Conference Local Arrangements Minutes/Report

Conference Local Arrangements

Minutes/Report:
DATE: July 24, 2008 - Conference Local Arrangements
LOCATION: Virtual
ATTENDEES: Members present:
Allmon, Bryne, Buchanan, Cameron, Cannon, Clouse, Day, Dove, Hardy,
Hunley, Mills, Moore, Queisser, Reinoehl, Robbins, Schneider, and
Timmerman

Member absent:
Caputo, Cartier, Channell, Decker, Fahrer, Fleming, Fligge,
Gibboney, Harris, Jeffers, A Johnson, B Johnson, Jones, Kepner,
King, Knepfle, Lee, Lien, Mann, McDaniel, Riutta, Ross, Tackett,
Tracy and Willard.

GUEST(S):
MINUTES STATUS:

Committee Reports:
* President's Reception
o They will be sending an electronic save the date "postcard"
to get the most accurate information for who is attending. The
entire Local Arrangements Committee will be invited to Saturday
night's event.
* Registration
o Val, Jason and Michiale had a conference call to discuss
registration and a to-do list they added to the Master Workbook.
They will be working on a list of people who will receive comp
rooms (various executive committee members, retirees, etc.)
* Guest Relations
o If you'd like to assist this committee, please let Stefanie
know. She has lost several members of her committee so she should
use the assistance. Even if people in your office are attending
the conference, they can help her out by ushering or manning a
booth. Should you or a member of your staff want to assist with
this, please contact Stefanie Channel at 513-932-8782 or
Stefanie.channell@53educationlending.com.
o Stefanie is coming up with a list of Frequently Asked
Questions that will be coming out very soon. If you have any
suggestions, please give them to Stefanie.
o We are working out the food costs for the Freedom Center
for family/guests you want to bring. We will only charge the cost
of the food, not admission to the center.
* Vendor Relations
o The drayage contract has been signed this week. We will be
getting the official signed copy very soon.
o Signage will be ordered for things we can have printed
now. At this point, all but 3 signs can be ordered because we are
still waiting on a little more information. The turnaround is
about 24 hours as long as we provide a PDF of the sign we want
printed.
* Decorations and Charity
o We need people to continue adding recipes to the cookbook
website, and also order a book if you are interested. So far we
have not sold any cookbooks online, but Jason has sold some on his
own.
* You do not need to be a member of MASFAA to add a recipe.
* FYI: We need to try and collect payment up front if at all
possible.
o The Autism Society of Greater Cincinnati is our new autism
charity due to complications with the Autism Speaks charity.

Master Workbook
* Timeline Review
o Jason reviewed the upcoming deadlines for August. We will
soon be sending bi-weekly email ticklers.
o If you or a member of your staff would like to be a
moderator for an information session, please contact Lois Mulbrook
at 319-296-4211 or lmulbrook@hawkeyecollege.edu.
o Outstanding Items:
* We are still waiting for the logo for the Minneapolis
Conference to include in the conference program.
* We're still waiting on a final contract with Hilton Meals.
* Student Success Story
* MASFAA Banner
* VIP room comps
* Website updates with tentative program information
* Finalizing a Choral Group for Saturday night
* Reviewing contracts to be sure our payments are in line
with the deadlines.
* Weekly Action List
o We will create a master timeline (action list) that will
show by day and hour of what is happening will be created by Jason
and Michiale.
* Jason and Michiale will create the shell of the timeline
and include as much as they can. They will send it out to the
committees to add additional events, deadlines, things that need to
be completed as well.
* You can expect that to be delivered to your email within
the next week with the hope that we'd have a finished product by
next conference call (in August).

Wrap Up & Miscellaneous
* Hotel Confirmation for Sept Meeting
o Michiale will email the list of who she is reserving a
hotel room for. We want this to be accurate before reserving
* Vests
* If your size has changed, please contact Lake Tackett
(ltackett2@huntingtonjuniorcollege.edu). We are hoping to order
them the first week of August.
* Thank you - Nov. 22
o Michiale is hosting a party for the MASFAA committee
members to thank us for our work this year. It will be in Toledo
at Michiale's home.
More information to follow!

MASFAA LOCAL ARRANGEMENTS REPORT
2008 CINCINNATI

SUB-COMMITTEE President's Reception
INDIVIDUAL REPORTING Cheryl Willard
DATE July 15, 2008

1. SUMMARY OF ACTIVITIES: We will send an electronic "save the date"
postcard to invitees of the 2008 President's Reception, in an
effort to collect preliminary RSVP's that would allow us to offer
an event to accommodate the size of our group.

2. ACTIVITIES PLANNED, NOT YET COMPLETED: A draft of the
electronic postcard has been created and is attached for your
review; minor changes will be made prior to its mailing. We will
send the postcard via email to invitees on or around August 1, with
an RSVP return date of August 12, 2008. Special thanks to Lee
Ann Timmerman and Michiale Schneider for their assistance with this
project.

1. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: None at
this time.

2. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: None at this
time.

3. MASFAA LOCAL ARRANGEMENTS REPORT
2008 CINCINNATI

SUB-COMMITTEE______Guest Relations
_______________________________________________________
INDIVIDUAL REPORTING ___Stefanie Channell
___________________________________________________
DATE_______7/21/08____

1. SUMMARY OF ACTIVITIES:
Have currently lost several members due to layoff etc. Would like
to recruit assistance from other committees for "on site" event
during MASFAA. Ushers etc at Freedom Center.

2. ACTIVITIES PLANNED, NOT YET COMPLETED:

Newsletter teaser for August eblast

Newsletter for Conference packet

Working with Logistics committee for directions etc during
conference

Expected attendance for Freedom Center event.

Expected arrivals for Saturday, Sunday and departures on Weds.

3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE:

4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE:
Program Committee Report-Lee Ann Timmerman

*Currently trying to find a Vector image of the MASFAA logo for
the material Banner. Any help or knowledge would be greatly
appreciated.
*Program is up to date with last year's award winners, committee
etc. Still awaiting program agenda from Mann/Benz

Lee Ann Timmerman
Financial Aid Officer
University of Northwestern Ohio
1441 N. Cable Road
Lima, OH 45810
419-998-8890 p
419-998-3191 f

MASFAA LOCAL ARRANGEMENTS REPORT
2008 CINCINNATI

SUB-COMMITTEE__Vendor
Relations________________________________________________
INDIVIDUAL REPORTING ___Kathy Mills / Leigh
Cameron_______________________________
DATE___7/21/08________

1. SUMMARY OF ACTIVITIES:
Committee had a conference call on June 18th with the Corporate
Support team. Emailed Corporate Support the final drayage contract
from Academy Rentals that included the front and back of the
contract. As of today, the signing of the Drayage Contract is
still in process.

Received and accepted a bid for signs with FedEx Kinkos.

2. ACTIVITIES PLANNED, NOT YET COMPLETED:

Get final drayage contract from Academy Rentals signed.
Get signs printed. Need text for the newsletter sign that will be
in the lobby of the Hilton.

3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE:

None at thistime.

4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE:

None at this time.

NEXT MEETING: August 14, 2008
MEETING ADJOURNED:
SUBMITTED BY: Matt Moore, Miami Univ of Ohio

POSTED BY: Michiale M Schneider