Conference Local Arrangements

Minutes/Report: DATE: September 18, 2008 - Conference Local Arrangements LOCATION: Hilton Netherland Plaza, Cincinnati OH ATTENDEES: Members present: Sue Allmon, James Buchanan, Michael Byrne, Leigh Cameron, Mose Cartier, Stefanie Channell, Dawn Courtney, Deonna Decker, Brent Dove, Suzanne Fahrer, Diane Fleming, Candi Frazier, Michael Gibboney, Charlotte Hardy, Angeline Harris/Patton, Liz Hunley, Betsy Johnson, Val Kepner, Patricia King, Chuck Knepfle, Nichole Lien, Dan Mann, Tasha McDaniel, Kathy Mills, Matthew Moore, Steve Queisser, Jason Reinoehl, Frances Robbins, Joann Ross, Michiale Schneider, LeeAnn Timmerman, Jackie Tracy, Ken Wallace, and Cheryl Willard GUEST(S): MINUTES STATUS: completed Committee Reports: Guest Services Committee: * Stefanie stated that many people have signed up to help out with her committee responsibilities. A table will be stationed downstairs in the Hilton and in the main entryway at the Duke Energy Center so that attendees can stop by with questions/concerns. If someone has issues with their room, they should see Stefanie or a member of her group. She updated the group with following scheduled times and passed around a sign-up sheet. o Hilton on Sunday: 9:30 - 6:00 o Duke on Sunday: 11:00 - 3:00 o Hilton on Monday 8:00-9:30AM and 4:30-5:30 o Hilton on Tuesday 8:00-9:30AM o Hilton on Wednesday 8:00 - 9:30AM * Sunday is expected to be the busiest with check-in. * The Cincinnati Visitors Bureau has put together a small packet of information (includes a Macy's 11% off coupon) that will passed out to guests. They will also staff the table at the Duke Energy Center. There are other various coupons in the packet for retail and food. A downtown map of Cincinnati and the 2008 Official Visitors Guide (for Cincinnati) are also included. *NOTE* This may be included in the registration packet instead of at the hotel check in desk. * Tuesday night's event at the Freedom Center is mostly staffed, but Stefanie would like others to sign up. Her team will assist with walking down to the center (in two shifts... 5:40pm and 6:00pm). Guests cannot enter the Freedom Center until 6PM and we have reserved the location until 10PM. The buffet dinner will be from 6:00-8:00. o Stefanie will pick up the cakes Tuesday afternoon and drop them off at 4:30. There will be 6 cakes in different flavors. She noted that she was planning to bring samples for the committee to taste, but the baker has been without power. o There will be ushers and greeters and the Freedom Center (and as guests first arrive, there will be an elevator operator). o At approximately 7:30 Steve will present the cakes for the state anniversaries. *NOTE* This is also the same time that the gift shop closes. o Cake cutters will be available to save on costs. o Attendees should wear their nametags to the event. We will encourage this at the morning "housing keeping" announcements that Diane will give on Tuesday morning. o Jeff Johnston and Greg Carlo have agreed to walk back guests throughout the evening for those that want to leave early. o A bus is also going to be present in case there are attendees that are unable to make the 2 1/2 blocks or in case there is inclement weather. o If you have special needs for the Freedom Center Event, attendees should make those arrangements on their own (i.e. motorized wheelchair, scooters, etc.). * Parking information for the Duke/Hilton will be included in the final email to the attendees (Tasha will include this in a tickler). President's Reception Committee: * An electronic Save the Date postcard was sent out in August to 84 recipients. 67 are planning to attend. Two busses will be taking guests to the cruise pick-up location. A hard copy of the official invitation will be sent out on Monday. This will go to people who have confirmed to attend as well as a few who have not responded. * The boat can accommodate up to 100 people. * Each member will have two beverage tickets to use on the drink of their choice. Printing Committee: * The MASFAA Banner has been received and was displayed to the committee present. We will be asking each state to bring their Banner so they all can be displayed. Discussion was held on where to hang the banners. We will check with the Duke to be sure we can hang them there, Jason was going to work on this. o Betsy Johnson agreed to contact the state presidents to have them send their Banner to Jason at the University of Dayton or bring them with them. * Diane's thank you cards have been ordered. * We are hoping to have a "Drop Day" of October 1st for the printed program. Registration Committee: * 393 people are currently registered. This number is a little inflated since we know of 4 people who will be revoking their registration/membership. * Packet stuffing will begin on Saturday morning at 9AM in the Julep Room at the Hilton of the 3rd floor. * Diana Day is no longer involved with the Registration committee so they need assistance with their AV equipment. * Since we'll be stuffing packets in the Hilton and registration will occur in the Duke, we need to move the packets from the Hilton to the Duke on Sunday morning. * The registration desk will be open from 12:00-5:15 on Sunday. Monday and Tuesday 7:30-4:45, and Wednesday 7:30-9:00 at the Duke Energy Center. * If guests arrive late on Sunday they are still able to attend dinner and the speaker. * Newcomers will be labeled as such and instructed to go to a "Newcomer Session". Vendor Relations Committee: * The Drayage Company has been confirmed. Leigh is currently working on the layout of the exhibition hall (which needs to be given to LeeAnn for the printed program). Her committee has chosen black tablecloths. 26 spaces are filled with 24 vendors. Two lenders are no longer coming (Wachavia and Campus Door) but have sent payment. Our no refund policy means they cannot have their money back. * 5 venders will be 2008 Donors through their donation and a few have provided advertisement. It was noted that because of our minimum donation amount, a few of the donors only gave the minimum. VIP Services Committee: * Dr. Day's (from NASFAA) flight information is the only information that Brent Dove has as far as flight arrivals. * 4 gift baskets need to be created. * Jason has agreed to hold a room for Jeff Baker since he has not reserved a room yet. Charity/Decorations Committee: * Cookbooks are ordered and the proof has been OKed. * The decorations are complete and at Charlotte's house. * A CYC representative will be at dinner Sunday night. An autism charity representative will be present on Monday night's dinner. We will announce the total amount collected for both charities on Wednesday morning. AV Committee: * Francis has just met with the AV Company. We will have an assigned "producer" that will work specifically with MASFAA. As a reminder, we are able to save a lot of money due the donations of projectors and laptops by committee members. * Francis will be emailing volunteers to remind them to bring what they agreed to bring. o A drop off time and location will be assigned for the loaners to be received by Francis and/or her staff. o Francis was asked to have the computer/projector lender to provide login information and notify her of any "quirks" that the computer/projector may have. * A dock guard (not a MASFAA representative) will be hired so that we can drop things off at the Duke center at a loading dock. He/she will be available for 4 hours. * Presenters will need to bring their presentations on a flash drive as they will not be preloaded on the various computer stations. o After the conference we will follow up with the presenters to request that they provide us with a copy of their presentation so we can post them to the web. Logistics Committee: * There are 3 more email ticklers that are still planning to be sent out to confirmed attendees. Things to include will be the charities, where to park and the costs, the weather, etc... o We should communicate with possible attendees that the Hilton room block is sold out. Jason and Michalie are looking into other options for guests to stay. * The conference check list is completed and will be posted to the MASFAA website very soon. * The Cincinnati Visitors Bureau will post a welcome message on a jumbotron to welcome our attendees. There will also be a welcome message at the Cincinnati airport. o "Welcome MASFAA 2008!" * The MASFAA vests will be worn over white and black shirts. Below is the schedule of when to wear what color. The shirts can be any style you want (polo, button down, etc...). o Sunday: WHITE SHIRT o Monday: BLACK SHIRT o Tuesday: WHITE SHIRT o Wednesday: BLACK SHIRT Food and Beverage Committee: * The final meal contract is complete. * Suzanne stated she needs to make the final arrangements on what tables should be reserved and where/when they should be reserved. Instructions will be put in registration packets or emailed to those people so they know when to sit at a reserved/head table. o Possible tables: * President's Table w/ Diane * Elevated table next to speaker's podium so that whomever is introducing the speakers can sit down there. Review of Master Schedule a. The Master Schedule was reviewed and will be sent out to committee within the next week. b. Specific Highlights from the review: i. Reminder: Packet stuffing will occur from 9-11AM in the Julep Room (HILTON) on Saturday morning. All are welcome to help out the Registration Committee. ii. The Duke dock will be open from 9-1 for things that need to be dropped off. 1. Computers, sweatshirts, vests, registration packets, etc. a. There will be a safe space to lock up equipment. iii. The drayage company will set up registration around 8:30. Internet should be set up by 11AM and we will try and use aircards to save on costs. Leeann and Sue volunteered to provide their computers and aircards. iv. One concern that was raised is that the exhibit hall is open when no events are scheduled in the Duke from 2:00-5:15 (when the hall is open). We should be able to move the core session and the user groups to the Duke so that all events will take place at the Duke. v. Sunday night's event will begin at 5:30 and will be listed as "Opening Session". 1. Youth ensemble will start at 5:30pm. 2. We will introduce the CYC representative at 7:30pm. 3. Years of Service and Retirement Awards will be presented. vi. Sunday night's entertainment: 1. Board games, sports night, big screen TVs, cash bar, snack foods vii. Michalie will contact the folks form the Early Awareness committee so that we can find out if they're coming to breakfast Monday morning. Our hope is that they will come and talk for 15 minutes about the event that was held on Friday. viii. Monday lunch -recognize various committee chairs, Dave Gruen, NASFAA leadership award, autism charity, and the various MASFAA awards. ix. Monday dinner will be on your own. Attendees will be encouraged to use the coupons included in their welcome packet (provided by the Cincinnati Visitor's Bureau). x. Monday's small break will be 3:00-3:30 xi. Tuesday morning breakfast - the business meeting minutes will be passed out prior to breakfast. Food and Beverage committee has been asked to help Jason get this accomplished. xii. Tuesday lunch will be on your own. The printed program will need to be adjusted to include that the Duke will have a CASH sandwich shop by the exhibits for those that do not want to leave the Duke Energy Center. 1. Past President's Lunch: Diane and past presidents will have a lunch scheduled. Michaile and Diane will work on a location and who will be invited. Costs will come from the President's budget. xiii. The "move out" of the Duke will be by 5:30 on Tuesday. Everything must leave, nothing can be left or it will be thrown away. xiv. Tuesday night's event will be casual so you do not need to wear your vests... unless you are Guest Services the Local Arrangements co-chairs. 1. Dinner buffet will be from 6-8 only and needs to be advertised in the printed program as such. LeeAnn noted this change. xv. Printed Program: add information about the Freedom Center so that attendees know what it is. xvi. We are recycling name badges from past conferences. We'll be asking for attendees to turn in their badges after the conference. There may be a prize drawn out of those that turn in their name badges. xvii. Conference Evaluations: Local Arrangements needs to develop an on-line evaluation. We may offer a free registration for the 2009 MASFAA conference, but this will be decided later. xviii. For those that bring a spouse/friend to an event, we need to determine a way for those costs to be covered by the attendee. It was decided that we will provide tickets for each function that the guests can pay for separately. The meal costs will be only what the meal costs the association. Tickets will be on sale at the Registration Desk. Tickets will be pre-made with prices printed on the ticket. xix. Walkie Talkies: if you need walkie talkies, please let Jason know by Wednesday, September 24th. xx. Hilton Shipping Instructions: 1. Jason will be sending shipping and receiving instructions to us via email. The procedure is very specific so please follow these instructions. 2. We have rented the Julop room to serve as a central office beginning Friday. Things can be delivered as soon as Wednesday prior the conference. xxi. Signage Needs: 1. 24 x 36 foam core will be $53.97 each from Kinko's. 2. Kathy ordering two blank signs incase a need arises. Those are $30 each. a. 1 sign for President's Reception b. 1 sign for the MASAA morning walk i. This needs to be added to the program for 6AM -7AM on Monday, Tuesday and Wednesday.... Weather permitting. Meet in the Hilton lobby. ii. Tasha also needs to add this to the conference checklist. c. 2 signs for the exhibitor/donor area outside the vendor area d. Hilton Lobby: conference schedule will be available on signage each day (except Wednesday) e. Registration: we need signs for each line split by alpha (example: A-G, H-M, etc). Leigh will call Academy Rentals to determine how big the registration desk so we know how to divide the registration. i. We'll lump in vendors/donors/guests in the normal registration. f. 2 signs for Guest Services g. 1 sign for the Freedom Center event h. Anniversary Sign at the Freedom Center i. At the Duke: 9 signs at the Duke j. If there is no one present a Registration Table, Guest Services Table, Charity table, it was discussed to have a sign that can be used to point attendees to where they can get assistance. k. Session Rooms: We will save costs by using 8 1/2 by 11 sheets that we can simply slip in the day's signage instead of printing the large signs for each room. Dan will type up the schedules and Jason will check with Connie if the signs are landscape or portrait. l. The Duke will also post an electronic schedule around the center that will scroll through the conference. m. Number of dock spaces: this will be discussed with Deonna at a later time. Jason will check to see if there is a space limit at the dock. n. We need to notify the drayage company that there is no cart available for transporting items. In the Hilton we have been asked not to use any carts because it could damage the carpet o. We decided on using DUKE and HILTON when referring to the locations of events in the program. p. The final agenda will be finalized very soon so that the web can be 100% accurate prior to the conference. Tasha would like this information as soon as possible so she can update the web and use the important facts to get folks interested/excited. Dan will provide this to her. i. We need to send this by Monday since the initial registration deadline is Thursday. (Note: there is a late registration deadline after next Thursday (9/25). q. Charlotte will send out an email to the MASFAA listserv to get help with the Charity table (selling cookbooks/sweatshirts or those attendees that need to pick them up). What will go in the Registration Packets: * Service Award winners will have seating information in their packets o Includes all of the various award winners, scholarship winners, retirement awards, Purdy, Leadership awards, Presidential Awards, etc... o The program will include a history of the award winners for each past year. * Chronicle of Higher Education insert (Admission and Financial aid info) * Program Booklet * Cincinnati Bag w/ MASFAA logo. * Lanyard * Mini program (Lee will work on this once printed program is finalize) * Flyer with Cincinnati activities o Cincinnati USA Booklet * Moderator packets will not be in the registration packets, but available at the Registration desk. Lois/Dan will work on a process incase a moderator does not pick up their packet. * Reminder for those invited to the President's reception * Flyer about the charity this will now be included in the program only * Information about Sunday and Tuesday night activities in program only * Ribbons for various duties (committees, exhibitor, executive council, past president, presenter, first time attendee, donor, moderator) * Coupon book (from Stefanie Channell) MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB-COMMITTEE President's Reception INDIVIDUAL REPORTING Cheryl Willard DATE September 15, 2008 1. SUMMARY OF ACTIVITIES: An electronic 'save the date' postcard was sent in August to 84 members of MASFAA, including 2008 Exec, 2009 Exec, and 2008 Site and Program committees. To date, 66 RSVP's have been received. The President's thank you cards are currently being printed. Thanks to Lee Ann for her assistance with this project. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: I will meet with Jason and Michiale to discuss and confirm reception and conference details at 4 pm on Wednesday, September 17. On September 22 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. The invitation will resemble the 'save the date' postcard, and will not require a response (unless the individual is no longer able to attend). A hard copy flyer including the same information will be provided to reception guests on Saturday, prior to the reception. October 11, 2008 President's Reception: Guests will depart from hotel on charter bus 6 pm. BB Riverboats Cruise dock departure 7 pm. Guests return by charter bus to hotel by 10 pm. 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__Guest Services ___________________________________________________________ INDIVIDUAL REPORTING ____Stefanie Channell __________________________________________________ DATE_________9/15/08__ 1. SUMMARY OF ACTIVITIES: Contacted Freedom Center to schedule a "final walk through" prior to event Confirmed cake order with baker - Stacy Creech Confirmed with Cinti Visitors Bureau for bags, coupon books, folder and city highlights collateral Confirmed hours with Hilton for table during arrivals and departures Confirmed volunteers for arrival table and departure table FAQ's to MASFAA group 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Tour of Freedom Center - final walk through Cake pickup for Tuesday event 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB- COMMITTEE________Registration_______________________________________ ___ INDIVIDUAL REPORTING ______Val Kepner & James Buchanan__________________ DATE__9/18/08________ 1. SUMMARY OF ACTIVITIES: As of today there are 379 registrants. A registration schedule was sent to all committee members to sign up for slots. A list of attendees whose conference registration is waived is being maintained. 2. ACTIVITIES PLANNED, NOT YET COMPLETED: Finalize registration table schedule. Conference packets will be stuffed the Saturday before conference begins. 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: Ordering of signage for registration area. 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: We will be asking for additional volunteers for the registration table. We need to verify availability of computer and printer for registration area since the person that was to do that is no longer on committee due to employment. MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB- COMMITTEE________Printing_________________________________________ INDIVIDUAL REPORTING ______Lee Ann Timmerman__________________ DATE__9/18/08________ 3. SUMMARY OF ACTIVITIES: * Banner is completed and delivered. * Program is coming along nicely as information is received. * Some items still missing, adding as they come in. * President invites are at printers. 4. ACTIVITIES PLANNED, NOT YET COMPLETED: * Pocket agenda will be produced after program is final 5. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: 6. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: MASFAA LOCAL ARRANGEMENTS REPORT 2008 CINCINNATI SUB- COMMITTEE___A/V_____________________________________________________ _____ INDIVIDUAL REPORTING _Frances Robbins_____________________________________________ DATE_9/17/08________ 1. SUMMARY OF ACTIVITIES: a. Worked with Prestige on making changes from last month's meeting and additional corrections b. There is a different company that handles internet access at the Duke, and I have contacted them about cost of getting access for the registration area 2. ACTIVITIES PLANNED, NOT YET COMPLETED: a. Will be meeting with folks from Prestige (Kevin and Steve) tomorrow before the conference meeting and will have 3. RECOMMENDED DISCUSSION ITEMS FOR THE COMMITTEE: a. I would like to clarify if there are any additional special requests for AV needs 4. RECOMMENDED ACTION ITEMS FOR THE COMMITTEE: N/A NEXT MEETING: CONFERENCE !! October 12-15, 2008 MEETING ADJOURNED: SUBMITTED BY: Matt Moore, Miami Univ of Ohio POSTED BY: Michiale M Schneider