Hosting Session

Instructor Contact Information for Hosts

Download Excel File: Instructors-CONTACT-Information

Sample Session Flyer

 

Evaluation Form

Example of an e-mail announcement

Dear Consortium Members,

Consortium Membership Binder Orientation is being offered by the Regional Training and Development Consortium for Public Agencies on Tuesday, October 29, 2013. Please see the attached flyer for information about this training opportunity.

Due to the limited space available, our registration process will include the generation of an “interest list” before registration is finalized in order to ensure equitable availability for our potential member agencies.  The timeline and process for registration is as follows:

  • An agency interest list is due on Tuesday, September 17, 2013. Please direct your employees to contact your agency’s training coordinator to express interest and the training coordinator can send your list to Christopher Manuel at cmanuel@smcgov.org. Your Agency’s interest list should include the employee(s): name, department, title, and email address. If all interested participants can be accommodated, we will send you a confirmation letter five weeks prior to the session start date.
  • If there are more interested participants than there are spaces available, spaces will be allotted to each agency on an equitable basis, taking into consideration the number of employees on your interest list, and the overall size of your agency.
  • You will be notified about the number of spaces available for your agency no later than Tuesday, September 24, 2013 by the County of San Mateo.
  • If you received fewer seats than interested participants, your agency may determine which employees on your interest list may attend at your own discretion.  Please send your final list of participants no later than Tuesday, October 22, 2013 to the County of San Mateo.
  • Each registered participant will receive a confirmation e-mail with instructions and location information.  Training coordinators will receive a copy of this correspondence.

Thank you for distributing the attached flyer to your employees.  If you have any questions or would like further information about this training opportunity, please feel free to contact me at (650) 599-1189 or cmanuel@smcgov.org.

Thank you,

Chris Manuel
Office Specialist
San Mateo County Human Resources
Training and Development
455 County Center – 5th Floor
Redwood City, CA 94063
(650) 599-1189

cmanuel@smcgov.org

 

* Please remove BOLD  in your final document before distribution.

Sample E-mail Template to Member HR Training Coordinators

[DATE] (No later than 8 weeks prior to session start date)

Dear Consortium Members (HR Rep—See enclosed Member Contact List),

[TITLE OF SESSION] is being offered by the Regional Training and Development Consortium for Public Agencies on [ENTER DAY AND DATE OF SESSION]. Please see the attached flyer for information about this training opportunity (ATTACH FLYER).

Due to the limited space available, our registration process will include the generation of an “interest list” before registration is finalized in order to ensure equitable availability for our member agencies. The timeline and process for registration is as follows:

  • An agency interest list is due on [ENTER DUE DATE = 6 WEEKS PRIOR SESSION START DATE]. Please direct your employees to contact your agency’s training coordinator to express interest and the training coordinator can send your list to [INSERT YOUR CONTACT NAME AND E-MAIL ADDRESS HERE]. Your Agency’s interest list should include the employee(s): name, department, title, and email address. If all interested participants can be accommodated, we will send you a confirmation letter five weeks prior to the session start date.
  • If there are more interested participants than there are spaces available, spaces will be allotted to each agency on an equitable basis, taking into consideration the number of employees on your interest list, and the overall size of your agency.
  • You will be notified about the number of spaces available for your agency no later than [ENTER DAY AND DATE = 5 WEEKS PRIOR TO THE SESSION START DATE] by [ENTER NAME OF YOUR AGENCY].
  • If you received fewer seats than interested participants, your agency may determine which employees on your interest list may attend at your own discretion. Please send your final list of participants no later than [ENTER DAY AND DATE = 1 WEEK PRIOR TO SESSION START DATE] to [NAME OF YOUR AGENCY].
  • Each registered participant will receive a confirmation e-mail with instructions and location information. Training coordinators will receive a copy of this correspondence.

Thank you for distributing the attached flyer to your employees. If you have any questions or would like further information about this training opportunity, please feel free to contact me at [ENTER YOUR CONTACT INFORMATION].

Thank you,

[YOUR SIGNATURE (OR EMAIL SIGNATURE)]

Hosting a Session Work Plan

Timeline Action Responsibility
At least 3 months prior to the training date Confirm the date, time, location and number of seats (25 – 30) with the instructor. Reserve the training location. Advise the instructor to submit his/her invoice after the training to the Consortium’s Fiscal Agent, the City of Redwood City, Attention: Samuel Ticas. Hosting Member
No later than 11 weeks prior to training date Develop the training flyer and email announcement which will be sent to all member HR representatives announcing the training. (See the flyer template and sample email announcement under “Tools for Hosting”). Hosting Member
No later than 8 weeks prior to the training date Send the email announcement and flyer to all member HR representatives. See the member contact information list for current email addresses. Hosting Member
7 weeks prior to the training date Send an email reminder to all member HR representatives regarding the interest list submission deadline which should be at least 6 weeks prior to the training date. Hosting Member
8, 7 and 6 weeks prior to the training date Track your agency’s attendance requests and develop an interest list and submit to hosting agency. Member Agencies
5 weeks prior to the training date Establish the final interest list. Assess the numbers, give each interested agency at least one seat, and depending on agency size and interest, provide additional seats if available. Send an email notifying each HR representative of the number of seats allotted to his/her Agency. Notify agencies allotted fewer seats than the number of participants on their interest lists to submit a final participant list which is due four weeks prior to the training date. Hosting Member
4 weeks prior to the training date Send out registration confirmation email notices to the participants and copy their HR representatives. Include the session flyer and training location directions and map. Advise participants to notify you immediately if they no longer plan to attend the training so seats can be offered to other interested agencies. Hosting Member
4 weeks prior to the training date Order breakfast, lunch or both depending on the length of the session. Suggested food cost guidelines are $7.00 for breakfast and $15.00 for breakfast and lunch. Submit copies of your food invoices to Samuel Ticas at the County of San Mateo for reimbursement. See sample invoice template. Hosting Member
3 weeks prior to the training date Reserve any needed equipment within your Agency (e.g., laptop, projector, flip chart, etc.). Hosting Member
1 – 2 weeks prior to the training date Develop the final participant list, sign-in sheet (include the participant’s name and agency). Contact the instructor to confirm the room set up and discuss any final arrangements, reminders or pre-work for the training. Copy/prepare instructor materials. Hosting Member
1 week prior to the training date Send an email to all participants and copy their HR representatives reminding the participants of the upcoming training session Hosting Member
Day of the training (one hour prior to the start) Coordinate room set up and post directional signs as needed. Set out the sign-in sheet and a few pens for participants to sign in. Distribute the session materials and evaluation forms prior to the start of the session. Greet the instructor and participants. Hosting Member
Day of the training (conclusion) Collect the sign-in sheet and evaluation forms and discuss how the session went with the instructor. Hosting Member
Day of the training (conclusion) Remind the instructor to submit his/her invoice to the Consortium’s Fiscal Agent, the County of San Mateo, Attention: Samuel Ticas. Notify the Fiscal Agent of any “no shows” or “late cancellations” following the session so the Fiscal Agent can bill agencies for the appropriate fees. Hosting Member
After the training date Retain the roster and evaluations. Compile and provide session data for the workforce report. Access the Attendance Data and Evaluation Data template and submit completed tables to Sam Ticas at sticas@smcgov.org  or sticas@redwoodcity.org. Hosting Member

Branding and Marketing

The Consortium designed the logo for its branding and marketing. All member agencies have agreed to place the logo and Consortium brochures, materials, and current training information on their Agency’s website landing/welcome page.

The redesign of your landing page identifies and unites all members to the opportunities the Consortium provides.

Additionally, this logo is used on all marketing and communications such as session flyers, brochures, Consortium stationary, etc.

Logo