Conference Local Arrangements Minutes/Report

Conference Local Arrangements

Minutes/Report:
DATE: June 19, 2008 - Conference Local Arrangements
LOCATION: Virtual
ATTENDEES: Members present:
James Buchanan, Michael Byrne, Leigh Cameron, Stefanie Channell,
Brent Dove, Suzanne Fahrer, Michael Gibboney, Charlotte Hardy,
Angelene Harris, Liz Hunley, Betsy Johnson, Val Kepner, Patricia
King, Nichole Lien, Kathy Mills, Matthew Moore, Chris Morron, Steve
Queisser, Jason Reinoehl, Frances Robbins, Michiale Schneider,
Jackie Tracy, and Cheryl Willard.

Member absent:
Sue Allmon, Julia Benz, Mary Cannon, Andrea Caputo, Mose Cartier,
Mike Clouse, Diana Day, Kim Jeffers, Angela Johnson, Michael Jones,
Tasha McDaniel, Carmen Sears-Edwards, Lake Tackett, and LeeAnn
Timmerman.

GUEST(S):
MINUTES STATUS:

Committee Reports:
* AV
* Frances has sent Jason the final quote for the AV Company.
o We are getting a deal: The pricing from the Duke will be
used for any events/items at the Hilton - saving us about 5% on the
AV costs since Hilton costs are typically more expensive.
o All the rooms at the Duke and some of the rooms at the
Hilton have "house sound". The initial cost estimates include the
highest possible costs, but if we are using some rooms at the
Hilton that have "house sound", we can cut costs since we will not
need the additional items for those rooms.
o The estimate is below the total costs from the 2007 MASFAA
conference - and we would like to keep costs low incase vendor
support isn't what we're expecting.
o The list of donated equipment has been updated - we have
enough laptops but we would like to get a few more projectors. If
you're able to provide a loaner, please notify Frances, Michiale or
Jason.
o Draping is a substantial cost at $75 per day per drape.
* Charity/Decorations
o Michael Byrne reported on his charity.
* Autism Speaks: Michael has sent them information detailing
our project of selling sweatshirts and donating the proceeds to the
local chapter of Autism Speaks. We are waiting to hear back from
them.
o Charlotte Hardy is very close to being finished with the
table decorations (fifty eight-top tables).
o We need more recipes for the charity cookbook - if you have
not done so already, please submit one or some as soon as
possible. It has been suggested that we send an email out to the
MASFAA listserv to invite people to submit recipes. We should
include the link to the cookbook and/or the registration to the
conference.
* Registration
o There have been several delays in getting the registration
site up and ready, but we're close.
o The committee has picked up a new member, Angelica
Kennedy
* Vendor Relations
o Kathy Mills updated the group on the status of the drayage
company. Academy Rentals has been chosen and the contract is in
the process of being signed. They recently had a meeting at the
Duke to verify how many signs we need to purchase and how many
easels we'll need to get/rent.

Master Workbook
* Timeline Review
* June 15th
o Charity email tickler (see notes under Charity committee
report)
* June 1st outstanding items
o Registration online (sent to ATAC) - slightly delayed, but
hopefully will be online soon. We hope to have the program
committee updates by July 1st. The agenda should be available by
the early part of July as well.

Wrap Up & Miscellaneous
* Hotel reservation update
o Currently we have 420 rooms booked (20% of entire room
block).
* Welcome Baskets: items are not purchased yet, but we know
what we're planning to purchase. Things will include area
specialties (skyline, graters, etc..)
* Next year's committee "shadows"-Nicole Lein
o A chair of one of next year's subcommittee may be
contacting you for information about your duties. They may also be
sitting in on various subcommittee conference calls.
* Diane Fleming will send a notice to the Kentucky
association to invite them to the MASFAA conference.

MASFAA LOCAL ARRANGEMENTS REPORT

2008 CINCINNATI

Sub Committee ________Decorations and
Charity_______________________________

Individual Reporting _________Charlotte
Hardy________________________________

Date ___ June 13, 2008_____

1. Summary of Activities:

Quiet Month

2. Activities planned, not yet completed:

Continue working on decorations
Start proofing submitted recipes

3. Recommended discussion items for the committee:

None at this time

4. Recommended action items for the committee:

Finish decorations

Don't forget to submit recipes and order your cookbooks!

MASFAA LOCAL ARRANGEMENTS REPORT
2008 CINCINNATI
Please submit to: JReinoehl@udayton.edu;
Michiale.Schneider@yahoo.com; Michiale.Schneider@slxpress.com;
MooreMR3@muohio.edu one week prior to meeting

SUB-
COMMITTEE________Registration_______________________________________
___
INDIVIDUAL REPORTING ______Val Kepner & James
Buchanan__________________
DATE__6/13/08________

1. SUMMARY OF ACTIVITIES:
Angelica Kennedy, who participated in Summer Institute last week,
has volunteered to help with our committee duties.

2. ACTIVITIES PLANNED, NOT YET COMPLETED:
We will have our next registration committee conference call on
Wednesday, June 18, 2008 at 9:30am.

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___6/16/08________

5. SUMMARY OF ACTIVITIES:
Committee had a conference call on June 11th with the Corporate
Support team. Reviewed the drayage contract from Academy
Rentals. It was determined that the items still needed are:
1. A updated contract that includes the front and back (PDF
that was emailed only had one page). The back page has the
contract terms and damage waiver coverage.
2. Determine the timing of the drayage kit to go out to vendors
3. Verify set up and tear down times - review and confirm

The committee also met on June 12th with Jason and Connie at the
Duke to walk through and determine Signage needs.

6. ACTIVITIES PLANNED, NOT YET COMPLETED:

Get final contract from Academy Rentals for drayage signed. Get
signs printed.

7. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE:

None at thistime.

8. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE:

None at this time.

NEXT MEETING:
MEETING ADJOURNED:
SUBMITTED BY: Matt Moore, Miami Univ of Ohio

POSTED BY: Michiale M Schneider