The early bird price for the IAP2 conference closes on July 21 - don't miss out on discounts and savings - especially if you are a member - and if you're not sign up now so you can take advantage of what is on offer.
Our promise back to you is that you will get a great conference - jam packed with terrific speakers, discussions, food, field trips, films and most of all your peers and new friends!
If you can't come for the whole three days - think about signing on for some pre-conference training and upskill in social media, diversity or facilitation. Stay competitive by gaining new tools and techniques for your public participation tool kit. IAP2 is launching its new training offering Outrage Management, Emotion and Public Participation - take a sneak peek at this video for some of the content. This course is filling so don't leave it too late and miss out!
Showing posts with label San Deigo. Show all posts
Showing posts with label San Deigo. Show all posts
Thursday, July 16, 2009
Tuesday, July 7, 2009
Special Offer for Pre-Conference Training
This year's preconference training program is full of world class professional development offerings for the experienced public participation practitioner as well as those just starting out. If you enroll to take a pre-conference training course before July 21 you will be entered into a draw to receive one free conference registration. Also the first 50 registrants will receive a free book from amongst a selection from the IAP2 bookstore and you can collect them at the training in San Diego. Register now to get the benefit of these great offers and don't forget that early bird conference registrations close on July 21. Savings for early bird registrants for lodging at the conference hotel (Westin on Broadway) are also eligible for free internet connection during their stay. Get in now to get the best savings!
Thursday, May 28, 2009
Conference Keynote Practitioners Announced
In the light of current public policy engagement in the USA with online brainstorming at the White House we are delighted to announce a participatory approach to the final day of the 17th International IAP2 Conference.
What if public engagement for sustainable decisions is becoming the new normal in our governments, schools, businesses, and other systems? What is the promise? What is the price? How do we seize the moment?
The morning of Wednesday September 23rd will be spent exploring one of our field's most pressing challenges: how do we make public engagement more integral to our systems? Let's see what creative solutions, ideas, and even next steps can we come up with together! Sandy Heierbacher, Director of the National Coalition for Dialogue & Deliberation (NCDD), and Myriam Laberge & Brenda Chaddock of the Masterful Facilitation Institute will lead this highly experiential session using innovative participatory techniques that you can take back home.
Don't sit on the sidelines - join in the discussion and be there to shape the future.
What if public engagement for sustainable decisions is becoming the new normal in our governments, schools, businesses, and other systems? What is the promise? What is the price? How do we seize the moment?
The morning of Wednesday September 23rd will be spent exploring one of our field's most pressing challenges: how do we make public engagement more integral to our systems? Let's see what creative solutions, ideas, and even next steps can we come up with together! Sandy Heierbacher, Director of the National Coalition for Dialogue & Deliberation (NCDD), and Myriam Laberge & Brenda Chaddock of the Masterful Facilitation Institute will lead this highly experiential session using innovative participatory techniques that you can take back home.
Don't sit on the sidelines - join in the discussion and be there to shape the future.
Monday, March 30, 2009
San Diego Conference Updates
RFPs for Event organiser have now closed.
Conference presentation submissions have been coming at a fast and furious pace and the assessment process now commences under the leadership of program co-convenors and Board members Deborah Eastlick and Mitch Bishop.
The pre-conference training program is nearing completion and announcements about that program are underway.
We hope to see you in San Diego in September, early bird registrations are now open http://www.iap2.org/
Friday, March 20, 2009
FAQ for RFP Event Planner
1. Have you got a hotel contracted and selected for the event?
Yes we will be at the Westin, Downtown San Diego
2. Are we allowed to submit 1 or 2 attachments or appendices along with the 10 page proposal?
You can submit appendices however the capacity to communicate effectively within the guidelines will be valued.
3. Will you accept a bid for a specific element eg Audio Visual, Core Values Dinner, Monday night social event?
Yes we will be open to bids for individual elements – and then we will be looking for compatibility and fit
4. Is the registration for the event handled by IAP2 or is that to be included in my services?
IAP2 will be able to handle this
5. Will name badge preparation be required by me or is IAP2 providing?
IAP2 will be able to handle this
6. You have “identify potential funding partners and make requests for sponsorship” included. Does that mean that you are expecting your provider to research and solicit sponsors within your industry, or just coordinate with and support IAP2 staff in this effort?
A bit of both – this would be shared and there are a number of leads we are already working with, however we will be seeking additional support from a successful team
7. Approximately how many conference calls and what length with the staff, committees, etc., do you anticipate?
It is anticipated that this will be variable starting fortnightly and weekly heading into the event
8. Does the IAP2 provide some staff/volunteers to assist with on-site registration and other needs or is that expected to fall within the $25,000 allowed budget for this service?
Yes, IAP2 will have staff and volunteers on hand to support
9. Can you define “capacity to attract registrations” for me?
You may have access to networks, markets and linkages that are close to the theme, IAP2 shared interests that will assist in the generation of registrations.
10. How many exhibitors do you anticipate?
Less than 25.
11. Will the participants all be local to San Diego / CA?
No, IAP2 is an international organization – participants will be traveling from around the world to attend the event.
12. Have you ever used an event planner for past conferences?
Yes, we have used event planners for past conferences.
Yes we will be at the Westin, Downtown San Diego
2. Are we allowed to submit 1 or 2 attachments or appendices along with the 10 page proposal?
You can submit appendices however the capacity to communicate effectively within the guidelines will be valued.
3. Will you accept a bid for a specific element eg Audio Visual, Core Values Dinner, Monday night social event?
Yes we will be open to bids for individual elements – and then we will be looking for compatibility and fit
4. Is the registration for the event handled by IAP2 or is that to be included in my services?
IAP2 will be able to handle this
5. Will name badge preparation be required by me or is IAP2 providing?
IAP2 will be able to handle this
6. You have “identify potential funding partners and make requests for sponsorship” included. Does that mean that you are expecting your provider to research and solicit sponsors within your industry, or just coordinate with and support IAP2 staff in this effort?
A bit of both – this would be shared and there are a number of leads we are already working with, however we will be seeking additional support from a successful team
7. Approximately how many conference calls and what length with the staff, committees, etc., do you anticipate?
It is anticipated that this will be variable starting fortnightly and weekly heading into the event
8. Does the IAP2 provide some staff/volunteers to assist with on-site registration and other needs or is that expected to fall within the $25,000 allowed budget for this service?
Yes, IAP2 will have staff and volunteers on hand to support
9. Can you define “capacity to attract registrations” for me?
You may have access to networks, markets and linkages that are close to the theme, IAP2 shared interests that will assist in the generation of registrations.
10. How many exhibitors do you anticipate?
Less than 25.
11. Will the participants all be local to San Diego / CA?
No, IAP2 is an international organization – participants will be traveling from around the world to attend the event.
12. Have you ever used an event planner for past conferences?
Yes, we have used event planners for past conferences.
13. We understand that you will be needing support in the development of regular (weekly) promotions and we would like to know to what extent?
Essentially this will be providing up to date information that we can put out to our markets, suppliers and networks as necessary.
14. We would gladly coordinate all media activities. We want to make sure and find out whether or not you have any current contacts or if you have a fulltime P.R. firm working with you on this program? Can you please clarify that for us?
We have international support in this area, however will be looking for local and customised support to generate registrations and interest in USA, California and San Diego.
15. We have never gone over budget since 1978 and know we can stay within your Board’s approved budget parameters. n order to further understand the project can you please let us know how many competitive bids you would like for us to request for the services and materials? If you want to break up your bids we will consider that option, there is one overall budget parameters
16. To what extent would we need to identify potential funding partners and make requests for sponsorship as well as assist with any grant applications?
This is a shared responsibility with the Board and committee and we will be working together on this front. Identification of real leads that are congruent and value add, rather than a list of sponsors is what we are looking for. Given we are a 501 3 c there is potential for taxation benefits for donors that has not been realised previously.
17. Do you have a specific format which you would like for us to provide the regular written and verbal reports to the Executive Director or can we use the system that we have already in place? What type of information would you like to include in these reports? Verbal and Email is preferred
Report template will be agreed as part of initial discussions and will include information on registrations, advancing project elements within the workplan, identification of risks and strategies to ameliorate them; strategies to identify opportunities and take advantage of them
18. Would we be required to travel to meet in person with the Executive Director and IAP2 staff?
If travel is required it will be IAP2 staff and volunteers who would meet in San Diego.
19. In the past, our events which had participants come from around the world we had to write visa letters; would you need us to write any for this conference?
We would be able to address and support this aspect.
20. Would you be expecting any VIPs to be attending and needing any special requirements?
VIPs are expected and we would be wanting to ensure that the logistics would support their visit. A volunteer team will be recruited to support this aspect, and the event planning group would be required to brief and coordinate with the volunteers.
Essentially this will be providing up to date information that we can put out to our markets, suppliers and networks as necessary.
14. We would gladly coordinate all media activities. We want to make sure and find out whether or not you have any current contacts or if you have a fulltime P.R. firm working with you on this program? Can you please clarify that for us?
We have international support in this area, however will be looking for local and customised support to generate registrations and interest in USA, California and San Diego.
15. We have never gone over budget since 1978 and know we can stay within your Board’s approved budget parameters. n order to further understand the project can you please let us know how many competitive bids you would like for us to request for the services and materials? If you want to break up your bids we will consider that option, there is one overall budget parameters
16. To what extent would we need to identify potential funding partners and make requests for sponsorship as well as assist with any grant applications?
This is a shared responsibility with the Board and committee and we will be working together on this front. Identification of real leads that are congruent and value add, rather than a list of sponsors is what we are looking for. Given we are a 501 3 c there is potential for taxation benefits for donors that has not been realised previously.
17. Do you have a specific format which you would like for us to provide the regular written and verbal reports to the Executive Director or can we use the system that we have already in place? What type of information would you like to include in these reports? Verbal and Email is preferred
Report template will be agreed as part of initial discussions and will include information on registrations, advancing project elements within the workplan, identification of risks and strategies to ameliorate them; strategies to identify opportunities and take advantage of them
18. Would we be required to travel to meet in person with the Executive Director and IAP2 staff?
If travel is required it will be IAP2 staff and volunteers who would meet in San Diego.
19. In the past, our events which had participants come from around the world we had to write visa letters; would you need us to write any for this conference?
We would be able to address and support this aspect.
20. Would you be expecting any VIPs to be attending and needing any special requirements?
VIPs are expected and we would be wanting to ensure that the logistics would support their visit. A volunteer team will be recruited to support this aspect, and the event planning group would be required to brief and coordinate with the volunteers.
21. Is there a conference program or schedule of sessions and events available from a recent conference to review?
If you review the Conference Proposal for Submissions which you can find on the IAP2 home page you will see the streams planned and the call for a diversity of submissions with a strong emphasis on process rather than the traditional "stand and deliver" approach; the program will include field visits, meetings and films. Refer to the FAQ for potential conference presenters for more details to this (February 17th)
22. Are the extracurricular activities designed for the entire group? Or are there multiple events for the attendees to select from?
Both
23. Do you accept in-kind donations of goods and services in lieu of cash sponsorships and if so, what would be your top priority items?
Yes, we have a sponsorship target to meet and you will see from the conference page on our website already some sponsors and in-kind sponsors are already listed. The priority is to get financial sponsorship as we have tried to keep registrations costs as low for members as possible.
If you review the Conference Proposal for Submissions which you can find on the IAP2 home page you will see the streams planned and the call for a diversity of submissions with a strong emphasis on process rather than the traditional "stand and deliver" approach; the program will include field visits, meetings and films. Refer to the FAQ for potential conference presenters for more details to this (February 17th)
22. Are the extracurricular activities designed for the entire group? Or are there multiple events for the attendees to select from?
Both
23. Do you accept in-kind donations of goods and services in lieu of cash sponsorships and if so, what would be your top priority items?
Yes, we have a sponsorship target to meet and you will see from the conference page on our website already some sponsors and in-kind sponsors are already listed. The priority is to get financial sponsorship as we have tried to keep registrations costs as low for members as possible.
24. Do you require a comprehensive breakdown of only the management costs associated with each RFP requirement or comprehensive breakdown of ALL costs associated with each RFP requirement (such as vendor costs: designer, printing, a/v, catering, exhibits)?
We don’t require a comprehensive breakdown
25. Can you confirm is $25,000 the limit that cannot be exceeded for solely the management of the conference? If we need to hire a subcontractor (i.e. PR Firm, Onsite Staff), is this cost expected to be absorbed in the $25,000?
Any hiring done by the contractor will have to be within these parameters and absorbed into the cost
26. Will our staff be provided with hotel accommodations over the event days or does that cost need to be covered under the management fee of $25,000?
There maybe capacity for this and it is subject to negotiation with the winning bid
27. We see your website offers Spanish and French translation. As your event is attended by international attendees, are printed materials translated into other languages or are interpreters utilized at the conference
No there will be no need for material in other languages or interpreters
We don’t require a comprehensive breakdown
25. Can you confirm is $25,000 the limit that cannot be exceeded for solely the management of the conference? If we need to hire a subcontractor (i.e. PR Firm, Onsite Staff), is this cost expected to be absorbed in the $25,000?
Any hiring done by the contractor will have to be within these parameters and absorbed into the cost
26. Will our staff be provided with hotel accommodations over the event days or does that cost need to be covered under the management fee of $25,000?
There maybe capacity for this and it is subject to negotiation with the winning bid
27. We see your website offers Spanish and French translation. As your event is attended by international attendees, are printed materials translated into other languages or are interpreters utilized at the conference
No there will be no need for material in other languages or interpreters
Tuesday, February 17, 2009
Conference Presentations Background Briefing Q & A
If you are preparing to submit a conference presentation for consideration by the program committee and have questions - let us know and we will respond via this blog entry. Here are the questions and answers from the teleconference background briefing and new questions that have come in subsequently. Keep 'em coming!
Q: Will there be real-time simultaneous translations into other languages of presentations?
A: None are planned at this stage, we will welcome though sessions in English, Spanish and French consistent with our membership profile.
Q:Will you accept submissions that pay attention to business outreach participation strategies?
A: Yes if the outreach reflects a two-way strategy and where there has been public engagement to enhance participation in decision-making
Q: Can you please provide some more clarity on the differences between the streams.
Q:Will you accept submissions that pay attention to business outreach participation strategies?
A: Yes if the outreach reflects a two-way strategy and where there has been public engagement to enhance participation in decision-making
Q: Can you please provide some more clarity on the differences between the streams.
A: Each of the streams pays attention to a different part of the process of decision-making; and one way to consider these differences it to notice that there is a pre-decision process; a decision process and a post decision-process. We recognise that many processes and projects could fit into any one of the streams so one we have received all the submissions we would be very happy to review them and see where they best fit which may lead to submissions being aligned in a different stream to the one they were submitted in to enable balance in the overall program.
Q: Our preferred project to showcase is a large city-wide project and we are not sure what to focus on that will meet the conference objectives – can we have some ideas about what focus we should take?
Q: Our preferred project to showcase is a large city-wide project and we are not sure what to focus on that will meet the conference objectives – can we have some ideas about what focus we should take?
A: Typically IAP2 conference participants are looking for tools they can use in their practice and learning from others about what works and what doesn’t work – so some of the best presentations have been about processes and techniques that didn’t work! Learning from others and being shown how to apply tools and techniques, identifying skill and knowledge sets, resources to enable and enhance processes are all appreciated by IAP2 conference participants; in other words you may like to highlight aspects of the project you have selected rather than the project as a whole.
Q: Have you got any conference papers we can review from the past?
Q: Have you got any conference papers we can review from the past?
A: While there are past conference papers and we will be putting some previous ones on our website, we would not want you to look to these as exemplars. As we are all about participation, much of what can be reproduced is difficult to present in this kind of a platform, due to the interactive nature of the sessions. This is one of the reasons we would prefer to call for “presentations” and not “papers”. In this program we are looking for highly participatory sessions, including technology enabled, film/video, site visits, experiential learning and use of techniques in presentations that enhance the learning transfer (eg world cafe, bear pit, open space). Do not restrict yourself to the concept of papers when you submit your presentation for consideration by the program committee
Q: How many sessions are there going to be?
A: This is still under consideration, there will be capacity for hour and one and half hour sessions. We are anticipating 25 -30 sessions. So are seeking around 100 submissions in order to make program selections.
Q: Can we submit more than one submission for consideration?
A: Yes
Q: Will you be open to receiving program ideas that reflect non-conference elements such as the use of techniques for conference participant engagement?
A: Yes and please send them in!
Q: is it possible for us to get a vendor booth area where we could offer interactive demos of our software? If so, would that cost extra?
A: IAP2 is exploring offering site space for vendors and will be providing additional information on this aspect in March.
Q: Is being a sponsor the way to go in order to be able to set-up a booth at this conference?
A: Sponsors will other types of access to the registrants as you will see from the sponsorship brochure; this is dependent on the level of sponsorship taken. We will be offering booth space to a range of vendors that compliment the conference and its themes (eg book store on the topic, web-based tools and devices).
Q: Under the various Sponsorship packages, it mentions 'Other Opportunities'. Do those 'Other Opportunities' include the conference registration fees and any company logo placement?
A:The sponsorship packages offer some options for registration places and places to the Core Values Gala Event. The 'other opportunities' include supporting an international registrant to come from an under-developed country, providing support to the volunteer team (eg they could be wearing t-shirts provided by your company with your logo on it etc).
Q:Are there any discounts for presenters, if we were one who would be chosen?
A: There are no discounts for speakers. As the presentation submission information brochure says presenters are expected to register for the conference.
Q: Will you pay for speakers expenses?
A: No
See you in San Diego in September! Conference Registrations are now open
Friday, February 13, 2009
Pre-Conference Training: Q & A
STOP PRESS: Several potential submitters have requested an extension to this date - that request has been addressed and submissions will continue to be received until Tuesday 3rd March 12 NOON GMT. There will be NO further extensions. Please submit to moira@iap2.org
Are you planning a submission to be considered to offer pre-Conference training at this year's international conference in San Diego?
In the interests of fairness and equity to all enquiries here are answers to questions we have had to date:
Q: Are pre-conference presenters required to be members of IAP2?
A: No you are not required to be members
Q: Are they required to register for the conference?
A: If you are staying on for the conference you will be required to register for the conference.
Q: How closely to the theme of the conference do the pre-conference training offerings need to be?
A: The pre-conference training will welcome skills and knowledge transfers that reflect the themes, however this is not essential. What is essential is that it has a skill transfer element or introduces a new tool or technique that enhances public participation.
Q; Can you clarify what you mean by "commercial in confidence" ?
This means IAP2 will not disclose this information to others, it is requested to assist with the assessment process and identify the margins IAP2 may need to consider in the financial modelling and negotiations for this event.
Submissions close on Feb 27th noon GMT to moira@iap2.org and it is a competitive process. See the website for more details on the selection criteria and weighting.
Are you planning a submission to be considered to offer pre-Conference training at this year's international conference in San Diego?
In the interests of fairness and equity to all enquiries here are answers to questions we have had to date:
Q: Are pre-conference presenters required to be members of IAP2?
A: No you are not required to be members
Q: Are they required to register for the conference?
A: If you are staying on for the conference you will be required to register for the conference.
Q: How closely to the theme of the conference do the pre-conference training offerings need to be?
A: The pre-conference training will welcome skills and knowledge transfers that reflect the themes, however this is not essential. What is essential is that it has a skill transfer element or introduces a new tool or technique that enhances public participation.
Q; Can you clarify what you mean by "commercial in confidence" ?
This means IAP2 will not disclose this information to others, it is requested to assist with the assessment process and identify the margins IAP2 may need to consider in the financial modelling and negotiations for this event.
Submissions close on Feb 27th noon GMT to moira@iap2.org and it is a competitive process. See the website for more details on the selection criteria and weighting.
Friday, January 2, 2009
This Week at IAP2 HQ
This Week IAP2 HQ have been working on website developments, our conference in San Diego in September and getting information together for a baseline to commence the year. There are some very exciting developments underway with potential partners for exisiting and new products and services in public participation ... stay tuned!
Making Sutainable Decisions - is the theme for the 17th International Conference being held in San Diego in September and very soon the invitation to submit to present will be available.
I am getting ready for a meeting with the Executive Committee of the Board and my desk needs a tidy up before I get on the plane and head off to San Diego for the meeting and to meet with Lewis Michaelson, Conference Convenor.
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