Event Plan When to Consider Dementia Care

Transcription

1 The Optimum Life Cntinuing Educatin Series is a mnthly web and telecnference based educatinal pprtunity that ffers 1.0 cntinuing educatin credit fr nurses, scial wrkers, case managers and nursing hme administratrs. The Optimum Life Cntinuing Educatin Series is ffered n the third Tuesday f each mnth at 12 Nn CST and is repeated n the third Wednesday at 12 Nn EST and again at 12 Nn PST (dd numbered mnths) r 12 Nn MST (even numbered mnths). Belw are guidelines and tips t create a flawless event plan. Event Plan When t Cnsider Dementia Care Objective When t Cnsider Dementia Care is a cntinuing educatin webbased telecnference designed fr prfessinal referral surces that want t learn mre abut the cnsideratins arund specialized dementia care. We will cver what differentiates specialized care frm nn-dementia specific settings, cmmn triggers fr cnsideratin f specialized care settings, and the imprtance f transitin planning t ease adjustment issues. Target Audience Prfessinal referral surces frm a variety f settings including hspital and skilled care discharge planners, geriatric care managers and ther aging prfessinals. Lead Strategy This CE seminar psitins Brkdale as a trusted partner that assists with develping slutins that can supprt and maintain the health f their patients. As a result, the healthcare staff refers their patients t a Brkdale cmmunity. Time and Day t Schedule Event Tuesday, Jan. 20, 2015 nn CST Wednesday, Jan. 21, 2015, nn EST Wednesday, Jan. 21, 2015, nn PST (These dates cannt change since it is a live telecnference-based webinar.) T sign up fr this event, yu must ce@brkdaleliving.cm t indicate yur interest. Presenters The fllwing peple will be giving this infrmative CE seminar: Juliet Hlt-Klinger, MA Tip #1 Yur event shuld educate, engage and build brand awareness with yur attendees! Tip #2 Since prfessinal referrers have limited time, it s best t stay n tpic and be mindful f the time. Tip #3 Dn t underestimate the impact a handshake r a persnal cnversatin can make n yur attendees! 1

2 Event Timeframe 50 minute presentatin 10 minutes (pprtunity t questins & cmplete evaluatin) Event Gals Make a persnal cnnectin with each attendee, demnstrating that yu are willing t set an individual appintment t discuss hw Brkdale and yur cmmunity have a strng cntinuum f services t meet their patients needs. Event Attendee Gals Cmmunities can vary these targets based n space availability, but d nt seek t large an audience. Smaller grups increase participatin and discussin. Listed belw are the gals that are expected frm this event: Tip #4 Charge event related invices t the apprpriate accunt regardless f where the budget is listed. Search Chart f Accunts n BSLnet fr mre detail. Cmmunity Type Quantity f Invitatins Attendee Gal (25% Respnse rate) Appt. Gal (Half f attendees sch. priv. appt.) Mve in Gal* (30 40% cnversin frm attendees) Any *Eventual mve ins expected as a result f new referral activity. Final Gals set with yur RSMD/RSMM. Event Budget Please refer t yur individual budget fr the fllwing line items when planning yur event prmtin. There is n need t incur a large expense fr this event. Typical expenses shuld include light hrs d euvres/ refreshments (r lunch if desired) and pssible flyer print csts if utsurced: Lcal Cmmunity Business Develpment, marketing csts related t special events, including fd and beverage csts, decratins, giveaways, speaker fees and ther related items necessary t plan yur event fr prfessinal referrals DM-Prfessinal Referrals, printing, pstage and mailing csts fr invitatins t yur prfessinals Nte: Mst f yu will nt find a budget in the new GL accunt ; rather it will be listed in Cde the charges apprpriately. Multi tuch Event Prmtin The key t driving successful results is using multiple marketing tactics, cnsistency and frequency f message/design and timely fllw up. Blast Invitatins Place a Creative Jb Request attaching yur selected list f healthcare referrers that will receive an invitatin t this event. ed t inbxes 3 weeks prir t event. Flyer Dwnlad the template flyer frm the Marketing Tl Kit r BSLnet. Print this in clr n gd paper stck. Mail the flyer t yur list f healthcare referrers wh wuld benefit frm this CE Seminar. Hand deliver the flyer t yur tp referrers, persnally inviting them t the event. Distribute 2 weeks prir t event. Tip #5 Smetimes it s difficult t schedule an actual face-t-face visit with a referrer. Fllwing the guidelines, with the ideal tactics and timing, is imprtant. It allws yur referrers ample time t plan ahead and attend. Tip #6 Send a request t the Sales System Help team t add any NEW lead referral surce Additinal Details nt currently available in the Sales Management System s yu can track the effectiveness. 2

3 Multi tuch Event Prmtin (cntinued) Telesales/Dialing fr Reservatins Hst an assciate Dialing fr Reservatins party t make persnal calls t each invited referrer t slicit their RSVP. If they are unable t participate, have an alternate next step actin in mind i.e. an invitatin t yur next prfessinal referrer event. Call 1.5 weeks prir t event. Telesales/Cnfirming Reservatins Blck ff time fr yur team t call the attendees that RSVP d. Preventing n shws will help yu meet yur appintment and referral gals. Make sure yu tell them yu re very excited t see them and a seat is saved, and that yu want t be sure they re cming. Call 2 3 days prir t event. Scial Media Check in Pster Dwnlad this pster template in varius sizes and print lcally in clr n gd paper stck. It will allw yur attendees t stay cnnected with what Brkdale and yur cmmunity has t ffer 24-7 via Facebk, Twitter and BrkdaleLiving.cm. Pst at the entry way r insert int an acrylic frame and place at yur Welcme Table and/r yur Appintment Table. Use during event. Event Cntent & Presenter Materials Optimum Life Speakers Assciatin prepares materials fr the seminar and presenters will be using their wn materials. The week prir t the telecnference, yu will be sent a link alng with all f the dcuments yu need t prvide the prgram and the CE credits t yur attendees. Event Preparatin N ne will want t cme t yur events if yu dn t prepare well. PREPARATION IS KEY. Cllabrate and cmmunicate! Tip #7 Cnfirm yur RSVPs a cuple f days befre the event. This will prevent n shws and ensure yu meet yur appintment and referrer gals. Tip #8 Yu are handpicking yur list f healthcare prfessinal referrers fr an exclusive event s yu will want t persnalize each interactin befre, DURING and after the event. Shwing yur guests that yu are familiar with their jbs and respnsibilities will set yu apart frm the cmpetitin. In additin t hsting the event at yur cmmunity, yu may als hst and bradcast the event at the referrers place f business, such as a hspital r rehab setting. If yu have never attended an Adbe Cnnect meeting befre, test yur cnnectin prir t the day f the event: If yu need further assistance with Adbe Cnnect, please cntact the IT help desk at Make cpies f prvided Event Handut(s), with 10% mre than the number f RSVPs yu have fr the event. Fr this web cnference, yu will need a laptp, prjectr, an Internet cnnectin and a landline speakerphne r speakers cnnected t the laptp. Test yur cmputer with Adbe Cnnect prir t day f event; cntact IT Help Desk with any questins. Make lcal arrangements fr rm use and refreshments. Hst a brief meeting with yur assigned event staff t review the list f RSVP d attendees (wh they are and brief verview f where they wrk and their respnsibilities) nce the list is final making cnnectins at the event easy! Tip #9 Prepare an emergency kit t have n hand during the event: Tylenl, thrat lzenges, Kleenex, Band Aids, water bttles, paper clips, ntepads, bx f pens, etc. 3

4 Event Preparatin (cntinued) Staff yur event apprpriately: Day f Event Assign an Event manager wh knws all the details. Greeter at Frnt Dr t send the message we re glad yu re here. Guide them t the Welcme Table. Welcme & Appintment Scheduling Table crdinatr(s) manage guest sign in & bk fllw up visits. Tur guide(s) if the event is held at the cmmunity. Ensure that ne r mre assciates are ready in the presentatin rm as attendees arrive t encurage their enjyment f refreshments and t make a persnal cnnectin with each attendee. Cmmunity leadership team walk exterir perimeter f the building and thrughut cmmn areas and bathrms t make sure the cmmunity is VIP ready clean and clutter free. * Prvide mderately upbeat music in the event rm, creating a psitive setting as attendees arrive. * Prepare nametags fr yur cnfirmed attendees place at Welcme Table and hand ut after attendees register. Arrange fr the Welcme Table near the rm entrance fr attendee registratin, cnfirming spelling f name, mailing address, phne number and address f each participant. Arrange fr a Refreshment Table. Prepare a tur rute. During the tur, shw cmmn areas in which residents might enjy purpseful activities related t the event. Request help frm a few residents that can be n-hand during the tur can they share a quick 30-secnd stry/testimnial. * Arrange fr a Table t bk fllw-up visits. Prepare handwritten Thank Yu fr Attending! and Srry We Missed Yu! ntes. Persnalize them and incrprate messaging that demnstrates Brkdale and yur cmmunity want t be their trusted partner in custmizing slutins fr their patients. * These tactics apply if the event is held at the cmmunity. Event Activity Give an example where yur cmmunity was able t partner with a healthcare referrer in enriching the life f a resident. Better yet, if an attendee has benefited frm a partnership, ask him r her t give a testimnial abut the partnership. (Secure the attendee s permissin befre the event.) Give a shrt presentatin abut yur retirement cmmunity and the prgrams and services that Brkdale can ffer in yur market. Talk abut any respite prgrams that yu currently ffer r any caregiver supprt grups that yur cmmunity may have. Speak abut the cntinuum f care services that Brkdale has t ffer, including Brkdale Hme Health, Hspice and Skilled care if they are available in yur area. Tip #10 After the seminar cncludes, give a shrt presentatin n hw Brkdale can be a trusted partner with innvative prgrams and services fr their patients. Tip #11 Dn t frget relevant cnversatins. Make sure yu jt dwn key pints f each cnversatin, n a ntepad r even the back f a business card. Dn t miss an pprtunity t cnnect! Tip #12 Fllw-up fast! s and ntes shuld g ut within 48 hurs and affrds yu the pprtunity fr future visits. Make event handuts available. 4

5 Event Activity (cntinued) After the seminar is cmplete, encurage attendees t ask questins s yu can them t the presenters t answer. Once the seminar cncludes, encurage discussin amng the attendees. Invite attendees t the next planned prfessinal referrer event, ffering t RSVP them fr the event befre they leave. Have flyers available fr next mnth s CE prgram and invite feedback n tpics fr future CE presentatins. these suggestins t ce@brkdaleliving.cm. Pst event Fllw Up Give yur event legs. What yu d after the event is just as imprtant as the event itself. Update the Sales Management System with new statuses fr attendees; additinal infrmatin cllected during cnversatins, guest registratin r appintment table discussins. Blast t participants thanking them fr their feedback. Als, include the fllwing: Invite them t include additinal cmments if they didn t have a chance t d s at the event A reference t an upcming event PDF f the Event Handut(s) Mail handwritten Thank Yu fr Attending! ntes t each participant Mail handwritten Srry We Missed Yu! ntes t thse wh were unable t attend, with an invitatin that they cme t an upcming purpseful prgram t meet ther residents and experience mre f life in the cmmunity. Include a reference t an upcming event n all fllw up cmmunicatins. Any cmmunicatin yu send shuld elicit attendees t reflect n the experience and emtins they enjyed during the event. Evaluate yur event: Did yu meet the attendee and appintment gals, and will yu achieve the referral gals? What culd yu have dne better when preparing fr and executing the event? Share the results with yur cmmunity and reginal team. Other Questins If yu have questins related t this Optimum Life CE Seminar r ther seminars, cntact Leah Dennis, Optimum Life Prgram Develpment at ldennis1@brkdale.cm. Tip #13 ROI Did yu deepen yur relatinships; hit the attendance, next visit and referral gals yu were seeking? If yes, yu had a successful event. If nt, what can yu d different next time? 1. Attendees: 2. Fllw up Visits: 3. Referrals: Tip #14 Three key takeaways: Identify what success lks like up frnt Have a great plan frm start t finish Execute the plan Cluster Market Cnsideratins If multiple cmmunities in a cluster market area intend t ffer the same event targeting the same audience and same bjective, cnsider cmbining resurces and select an ff site ptin fr the event, sharing event csts and event hsting details. Have Questins? Reach ut t yur Reginal Sales and Marketing Directr/Manager fr guidance. 5