IAPP KnowledgeNet Chapter Chair Manual 2018 CHAIR ROLES & EXPECTATIONS IAPP RESPONSIBILITIES PLANNING A CHAPTER MEETING INFORMATION & TIPS FOR HOST VENUE INFORMATION & TIPS FOR SPEAKERS OTHER CHAPTER VOLUNTEERS ADDITIONAL INFORMATION & RESOURCES 1
CHAIR ROLES & EXPECTATIONS KnowledgeNet Chapters bring the local privacy community together through free educational meetings and networking activities. They give members the opportunity to gather informally and formally, share experiences and meet peers in their local area. Serving as a KnowledgeNet Chapter chair is a meaningful way to contribute your time, energy and expertise to helping build the privacy profession locally. Chairs are also eligible to receive an extra two continuing privacy education (CPE) credits per year of service, awarded in December. KnowledgeNet Chapter Chairs are expected to: Organize quarterly educational meetings using a diverse range of topics Organize at least 2 networking activities such as happy hours and coffee chats o Open to members and non-members o Coordinate with Young Privacy Professional Leader if there is one in your area Secure dynamic educational speakers Work with local organizations to donate meeting space Guide new co-chairs and engage with other chapter volunteers and members KnowledgeNet Chapter Chairs are required to: Serve a two-year term Attend chapter meetings and actively contribute to planning Promote their local chapter activities through social media and personal networks 2
IAPP RESPONSIBILITIES IAPP staff supports KnowledgeNet Chapters by creating and sending meeting invitations, setting up online registration and working with co-chairs to ensure all necessary materials, gifts for guest speakers, and sign-in sheets are provided before the meeting. After the meeting, the IAPP communicates with all attendees thanking them for their participation and asking them to complete an evaluation survey. Any results received are shared with all co-chairs. In addition to direct meeting support, the IAPP is responsible for: Acting as your primary resource for chapter ideas and solutions Onboarding new co-chairs and other chapter volunteers Sharing host and speaker offers received Upon request, sending surveys to all local members to get planning ideas for future chapter meetings Sharing annual IAPP Conference schedule Coordinating chapter activities at IAPP Conferences 3
PLANNING A CHAPTER MEETING Selecting a Location Reach out to local companies, law firms, educational facilities or other local venues that might be willing to donate meeting space (the host location ). All meetings are free to attend. The IAPP requests that chairs rotate locations for each meeting within different companies in the area. Things to keep in mind when finding a host location: Space has to be big enough to hold average number of attendees for your chapter Meeting space must be free or donated. Meetings are not sponsored by hosts and only IAPP branding will be used on the invitation All meetings are to be held in person at a host venue and not made available as a recording or accessible via teleconference. If you have questions, please reach out to your IAPP contact Chairs will work with host location staff to work out meeting logistics and planning details (see IAPP KnowledgeNet Host Tips) Ensure host is able to accommodate participants with disabilities Chairs may request breakfast/lunch/refreshments from local host but it is not a requirement Host company may participate on the panel, however panel diversity is desired Selecting a Date Chairs work with the local host and speakers to discuss a tentative schedule of dates for the meeting Chapter meetings generate the largest attendance when scheduled on a Tuesday, Wednesday or Thursday Avoid scheduling on holidays and IAPP events o Global Privacy Summit- March/April, Washington, DC o Europe Data Protection Intensive- April, London, UK o Canada Privacy Symposium- May, Toronto, ON o Asia Privacy Forum, July, Singapore o Privacy.Security.Risk (P.S.R.)- September/October, U.S. o Europe Data Protection Congress- November/December, Brussels, Belgium Selecting a Speaker(s) and Topic Find and confirm a local speaker or panel of speakers and select a topic. Speakers are not reimbursed for any expenses. Check with the host venue to ensure the desired date is available. Things to keep in mind when selecting a speaker and topic: If there is a panel, select speakers with diverse backgrounds and areas of expertise Each meeting should discuss a different relevant topic Vendors should contribute non-marketing presentations and there should be little or no vendor hype, PR pitch or industry spin 4
PLANNING A CHAPTER MEETING CONT D If using a PowerPoint presentation, remind speakers to ensure all slides are legible and ask if they would be willing to share the slides post meeting to attendees (see IAPP KnowledgeNet Speaker Tips) Communicating Confirmed Details Chairs must fill out the IAPP KnowledgeNet Chapter Meeting Details Form and send to IAPP staff 6 weeks in advance IAPP staff will draft an invitation and send via email to local members approximately 4-6 weeks in advance. Details will also be posted on the IAPP website, social media pages and in our publications Chairs are also encouraged to promote activities through social media and personal networks. The IAPP invitation may be forwarded to non-members. Due to formatting concerns, we suggest forwarding as an attachment. IAPP staff will handle all RSVPs, waiting list requests, meeting reminders and follow up communications Approximately 1 week prior to the gathering, IAPP staff will mail meeting materials as requested on the Meeting Details Form Two days before the meeting, IAPP staff will send out a reminder email to all registered The day before the meeting, IAPP staff will send the final registration numbers and sign-in sheets to the Chairs Day of the Meeting Chairs should arrive early to get familiar with meeting space, set up registration, meet speakers and help host venue prepare for meeting Chairs or other chapter volunteers must greet attendees and remind all participants to sign in using IAPP sign-in sheets. CPE credit is awarded based on sign-in sheets and chairs are also required to sign-in in order to receive CPE credit Chairs will open the meeting, thank the venue host (and offer host an opportunity to welcome the attendees if requested), introduce the speaker(s) or open the meeting for discussion. Chairs should help facilitate networking by making introductions and welcoming new members Sign-in sheets must be collected and returned immediately (electronically) to the IAPP after the meeting PLANNING A CHAPTER MEETING CONT D After the Meeting IAPP staff will send a follow-up email to all who attended acknowledging the local chairs, venue host, speaker(s), and moderators, and give opportunity to provide feedback and volunteer with the chapter through a survey 5
If sign-in sheets are not returned within 2 weeks, a survey will not be sent If speakers wish to share their presentation materials, a copy can be distributed through the follow-up email IAPP staff will share evaluations and feedback with chairs approximately 3 weeks after the meeting 6
INFORMATION & TIPS FOR HOST VENUE Consider discussing the following information with the host venue and co-chairs prior to the meeting. Venue and Logistics Provide directions and parking or public transit information, if applicable For early morning meetings try to have building and conference areas open and ready for attendees arriving a few minutes early Consider room size and capacity for expected number of attendees o Be prepared for no-shows. If ordering food and beverage please consult with IAPP KnowledgeNet co-chairs on average attendance rates to expect If providing own nametags, make sure name and company are most legible Test video, audio, and all other technologies in advance of the meeting Co-chairs will be present to assist but extra host staff may be required the day of the meeting to help direct attendees Meeting Setup and Organization Have a microphone available for big rooms, with a lot of attendees, or with soft spoken speakers. Also consider a microphone for the audience to use when they ask questions Work with co-chairs on the seating arrangement and placement of speakers in the room for optimal hearing and viewing As space allows, and if appropriate for the topic, consider round tables over classroom to encourage group discussion If possible, have water available If Providing Food or Refreshments (not required) Consider having a vegetarian option available If providing a meal like breakfast or lunch, consider having a comfortable space for attendees to sit and eat 7
INFORMATION & TIPS FOR SPEAKERS Consider discussing the following information with speakers and co-chairs prior to the meeting. Preparation Create handouts and tools to provide to your audience (e.g., case studies, reference materials, checklists, compliance guides, etc.). Copies of materials can also be emailed to attendees after the meeting Prepare practical, take-away information that your audience can easily implement in their organizations Use PowerPoint cautiously. Avoid text-heavy slides. Place the important information at the top; otherwise it may not be as visible to audience in the back of the room (see IAPP PowerPoint Template) Include a conclusion slide (three to five points) leaving a strong impression of your presentation and contact information Delivery and Presentation Know your audience. Ask questions at the beginning of your session to gauge how advanced your audience is. Provide detail on a topic, not just a general overview Give an exciting delivery, be creative. Believe in your message Make your session interactive. Engage your audience by generating a conversation or posing a question back to them Break out into smaller focus groups to discussion particular applications and solutions No sales pitches. The best way to sell yourself is by offering good content and engaging the audience Make sure to allow time for Q&A, either in the middle or at the end. Repeat questions aloud so all audience members can hear 8
OTHER CHAPTER VOLUNTEERS As the IAPP grows, we will be offering more volunteer opportunities to engage our members and assist KnowledgeNet Chapters. If you use volunteers outside of host staff please let us know so we can be sure to thank them. Examples may include: registration check in, greeter, table facilitator, etc. Young Privacy Professional Leaders Applications are received through the IAPP website and the new leaders will be introduced to the local chairs. Young Privacy Professional Leaders work with their local KnowledgeNet Chapter co-chairs to plan networking activities for other young privacy professionals and those just starting out in their privacy careers. One or two YPP Leaders are accepted per chapter and will serve a one-year term. Leaders should be an IAPP member for at least 6 months and have attended at least one chapter meeting. Young Privacy Professional Leaders are expected to: Organize at least two networking activities per year o YPP Leaders need to confirm dates with the local chairs and make sure there are no conflicts with other meetings before planning a networking activity. Non-members that may be interested in privacy or the IAPP are welcome to attend. Attendees are responsible for their own expenses and no CPE credits are awarded. Assist local KnowledgeNet Chapter chairs as needed o If an early career development meeting is scheduled for a chapter meeting, chairs are encouraged to reach out to their YPP Leader and ask for insight. 9
ADDITIONAL INFORMATION & RESOURCES Photography/Video Photos may be taken in public areas of event with attendees permission. We may use such media in marketing materials, educational products and publications. Your image and the sound of your voice may be recorded on audio or video tape. If you are identified during the recording, or identify yourself by name, that information may be included in our materials. Recordings may be edited, copied, exhibited, published or distributed. Press Members of the press are welcome to attend chapter activities. Let participants in the room know they are present. If an article is written, please forward to IAPP if possible. Guests and Non-members Guests and non-members are allowed to attend one meeting as space allows. If you are the chair of a newly established chapter, please ask for clarification on this general rule. The IAPP will only send invitations to IAPP members, but chairs are welcome to forward invitations to their networks. We still ask that everyone register through the RSVP link on the invitations and IAPP website. Membership Directory Chairs are encouraged to opt in and use the online Membership Directory to reach out to members. Only members that are opted in are visible. To opt in to the directory, login to MyIAPP and edit your profile under Member Directory Preferences. Industry Events Other local events may be shared through our Industry Events page and eligible to earn CPE credit. Information can also be shared through Social Media outlets. 10