Conference Local Arrangements

Minutes/Report: DATE: May 15, 2008 - Conference Local Arrangements LOCATION: Virtual ATTENDEES: Members present: Sue Allmon, James Buchanan, Leigh Cameron, Mary Cannon, Andrea Caputo, Stefanie Channell, Brent Dove, Suzanne Fahrer, Michael Gibboney, Charlotte Hardy, Liz Hunley, Val Kepner, Patricia King, Nichole Lien, Tasha McDaniel, Kathy Mills, Matthew Moore, Jason Reinoehl, Janice Riutta, and Michiale Schneider. Member absent: Julia Benz, Michael Byrne, Mose Cartier, Mike Clouse, Diana Day, Deonna Decker, Diane Fleming, Anne Fligge, Jennifer Gates, Martha Geiger, Angelene Harris, Kim Jeffers Angela Johnson, Betsy Johnson, Michael Jones, Chuck Knepfle, Tiffanie Lee, Dan Mann, Steve Queisser, Frances Robbins, Carmen Sears-Edwards, Lake Tackett, LeeAnn Timmerman, Jackie Tracy, and Cheryl Willard. GUEST(S): MINUTES STATUS: Committee Reports: AV: * The AV Committee had a meeting in Columbus last Tuesday to discuss the AV needs at the conference. Frances took notes that are attached under the committee minutes. * Currently they have 9 LCD projectors and 11 laptops being lent by committee members. If you are still interested in lending to the committee, let Frances know. * Debbie McKinney is coordinating with the AV Committee. We'll be asking presenters to bring their presentation on a flash drive in the 2003 PowerPoint format. Everything else will be provided. * Kevin Stone (Prestige) has agreed to work together for the Hilton and the Duke (they typically only handle one location). * We expect more formal/final contacts in the next couple of weeks from Prestige. President's Reception: * A third bus has been reserved for the reception and it will be held at not additional cost. If we decide we don't need it, we will no be charged for it. Publicity: * The conference webpage is now live. They were also able to contact the Cincinnati visitor's bureau. Our visitor's webpage is now also updated. Once the conference agenda and exhibitor information are finalized, we will update the webpage further. This is expected in June 2008. * Publicity has emailed all state association presidents with email ticklers. Last email went out towards the middle of April and another one will be coming in the next few days. * Theme for this month's tickler? Michiale suggested that we ask for recipes for the charity cookbook. Instead we may try and use things around Cincinnati (like the Freedom Center) and wait until we announce the website before asking for recipes. Vendor Relations: * Getting closer to signing drayage contract with Academy Rentals. We went back for a new quote since we are expecting a decreased number of exhibitors. They are waiting for cooperate support to give them the go ahead to sign the contract. Changes to Scheduled Meetings * July-Moved to Friday the 18th * August meeting-now via conference call. * September meeting will remain in-person. * Remainder of conference calls will be at the dial in information provided ( * Master Workbook * Timeline Review-Activity increases on June 1st. Below are items that are scheduled to be completed on June 1st. o Tentative agenda for website o Sunday Night Activity Details to the web o Monday Night Activity Details to the Web o Tuesday Night Activity Details to the Web o Exhibit/Sponsor info on website and email to Assoc Members o Transportation information for website o Registration information on website and email sent o Menu posted on website o State Birthday recognition information program and presentation * Mayor of Cincinnati letter will be been sent via email on September 1st to whomever is registered. * Ideas of what will be included in check in letter: o Since we have some guests attending on Saturday, we may include other things to do around Cincinnati. o Stephanie has agreed to be the Point of Contact by providing her cell phone number to attendees. o Timeline for Sunday o Phone numbers for local transportation o Conference details o Walking routes o Local restaurants for Sunday lunch o Starbucks location o Airport information/churches * Ideas for future e-mail teasers: o What is going on Saturday? o Other events? o Wine tasting o Handicap needs o Transportation details from airport to hotel o Provide transportation options * Conference call scheduled for signage. A tab shows the signage we need so far. * Duke Notes/Hilton Notes tabs are now included to show any miscellaneous items that we need to remember and/or account for as we finalize the conference plans. o These tabs include information about security, number of hotel rooms in the room block and details about Sunday Entertainment. * Master Budget: o A projected column has been added to give members an idea of where we are with our budget. * Meals: this tab has been updated quite a bit. It shows the type of meal, per plate average charge, as well as the total expense for each meal service. * Registration Packets: this tab includes what will be included in the registration packets. Note: the service award winners will have personal packets notifying them where to sit at various events. * Charity tab shows what MASFAA is fronting for the expenses of the cookbook and sweatshirt. Wrap Up & Miscellaneous * Jason would like 1 recipe submitted by each member by next month's call. MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE___A/V___________________ INDIVIDUAL REPORTING _Frances Robbins_______________________________ DATE_5/9/08__________ 1. SUMMARY OF ACTIVITIES: Our committee met with Jason in Columbus on 5/6. We went through the program timeline to determine what we will need from Prestige (A/V company) and what we will be able to supply from donated items. Jason provided the quote from Prestige for the Sunday evening activities at the Hilton. We determined the other Sunday requirements as well as all needs for Monday through Wednesday. We reviewed the equipment donations list, and this will need to be updated. Below is the updated list, with changes highlighted in yellow. Contact LCD Laptop Diane Fleming 1 1 Janice Riutta 1 1 LeeAnn Timmermann 0 2 Suzanne Fahrer 1 2 Carmen Sears-Edwards 1 0 OASFAA 1 2 Tasha McDaniel 1 0 Total Donated 6 8 We plan to have Prestige supply the projectors and laptops for the general sessions, and we will use the donated items for the interest sessions, since the lumens in the donated projectors should be sufficient in the smaller rooms, but not in the rooms used for general sessions. Based on the maximum number of interest sessions per day, we will need 8 projectors and laptops, but we would like to have extras of each to be safe. We will be storing the projectors and laptops in the coat room at the Duke. We will ask donators to drop off equipment to the Duke between certain times on Saturday, and we will ask them to pick them up on Tuesday after the last session. The drop off and pick up times and location will be included in an email notice to those who are donating equipment. Our committee will be responsible for getting projectors and laptops set up in the rooms used for the interest sessions each morning and taking them down and putting them back into storage at the completion of the sessions each afternoon. We would like the donated laptops to be Windows 2003 compatible, with the ability to accommodate a flash drive (all presenters using Powerpoint type presentations will be asked to provide a flash drive. Jason said that he will have computer with the capability of converting any presentations from Windows 2007 to Windows 2003. I contacted Kevin Stone at Prestige to go over our needs and to discuss our needs and to have him work up an updated quote based on the remaining needs at the Hilton Sunday and Wednesday and our needs at Duke. The following A/V needs were added to what we are requesting from Prestige (Prestige has already provided a quote for Sunday's opening session and entertainment): * Executive meeting at Hilton on Sunday screen ( I assumed no microphone needed) * 6 rooms set up with screens and microphones for Core and User groups * 8 rooms set up Monday and Tuesday with screens and microphones for interest sessions * 2 screens, laptop, projector and microphones (including a podium and wireless) for general sessions on Monday and Tuesday at Duke * 2 screens, laptop, projector and podium microphone for Wednesday general session at Hilton * A/V set up in interest sessions includes technical support * Podium microphones (2) and wireless microphone for afternoon session Monday for town hall meeting 2. ACTIVITIES PLANNED, NOT YET COMPLETED: I need to review some of the details I got from Kevin with my other A/V committee members. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: We would like to go back to the larger committee to see if we might get any more equipment donations - particularly projectors. 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: N/A MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE__Vendor Relations________________________________________________ INDIVIDUAL REPORTING ___Kathy Mills / Leigh Cameron_______________________________ DATE___5/09/08________ 1. SUMMARY OF ACTIVITIES: Committee had a conference call on April 23rd with the Corporate Support team. At this point, we are leaning towards hiring Academy Rentals for the Drayage company. Received an updated quote from Academy Rentals for 30 exhibitors in the amount of $1,871.00. This amount can be adjusted up or down based on the number of exhibitors. They are also willing to accommodate last minute vendors. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Planning a meeting in May to discuss signs. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: None at thistime. 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: None at this time. MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE Logistics and Publicity____________________________ INDIVIDUAL REPORTING ___Tasha McDaniel____ _______________________ DATE_5/8/08________ 1. SUMMARY OF ACTIVITIES: The conference webpage is live. Sent email to state association presidents with "Save the Date" information. It was suggested that we coordinate our email ticklers with the ones Jeff Pethick is sending but he is targeting non-MASFAA members. We decided that since we have different audiences, to send the email ticklers separately. The Cincinnati Visitor's Bureau updated our custom webpage to include more information. The link is: www.CincyUSA.com/MASFAA. It can also be found on the conference webpage. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Need to send email tickler by 5/15. Have not decided on topic yet. Need conference agenda and exhibitor information for website by 6/1 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: Topic for 5/15 email tickler. 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: None MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE President's Reception INDIVIDUAL REPORTING Cheryl Willard DATE May 8, 2008 5. SUMMARY OF ACTIVITIES: I have asked Petermann Charter Bus to reserve a third bus for the President's Reception, in the event that we require transportation for more than 66 riders. The bus company will hold a bus at no additional cost to the Association, while we determine if additional transportation is needed. If a third bus is required, we will inform Petermann about this prior to the end of September, and MASFAA will be billed for the additional bus at that time. 6. ACTIVITIES PLANNED, NOT YET COMPLETED: We will contact individuals included on the President's Reception guest list in June, requesting that they let us know if they plan to attend the event. A preliminary RSVP count should allow us to accurately plan for the riverboat cruise and necessary transportation. 7. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: 8. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI Sub Committee ________Decorations and Charity_______________________________ Individual Reporting _________Charlotte Hardy________________________________ Date ___ May 7, 2008_____ 1. Summary of Activities: Michael Byrne is locating an Autism Charity for the proceeds of the sweatshirt sales. Submitted cookbook information to Tasha McDaniels for the MASFAA website. 2. Activities planned, not yet completed: Continue working on decorations 3. Recommended discussion items for the committee: None at this time 4. Recommended action items for the committee: Continue to move forward with cookbook sales and recipe collection NEXT MEETING: June 19, 2008 MEETING ADJOURNED: SUBMITTED BY: Matt Moore, Miami Univ of Ohio POSTED BY: Michiale M Schneider