DEI Summit: Programs

Pre-Event Planning  

1. The Summit dates are selected based on feedback from previous events, availability of event leadership, and approval of the Board of Directors. Days of the week that work best for virtual events are Tuesday through Thursday. To maximize access to all time zones, events are typically scheduled to begin around 11 am ET. 
2. The Summit schedule is determined by the committee based on target audience, ideal number of sessions per time slot, best practices from previous events, and other interactive components. 
3. The committee develops initial ideas for the topics that will be presented at the Summit based on the organization’s strategic priorities, member feedback, current industry trends and Executive Director input. Expert presenters should be selected based on their knowledge and experience of the topic. This can include CSEA members or outside presenters. If funding is needed for speaker fees, the Executive Director and Board Liaison can discuss it with the CSEA Board as needed.
4. A shared speaker and topic list is created by the Executive Director for the committee to utilize for priority outreach and tracking. Committee members make outreach to speakers based on the priority as determined by the committee. Speakers are provided with a deadline by which to respond so that the next speaker on the list can be contacted if the initial speaker isn't available. Templates can be provided for outreach if needed. 
5. Once speakers are confirmed, a committee member is assigned to manage the session (ideally, this will be the committee member who made the initial outreach). The session title and description are drafted, and the Summit Chair and Executive Director make tweaks if necessary. Once all of the details have been confirmed, the information will be added to the tracking sheet. The following additional details are captured from each speaker:
   • Speaker phone number (in case of a day-of issues)
   • Speaker email
   • Speaker job title
   • Speaker organization
   • Speaker 100-word bio
   • Speaker headshot
   • Interactive components being used (polls, breakout rooms, etc.)
   • Poll questions, if used
6. CSEA staff will add the event to the web site and distribute the marketing materials to the membership (see the marketing tab for more details about how the committee can assist with marketing).
7. CSEA staff will manage all technical aspects of the event, including speaker technical preparation and attendee login details. Speakers will be asked to log in 15 minutes before their session for a tech check.
8. Committee members will touch base with the speaker(s) in advance to discuss the CSEA audience, session goals, and outline. Update the Executive Director about any interactive components that will be used such as breakout rooms or polls. For panels, ideally a meeting could be set up with all panelists together to meet each other and walk through the questions that will be asked.
   • Make sure all CSEA audiences are included in the programming, depending on the topic. This includes career services/schools, recruiters/employers, MBA, and specialty/business masters programs. 
   • In order for a session to be relevant for a specific audience, that audience must have actionable takeaways from the programming. In other words, we wouldn't market a session as being relevant to employers if it's just a "good to know" for them. There would need to be specific employer-focused programming provided. 
   • Encourage the presenters to use at least two interactive components during the session to help with virtual fatigue. 
   • If a slide deck or other materials will be used during the session, send the final documents to the Executive Director no later than one day in advance of the event. 

During The Event

• The Executive Director or Executive Assistant will log in as the meeting host and handle all technical/administrative aspects of the event including letting participants into the meeting, muting participants as needed, launching polls, and opening breakout rooms (if used). Committee members do not need to have specific technical expertise.
• The committee member who is managing each session should plan to log in to the session 15 minutes in advance (along with the Executive Director/Executive Assistant and the speakers), using the login information that is sent to all participants upon registration. Make sure speakers are available and prepared to log in early as well. The committee member's role also includes:
  • Depending on the nature of the session, ask the speaker(s) when they prefer to receive questions (throughout the presentation or at the end). It is recommended that they hold off until the end to make sure they can get through the full presentation and also manage the timing appropriately. Ask if they prefer to receive questions through audio, chat, or both.
  • Ask the speaker(s) how they prefer to be introduced (i.e. read their bio from the web site, etc.).
  • Handle Q&A, either during or at the end of the presentation.
  • Introduce the speaker(s) at the beginning and make announcements if needed. 
  • If necessary, remind the speaker(s) about the time frame and give them a two-minute warning before the close of the webinar. This can be done using the chat feature so as not to interrupt the presentation.
  • Close out the session at the end, thanking the speaker(s) and making any additional announcements as needed.
  • Tips for facilitators while speakers are presenting:
    • During the presentation, be attentive.
    • Mute your phone/audio.
    • Keep track of the time; jump in near the end if needed.
    • Monitor the chat to answer attendee questions if needed. The staff will respond to technical questions. 
    • Communicate with CSEA staff privately via chat with questions if needed.

Vendor policy
CSEA strives to maintain high quality, relevant, member-focused experiences at all events, working within resource and budget parameters and constraints. Our vendor policies help provide an equitable and meaningful experience for all participants, including schools, employers and vendors. View the Vendor Policies for details about the parameters for vendors to present a virtual event. Note: the vendor policy is housed within the Conference Policies, but they apply to any CSEA event.