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As many of you have already experienced we are finding some great value to HEUG members by increasing the offering of regional conferences.  We know that there have been some questions on our direction for the regional conferences in particular from the most active members of the HEUG (The Product Advisory Groups). Here is an update to keep you posted on the board’s thoughts and direction regarding regional conferences:

• Impact on Alliance - The board thoroughly discussed the impact that holding regional events might have on the Alliance Conference.  After reviewing research from the American Society of Association Executives, and anecdotal comments from several peer organizations it was felt that the creation of regional events not only should not have an impact on attendance at the Alliance Conference but may increase the number of attendees:
  • The regional events are designed to allow for an opportunity for many HEUG members who would not be able to travel to the Alliance conference due to budget restrictions, travel restrictions, etc.  Many of those attending the regional event have never attended the Alliance conference.
  • For many other organizations the regional event has tended to be an excellent marketing opportunity for the organization's national conference.  Regional attendees become engaged on topics and issues that have national/international appeal which often translates into a stronger interest to attend the national conference.
  • Increasing those who receive HEUG services in the form of regional events increases the number of engaged members which can also create a stronger pool of candidates for PAGs, the TAG, the Board and other HEUG committees.
• Financial impact – With the creation of membership fees the HEUG believes it is important to offer an increase in the number of services provided to the members.  Of course, this must be done in a manner that is fiscally sound.  The HEUG board discussed the financial impact of the regional conferences for nearly a year prior to formally implementing the process.  Unlike many organizations who seek to build revenue on these regional events the HEUG believes that by offering the events with a low cost registration fee for paid members, the organization should work towards breaking even on each event.  If an event generates a small amount of revenue, much of that will be used to assist with planning the subsequent event.   For the first two events held this summer each event generated a small amount of revenue (less than an average of $3000). 
• Exhibitors and sponsorships – Using a centralized approach the HEUG is working with all HEUG Vendor partners to determine which regional events they would like to participate in.  While sponsorship fees may vary slightly from region to region, the HEUG has maintained control of the vendor relationships in a consistent manner.  The sponsorship fees have gone a long way to keeping a low registration fee for each conference.
• MOU – The HEUG now has Meeting Planning services to aid with the logistics of planning these regional events.  This takes a significant amount of pressure off the regional organizers allowing them to focus on building the program.  A Memorandum of Understanding is signed by each regional organizer defining the level of involvement for the logistical planning.  It also emphasizes the inclusion of HEUG Board members on the planning team and includes the HEUG meeting planner to be involved every step of the way.  The MOU also defines the financial specifications for the HEUG.
• Regional Program Building– It was strongly felt by the HEUG that the regional organizers would have their fingers on the pulse of the issues and needs of the organizations in their regions.  Therefore control over building the program has gone to the specific region.  Each region does a call for papers to the campuses in the states surrounding their region.  The committee then determines which sessions fit their needs best.  Oracle has been very helpful in offering presenters to each of the regions, however, this is done through a centralized process so that Oracle staff and developers are not over burdened with presentations and travel to the multiple events.  While the HEUG would find input from Product Advisory Groups very beneficial to the program development process, it will be the responsibilities of the regions to seek that input individually.

• Update on 2011 regional events –

  • The Mid-Atlantic regional has been held for nearly 10 years within the state of Maryland.  It was successfully held once again in early May with over 250 attendees.
  • Chicago Area Regional HEUG (CARHEUG) – In 2010, Oracle organized a DePaul based event that attracted close to 200 attendees.  This year on August 11 and 12, the HEUG took on the logistical organization of the event and partnered with HEUG members from Northwestern and DePaul universities.  The event was successful with nearly 250 attendees and nearly 50 sessions over a 1 ½ day event. 

  • October –

    • Northeast – NERHEUG will hold a one day event on October 11
    • Southeast – Members from North Carolina will hold an event on October 20-21 at Duke University
    • WHEPSUG/HEUGUM – The Wisconsin Higher Education PeopleSoft User Group has organized this event for nearly 10 years.  This year it will be expanded to include the HEUG Upper Midwest States as well.  Expecting to generate over 300 attendees this event will be held October 11 and 12 in the Wisconsin Dells.
• Regional Committee – A regional conference committee has begun meeting that includes the chairs of all regional planning teams, the HEUG Director of Meetings (Cathy Clifton) and Co-Chairs (Stan Jakubik, University System of Maryland, and Kathy Bader, Duke University).  If you have any questions regarding the regional conferences feel free to contact Kathy, Stan or Cathy Clifton (cclifton@heug.org)