Event content guidelines

Below are guides to understanding the Association’s virtual professional development offerings, their distinctive features, and how Communities wishing to present content can submit.

Virtual events involve all departments of the Association.

In-Person Professional Development: Fee-Based

Community & Association Generated Content

Conference
Symposium
Workshop

Virtual Professional Development: Free for Members Only

Community Generated Content

Town Hall
Lunch & Learn

Virtual Professional Development: Fee-Based

Community & Association Generated Content

Webinar
Symposium
Workshop

Corporate Member/Partner Generated Content

Industry Insights

Virtual Professional Development Events May Be Initiated By

GUidelines

Lunch & Learn Guidelines

This is a short presentation style format during a lunch hour that works best for our diverse membership, spanning the different time zones. This is a “Live” event meaning there is no pre-recording. 20-minutes is the allotted time for presenting with 10-minutes for Q&A.

How long is this event?
Lunch and Learn is a 30-minute event consisting of a 20-minute presentation period followed by a 10-minute Q&A session.

How often does this event occur?
Lunch & Learns occur on the first Wednesday of every month at 10 am PT/1 pm ET.

Who attends this event? How many people can attend?
Only members may attend. Any number of members may attend.

Will the event be available on-demand following the ‘event’?
Lunch & Learns are available to members in the Resource Center. Please allow 48-72 hours after for recording to become available.

How much does the event cost for attendees?
FREE and available to members only.

Interested in presenting a Lunch and Learn?

  • Contact your Community staff liaison with ideas for a Lunch & Learn 4-12 weeks in advance.
  • Speakers must be fully secured and confirmed, and description of content submitted to staff liaison at least 4 weeks before the event.
  • The event registration will be set up and will be announced in a Specialty eblast and/or newsletter in the month before the event.
  • Two Association staff and all presenters will begin the event and test run in the 30 minutes before the live event.

Town Hall Guidelines

This is a Community-led open discussion surrounding a topic that runs 60 to 90 minutes. Typically, targeted marketing is to the Community or Specialty, although broader membership marketing is an option if the subject crosses multiple disciplines. Open for members only.

Town Halls are designed for members of a Professional Community to discuss particular topics amongst themselves. These are not designed for formal presentations or individual speakers.

How long is this event?
Town Halls are 60 to 90 minutes in duration.

How often does this event occur?
Town Halls are scheduled on Tuesdays and Thursdays, starting no earlier than 1PM Eastern.
The frequency of Town Halls will vary depending upon Community interest and topics. Some Communities may be interested in hosting Town Halls quarterly, as needed, or not at all.

Staff Liaisons must be consulted to confirm scheduling and set registration.

Who attends this event? How many people can attend?
Only members of the Association may attend. Attendees should be members of the presenting Community. The Community may decide to cap attendance based on interactive structure of the event.

Will the event be available on-demand following the ‘event’?
Town Halls will be available to members in the Resource Center.  Please allow 48-72 hours after for recording to become available.

How much does the event cost for attendees?
FREE and available to members only.

Interested in hosting a Town Hall?

  • Community staff liaison must be given 4-6 weeks’ notice of event.
  • Association staff will creates Zoom event with registration and market the Town Hall to Association members.

Virtual Workshop Guidelines

The workshop is different from a webinar as it is intended to be interactive like a class, with dialogue between attendees and presenter. Usually there is pre-reading or pre-material shared and an attendee list / a cap determined. 2+ hours, max 8 hours, virtual workshops require a small fee for attendance and may be sponsored to offset or fully cover costs. Considered a live event, unless components need to be pre-recorded, or video played.

How long is this event?
2+ hours, max 8 hours

Who attends this event? How many people can attend?
Members or non-members may attend. A cap between 25 to 75 ppl is determined based on presenter preference and presentation.

Will the event be available on-demand following the ‘event’?
Please allow 48-72 hours after for recording to become available.

What technology will be used to produce the event?
Zoom Meeting is used in order to facilitate interaction between presenters and attendees. Break-out rooms may be requested.

Interested in presenting a workshop?

  • Contact your Community staff liaison with ideas for a webinar 8-12 weeks in advance.
  • Speakers should be secured 6-8 weeks from event
  • Registration information (including cap requirement and pre-readings) to Association Staff at least 5 weeks in advance
  • Registration and marketing of the event will be provided by Association staff
  • If live, a test-run can be scheduled within 1 week of event, back-up plans must be made in the event of someone’s connection being lost
  • *If pre-recording, must be pre-recorded minimum 2 weeks before event
  • Presentation and any support materials should be received at least 24-48 hours prior
  • Presenter and Staff should be on Zoom 30 min prior to the workshop start to test audio and visual

Webinar Guidelines

This is a formal educational presentation that includes a Q&A portion at the end. Formal portions of the presentation may be prerecorded to ensure quality. Sponsorship may be used to offset or eliminate fees for attendees.

Webinars may include experts who are corporate members or outside membership but speakers MAY NOT ‘pitch product, service, or item’ during presentation and will not receive corporate webinar perks.

How long is this event?
Webinars are 60-120-minute event consisting of at least a 45-minute presentation period followed by at least a 10-minute Q&A session.

How often does this event occur?
Webinars take place on Wednesdays. Mid-day timing across time zones are preferred (1PM ET, 12PM CT, 11AM MT, 10AM PT). They may be scheduled in any month but will not be scheduled during conflicting previously scheduled professional development events. Webinars in June will be limited due to the Annual Conference.

Who attends this event? How many people can attend?
Members and non-members may attend. Any number of people can attend up to Zoom cap.

What technology will be used to produce the event?
The Association’s Zoom platform will be utilized for all webinar presentations. Q&A function available during webinar can be answered during presentation and/or during Q&A period(s), no live questions will be taken from attendees.

Live presentations are preferred. Pre-recording can be available for formal content portions.

Interested in presenting a webinar?

  • Contact your Community staff liaison with ideas for a Webinar 8-12 weeks in advance.
  • Speakers must be fully secured and confirmed, and description of content submitted to staff liaison at least 6-8 weeks before the event.
  • All speakers and presenters must commit to being available for a Wednesday presentation.
  • The event registration will be set up and will be announced by Association staff.
  • If live, a test-run can be scheduled within 1 week of event, back-up plans must be made for the event of someone’s connection being lost
  • *If pre-recoding, recording must be finalized at least 2 weeks in advance