Hosting Program

SIF is cognizant that many organizations would like to:

1. Send multiple staff to an SIF seminar but cannot afford to do so; and/or
2. Benefit from hosting a first class training for colleagues and organizations in their region but do not have the systems or staff to handle registrations and payment.

In response, SIF has developed a special program that allows you to host a one or two day seminar in your location at little to no cost, while earning free registrations or additional services from SIF (see below).

Summary

In short, you, as the host organization, coordinate all the local arrangements and promote the event through your local, statewide, and regional networks. (Recruiting participants is your biggest job!) In exchange, you receive a negotiated number of free registrations for your organization, based on the number of paying registrants attending. The only expenses assumed by you are those attached to facility, A/V equipment, food, local promotion of the training and staff time to provide coordination and hosting. If your organization has access to appropriate space, equipment and an effective web-based communication network, then beverages/snacks could be your only expense. SIF assumes responsibility for registration/payment systems, materials, travel expenses, etc. and publicizes the training nationally/globally through the Strengths Ezine. 

Specifics

Here is the breakdown of the specific responsibilities of the host organization (you) and SIF. 

 
Responsibilities of the host organization

1. Publicize the training and recruit participants through your local/state/regional professional networks. There are often numerous online training calendars, professionals newsletters, email distribution lists, listserves, meetings, events, etc. through which you can “get the word out.” You will be responsible for recruiting a minimum number of participants by a specified date to assure that the seminar can be held.
2. Secure an appropriate site for the training. The training space needs to comfortably hold the number of attendees expected at tables of 2 to 8 (we can discuss this), with sufficient space to comfortably move around, gather in small groups at tables, and accommodate tables for food and resource materials. In terms of aesthetics/light/temperature/seating, consider that we will all be spending up to two days in this room. Windowless rooms with little air movement are deadly! Aesthetics, elbow room, air, light, and quiet all contribute to a great experience.
3. Secure all needed AV equipment. These and other guidelines can be found in the Meeting Planner’s Kit at www.strengthsinfocus.com.
4. Coordinate and provide information to SIF about all local arrangements to be included in confirmation emails. These normally include at least the following (SIF will provide a template): Negotiate a group rate for registrants at a good local hotel or B&B and provide description, rates, deadline date, web link, reservations instructions, etc. (alternatively, you can provide a list of nearby hotels/motels with rates and contact information; Driving and public transit directions/resources; Info about airport shuttles; Parking; List of local eateries and attractions; All the information and resources you would want if you were coming from out of town to this training.
5. Arrange for snacks and beverages for participants each day (coffee, tea, pastry/bagels, fruit and water in the morning; some kind of treat and drinks in the afternoon).
6. Lunch: The easiest, cheapest, and most common way is to choose a training location that allows participants to get lunch on their own at local eateries. Otherwise, lunch would need to be provided at your cost. 
7. Receive and briefly store training manuals, books and other materials that will be shipped to you prior to the training.
8. Provide staff to host/coordinate all training day needs, including any vendor relationships (facility, A/V equipment, catering, etc.), registrant check-in (SIF will provide all materials), nametags, etc.

SIF Responsibilities

1. Promote the training in the Strengths Ezine and at www.strengthsinfocus.com. Distribute registration flyers at other SIF trainings during the months prior to your training. (Participants may well fly/drive in from other parts of the country to attend your training.)
2. Notify folks in your region who have previously contacted SIF regarding interest in this or similar trainings. Sometimes these folks can serve as additional recruiters for you.
3. Provide you with a pdf of a registration brochure that you can print or attach to emails.
4. Maintain and manage online registration system at www.strengthsinfocus.com, which offers payment by credit card, check and purchase order. Invoicing is integrated with the online registration system.  Registrations may also be done by mail, fax or phone.
5. Arrange and pay for all SIF travel, food, and lodging. (If you would like to acquire donated lodging or air fare, SIF will provide additional free registrations of similar value. These arrangements must be approved by SIF prior to final reservations.)
6. Provide all training materials and conduct the seminar.

To be determined

Prior to entering into a co-sponsorship arrangement, we will determine:

1. A minimum number of registrations required to proceed with the training and a deadline date by which these registrations must be received
2. A schedule for earning free registrations. The exact terms of this schedule will be influenced by the location of the training, projected attendance, your capacity to meet your attendance goals, etc.
3. Any alternative ways you choose to utilize your free registrant benefit (se below).

What other benefits can I earn?

You are free to use your free registrations benefit in any way we agree is appropriate. For example:

Scholarships: Use the earned slots for your own staff or offer full scholarships to selected attendees. (You must manage this process and provide SIF with completed registration forms for all free registrants.)

Additional services/products from SIF:  You may negotiate an arrangement that earns you additional services or products instead of free registrations. For example, you may negotiate to apply your earned benefit to contract with Chris to stay an additional day to consult with your organization, provide additional training, or provide the keynote for a community event or conference. Or you may negotiate to purchase additional books or audiobook CDs for staff or volunteers.

In some cases, you may be able to mix these benefits (for example, earning part of your benefit in free registrations and part in additional services).  This will be considered on a case by case basis and must be determined at the beginning of the process.

How far ahead do I need to schedule this?

Due to competing interests (Chris’ speaking schedule, previously scheduled seminars in other locations), the further ahead you can contact us, the better. Generally speaking, at least 60 days are needed to promote and conduct registration for an event; 90 or more are better. This clock begins ticking once all arrangements have been made and information forwarded to SIF.

What do I do if I want to explore this further?

Contact Chris at 207 767 2024 or via email to ask questions, discuss your unique situation, explore many of the questions outlined here, identify potential dates, etc. Once you are ready to proceed, you will identify a point person for the project, we will agree on all the specifics, including key milestone dates, and SIF will create a simple Letter of Agreement. To help you organize your activities, SIF will provide you with a checklist for your activities. The rest is just real people (you and me) figuring it out!

Note: These guidelines are intended only to help you understand how this program works and should not be construed as binding in any way. We will develop an agreement that is specific to you.