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36 Cards in this Set

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10 Steps of a Needs Assessment (PMM5-21)
1) Make Decision to complete a needs assessment
2) Develop focus and specific objectives of the needs assessment
3) Identify meeting stakeholders and specific individuals to be involved
4) Determine the time frame, budget, and staffing required to conduct the needs assessment
5) Select data collection methods
6) Collect Data
7) Analyze Data
8) Prioritize findings
9) Report the results
10) Utilize the results to create meeting objectives, attedee outcomes, and the program design
Reasons & Benefits for Meeting Objectives
for host: ties the mtg to the overall strategic objectives of the organization

for planners: offer direction on site selection, program design, marketing, participant needs, and logistics

for attendees: key marketing message, sets expectations and basis for evaluations
Who are the stakeholders?
Anyone involved in the meeting: host, planner, attendees, vendors, media, etc.
What does a needs assessment collect?
would collect and analyze meeting history, meeting host information, and stakeholder data.
What is researched in meeting history (for needs assessment)?

1) data on post event reports: expenses, facilities used, attendees, etc..)
2) attendance numbers / traffic flow
3) attendee, sponsor, and exhibitor demographics, profiles and preferences
4) Meeting content, messages..
5) evaluation data from speakers, sessions, overall meeting, ,trade show, etc.
Meeting host information includes (for needs assessment):

1) Vision, core values, etc of organization hosting the meeting
2) Internal and External Challenges faced by org.
stakeholders data includes (for needs assessment):

1. reasons or objectives for attending (or not attending)
2. benefits they expect from the meeting
3. information they possess that will be critical to the design and mtg plan
4. concerns they have about the meetin, etc
5. Challenges they are facing at work, industry, culture, community, etc...
Name the levels of Meeting Objectives and the percentage each is utilized.

Level 0 - Statistics, Scope and Volume - 100%
Level 1 - Reaction, Satisfaction, and Planned Action - 90-100%
Level 2 - Learning - 40-60%
Level 3 - Application - 30%
Level 4 - Business Impacts - 10-20%
Level 5 - ROI - 5-10%
Research Methods prior to events

cic8, p22
focus groups
educational programming committee
Environmental Scan (looking at available information for the meeting)

cic8, p21
Past Mtg History
Sponsor/Host Org. Info
Competitor Info
Stakeholder Info
Define the ROI formula:

pmm5, p27
Meeting Benefits-Meeting Costs
--------------------------------------------- x 100
Meeting Costs
What are Level 0 Objectives?

pmm5, 21
1) Identify Statistics important to the meeting organizer and stakeholders
2) Name statistics that are measurable and collected follwing a meeting
3) Are clearly worded, attainable, and specific to the mtg.

eg. attain 500 paid attendees at a rate of 795 per attendee
What are Level 1 Objectives?

pmm5, 22
1) Identify issues that are measurable and important to the meeting, hosts, or stakeholders
2) Are attitude-based, clearly worded and specific
3) Represent a satisfaction index from key stakeholders

eg. 80% of attendees would recommend the conference to others
What are Level 2 Objectives?

pmm5, 23
1) begin with an action verb
2) describe behaviors that are observable, measurable, realistic and attainable.
3) Are outcome-based, clearly worded, and specific
4) Specify what the attendee must do as a result of the mtg.
5) have the components of performance, condition, and criteria

eg. score 75 out of 100 or better on new sales quiz given at the end of the meeting.
What are Level 3 Objectives?

pmm5, 24
1) identify behaviors that are observable and measurable
2) Are outcome-based, clearly worded, and specific
3) MAY have the components of performance, condition, and criteria

eg. use new customer interaction skills in 90% of situations where they are needed within 3 months of mtg.
What are Level 4 Objectives?

pmm5, 24
1) contain measures linked to the skills and knowledge taught as well as profectional contacts acquired at the mtg
2) describe measures that are eaily collected
3) results based, clearly worded, and specfic
4) specify a business measure that the attendee has accomplished (effeciency, etc)

eg. save 1 or more hours a week on routine admin tasks within 3 months of mtg.
What are Level 5 Objectives?

pmm5, 27
addresses what the return on investment will be for the stakeholders.
SMART Principal is

pmm5, 295
Verbs to avoid when writing objectives/outcomes

pmm5, 298
Know, Understand, appreciate, comprehend, learn, enjoy, believe
What is the Cognitive Domain?

pmm5, 285
attends to what the learner knows of understands. It encompasses recall or recognition of info and the development of intellectual skills that provide the learner with the ability to conduct rational tasks.

Verbs: identify, explain, product, compare, and evaluate.
What is the Affective Domain

pmm5, 287
concerned with how the learner feels: interestests, attitude, etc as well as how they internalize values and beliefs. Emphasis is on feelings and emotions - or the degree the attitude has become a part of the individual.

Verbs: Separate, answer, specify, balance, display
What is the Psychomotor Domain

pmm5, 289
focuses on how a learner uses maula skills, emphasis on the performance of skills.

Verbs: Describe, respond, construct, build, compose
principles of writing learner outcome statements (10)

pmm5, 294ff
SMART (first 5)
6. describes the product, not the process (end not the means)
7. write a separate statement for each outcome
8. reflects different levels of skill attainment
9.each statement begins with an action verb
10. attitudes cannot be measured, they can be inferred from behavior
Good action verbs to use when creating learner outcome statements

pmm5, 298
Learner outcomes serve what purpose in the meeting planning process?
They provide benchmarks against which the meeting is evaluated by learners and hosts.
what questions do learners ask prior to attendance?

pmm5, 20
who else is attending?
required to attend?
receiving educational credit?
want to expand professional knowledge?
What are questions we must ask potential attendees to gage our meeting objectives?

cic8, 22
education and industry experience
reasons for attending (networking, etc)
educational needs (certification, skills, etc)
opinions regarding past events
suggestions for event improvements
trade publications read
budget for event attendance
who will pay event fees.
What is APEX?

pmm 19
The Accepted Practices Exchange initiative is tasked with bringing together meeting inducstry stakeholders to develop and implement accepted practices in order to create and enhance efficiencies throughout the meetings, conventions, and exhibitions industry.
Objectives must be _________
What is the biggest directive for objectives?
To help determine meeting content
What is the definition of Goals?
Broad statement of purpose for an organization
For a meeting: purpose of the meeting
What is the definition of Objectives?
Clear statements of anticipated results (measureable outcomes)
How do we create meeting objectives?
- Compare and contrast data
- Find the trends
- Refer back to goals, objectives, and strategies
- Prioritize
- Determine what is attainable
What is an educational programming committee?
commonly used to establish direction for educational programs offered at association meetings.
What are the 4 basic components of writing learner outcomes?
- Audience - Who is to do something (eg: the learner will be able to XYZ)
- Behavior - What is to be done? An action verb that describes the behavior to be possessed. (SMART)
- Condition - what is to be learned? Content, Variables
- Degree - How well is it to be done? Accuracy, proficiency, evaluative, performance.

* VIP piece is evaluating the outcomes in terms of their ability to communicate the intent of the learner activity to the end user
When writing program objectives, a test of whether they are well-defined and practical can be remembered by the acronym PLAN which stands for:
Listed in writing