PDA Event Request Form (ERF)

Prior PDA approval is needed to schedule a P4A-hosted PDA event* via submittal of a PDA-P4A Training Grant Agreement Training Request Form (TRF) to Steve Rogers, Director, Education & Outreach Office, PDA (sterodgers@pa.gov). You can obtain a blank TRF from Steve Rogers.

*Event = In-person, virtual, or hybrid training session, informational session, meeting, or conference.
Was PDA approval obtained, via a Training Request Form (TRF), to schedule this event?*

YesNo
You answered 'Yes' above, please continue to complete and submit the form below.
You answered 'No' above, please STOP HERE, complete a TRF form, and submit the form to Steve Rodgers, Director, PDA's Education and Outreach Office, sterodgers@pa.gov. If you do no have a TRF template/file saved to your computer, you can obtain one from Steve Roders.
P4A-Hosted PDA Event Request Form

EVENT REQUESTOR CONTACT INFO:
Requestor Name:*

First NameLast Name
Email Address:*
example@example.com
Job Title:*
PDA Office/Bureau:*
PDA Division/Section/Unit:*

EVENT PRESENTER(S) CONTACT INFO
Presenter Selection:*

P4A will contact presenter(s) (PDA will supply P4A with contact information. Please allow ample time)PDA to contact presenter(s) and advise P4A
P4A to selects presenter(s): Please provide presentation topic(s):
Please provide as much detail as possible for each presentation topic needed for this event for P4A to search/select subject matter expert (SME) presenter(s).
Do you have presenter(s) selected at this time?*

YesNo
PRESENTER INFO: Add the presenter's first/last name, email address, agency name, job title, and speaking fee (if applicable) in the first row below. To add 'additional' presenters, click the plus + sign. P4A will follow up with all presenters to obtain additional information/details, such as biography, headshot, etc.*

EVENT COMMUNICATIONS/MARKETING
EVENT DESCRIPTION: Please include a thorough description of what attendees will gain by participating in the event. This information will be shared on the registration form and all event marketing/email announcements/reminders, etc.
HOW DO YOU WANT COMMUNICATIONS HANDLED FOR THIS EVENT?*

P4A* to handle all marketing/promotion of the virtual event.PDA to handle all marketing/promotion of the virtual event.
If your event has a specific audience, and you want P4A to handle all marketing/communications, we request that you email a list containing the names/agencies/email addresses of the targeted invitees to events@p4a.org.

*P4A provides the following marketing/communications for PDA events:

PRE-EVENT:
- SAVE-THE-DATE: One (1) email to announce the event containing a 'calendar hold' link. (Not all events require a save-the date email.)
- REGISTRATION OPEN: One (1) email containing a registration link/button for folks to complete/submit an online registration form via the PDA LMS training portal or Jotform. (If a save-the-date email was not distributed for the event, this email can serve as an announcement + registration open.)
- REMINDER: One or several emails sent at various intervals before the event date as a reminder of the upcoming event.
- EVENT MATERIALS: Upon PDA request, typically for larger 'in-person' events such as a conference, one (1) email sent to registrants in the week leading up to the event date to provide registrants with event agenda/program, handouts, etc.
DAY-OF-EVENT: Virtual events only!
- JOIN NOW: One (1) email, sent to registrants 15 minutes before the event start time, containing the event's virtual access link/details.
POST-EVENT:
- RECAP: One (1) email sent to event attendees containing event materials, such as the recording link, the PPT files approved for sharing, any handout files, any weblinks shared by presenters, and a link to online evaluation form.
In the space below, include any terminology/details you want P4A to include in the marketing efforts for this event, in addition to the information you already provided in the above 'Event Description' text box.
Ex: "Please join the Pennsylvania Department of Aging on "date" at "time" for a "virtual | in-person" event to "describe event."

CART SERVICES | CLOSED-CAPTIONING | TRANSLATION:
P4A is committed to providing universal access for all PDA events. Contact P4A at events@p4a.org to request ADA accommodations, such as interpretation, translation, etc. Please provide advance notice to arrange for accessibility needs.

IN-PERSON EVENTS: P4A schedules/coordinates interpreter requests using certified captioners from a few local captioning service vendors. Events over two hours require two (2) interpreters. We do our best to accomodate each interpreter request; however, depending on the interpreter's availability, travel arrangements, and timliness of the request, we may not be able to fulfill all requests.

VIRTUAL EVENTS: The platform used for virtual events provides automatic closed-captioning/subtitles for hearing-impaired participants. The subtitles appear as streaming text in a floating panel at the bottom of the presentation window.

The video output for all recorded PDA events contains automatic closed-captions in the form of subtitles appearing at the bottom of the video.

NEXT STEPS | SUBMIT FORM
NEXT STEPS:
- After you submit this form, a P4A training team member will follow up with you via email to confirm your selected event date/time or to suggest alternate dates/times, at which time we may request additional information/details.
- Once a date is determined for your event, P4A will contact you to begin scheduling and planning your event. If the event is to be held virtual or hybrid, P4A will provide you with the Webex URL/link and access information/details for the event.
We look forward to hosting your event! Questions? Contact events@p4a.org

Click the SUBMIT button below to process your request.
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P4A-Hosted PDA Event Request Form