Guide for CLE Planners

Thank you for planning a CLE with the ISBA!

We couldn't do what we do without you, the dedicated members who volunteer your time, expertise and effort to ensuring the success of ISBA's programs. We recognize that organizing a CLE can be a time-consuming and sometimes overwhelming task, and we're here to assist. Below you'll find a helpful guide with commonly asked questions, best practices for designing an effective CLE, and tips & tricks to help demystify the program planning process.

Quick Access Resources:

Getting Started

What's expected of me?
As a program planner, you play a vital role in coordinating the ISBA’s CLE offerings. With the help of your section/committee liaison and the CLE/Events teams, you (and any other members involved in the planning process) will help determine program specifics, such as:

Topic
Title and short description
Date, time and location
Format (in-person or virtual)
Program goals and learning objectives
Speaker(s)
Applicable audience
Type of credit (CLE, Ethics, CME or NLS)
Program price
- This includes any information about early bird pricing and whether there are different rate structures (member/non-member, law student, judge, paralegal, etc.).
- Your liaison and events team can guide you in determining an applicable price point.
- High-quality programming is a valuable benefit of ISBA membership, so it is recommended that programs always have a fee for non-members, even if they are free for members.

To help ensure program success, you should also plan to promote the event within your networks. While the ISBA will market the program via email and other channels, word-of-mouth promotion between colleagues and friends is often the most effective way to get attendees interested in a program.

What does the ISBA staff do?
The ISBA staff is here to help make your program a success. Below is a list of responsibilities that your section/committee liaison and CLE, Events, and Communications staff members will oversee:

Secure location for off-site events and serve as main contact for venue
Manage venue logistics such as contracts, hotel room blocks and catering
Coordinate with exhibitors and sponsors
Request CLE credit
Create event registration pages on ISBA website
Promote programs via ISBA channels
Set up webinar/streaming platforms and associated technology
Gather and prepare speaker materials
Communicate with program attendees
Assist with on-site management, such as check-in and AV setup
Report CLE credit for attendees
Provide feedback to section/committee councils following the program

Note: Staff may take on additional responsibilities for more involved programs.

What's the first step in planning?
Before putting on a program, the first step is determining its goals. This is more than just how many attendees you want to have for the program budget to break even. Things to consider when setting goals include learning objectives, outcomes, impact on attendees, member value, and connections opportunities. Once you establish a program's goals, it will be simpler to align its topic, speakers and format. Your liaison has a number of tools available to help you determine effective goals.

How long does it take to plan a program?
Of course, no two programs are the same. The ISBA generally advises that shorter (one- or two-hour) programs be planned at least six weeks in advance to give ample time for preparation and promotion. Planning and executing a full-day or multi-day program could take six months or more.

What is the cost to put on a CLE?
To account for the administration fees associated with putting on a CLE (credit request, speaker management, registration components, venue logistics, marketing, etc.) and the manhours of all teams involved, the section will be assessed a CLE fee of $350 per hour for the first 3 hours and $200 for every hour after that. Sections should consider this fee when determining a budget for the program. There is no fee charged to committees.

Program Logistics

How do I pick a program topic?
As a practitioner, you’re the expert on what topics would be most beneficial for your audience. New legislation or a hot button issue may warrant a program focused on recent developments and rules changes. Or, you may determine there’s a need for a general primer for attorneys seeking an introduction to a certain topic or practice. Or perhaps you want to offer a master’s level course for experienced practitioners in a certain area. You can even plan a series of programs that provide an introductory, intermediate, an advanced look at a given topic.

You know the landscape best and are welcome to bounce topic ideas off of your fellow section/committee members and ISBA staff, who captures feedback from attendees about what programs they would like to see in the future.

What options are available for program delivery, and how do I choose the best one?
There are multiple ways to deliver a program, and your section/committee should take time to consider which option would be the best fit. Possibilities include:

In-person: Attendees are in the same room as the speaker (this is the traditional format).
In-person + streaming (hybrid): Attendees have the option of attending in person or streaming the program online in real-time. Keep in mind that not all venues are suitable for streaming or recording. The CLE and Events teams will provide guidance on this when applicable.
In-person + recorded: Attendees are in the same room as the speaker, but the program is recorded for on-demand viewing later (rather than livestreamed).
Virtual: The speaker is presenting the program in real time without an in-person audience, on a virtual platform such as Zoom. The presentation may be streamed to remote audiences and/or archived for on-demand streaming later.
On-Demand: The speaker pre-records a presentation that can be accessed by viewers at a time of their choosing.

The ISBA has developed a decision chart to help sections and committees provide meaningful programs and maximize connections at CLEs, meetings and other gatherings. Recommendations are based on ISBA’s membership survey and strategic plan.

Ultimately, you may even determine that a traditional CLE is not the best way to educate or connect members in relation to a topic. Consider alternative opportunities to do so beyond the classroom, as outlined in this guide.

How long should the program be?
Again, a program’s topic and goals will usually determine how long it should be. A few things to keep in mind:

CLEs must be at least 15 minutes long to receive credit from the Office of Admissions & Continuing Education (ACE).
If a program is scheduled for longer than one hour, it’s highly recommended that breaks be built into the agenda. This is especially true for virtual programs.

As outlined in the program format decision chart, the delivery type often impacts program time, and vice versa.

What else should I consider besides topic and format?
While every program is different, here are some other things to think about to help things run smoothly, no matter the format:

Is a member going to kick-off the program/introduce speakers?
Is there someone assigned to close out the program, remind attendees to turn in their CLE form, etc.?
If there are non-members attending, consider ways to make them feel welcome, promote ISBA and section/committee membership, etc. ISBA’s Membership team can assist with this.
If the program is scheduled to last more than an hour, have you built in breaks between sessions?

Your liaison and the CLE/Events teams can help you work through all the minor details that can have a major impact for attendees.

Can I host a CLE at the ISBA office?
Yes! The ISBA office in downtown Indianapolis has a state-of-the-art training center that can accommodate up to 40 participants. Your liaison can assist with booking the space.

What if I want to hold an offsite program?
Offsite programs (i.e. those not held virtually or at the ISBA office) entail additional logistics that should always involve the ISBA Events team. If your group has a program that requires an offsite venue, your section/committee liaison will coordinate logistics with the appropriate staff members. ISBA staff will secure and negotiate contracts for offsite venues and catering. Please note that members are not permitted to contract with or make commitments with venues on behalf of the ISBA.

What happens when a program is recorded?
The section/committee may make the decision on whether a program is recorded. Any CLE that is recorded/streamed will be archived for potential inclusion in the ISBA on-demand CLE library, allowing it to reach new audiences.

What happens after a program?
Following a program, ISBA staff will send post-event communication to attendees, including CLE reporting information and a program evaluation survey. The CLE team will pass this post-event feedback (which includes satisfaction ratings and suggestions for future program topics and speakers) along to liaisons to share with sections/committees/planners to help with future planning. The CLE team will also share CLE materials with attendees (if approved by the speaker).

Speaker Information

What options are there for speaker format, and how do I choose the best one?
Program topic and goals are major factors in determining what kind of speaker(s) should lead a program. Options may include:

Single speaker: Ideal for one-hour CLEs in which the main objective is to simply relay information to an audience.
Two speakers: Ideal for presentations with a point-counterpoint focus.
- A moderator may guide the conversation, relay audience questions, etc.
Panel: Ideal for programs designed to be more of a discussion or presentation of multiple viewpoints on a topic.
- Panels should be limited to 3-4 speakers and include a moderator who can guide the conversation, relay audience questions, etc.
- Panels work well when the panelists have diverse experiences, perspectives, or involvement with a given subject.
- Panelists should also communicate with each other ahead of time, and ideally they will run through the program together prior to the event.

No matter the speaker format, building in interactivity measures in a presentation is a must for engaging audiences. Additionally, speakers should be prepared for their presentations and have materials to provide to attendees to reference later if needed.

How do I find and vet program speakers?
The ISBA has created a guide that includes considerations for identifying, recruiting, and vetting high-quality speakers, along with an evaluation matrix to assist in the vetting process.

Who negotiates and contracts with paid speakers?
You may wish to use a speaker who charges an honorarium or appearance fee. You should consult with your liaison before finalizing any details with a paid speaker. ISBA staff will negotiate and contract with these individuals. Members are not permitted to contract with or make commitments on behalf of the ISBA.

What information should I share with speakers?
It’s crucial that you share the program topic, goals, and intended audience with speakers so that they can adequately prepare and tailor their presentations. Once program speakers have been finalized by the section/committee, the CLE team will take over and handle all logistical communication. Staff will share with speakers all program information and deadlines, set up run-throughs (if necessary), and gather presentation materials.

Marketing and Promotion

How does the ISBA market a program?
Using the information your group provides about the program (including topic, speakers and intended audience), the ISBA Communications team will market it across the most appropriate channels. Depending on the program, this will include two emails targeted to specific member groups/practice areas and inclusion in regular ISBA communications such as the Addendum newsletter. Your liaison will work with the Communications team to develop a marketing plan and timeline specifically for each program.

Remember: a good program title, a clear description, and dynamic speakers can all make a program more marketable. On the flip side, it’s important to keep in mind that even the best promotion can’t compensate for things like irrelevant topics, excessive pricing, or inconvenient program dates, so those factors should always be considered when planning.

What can I do to help promote my program?
Word of mouth is an incredibly powerful marketing tool. Your members want to hear from you more than they want to hear from the ISBA staff, and leveraging the power of your relationships can go a long way in promoting your program. Share information about an upcoming program with your networks (including colleagues, friends, law schools, or other bar associations/organizations of which you're a member), send an invite to your section and committee Inbar Connect communities (listservs), and post to your LinkedIn and/or other social media accounts.

The ISBA Communications team has created a CLE promotion checklist that outlines the best way you can help promote your program.