Conference Local Arrangements

Minutes/Report: DATE: March 20, 2008 - Conference Local Arrangements LOCATION: Virtual ATTENDEES: Members present: James Buchanan, Leigh Cameron, Mary Cannon, Stefanie Channell, Mike Clouse, Diana Day, Brent Dove, Anna Fligge, Jennifer Gates, Michael Gibboney, Charlotte Hardy, Liz Hunley, Kim Jeffers, Betsy Johnson, Patricia King, Kris Lowe, Kathy Mills, Matthew Moore, Jason Reinoehl, Michiale Schneider, LeeAnn Timmerman, and Cheryl Willard Members absent: Sue Allmon, Julia Benz, Michael Byrne, Andrea Caputo, Deonna Decker, Suzanne Fahrer, Diane Fleming, Martha Geiger, Angelene Harris, Angela Johnson, Michael Jones, Val Kepner, Chuck Knepfle, Julie Kost, Tiffanie Lee, Dan Mann, Tasha McDaniel, Chester Priest, Steve Queisser, Janice Riutta, Frances Robbins, Joann Ross, Carmen Sears-Edwards, Lake Tackett, and Jackie Tracy GUEST(S): MINUTES STATUS: Committee Reports: - President's Committee o Signed contracts with the B&B Riverboat cruises and the Peterman Bus company. Diane has started looking at invitations. - Printing o LeeAnn has had one response for a printing company (Golden Graphics). * 75 invitations with blank envelopes - black ink, $47.00 * 150 thank you cards with black envelopes - black ink, $65.00 * 550 pocket schedules (4.25 x 17 full color flat with score for easy fold), $296.00. 600 would be $309.00 * 550 program books (full color cover - 2 pages color inside - 52 pages plus cover on coated stock), $2,339.00. 600 would be $2410.00. * MASFAA Banner - 2 of fabric with ruffled edges, $410.00 - Registration o 2/26 was the first meeting for the Registration sub- committee. 4/1 is their next call where they will to divide the responsibilities. The lanyards have been delivered to James and have already been paid for. Val has any leftover lanyards from the last conference (James estimated 80/85 lanyards were leftover from the previous MASFAA conference). Any remaining lanyards after the 08 conference will be used at the MASFAA Summer Institute. o We will be able to get into the Duke on the Saturday before the conference begins to prepare the registration packets. Wireless internet is available at some locations in the Duke, though it will be $10 a day per laptop. If the wireless isn't working in our location, we'll need to pay $895 per laptop to connect to the internet. - Vendor Relations o Drayage Companies: Freeman company, George Firm Company, Academy Rentals * Prices are very high, but seem to be the only companies in Cincinnati that provide drayage services. * The drayage setup will need to occur on Sunday morning (estimated to started between 11-1) which may cause overtime for the drayage setup people. * Tax-exempt certificates need to be given to the drayage companies so they do not charge us tax. * The duke can provide Pipe and Drape services but the costs are too high. - Charity o Shannon has contacted the Cincinnati Youth Collaborative to get information to put on the MASFAA website. We'll be raising money for them through our cookbook sales. An account has been set up at the Morris Cookbook Company so MASFAA Attendees will soon be able to enter their recipes online. We will get something up on the MASFAA website very soon. o Red Sweatshirts with the MASFAA conference logo will be sold to raise money for autism. * Men's sizes * $20 each * If you'd like to buy one in advance, let Jason or Michiale know and they'll bring one to the September meeting at the Duke. Hilton Update: - Rooms needed for Sept meeting - if you are coming the night before and need a room, let Michiale know ASAP. The deadline for her to book a room is very near. - Jason had a meeting on Wednesday, March 19, 2008 with the Hilton. o The Hilton will be handing out complementary information to our guests about the local attractions instead of $1 per guest like previously quoted. o Our meeting spaces have been confirmed. o Prestige AV Company will be preparing bids for the services we're requesting AV equipment for. - The Hilton reservation site is up and running. If you are planning to stay in Cincinnati, you need to reserve your room first (before we open the block of rooms up to the public). You can reserve your room at http://www.hilton.com/en/hi/groups/personalized/CVGNPHF-MFA- 20081009/index.jhtml. Please register right away. Freedom Center Update: - Anniversary Update o The main meal will be on the first floor, the coffee/dessert will be on the second floor. o The costs of the sheet cakes have gone up due to gas prices. Cake will be able to feed 200-250 people. One idea is to get 1/2 sheet cakes for each state celebrating an anniversary and then 1 large MASFAA cake. * A member of guest relations will be there to take care of cutting and serving the cake. * We will also need "badge checkers" from Guest Relations to check for badges and also direct people to the different floors (at the Freedom Center). This needs to also happen at the Duke so we don't have to pay for security. - Contracts: Bus, Food, Rental of Facility o We are hopeful that contracts will be signed at the April Executive Meeting. See the "Tasks Completed" below. Master Worksheet Update: - Tasks Outstanding o Sunday Entertainment o Drayage o Hilton Meals o AV o Decorations o Charity: Sweatshirts - still need to make the bulk order o Printing: program, pocket program, banner, President's Reception invitations, thank you cards o Website o VIP Welcome baskets o Signage - Tasks Completed o Tote bags o Vests (design) o Sweatshirts (design) o Lanyards o President's Reception o Charity: cookbook o Hilton Hotel Booking - book your room early! o Contracts * Petermans (Sat) * Petermans (Tues) * Freedom Center Rental * Freedom Center Meal * Duke Meals Attached Committee Reports: - The following pages are the committee reports for: o Printed Program o President's Reception o Vendor Relations o Registration o Charity/Decorations 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__3-12-2008____ 1. SUMMARY OF ACTIVITIES: One bid received for printed materials as follows from Golden Graphics-not including MASFAA Banner. 75 Invitations with blank envelopes - black ink - $47.00 150 Thank you cards with blank envs- black ink - $65.00 Print return address for both envs above - $22.00 550 Pocket schedules - 4.25 x 17 full color flat with score for easy fold - $296.00 550 program books full clor cover - two color inside - 52 pages plus cover on coated stock - $2,339.00 I will have the banner price shortly. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Agendas for program to be received from Benz, Mann and McDaniel after finalization. To received Ads from Decker and McDougal after finalization. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: None 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: None MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE President's Reception INDIVIDUAL REPORTING Cheryl Willard DATE March 13, 2008 1. SUMMARY OF ACTIVITIES: BB Riverboat Cruises and Petermann Charter Bus contracts signed and submitted with payment for evening event to be held October 11, 2008. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Preliminary discussions regarding design of invitation. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE__Vendor Relations________________________________________________ INDIVIDUAL REPORTING ___Kathy Mills / Leigh Cameron_______________________________ DATE___3/14/08________ 1. SUMMARY OF ACTIVITIES: Contacted the Convention Services bureau to see if they had other companies they could recommend to us to get drayage bids from. They gave us the same companies we already have bids from and said the bids we have received were competitive in the area. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Committee is still working with the 3 companies who have provided us drayage bids to determine if they can lower their cost. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: One thought to save money on drayage is, do we need to have the pipe and drape for the exhibits? Can we set up like we would for a state conference and provide vendors a table and chairs? 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________Registration_______________________________________ ___ INDIVIDUAL REPORTING ______Val Kepner & James Buchanan__________________ DATE___3/14/08________ 1. SUMMARY OF ACTIVITIES: We had our first conference call on Tuesday, February 26th to introduce all registration committee members to our tasks at hand. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: We will have our next registration committee conference call on Tuesday, April 1st at 9:30 am. We plan to start to divide up responsibilities. 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_Charity/Decoration____________________ INDIVIDUAL REPORTING ___Kris Lowe________ DATE_3/17/08__________ 1. SUMMARY OF ACTIVITIES: Have contacted Morris Cookbook and have information to begin the cookbook process Have left message for Shannon at the Cincinnati Youth Collaborative that we will need an informational piece from her to use on the MASFAA website. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: When to add the charity information and cookbook link to MASFAA Website? 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: NEXT MEETING: April 17, 2008 MEETING ADJOURNED: SUBMITTED BY: Matt Moore, Miami Univ of Ohio POSTED BY: Michiale M Schneider