Conference Local Arrangements

Minutes/Report: DATE: February 21, 2008 - Conference Local Arrangements LOCATION: Virtual ATTENDEES: Members present: Sue Allmon, James Buchanan, Michael Byrne, Leigh Cameron, Mary Cannon, Andrea Caputo, Diana Day, Brent Dove, Suzanne Fahrer, Jennifer Gates, Charlotte Hardy, Liz Hunley, Val Kepner, Matthew Moore, Steve Queisser, Jason Reinoehl, Janice Riutta, Frances Robbins, Michiale Schneider, Jiv Subramaniam, LeeAnn Timmerman, Jackie Tracy, and Cheryl Willard. Members absent: Julia Benz, Stefanie Channell, Mike Clouse, Deonna Decker, Diane Fleming, Anna Fligge, Martha Geiger, Michael Gibboney, Angelene Harris, Kim Jeffers, Angela Johnson, Betsy Johnson, Michael Jones, Patricia King, Chuck Knepfle, Julie Kost, Tiffanie Lee, Kris Lowe, Dan Mann, Tasha McDaniel, , Kathy Mills, Chester Priest, Joann Ross, Carmen Sears-Edwards, , and Lake Tackett. GUEST(S): MINUTES STATUS: Committee Reports: Food & Beverage: - The menu has been drafted and has been sent to Michiale and Jason. Waiting on beverage costs from Hilton. Tax exempt form has been turned in to Hilton and Duke Energy. Hilton wants a state exempt form also... waiting for form from Michiale. Will send menu to full committee with conference call minutes. Menu will be included in check-in packets as well as on our website so that attendees can select a meal knowing up front what the meal will include. - Portable concession stand will be available for attendees, but a minimum of $500 must be spent or MASFAA will have to make up the difference. There are ATM's in the Duke Center - Tasha McDaniel will work on communicate to the members through the website so that the site is more robust. Logistics and Publicity: - The last meeting was December 17, but Tasha has been working with the visitor's bureau since and is developing a website for us that will be located at www.cinciusa.com/masfaa. - Tasha has also been working with Keith Williams to redesign the conference website. We will be adding links for the following: o A president's welcome letter o Why attend MASFAA 08 Conference? o Freedom center o Conference Agenda o Registration o Hotel Information o Exhibiting Information o Conference checklist o Travel information o Cincinnati attractions - The website will be modeled off of the www.sasfaa.org conference website. Michiale asked us to review their conference site to see how the MASFAA conference site will function. - Next Meeting for Logistics and Publicity is 2/29/08 President's Reception: - Since last meeting, several conversations have been going on with Diane and the committee about the budget and whether we can pursue an event off site. A riverboat cruise has been found that will include transportation if 75 guests attend. This will keep us under the $3400 budget. The boat will hold up to 100 guests if Diane decides to invite others, though the charter buses can only hold 72 guests. Gratuity for the bus drivers is not included in proposed amount. - Invitations and thank you cards will need to be finalized with LeeAnn Timmerman. - Angela Johnson and Lee Ann have offered their help and other are welcome. Please notify Cheryl Willard if you are interested in helping out. Registration: - Their sub-committee conference call will be 2/26 at 9:30. They are planning to save costs by sharing the costs of the lanyards with the MASFAA Summer Institute. - We will be asked to make our room reservations before the rest of the members very soon. Sunday Entertainment: - Martha updated us on Sunday night's entertainment. o Three or four 36 inch flat panel TVs and possibly one larger 42 inch TV can be scattered around the room showing various sporting events and one with the Nintendo Wii. Various board games will also be scattered around the room too. A cash bar should be available for attendees. This will work similar to how OASFAA has done games nights in the past. - Do we want to have snack type food available for those that come to "game night"? - Should we look in to buying drink tickets to bill drinks to their room? Even though there is an ATM, it might be nice for attendees who don't carry cash. Vendor Relations: - Deonna and Leigh have been talking through the bids from the drayage companies. Leigh has reached out to the convention bureau, but they have not really had any additional suggestions. Greg Carlo will be contacting the companies that have submitted bids to negotiate a lower price. - The costs that have been estimated exceed the budgeted amount, so additional money might have to be requested from the executive committee, but we should know this by April. Michiale and Jason will need to make this formal request if it comes down to us needing the additional funds. Duke and Freedom Center Tour Update from Jason: Duke Energy Center - Connie Brown and Luann Ulrich: - Vendor exhibits will now be setup in Rooms 200, 201, 204, & 205. This provides 9,192 square foot of space for the vendors. We will utilize 202 & 203 for breaks and for food vending setup during Tuesday's lunch. We may also want to consider using one of these rooms as a "vendor lounge." - By designating 200-205 as vendor areas, we still have 12 other rooms that can be utilized for interest sessions. The rooms vary in space from 32 - 210 (classroom setup), with many adjustable spaces allowing for flexibility in our setup (note: there is a fee for each time a wall is opened). - Connie suggested we use black tables in session rooms to avoid the need for linens - Registration will be by vendor area outside north meeting rooms - Frances indicated that OASFAA has purchased 8 easels for use with signage. Frances will inquire about borrowing these for our conference. - Connie indicated that room 212 has a water leak. Hopefully, this will be fixed by October, but is something we should confirm. - Signage will play a key factor at the Duke. The Interest sessions are all on the same floor, but the general session is one floor above. Connie suggested we include a layout of the Duke in our newsletter. Specific information about each room could also be listed. - I have sent contact information to Frances for our AV contact (Jeremy Whalen). Once our program needs are determined, we will need to meet with Jeremy to iron out any AV needs. - Duke uses an exhibitor service that will send packet to prospective exhibitors re: their electric needs, etc. Corporate support will need to coordinate vendor move in/setup with exhibitor clerk Freedom Center - Margaret Timmins & BENSON'S CATERING - Ben Bernstein - We have determined we will need buses for the Tuesday night event. Margaret suggested Peterman's bussing. Are their busses handicapped accessible? - We have reserved the Freedom Center from 6:00 - 10:00 pm. - Coat check will be provided - We indicated we will NOT need registration tables. Instead, we will have guest services representatives check MASFAA badges at the door. Guest services will need a list of all conference registrants in case attendees forget their badges. - Gift shop will be open until 7:30 pm - A podium will be provided on the second floor in front of the wall decorations. This will be used to announce the 5 state associations who are celebrating birthdays/anniversaries - We requested cash bars. These costs $100 each (labor). The labor charge can be waived if we purchase more than $100 per hour in liquor. - There is no ATM on site. We need to communicate to attendees that cash will need to be carried. - Margaret will provide 6 high-tops and as many rounds as we need to facilitate our dining needs. - Dianna indicated they could provide birthday cakes, if necessary, but Stephanie has researched "cupcake" cakes instead. These will be ordered to honor the state associations who are celebrating birthdays. - We have received bids for both a sit down meal and heavy appetizers - we will be deciding on our meal by March 1st. - We received an $800 discount because we chose a charity that is associated with the Freedom Center. We will use these proceeds to purchase sweatshirts that are for sale. All sweatshirt sale proceeds will benefit a charity designated by Dave Gruen, NASFAA's chairperson. - Seated meal will only accommodate 320 people - Signage is an issue at Freedom Center (desserts upstairs, coffee, bathrooms, etc.) Margaret will provide 4 easels for our use. - We need to remind attendees about critical issues (transportation, cash bar, etc.). This should be on website, program, and announced at Monday's lunch - Margaret will provide background music on second floor. Master Worksheet Update: - Please get any information that needs to be changed to Jason ASAP so he can make changes to the Master worksheet. Expenses should be sent to Jason. The June 19th meeting has been moved to a conference call. - If you have sub-committee meetings that you want Michiale or Jason to sit in on, let them know and they'd be happy to. - We will all be at the Hilton - no overflow hotel has been contacted yet. o When hotel block is open, only book your reservations... not for your entire staff. Attached Committee Reports: * The following pages are the committee reports for: o Logistics and Publicity o Sunday Entertainment o Vendor Relations o Food and Beverage o Registration o President's Reception o Duke Energy Meeting on 1/28/08 MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE Logistics and Publicity_________________________________________ INDIVIDUAL REPORTING __Diana Day on behalf of Tasha McDaniel____________________ DATE_2/19/08________ 1. SUMMARY OF ACTIVITIES: Committee has not met since 12/17, however Tasha has been working with the Cincinnati Visitors Bureau on a customize webpage. The webpage is scheduled for completion on 3/10 and the web address will be www.CincyUSA.com/MASFAA. Tasha has also worked with Keith Williams, chair of MASFAA's Web Services on the redesign of the conference webpage. The webpage will have the following links (subject to change): President's Welcome Letter, Why Attend MASFAA, Freedom Center, Agenda, Conference Registration, Hotel Accommodations, Exhibitor Information, Conference Checklist, Travel Information, and Cincinnati Attractions. The redesign cost will be paid for out of the Web Services budget. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Committee meeting is scheduled for February 29. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: None. 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: None. 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______Sunday Entertainment__________________________________ INDIVIDUAL REPORTING _______________Martha Geiger_________________________ DATE___2/15/2008________ 1. SUMMARY OF ACTIVITIES: a. Evaluated the evening and obstacles to keeping people around (sports, cost, Cinti shuts down on Sunday, potential outside activities to compete with us) b. Researched options and pricing for various entertainment, music, tv's etc. c. Determine Venue d. Talked to Hotem Banquets people to confirm options available. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: a. Get approval from committee on event plan and any potential contracting b. Connect with food and beverage to arrange snacks and drinks c. Connect with decorations to see if we can spice up the room 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: a. Is event acceptable to committee b. What is a reasonable number to expect to attend c. Do I have ANY flexibility in my budget? (Just in case there are incidentals) 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: a. Approve event idea MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE__Vendor Relations____________________________________ INDIVIDUAL REPORTING ___Leigh Cameron_/ Kathy Mills______________ DATE___2/13/08________ 1. SUMMARY OF ACTIVITIES: By working with Connie Brown at the Duke and one of her drayage contacts, we were able to reduce one of the drayage bids by $1,000 that was being charged for overtime. Even with the reduction of overtime it seems we are still over budget compared to last year. We are also looking at going with un-skirted tables to save some money, as well as going to 6' tables rather than 8'. Taking those things into consideration, the bid has gone down from $4,692. to $3,126. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Need to meet with Corporate Support to review the 3 drayage bids together and determine what follow up questions we have.. 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: Food & Beverage INDIVIDUAL REPORTING: Suzanne Fahrer DATE: February 15, 2008 1. SUMMARY OF ACTIVITIES: Pulled a tentative meal/beverage plan together and forwarded to Jackie Tracy and Matthew Moore to review and give back feedback if items needed to be discussed further 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Sent emails to Andrea Gabel-Duke Energy Center for some clarification of items and request for a substitution of some meal items. Jackie contacted Lisa Willer from the Hilton to check into some costs/substitution for the Wednesday breakfast. Have not received an email back regarding said emails. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: To discuss whether we need to have a breakfast and a buffet on Wednesday morning. If breakfast, have it from 8 - 9, then the session, and then end the conference. 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: None 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___2/15/08________ 1. SUMMARY OF ACTIVITIES: Nothing new to report 2. ACTIVITIES PLANNED, NOT YET COMPLETED: We will have our first registration committee conference call on Tuesday, February 26th at 9:30 am. 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 February 13, 2008 1. SUMMARY OF ACTIVITIES: Collected pricing information from BB Riverboat Cruises and Petermann Charter Bus. Discussed budget and options with Diane, Michiale and Jason. 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: Duke Energy Center Meeting January 28, 2008 ***Mar. 3-Apr. 30 Andrea on maternity leave; assistant Allison Role BILLING * Andrea will send direct bill * Credit card needed to reserve * Deposit of 50% will be required when contract signed * Balance due 3 business days prior to event * Concession stand will NOT take credit cards DECORATIONS * Two dollars per table per day (if we use the Duke's) FOOD & BEVERAGE * Current estimate for meals is 400-will let Andrea know of any adjustments * No difference in cost-buffet vs served meals * Concession stand will be available on Tuesday lunch-need minimum sales of $500 (we pay difference if less) * Starbucks will be open daily beginning with Monday * All Meals: "Reserved" signs but no head tables * All Meals: pre-set coffee (pots on tables) tea, water * Monday Lunch: separate dessert table with coffee being refreshed on tables; staff exit during program * Beverage breaks will be set up on North Hall in center of room -to encourage people to come all the way into the exhibit area LINENS * Conference colors: red, black & white * Linens for concession stand -no charge * Kris & Charlotte will coordinate linens with decorations * Session: no table skirting for audience tables-only head tables SET- UP * SOUTH: all sessions * NORTH: exhibit area * Registration: 2nd floor * Sessions: all head tables will be skirted with pre-set water-no charge for water-need to check with Connie on skirting cost (s) * All Meals: Tables will be 10-tops but will only be seated for 8 (to allow more room for participants) * Tuesday: concession stand tables & chairs set up in the morning & available all day * Charity -table set up by registration on 2nd floor ACTION ITEMS * Send copy of final agenda to Andrea * Send copy of tax exempt certificate to Andrea * Contracts will need to be signed * Deposit of 50% will need to be sent with contract * Drayage information to Andrea once determined * Connie-will there be a charge for head table skirting for sessions? NEXT MEETING: March 20, 2008 MEETING ADJOURNED: SUBMITTED BY: Matt Moore, Miami Univ of Ohio POSTED BY: Michiale M Schneider