Sponsor Resources

PROGRAMMING COUNTDOWN TIMELINE AND CHECKLIST

OCTOBER

  • Submit Sponsor Application highlighting program topic ideas and Forum(s) of interest.

JANUARY THROUGH MARCH

  • Confirm program topic and schedule month with ACC NCR staff.

THREE (3) MONTHS PRIOR TO THE PROGRAM

  • Schedule specific date with ACC NCR staff.
  • Sponsor duties:  Determine the location for the program and inform ACC NCR staff of location choice.
    • If it will take place at the sponsor’s offices, reserve conference space.
    • If it will take place in a neutral location, coordinate with ACC NCR staff on desired location.
      • ACC NCR may be able to assist with coordinating booking the location and ordering food, but sponsor will be responsible for cost of room rental and A/V, food and beverages.

TWO (2) MONTHS PRIOR TO THE PROGRAM

  • ACC NCR will initiate an e-mail thread with known sponsor speakers and Forum co-chair to begin planning program.

SIX (6) WEEKS PRIOR TO THE PROGRAM

  • Program title, marketing blurb, and speaker panel names are due to ACC NCR.
  • Sponsor duties:
    • Draft title, marketing blurb (4-5 sentences describing what will be covered in the program), and identify sponsor panelists.
    • Sponsor should also identify in-house panelist(s).  If sponsor needs suggestions or assistance, sponsor must make request to ACC NCR.
    • Also, provide information about access to site of program via Metro and driving, as well as availability of parking at the site.

ONE (1) MONTH PRIOR TO THE PROGRAM

  • ACC NCR will hold approximately three (3) conference calls with all panelists, ACC NCR Forum co-chair, and ACC NCR staff.
    • First call is to develop an outline of program.
    • Second call is to work through the written materials and deep dive into content.
    • Final call is to review the slide presentation and any other materials, and ensure that each panelist knows what he/she is covering and that in-house panelist(s) are being utilized. Kasha will also cover logistics.
  • Sponsor duties:
    • Participate in all conference calls.
    • Collaborate with ACC NCR to ensure that the program content is useful and relevant to members by providing practical business solutions that will make our members better able to do their jobs.
      • Ensure content appeals to a broad base of practitioners.
      • Content should not be too theoretical or academic.
      • Content should not be too basic, unless program is marketed as an introductory level primer.
    • Draft written materials in compliance with Virginia MCLE Opinion 14 – Requirement for Written Materials.

DAY OF THE PROGRAM

  • Sponsor duties:
    • If the program is taking place at a hotel, event space, or other neutral facility, sponsor is responsible for providing:
      • Copies of final written materials for on-site attendees.
      • Laptop computer with final slide presentation loaded.
      • Wireless clicker for speaker panel to use.
      • Appropriate food and beverages catering for event.  Sponsor will be responsible for all room rental and A/V, food and beverages charges.
        • If ACC NCR assisted in booking the location and ordering food, ACC NCR will bill sponsor for reimbursement if necessary.
    • If the program is taking place at the sponsor’s offices, sponsor is responsible for providing:
      • Copies of final written materials for on-site attendees.
      • Laptop computer with final slide presentation loaded.
      • Wireless clicker for speaker panel to use.
      • Name tags for live attendees.
      • Appropriate food and beverages catering for event.
      • Point-of-contact with sponsor’s A/V and/or IT staff to assist ACC NCR staff during event.
      • WiFi access for ACC NCR staff.