
  Open room and set up ½ hour before event registration
  
• 
  Ensure PowerPoint Chapter Rotator is showing in event room
  
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  Bring writing tablet to take any notes
  
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  Don’t forget to announce and thank the sponsor
  
• 
  Print out and present speaker with President’s Thank You letter
  
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  Make announcement for next CoP meeting, next Chapter meeting and any other necessary announcements
  

5. 
   One to five business days after the meeting
   

• 
  Review and compile results of the CoP evaluation forms and send to speaker and CoP chair or CoP Liaison/Quality Chair/Director CoPs
  
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  Follow process for receipt reimbursement
  
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  Email copies of receipts/completed reimbursement form to Director CoPs to approve reimbursement; coordinate with Director CoPs on cash receipts
  
  • 
    Write up a summary of the meeting and send to CoP team members, the CoP Liaison/Quality Chair (or Director CoPs if no CoP Liaison/Quality Chair). Here are details on what we would like to collect:
    

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  Number of registered attendees (Members and non-members)
  
• 
  Number of actual attendees (Members and non-members)
  
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  Receipts for expenses along with reimbursement form
  
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  Volunteer names (You need to ask at every meeting!)
  
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  Photos
  
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  Have your registration people capture the following information for those attendees who show-up at the event but did not register ahead of time.
  
  • 
    Name
    
  • 
    E-mail
    
  • 
    Phone number (optional)
    
  • 
    Address (optional)
    
  • 
    At the end of the event, e-mail the information to Director.CoP@atdatlanta.org
    
  • 
    Ask to have info input for your specific event in Wild Apricot
    

How to Promote Your Event

Create an “event” on LinkedIn. Indicate that you are attending as are all the members of your committee.

Coordinate posting the event on the ATD Atlanta website at least two months prior to the event.

Post on ATD Greater Atlanta Twitter account.

Post on ATD Greater Atlanta Facebook account.

Share with your personal network. Blog the event on your personal blog and link back to ATD Atlanta.

Communications Guidelines

Here are the guidelines for monthly submissions:

Event Calendar on Chapter Website

• 
  One volunteer from each CoP team will have the responsibility for coordinating getting events posted on the chapter website by coordinating with the VP, Marketing & Communication.
  

Facebook event announcement

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  Write a very short promo including the topic and date of the event. You may join the ATD Atlanta Facebook group and post this information. This should be done several weeks before the event.
  

eNews

eNews are transmitted twice a month and will contain information on meetings/events scheduled to occur within the next 30 days.
CoP leaders will be in the review loop of each eNews. Please ensure your CoP meeting information is correct (and check the registration link to ensure it goes to your page on the website). CoP leaders are encouraged to write up Kudos to be posted in eNews.

CoP Meeting Evaluation Form

Please use the CoP Meeting Evaluation Form located in the CoP Resources section of the Leadership Toolkit on the chapter website. You may also use the ATD Survey Monkey account to collect post-meeting evaluations.

Contact the Director, CoPs with any questions.

CoP Meeting Locations

Warren Averett Workplace Cbeyond (400 at I285)

This venue is available at no cost. They have one room that can hold 50-60 people. Usage by CoPs will be first come first serve.  

The address is:

6 Concourse Drive, Suite 700 Atlanta, GA 30328
Contact at Warren Averett Workplace

Lynn Muench

Lynn.Muench@warrenaverett.com

(O) 770.393.6175   (C) 770.235.9324

CED solutions

Venue is available at no cost. Their rooms seat groups of 10 to 32. Each room is equipped with an overhead, white board and computers. They also have a full kitchen and eating area that connects to a covered deck.

The address is:

1642 Powers Ferry Road, Bldg 12

Suite 300

Marietta, GA 30067

Contact at CED Solutions:

Steve Aikala | Senior Account Manager

P: 770.937.0140 x1101 |E: saikala@cedsolutions.com | W: www.cedsolutions.com

American InterContinental University (AIU)

Venue is available at no cost. They have an amazing variety of rooms available that can accommodate any kind of event our CoPs or Professional Development groups would want. Rooms seat from 10 to 200 with all kinds of configurations available. 

The address is:

6600 Peachtree Dunwoody Road, 500 Embassy Row

Atlanta GA 30328.
Contact at AIU: Yetra Bellamy, 404-965-8020,ybellamy@aiuniv.edu. Because of the wide variety of options, Yetra recommends calling her and having a discussion on what your needs are so that she can find the perfect space for your meeting. 

Financial Guidelines

The goal of CoPs is to have high-quality events that cause no financial burden to the chapter. We hope that the fees charged to non-members and membership fees charged to members who join the chapter as a result of attending a CoP event will offset any expenses incurred by these events.

Budget guidelines

• 
  Food – $6 per person
  
• 
  Name tags/badges/etc. – $5 per event
  
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  Facility rental – Contact Director, CoPs prior to committing
  
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  Speaker gifts – $2 per speaker to cover coast of printing letter and envelope per speaker recognition program.
  

Expense reimbursement process

1.Complete the Expense Reimbursement Form (available on the Chapter website in the Leadership Toolkit under the CoP Resources section).

2.E-mail the completed form along with your scanned receipts to Director CoPs for review and approval.

Sponsorship Guidelines

Determining Who Might Sponsor
Answering these questions may help provide direction:

1. 
   What audience will likely attend your program (e.g., corporate trainers, training and development professionals in transition, salespeople, etc.)?
   

Note: The better you determine this, the better chance you’ll have of finding a sponsor and marketing your events.

2. 
   Who would want to market their product/service to this audience?
   

Attendee Type	Possible Sponsors…vendors who provide:
Corporate Trainers	Training materials, training content, training programs, and professional development
Instructional Designers	Online tools, software
Professionals in transition	Resume services, job boards, career counselors, networking specialists
Consultants	Web site developers, training software, marketing and pr professionals
Salespeople	CRM vendors, sales tools vendors, sales training vendors

Approaching sponsors

Send the following email to appropriate companies; attach the CoP Sponsorship Information Package (located in the CoP Resources area of the Leadership Toolkit on the chapter website) – delete the italicized words in the email below and insert the appropriate information:

Dear (insert name without parens and italicized):
The (put name of CoP here without parens and not italicized) is a specialized functional group of the Association for Talent Development (ATD) Greater Atlanta. The group is designed to target those individuals that have a passion around the subject matter indicated by the name of the CoP. Next month, we have an exciting topic that’s drawing a lot of interest: (insert program description/presenter name here without parens and not italicized).
I am approaching companies that offer similar products/services that may wish to sponsor this meeting. Sponsorship is a cost effective way to put your company in front of qualified buyers.
Some benefits of sponsoring a CoP:

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  Your logo on the CoP events page in our online Chapter Events Calendar
  
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  Your Logo on the CoP webpage
  
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  Use of ATD logo on your page as an official sponsor
  
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  A table for marketing materials at the CoP event
  
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  Opportunity to speak up to 2 minutes to the audience about you company
  
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  3 CoP event registrations
  

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