Last week, we saw Part I of our ILTA Conference planning tale. Here is the conclusion to our story.
A Cinderella Story
While utilizing many of the standard project planning methodologies, ILTA’s annual conference is a project that has a few distinct and defining aspects: The project is managed using primarily volunteers. ILTA members sharing their stories with other ILTA members is what the ILTA conference is all about. At least two thirds of the speakers at a typical conference are member speakers. Case studies with vendors, panel discussions and simple “been there, done that” stories are treasured by attendees and make up the lion’s share of the conference sessions. The only paid speaker is our keynote speaker, and no one is reimbursed for travel or other expenses. There is some risk in this approach, but each speaker is sharing with peers and being judged by those peers, and that seems to work out well. We have an immovable deadline. This comes whether we’re ready for it or not. ILTA is a not-for-profit association that looks to the conference to provide some revenue for other projects and events it undertakes through the year. The total budget is large but very tight. The attendee registration covers only the cost of meals for the week, and we look to vendor registration and sponsorships to cover the rest of the expenses. The expectations from our attendees are very high. The continued success is only possible if we achieve the goals, the evaluations are good and adjustments made whenever there is a concern. The project repeats each year, so some facets of it can be improved as they are repeated. Most legal technology projects do not have that luxury. The project “owners” are not attorneys or technology partners. It is the users themselves who define what they want and are responsible for delivering. From a logistics perspective, this is both easier and more complex to accomplish.
Keeping Conference From Turning Into a Frog
So what keeps it from falling apart? The driving commitment of all the people involved in this project help make it successful, as well as the firm foundation of a strong project plan. The dedication of our conference volunteers is unmatched, and ILTA staff are equally committed. Anywhere a weakness is noted, someone steps up and puts their finger in the dike until a patch can be applied. On the planning front, a solid foundation is built on the clear expectations outlined in the project plan. It is easy for each participant to understand his/her role and responsibilities. A formal plan also provides a good base against which to measure performance. Deadlines and timelines are well-publicized to everyone involved and are strictly adhered to so that the conference is successful. In implementing the conference, there is a significant amount of training involved for the participants, both on the planning side and on the attendee side. In addition to the webinars, meetings and resources provided, ILTA mentors co-chairs and track chairs, speakers and volunteers. The mentoring program is a fairly recent project undertaken by ILTA and is proving to be hugely valuable to the volunteers. Conference attendees are also “trained” at the conference orientation. It provides tips from seasoned attendees that help them make the most of their week.
And They All Lived Happily Ever After
Most of ILTA’s conference project success comes from tried and true project management methodologies. It proves that sticking to the basics of project planning has value for a project of any size or complexity. A structured plan, clearly-defined goals, dedicated participants every step of the way, many and varied evaluation reviews, continuous improvement and training for everyone involved all contribute to the success.
Filed under: 2009 Conference
