Conference Local Arrangements

Minutes/Report: DATE: January 24, 2008 - Conference Local Arrangements Minutes 1 LOCATION: Conference Call ATTENDEES: Members present: Sue Allmon, James Buchanan, Leigh Cameron, Mary Cannon, Stefanie Channell, Diana Day, Suzanne Fahrer, Jennifer Gates, Michael Gibboney, Charlotte Hardy, Angelene Harris, Liz Hunley, Kim Jeffers, Betsy Johnson, Michael Jones, Val Kepner, Patricia King, Kris Lowe, Tasha McDaniel, Kathy Mills, Matthew Moore, Chester Priest, Steve Queisser, Jason Reinoehl, Joanne Ross, Michiale Schneider, Carmen Sears-Edwards, Lake Tackett, LeeAnn Timmerman, Cheryl Willard Members absent: Julia Benz, Michael Byrne, Andrea Caputo, Mike Clouse, Deonna Decker, Brent Dove , Diane Fleming, Anna Fligge, Martha Geiger, Angela Johnson, Chuck Knepfle, Julie Kost, Tiffanie Lee, Dan Mann, Janice Riutta, Frances Robbins, Jiv Subramaniam, Jackie Tracy GUEST(S): MINUTES STATUS: Committee Reports: • President’s reception: Diane Fleming and Cheryl Willard have been speaking about possible locations. Michiale Schneider said she would like to know for sure where the location is by July 1st so that the program committee can know and invitations can be finalized. (Edit: it may not appear in the program.) The President’s reception will occur on Saturday evening. o One option is a riverboat cruise with BB Riverboat cruises; a transportation company has been contacted to get the costs of a motor coach to transport people to the cruise. 1 motor coach is $675 and we’d need 2. o Cheryl Willard asked about ground transportation to and from the river cruise. Michiale Schneider will talk to the hotel to see if that is available. We’ll also check to see if they’d provide transportation to and from the airport. In St. Louis the committee used school buses. The Riverboat cruise and 2 buses is $4,000 for 80 guests and they have been budgeted $3,400. Tasha McDaniel suggested Crowne Motor Coach… her husband uses them for his school and that may allow us to have a discounted rate.  Reminder: We’re tax-exempt.  Vendor support and member attendance will affect our bottom line. • Registration: Val Kepner and James Buchanan have been working with the past registration chairs for St. Louis. She provided them with excellent information about what worked and what didn’t. • Decorations/Charity: Kris Lowe talked to an organization yesterday (Cincinnati Youth Collaborative). They offer a literacy program that we can use as our charity. o A cookbook format has been decided (a soft sided book). They want to collect 300-500 recipes. The formatted recipes be submitted for publication and sold for approximately $10. • Vendor Relations: Kathy Mills and Leigh Cameron have received 3 bids for drayage companies that range from $62.50- $125.00 per booth. • Logistics and Publicity: Tasha McDaniel had a meeting with her committee on 12/17. They discussed the website (adding a link to the conference hotel and the Freedom Center) and adding quotes from previous MASFAA attendees. She would also like to add proximities to Cincinnati so people are more comfortable with the location. The website will be updated at the end of February. She had a meeting on 1/11 with Stephanie Channell to talk about a welcome message at the Cincinnati Airport and the huge jumbotron by Fountain Square. They’ll also work on developing a customized webpage off of the Cincinnati city page and a coupon book for all attendees • Food & Beverage: No additional activity to report. A new menu will be presented on Monday after tours of the freedom center. • Printing: LeeAnn Timmerman contacted Marylyn Baker for the files from pervious MASFAA conferences. Michiale Schneider provided LeeAnn with Candy’s contact information (a previous committee member) that can also help get the files to LeeAnn in the actual file format that was used. • AV: Frances Robbins is unable to join us, but Jason reported on the AV Company. They are looking into renting laptops. Mike Clouse has been contacted at Great Lakes to see if we can possibility borrow laptops and/or LCD projectors. We will rent equipment for the general sessions but we’d like to save money on the laptops and LCD projectors for the interest sessions. o Chester Priest said he probably has access to 4 laptops and 4 LCD projectors. o LeeAnn Timmerman has 2 laptops. o Suzanne Fahrer also has 2 laptops and an LCD projector. o Carmen Sears-Edwards might be able to get an LCD projector. o OASFAA has 2 laptops and an LCD projector. o Tasha McDaniel has an LCD projector. MASFAA Master Excel File: • Michiale Schneider will be updating the website with all of the committee member’s information. Please update your information if needed. Timeline: • April – we will be meeting with the Program Committee again and we hope to have more details about the specifics. Important date coming up is June 1st. Take a look at your committee responsibilities and be sure that you’re on schedule to meet the upcoming deadlines. Session Ideas: • Ideas are listed on the Tentative Conference Framework.xls spreadsheet that Matt Moore emailed on 1/24/08. Potential presenters have been identified as well. If you have any other ideas, please notify Jason or Michiale so they can present them to the Program Committee. Tuesday Lunch: • Lunch on your own—this is a time for networking 40th Anniversary: • Possibly do recognition at the Freedom Center (might increase attendance at the event) for states who are celebrating their 40th anniversary. Diane Fleming will do the recognition, but we will need to organize. The states involved are: IA, MI, MO, MN & OH. President’s Listserv: • A listserv has been created with all of the state association presidents. We can use this for spreading information to non MASFAA Members. Information should be sent to Billie Jo Hamilton, President –Elect at Hamilton@siu.edu Welcome Letter: • Diane Fleming (past-President) will write a letter that can be given at the hotel check in. It can include Monday’s agenda. The purpose is to provide information to those who are unable to make it to The Duke for registration on Sunday. Awards Committee needs/Early Awareness Committee needs: • Frances’s committees will be the contact for the awards committee needs. They may need assistance from our AV committee. What’s Next? • Tours of the Duke and the Freedom Center will be on Monday, January 28 at 9AM. Meet at the Duke Conference Center. Jason Reinoehl will be sending out information about parking and directions. The tour of the Duke is at 9 and the Freedom Center at 11. Both tours are expected to be over by noon. • Tote bags are completed. (They’re black and red and have the MASFAA Conference Logo) • Vests: vest sizes have been received by all members. If you want it changed, notify Lake Tackett at ltackett3@huntingtonjuniorcollege.edu. • They’ll wait to order them when it gets closer to the conference. We may order more to see at the conference and give the proceeds to the charity. Wrap Up: • Minutes will be sent out by Matt Moore for those members who were not able to attend the conference call. • The April meeting will be a conference call instead of a meeting at UD. Watch for future guidance from Michiale Schneider or Jason Reinoehl. Attached Committee Reports: • The following pages are the committee reports for: o Charity/Decorations o Registration o President’s Reception o Logistics and Publicity o Vendor Relations o Printed Program MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI Please submit to: JReinoehl@udayton.edu; Michiale.Schneider@slxpress.com; MooreMR3@muohio.edu one week prior to meeting SUB-COMMITTEE_Decoration/Charity Commitee___ INDIVIDUAL REPORTING __Kris Lowe/Charlotte Hardy____________ DATE_1/10/08______ 1. SUMMARY OF ACTIVITIES: Charlotte and I have received our kids from Morris Press. We have talked to Jason and Michiale about getting a link put on the MASFAA website which will allow members to enter their recipes for this cookbook. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Have contacted the Ruth Lyons Childrens Fund and Barnes and Noble about being the recipient of our charity fund raiser. I have not heard back from Ruth Lyons Childrens Fund but did receive confirmation from Barnes and Noble that they do not wish to participate. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI Please submit to: JReinoehl@udayton.edu; Michiale.Schneider@slxpress.com; MooreMR3@muohio.edu one week prior to meeting SUB- COMMITTEE________Registration_______________________________________ ___ INDIVIDUAL REPORTING ______Val Kepner & James Buchanan__________________ DATE___1/17/2008________ 1. SUMMARY OF ACTIVITIES: We had a conference call on 11/16 with Jody Schwartz-Butrick from MOHELA, who coordinated registration at the St. Louis conference. Jody shared her experiences with St. Louis and sent us multiple forms, spreadsheets,etc….. to assist us for Ohio. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: We will be scheduling a conference call with our committee after this meeting. We need to find out if anyone on the committee has the ability to do a conference call from their campus or business-neither of us have this capability. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE President’s Reception INDIVIDUAL REPORTING Cheryl Willard DATE January 18, 2008 1. SUMMARY OF ACTIVITIES: Collected information on Hilton Hotel and BB Riverboat Cruises for possible locations of President’s Reception. Recruited the assistance of Lee Ann Timmerman and Angela Johnson to help with President’s Reception and maintaining the hospitality suite as needed during conference. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Determine location for President’s Reception. Plans for the event will be made accordingly. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE Logistics and Publicity_________________________________________ INDIVIDUAL REPORTING __Tasha McDaniel_____________________________________ DATE_1/20/08________ 1. SUMMARY OF ACTIVITIES: On 12/17/07 Tasha and Stefanie, Guest Relations Chair, met to discuss ways the two committees can work together. Guest Relations need additional people to provide assistance at the hotel on Sunday. Tasha will ask for volunteers from Logistics & Publicity. The Logistics and Publicity Committee also met via conference call on 12/17 and discussed the following items: adding links on the website for the conference hotel and Freedom Center. Also add to the website: proximities to Cincinnati from other cities, date when agenda will be available, quotes from MASFAA members on why attend the conference, and quotes from local dignitaries on why visit Cincinnati. We have already received quotes from Chuck Knepfle from Miami, Rick Shipman from Michigan State, and Diane Fleming from Central Michigan on “Why Attend the MASFAA Conference”. On 1/11/08 Stefanie and Tasha met with Sandy Clore from the Cincinnati Visitors Bureau. The CVB will provide the following items: a welcome message at the Cincinnati airport, a welcome message on the jumbo-tron located downtown Cincy, a customized Cincinnati USA webpage, email blast about the city that we can send to registrants, restaurant and nightlife guides, and restaurant coupons to give all attendees. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Update website by early Feb with links to additional sites and quotes from MASFAA members. Meeting in late February. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: None. 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE__Vendor Relations_____________________ INDIVIDUAL REPORTING ___Leigh Cameron_/ Kathy Mills____________________ DATE___1/11/08________ 1. SUMMARY OF ACTIVITIES: Received bids from 3 drayage companies who have worked with the Duke Energy Center in the past. The bids range in price from $62.50 per booth to $125.00 per booth. The price per booth is much higher than last years cost and this is a concern of the committee. Created a spreadsheet that charts a comparison of the bids received from each company and sent to Corporate Support. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Meeting with Corporate Support on Jan. 28th to review the 3 drayage bids together and determine what follow up questions we have and to chart the better proposal. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: None at this time. 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: None at this time. MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI Please submit to: JReinoehl@udayton.edu; Michiale.Schneider@slxpress.com; MooreMR3@muohio.edu one week prior to meeting SUB-COMMITTEE__PRINTED PROGRAM ______________________________ INDIVIDUAL REPORTING __Lee Ann Timmerman___________________ DATE _January 10, 2008__________ 1. SUMMARY OF ACTIVITIES: Forming of committee completed. Committee members include: Arman Habegger-Findlay University Alycia Bowen-Mount Carmel College of Nursing Deb Purtell-Xavier University Amy Tassett-Xavier University Christine Sisson-Xavier University Christopher Barbour-Xavier University Laura Stith-Xavier University Cynthia Hudok-West Virginia Northern Community College John Stiles-Sallie Mae Ohio Julie Kost-USA Funds Katie Bontrager-Sallie Mae Ohio Megan Dunaway-Edamerica Monica Miller-Edamerica Sandy Manning-National Education JoAnn Slade-Campus Solutions, Nelnet Suzanne Fahrer-Bowling Green State University 2. ACTIVITIES PLANNED, NOT YET COMPLETED: None to date. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: None to date. 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: None to date. NEXT MEETING: February 21, 2008 MEETING ADJOURNED: SUBMITTED BY: Matt Moore, Miami University POSTED BY: Michiale M Schneider