Conference Local Arrangements

Minutes/Report: DATE: August 14, 2008 - Conference Local Arrangements LOCATION: Virtual ATTENDEES: Members present: James Buchanan, Michael Byrne, Andrea Caputo, Stefanie Channell, Dawn Courtney, Brent Dove, Suzanne Fahrer, Diane Fleming, Candi Frazier, Michael Gibboney, Charlotte Hardy, Betsy Johnson, Val Kepner, Chuck Knepfle, Nichole Lien, Dan Mann, Tasha McDaniel, Matthew Moore, Steve Queisser, Jason Reinoehl, Frances Robbins, Michiale Schneider, LeeAnn Timmerman, Ken Wallace, Cheryl Willard Member absent: Sue Allmon, Leigh Cameron, Mary Cannon, Mose Cartier, Diana Day, Deonna Decker, Anna Fligge, Angeline Harris, Liz Hunley, Angela Johnson, Michael Jones, Patricia King, Tiffanie Lee, Kathy Mills, Janice Riutta, Joann Ross, Jackie Tracy GUEST(S): MINUTES STATUS: MASFAA 2008 Local Arrangements Committee Conference Call August 14, 2008 Members present: James Buchanan, Michael Byrne, Andrea Caputo, Stefanie Channell, Dawn Courtney, Brent Dove, Suzanne Fahrer, Diane Fleming, Candi Frazier, Michael Gibboney, Charlotte Hardy, Betsy Johnson, Val Kepner, Chuck Knepfle, Nichole Lien, Dan Mann, Tasha McDaniel, Matthew Moore, Steve Queisser, Jason Reinoehl, Frances Robbins, Michiale Schneider, LeeAnn Timmerman, Ken Wallace, Cheryl Willard Member absent: Sue Allmon, Leigh Cameron, Mary Cannon, Mose Cartier, Diana Day, Deonna Decker, Anna Fligge, Angeline Harris, Liz Hunley, Angela Johnson, Michael Jones, Patricia King, Tiffanie Lee, Kathy Mills, Janice Riutta, Joann Ross, Jackie Tracy Dan Mann - Program Chair: * Dan walked through the Master Schedule which can be found on the Master Workbook that was provided with the Agenda It walks you through the times and events of the conference. * Special Notes: o The Keynote speaker on Sunday night will speak for 45 minutes on the conference theme and specifically about US Higher Education in comparison to worldwide education. o The Dr. Philip Day (NASFAA President) was supposed to be present the entire conference will actually be leaving Monday afternoon. o Townhall Meeting will be used for Reauthorization discussion. This session is still under development, but a panel is in the works. The Program Committee is still planning on who will serve on the panel. o The 2008 MASFAA conference will be the first conference after reauthorization so we can use this as a marketing tool to increase attendance. Tasha asked for more details about the Townhall Meeting so she can use this in an email tickler. o The 2:00 slot on Tuesday will feature a One-on-One with Jamie Malone. Only a few sessions will be scheduled during her session. o Jeff Baker will present the closing session (Wednesday at 9AM) with information from D.O.E. * Exhibit Hall: o We are in the process of finalizing the exhibit hall hours for Monday and Tuesday. The suggestion is that it will be closed during meals and during the general sessions/keynote speakers. Possible hours: * Sunday: 3:00 - 5:15 * Monday: 10:455 - 12:00 & 1:30 - 4:45 * Tuesday: 10:15-2:00 Committee Reports: * Decorations and Charity o The committee has 264 recipes submitted. They are hoping to reach 300, but it will be closed tomorrow. The plan is to order 200 and will be sold at the registration table. * Logistics & Publicity o Tasha has been sending e-mail ticklers each month. The most recent one about the entertainment on Tuesday night. Several more ticklers will be sent during the upcoming months to advertise as well as excite attendees. She's been working with Stephanie (guest relations) to gather some additional folks to help out. o The plan is to have the final agenda by September 1st. One concern is that the interest sessions are not published yet so some attendees will not register until they know what sessions will be available. Dan is hoping to have that out on the web as soon as possible, for sure by September 1st. He will get something out there by tomorrow with where we are right now, but that we need to understand there may be a few more changes prior to September 1st's final schedule. * Guest Relations o This committee has lost several members. She is still seeking additional help so if you are able to assist, contact her. Some specific things she needs help with: * Help with meeting/greeting guests * Walking them to the Hilton * Freedom Center * Attendees must bring their MASFAA badge. * Committee members will cut the cake and serve to be sure we have enough. o If you have any suggestions and/or want to help out, please contact Stefanie as soon as possible. o Coupon books will be available at the front desk - even on Saturday for early check-in. o Frequently Asked Questions will be updated and be available for use. * President's Reception o Sent electronic "Save the Date" postcard - 40 RSVPs have been returned out of 84. The RSVP deadline is August 18th. Official invitations will be sent out in September. * Printing Program Review o What LeeAnn is still missing: * Welcome letter from Diane * "Important Conference Information" needs finalized * This can be added to the conference checklist on the web. * Exhibitor Location Information will come from Deonna * Program Committee member list * Student Success Story * Retirement and Service Awards * Conference Agenda * Vendor Relations o Kathy Mills has already ordered some signage and is making a list of additional needs. If there are any specific signs you know we need, please contact Kathy directly (i.e. Registration). o 22 vendors are currently set to come, but a few that have historically attended have not come forward. We are making personal phone calls to them to see if they will be attending. * Registration o Val & James announced they have 141 people registered for the conference. o They have lost several members, so if you are interested in helping out man the registration desk, please contact Val and/or James. o They have finalized the list of attendees who will have their registration fee waived, and Diane has verified that no retired members have contacted her to have waived registration. * This will not include any government employees (Jeff Baker or Jamie Malone). * Student Group Update o Sunday night the NKU Concert Choir and Select Youth Ensemble will perform. Website: http://musicprep.nku.edu/concert_choir.htm Master Workbook: * Timeline Review o The charity sweatshirts will be ordered today. o Letter from Diane will be available next week. o We have requested any specific meal seating assignments from Diane. o Mike will finalize and order the VIP baskets in mid- September. o Upcoming meeting in September will be in person in Cincinnati (9/18). o * Master Schedule o Diane's Schedule Tab: * Possible lunch with the Presidents? * Diane will determine what speakers she will introduce. * Each state organization will speak on their state's behalf during the Freedom Center event (Diane will introduce them). Printed Program Chair Report Lee Ann Timmerman University of Northwestern Program is coming along nicely. It will be sent out to my sub- committee to start proofing. I have been in contact with next year program chair and he would like to join us on our next conference call and help with pre-conference stuffings and etc. The banner has been ordered through Golden Graphics the same printer that is handling the program printing and invitations/thank you for the Presidents events. Below are items needed for program as reminders to upcoming deadlines. Items needed: Presidents letter Informational page concerning: Conference events, name badges, exhibit hall, meal ticks, Information desk, evaluations, smoking, etiquette, transportation/shuttle, hotel information. I have added the attractions maps. Exhibitor names and location information with floor plan of individual booths MASFAA 2008 Program Committee Student Success Story Recognitions and retirements. Service Awards Charity Project write up for program Donor Names Completed program session details and moderators listing. Thanks all! MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI Sub Committee ________Decorations and Charity_______________________________ Individual Reporting _________Charlotte Hardy________________________________ Date ___ August 11, 2008_____ 1. Summary of Activities: Proofing submitted recipes, collecting orders 2. Activities planned, not yet completed: Continue working on decorations Finish proofing recipes NEED Cookbook Orders! Place Cookbook order with company Invite CYC to conference 3. Recommended discussion items for the committee: Table at Conference to sell cookbooks and sweatshirts 4. Recommended action items for the committee: Collect orders!!!!!!! Don't forget to submit recipes and order your cookbooks! MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE Logistics and Publicity_________________________________________ INDIVIDUAL REPORTING ___Tasha McDaniel____ _________________________________ DATE_8/11/08________ 1. SUMMARY OF ACTIVITIES: Email ticklers were sent out on the following dates: 6/18 - General session speakers 7/17 - Conference mini-site and registration 8/5 - Tuesday night entertainment and registration Added tentative conference agenda, menu, and donor sponsorship form to the conference mini-site. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Sent tickler emails on the following dates: Aug. 14, Aug. 28, Sept. 11 & Sept. 25. Next committee meeting - Aug 20. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: Need final agenda, conference checklist and donor information for the website. 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: None MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE President's Reception INDIVIDUAL REPORTING Cheryl Willard DATE August 11, 2008 1. SUMMARY OF ACTIVITIES: An electronic "save the date" postcard was sent last week to 84 members of MASFAA, including 2008 Exec, 2009 Exec, and 2008 Site and Program committees. The postcard has a requested RSVP date of August 19th. To date, 37 responses / RSVP's have been received. Special thanks to Lee Ann Timmerman and Michiale Schneider for assisting with this project. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: In September, an official invitation will be sent to reception invitees that sent an RSVP to the "save the date" postcard, as well as to those who did not respond to the "save the date" postcard. It will resemble the "save the date" postcard, and will not require a response (unless the individual is no longer able to attend). 1. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: None at this time. 2. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: None at this time. MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE__Vendor Relations________________________________________________ INDIVIDUAL REPORTING ___Kathy Mills / Leigh Cameron_______________________________ DATE___8/11/08________ 1. SUMMARY OF ACTIVITIES: Confirmed that Jason received a signed copy of the drayage contract with Academy Rentals. Received and accepted a bid for signs with FedEx Kinkos. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Will continue to work with Corporate Support to determine the number of vendors who will be exhibiting. 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. For the Donor Development Committee 1. We currently have 22 exhibit spaces scheduled for the upcoming conference. There are still a number of high level vendors who are not listed, I will begin to follow up with them over the next week as well. Attached you will find a list of those vendors. This could be utilized as the first draft for the Conference Program. As we get to proof the program I will make changes as necessary, working to the last possible draft to allow the most vendors as possible recognition in the program. You will see only 20 names on this list. Two vendors have reserved two spaces. 2. We currently have 4 donors. This list is also attached and can be utilized for the program. Both lists are in alpha order. 3. The contract has been signed and sent back to the drayage company. Kathy / Leigh if we can confirm with them receipt of the contract that would be great. We may already know this, but right this minute I dont have that information handy. We will need to regroup and determine when we can obtain the drayage shipping information etc from them. I will work to schedule a meeting sometime before the end of the month. 4. As an fyi. I had sent out notice to all of the states as well as through masfaa requests for vendors. In addition, I obtained a listing from NASFAA of all vendors and sent an email to the NASFAA members noting their opportunity to become involved in the MASFAA conference. Note, both of the Vendor attachments are current as of 8/14/08. 2008 MASFAA EXHIBITORS AS OF 8/14/2008 Access Group American Student Assistance Campus Door Charter One Bank Citi Student Loans Discover Student Loans Edamerica Edfinancial Services EdFund ELM Resources Great Lakes Key Bank National Student Loan Program (NSLP) Nelnet Sallie Mae TG - The Guarantor of Choice U.S. Bank USA Funds Wachovia Education Finance Wells Fargo EFS 2008 MASFAA DONORS AS OF 8/14/2008 Citi Student Loans EdFund Great Lakes TG - The Guarantor of Choice NEXT MEETING: In person Meeting September 18, 2008 MEETING ADJOURNED: SUBMITTED BY: Matt Moore, Miami Univ of Ohio POSTED BY: Michiale M Schneider