pg. 0 www.erappa2013.org
TABLE OF CONTENTS
1) Organization –Barry McHugh and George Stooks a) Host Committee Membership b) Conference Calendar c) Planning Schedule d) Conference Master Schedule e) Conference Planners f) Conference Planner Contract
2) Professional Development –Rex Geradine and John Moore a) Summary b) Call for Presentations c) Monday Keynote Speaker Contract d) Monday Keynote Speaker Bio e) Tuesday Plenary Speaker Contract f) Tuesday Plenary Speaker Bio g) Toolkit Program h) EFP Program i) Collaboration with the ERAPPA Professional Development Committee j) Schedule of Events k) Summary of Costs
3) Communications – Barry McHugh, George Stooks, BTI a) Summary b) Conference Logo c) Conference Publications d) “Save the Date” Materials e) ERAPPA 2013 website f) Magnet Mail g) Registration System Summary
4) Hotel, Registration, & Transportation – Barry McHugh, George Stooks, BTI a) Summary b) Hotel Room Costs and Blocks c) Food, Food Counts, Cost of Food d) Function Grid e) Hotel Floor Plans and Capacity Chart f) Transportation g) Registration System Summary h) Hotel Status
Mid Year Meeting Report – March 2013 pg. 1
5) Business Partners – John McEnrue and Greg Lischke a) Summary b) Status c) Anticipated BP Attendance Figures and Budget Impact d) Hall of Resources Schedule e) Recognition of Business Partners f) Sponsorship & Exhibitor Packet
6) Entertainment, Events, & Spouse/Guest Programs – Nasrin Parvizi, Deb Foster and George Stooks a) Summary b) Schedule of Events c) Summary of Cost/Revenue d) Description of Events e) Golf – Jeff Foster 1) Summary 2) Golf Tournament Information 3) Course Info 4) Contract
7) Finance – Mark Frost a) Summary b) Budget Philosophy c) Status d) Conference Budget
8) Volunteers
APPENDICES A Committee Organization Structure Conference Planner Contract Conference Planner Schedule Master Conference Schedule B Call for Presentation Document C Hotel Contracts Function Grid Hall of Resources Contracts D Keynote Speaker Contract Plenary Speaker Contract E Special Events Contracts Golf Contract F 2013 Conference Budget
pg. 2 www.erappa2013.org
Section 1 ERAPPA 2013 Organization
1a Host Committee Membership
Co-Chairs of the Host Committee
Barry McHugh George Stooks
Professional Development Entertainment, Events, & Spouse/Guest Rex Geradine Nasrin Parvizi John Moore Debbie Foster Greg Lischke George Stooks Paul Harris Jeff Foster Bridgette Anderson Kevin Thomspon
Finance Speakers Mark Frost Barry McHugh Bob Britton John Shupe Darrin Mesler Don Erb Kim Nelson
Business Partners & Sponsorships Golf Tournament John McEnrue Jeff Foster Greg Lischke George Stooks Kevin Thompson
Conference Services & Registration Yvonne Shaw
Mid Year Meeting Report – March 2013 pg. 3
1b ERAPPA 2013 Conference Calendar
Friday Saturday Sunday Monday Tuesday Wednesday Sept 27, 2013 Sept 28, 2013 Sept 29, 2013 Sept 30, 2013 Oct 1, 2013 Oct. 2, 2013
Keynote & Plenary & Toolkit Toolkit Toolkit Toolkit Toolkit
Board Committee Conference Conference Conference Conference Meetings Meetings
1c Planning Schedule
The Planning Schedule is available in Appendix A
1d Conference Master Schedule
The Conference Master Schedule is available in Appendix A
1e Conference Planners –
Staff:
As meeting planners, we work closely with the ERAPPA 2013 Planning Committee in order to assist with the scope and format of events, to establish and monitor budgets, and to review administrative procedures and event progress. We try to make the most cost-effective arrangements for our client while keeping in mind the high standards the ERAPPA Committee expects for this annual conference. Our responsibilities include assisting the committee with the following: establishing meeting objectives, selecting and inspecting the meeting site, budgeting expenses, researching, contracting and the coordination of special events, and negotiating with suppliers of materials, food, pipe and drape, audio visual equipment and entertainment. Conference planners will be onsite throughout the event to troubleshoot and answer questions. pg. 4 www.erappa2013.org
Complete Services includes:
Plan, manage and execute site/facility requirements including: room booking and setups, delegate accommodation needs Plan and procure all on site services including: AV, computer and office equipment, entertainment, etc. under advisement of the ERAPPA committee Plan and manage food, catering and beverage requirements Attend facility pre-conference meetings and onsite meeting as required Provide support for signage and printing services Manage room block pick-up working with hotels Set up and manage online registration system Develop registration policy/plan Manage pre-registration fees Manage registration database Provide regular reports of pre-registration data Receive and process on-site registration Manage onsite registration Issue invoices to receive payment for registrations Consider what type of credit cards can be used Collect unpaid registrations after the conference Track registrations for workshops and assign meeting rooms accordingly Assist in ensuring entitlements of sponsorships are met Maintain up to date list of sponsors Help collect sponsor logos and write-ups for conference materials Work with sub-committee to ensure accurate sponsor acknowledgement In collaboration with the committee, manage all aspects of the exhibition including: registration and the provision of logistical support for the trade show (coordinate all arrangements for exhibits including floor plans, set-up and delivery of materials, brokerage; ensure exhibitors have full information regarding signage, technical installation) Management of all on-site conference logistics and set up a conference registration desk including: arranging the assembly of onsite of delegate bags and name badge production; ensuring all meeting rooms are set-up and ready on time; managing onsite registration process; managing execution of all on-site services pre- and post-conference; managing set up and take down of all conference related materials; coordination of exhibition hall; managing the execution of all food, catering and beverage requirements; managing the execution of entertainment; attend on-site meetings as required; handling emergencies or unforeseen problems on-site. Report to HC and sub-committees on regular basis to provide financial and general updates and see approvals as required Prepare and submit all forms/payment claims etc. Follow up on all conference accounts receivable and accounts payable as required Complete all conference follow up where required
Mid Year Meeting Report – March 2013 pg. 5
1f Conference Planner Contract
The Conference Planner Contract is available in Appendix A.
Section 2 ERAPPA 2013 Professional Development Committee
Committee Rex Geradine, Syracuse University Co-Chairs: John Moore, Rochester Institute of Technology
Committee Greg Lischke, SUNY Brockport Members: Paul Harris, University of Rochester Bridgette Anderson, SUNY Dutchess Community College Paula Anne Lichvar, Syracuse University
2a Summary
The 2013 Annual Meeting will be a celebration of ERAPPA’s 63rd anniversary; the theme for the meeting is “Focusing on the Future.” The theme plays off Rochester’s long history all the while focusing on the innovation and change permeating our industry. Professional development programming for this meeting will be future-focused and designed to assist educational facilities professionals to move forward.
2b Call for Presentations
The Host Committee Professional Development Committee distributed its Call for Presentations entirely electronically, through Magnet Mail and via the website. The Call was first put out December 11, 2012, with a first reminder sent January 4, 2013. The original deadline for submissions was February 1, 2013; however, due to the small number of submissions, the deadline was extended until February 15, 2013 and was communicated through a second reminder e-mail and a final reminder email was sent February 14, 2013. A total of 131 submissions were received. The Host Committee Professional Development Committee is working with the ERAPPA Professional Development Committee to review each submission and determine its quality and applicability to the theme and audience.
The Call for Presentations is available in Appendix B.
2c Monday Keynote Speaker Contract
The Monday Keynote Speaker Contract is available in Appendix D, Item 1.
2d Monday Keynote Speaker Bio pg. 6 www.erappa2013.org
Monday’s Keynote Speaker for ERAPPA 2013 is Erik Wahl. The following is a biography for Mr. Wahl:
Erik Wahl – The Art of Vision The Wahl Group
Erik Wahl, groundbreaking artist and communicator, challenges organizations to transcend mediocrity through creativity and originality. Drawing upon his experiences and understanding as an artist, Wahl passionately leads individuals to innovation and ingenuity.
Wahl holds a Bachelor's degree from the University of San Diego focusing on both art and business. After first working in the business world and playing with his art, he now plays in the business world by working with his art.
After much success in the corporate environment, he founded The Wahl Group, a consulting firm specifically designed to help organizations achieve extraordinary results with breakthrough thinking. Wahl's special blend of warmth, humor and experience engages audiences and assists them in identifying their unchallenged roadblocks to success. He is passionately committed to helping businesses explore new levels of vision and performance through creativity.
Wahl's program, The Art of Vision, is uniquely designed to channel innovative strategies to create extraordinary results. By breaking apart the traditional rules, Erik Wahl challenges and inspires organizations to re-define their commonly held assumptions and misconceptions about vision, goals, success and creativity. And, ultimately, each program ends with a live, dynamically choreographed painting that leaves the audience in awe.
2e Tuesday Plenary Speaker Contract
The Tuesday Plenary Speaker Contract is available in Appendix D, Item 2.
2f Tuesday Plenary Speaker Bio
Mid Year Meeting Report – March 2013 pg. 7
Tuesday’s Keynote Speaker for ERAPPA 2013 is Dan Thurmon. The following is a biography for Mr. Thurmon:
Dan Thurmon, CSP began his entrepreneurial career when he was eleven years old after learning to juggle at a renaissance festival. That one event uncovered a passion for inspiring audiences that has only grown over time. As an entertainer, Dan has appeared at thousands of events across the country and overseas. His performing credits include national television appearances and collaborations with major musical artists. He has also traveled to the front lines of Iraq and Afghanistan to entertain and encourage US Armed Forces.
Dan’s performing experience taught him the essentials to consistently deliver superior performances on and off the stage. Those lessons, combined with a business education and thirst for motivational influences, led him to develop an original communication style as he built a successful company.
Dan is author of the book Success in Action and President of Motivation Works, Inc., an international speaking and entertainment firm. He teaches audiences how to manage the demands of their busy lives with increased focus and decisive action. His unique programs always blend meaningful content with emotionally charged performances.
Dan is a graduate of the University of Georgia with a degree in Marketing. He has also studied business management, music, theater, acting, dance, gymnastics, and aviation. Dan has achieved the highest earned award of the National Speakers Association, receiving the elite designation of “Certified Speaking Professional.” He currently lives in the Atlanta area with his wife, Shelia, and their children, Eddie and Maggie.
pg. 8 www.erappa2013.org
2h Collaboration with the ERAPPA Professional Development Committee
The ERAPPA 2013 Professional Development Committee includes Christine Matheson from the ERAPPA Professional Development Committee as a member, in a role as liaison between the two committees. In addition, the March 2013 mid-year meeting provides an opportunity for the two committees to work in a collaborative way, primarily with the selection of speakers and session presenters for the ERAPPA 2013 Conference. This joint effort will assure the highest quality educational opportunities for attendees.
2i Schedule of Events
Educational sessions are scheduled for one hour each, with a five-track format, and seven sessions per track over a two-day period (Monday and Tuesday, September 30 and October 1). The five tracks are:
Emerging technologies and materials Planning, finance, and optimizing opportunities Developing human potential Sustainability Evolving standards, codes and regulations
Based on feedback from other recent ERAPPA conferences, we will not be including any formal educational programs on Wednesday morning. Also, given the addition of the Toolkit and after consultation with the ERAPPA VP for Professional Development, we have opted not to include an additional in-depth program concurrent with the five tracks.
2j Summary of Cost
Expenses for the general session speakers are comprised of the following costs:
Monday Keynote Speaker (Erik Wahl) $20,000 fee plus $1,500 travel expenses and hotel and ground transportation in Rochester
Tuesday Plenary Speaker (Dan Thurmon) $15,000 fee plus $1,000 flat travel fee plus hotel and meals
Mid Year Meeting Report – March 2013 pg. 9
Section 3 ERAPPA 2013 Communications
Committee Barry McHugh, University of Rochester Chairs: George Stooks, SUNY Geneseo
3a Summary
Publications and Promotions are on track with the established time line. ERAPPA 2012 and previous years’ conference feedback is being reviewed to ensure exceptional visibility and clear directions to conference attendees.
In keeping with the idea of sustainability, all avenues of electronic signage and marketing are being pursued. Electronic signage will be utilized as much as possible. Electronic signage cannot completely replace hard/easel board signs, but will be used to better promote our activities and venues.
Promotional material was generously distributed in Philadelphia in September . Promotional items included customized flashlights and glass visor clips, all of which contained our conference logo. We used these items to promote the conference at our winter NYAPPA meeting in January and to use up existing inventories on-site in Minneapolis in August. The ERAPPA 2013 wardrobe was also part of our advertising strategy. We wore our red and tan logo shirts as a group in Philly. The brochure as described in the Business Partner section was handed out at the 2012 Hall of Resources and our booth. We also had a giant layout of the floor plan which was color coded and as booths were sold such was indicated on the board. We also created small logo stickers that we placed on the attendees after we talked to them about the conference.
We created a video that looped which highlighted key areas of the conference and Rochester this was used our booth at both the NYAPPA Summer conference and ERAPPA 2012. An additional video was also designed to market the conference and showcases the anticipated experience for the attendees this was shown at the ERAPPA 2012 final lunch and also at the NYAPPA winter conference. A copy of the video will be given to each host chapter president to share with their chapter at the Mid Year Meeting and a copy will be given to the ERAPPA VP of Meetings to market at the APPA conference.
We remain sensitive to the feedback that conference mailings have, in the past, been quite numerous and bothersome. We are being careful to send thoughtful, accurate, and timely communications using Magnet Mail and will do our best not to overwhelm recipients with too much information or messages sent too often.
A final design of the conference signage has yet to be developed.
3b Conference Logo
Established early in 2011, our 2013 conference logo has already been employed in marketing material and host committee clothing. Initially displayed in Halifax 2011, our ERAPPA 2013 logo has received numerous positive comments. pg. 10 www.erappa2013.org
The logo design is comprised of three parts: Part One - the past, is depicted through the “camera lens” graphic to the right illustrating part of the history of the 2013 Conference Host City of Rochester New York, the home of George Eastman (the founder Kodak Company) and the Eastman House International Museum of Photography and Film; Part Two - the present, is represented by the stylized flower on the left which mimics the City of Rochester Icon; and, Part Three – the future, where the “focus” (looking ahead) is illustrated by both the eye shape and the camera lens elements.
3c Conference Publications
Participant List – to be developed Awards and Recognition Ceremony – to be developed Conference Program – to be developed Conference Pocket Guide – to be developed
We are also hoping to use the Guidebook conference app which was initially launched at ERAPPA 2012.
3d ERAPPA 2013 Website
The conference website (www.erappa2013.org) has been up and running since Philadelphia. The website can also be accessed via the NYAPPA chapter website (www.erappa.org/NYAPPA) and the region website (www.erappa.org). Each section has current information for its applicable area. Conference registration is projected to go live on June 1, 2013. Presently we have 11 sections on the website: Welcome, Location, Hotel, Exhibition Schedule, Call for Presentations, Professional Development, Special Events and Tours, Business Partners, Booth Registration, Registered Exhibitors, and Contact. We have included important information about the Rochester area and included links to must see attractions. Hotel information and links for reservations are included. Under Professional Development, we currently are highlighting our Keynote and Plenary speakers. Under the Call for Presentations tab we have included the call announcement, along with instructions for submitting papers. We have information on the golf tournament as well as the spouse/guest tours listed under Special Events and tours. The registered exhibitors tab allows the business partners to see who will be attending and provides information for the institutional member considering attendance.
Mid Year Meeting Report – March 2013 pg. 11
The website will be frequently updated to ensure that the most accurate and timely information is available to registrants and attendees.
3e Magnet Mail
The ERAPPA 2013 Host Committee is using ERAPPA’s Magnet Mail account for all conference correspondence.
To date, we have sent out three mailings for the Call For Presentations and one for Business Partner solicitation. We will follow through with additional save-the-date reminders and registration e-mails.
We are concerned about overwhelming members and business partners with e-mail, while at the same time concerned about doing an effective job marketing the conference.
3f Registration System Summary
Registration for the exhibitors and business partner sponsorship has been open since September 2012. Presently we have sold to date 68 booths. Registration for the conference participants is scheduled to open in June 2013. BTI, ERAPPA 2013 Conference planner will be working closely with APPA to use APPA’s registration system for the annual meeting. We hope that based on lessons learned from the initial use for ERAPPA 2012 that all will be seamless for the attendees.
Section 4 ERAPPA 2013 Hotel, Registration, & Transportation Committee
Co-Chairs: Barry McHugh and George Stooks pg. 12 www.erappa2013.org
Conference Planner: BTI, Yvonne Shaw
4a Summary
The ERAPPA 2013 co-chairs have been working closely with our conference planner to provide a positive experience for all attendees in terms of hotel and convention center, quality and comfort of accommodations, meeting rooms, meals, transportation, and logistical needs throughout the 2013 Conference.
4b Hotel Room Costs and Blocks
We have two hotels, the Hyatt Regency Rochester (host hotel) which is attached to the convention center and the Rochester Plaza which is two blocks from the convention center. The rates at Hyatt Regency are $129 USD single/$139 USD double occupancy a night for the conference and Rochester Plaza Hotel are $125 USD single/double occupancy. In addition the Rochester Plaza presently is undergoing a major over-hall with completion June 2013. A total of 1,430 room nights have been reserved. Pre and post night stays will be available at the conference rate based on availability. The hotels both have been open for reservations since the end of the ERAPPA 2012 conference. Phone numbers and links to reservations are listed on the website.
The hotel and convention center contracts are located in Appendix C, Item 1.
4c Food, Food Counts, and Cost of Food
Menus are being developed for the conference and appear to be under the budgeted amounts reflected in the overall conference budget. Details on the counts and budget costs will be discussed in Section 8 Finance. Food counts will be managed through close monitoring of registration counts, historical counts, and actual attendance. We are fortunate that the convention center and hotel food costs are lower than what most often is paid in high end urban settings. We are confident we will be able to offer quality menu options while focusing on the local specialties of the region.
4d Function Grid
A function grid detailing each event set-up and food requirements is being developed and a draft is included as a supplement.
Mid Year Meeting Report – March 2013 pg. 13
4e Hotel Floor Plans & Capacity Chart
Educational Sessions
General Session and Meals and Hall of Resources
pg. 14 www.erappa2013.org
Mid Year Meeting Report – March 2013 pg. 15
4f Transportation
Logistical transportation requirements will be provided by Golden Memories using both motor coaches and vans. Contracts are in negotiation and will be provided post Mid-year. Transportation is being provided to the following venues: George Eastman House (Saturday), Golf Course ( Sunday), Campus Tour (Sunday), Museum Tour (Sunday), NY Wine & Culinary (Monday), ARTISANworks (Monday), and Erie Canal Cruise (Tuesday).
The hotels both provide complimentary transportation services from both the airport and rail stations in Rochester.
4g Hotel Status
One of Western New York's finest upscale hotels that has built a strong reputation for superb convention, corporate, and leisure facilities and attentive service. The Hyatt completed a full renovation in Spring of 2011. A 338-room modern tower with over 13,000 sq ft of meeting space, the hotel is in the heart of downtown and creates a dramatic, elegant presence. Salmon tones, Italian marble, Australian lacewood covered walls and dramatic columns further enhance our guest's first impressions. Centrally located in the heart of the city, the Hyatt Regency Rochester is conveniently accessible to all major expressways and is only 15 minutes from the NYS Thruway. The hotel is connected via an enclosed walkway to the Rochester Riverside Convention Center.
The 338 guest rooms include 18 suites, Respire by Hyatt– Hypo allergenic rooms, and a third of the hotel inventory is king bedded rooms. All of the rooms are comfortably appointed and suited for the business traveler.
The Rochester Plaza Hotel & Conference Center is downtown Rochester, NY's preeminent facility. Kodak, the Federal Court, Local and State Government offices, banks, Xerox, and the award winning Rochester Riverside Convention Center are all within walking distance. Presently the hotel is under renovation to be completed by June 2013. Rochester Plaza is located in the center of the city on the Genesee River, the hotel is adjacent to the historic High Falls neighborhood, the East End entertainment district, and the St. Paul Quarter. The Rochester Plaza Hotel and Conference Center features 362 spacious rooms and suites.
We are confident with the aggressive rates, amenities, and close proximity to the convention center that both locations will be a sellout. The host committee and our conference planner will be monitoring inventory levels with the properties to ensure we are meeting our contractual obligations. pg. 16 www.erappa2013.org
Section 5 ERAPPA 2013 Business Partner Committee
Committee John McEnrue, SUNY New Paltz Co-Chairs: Greg Lischke, SUNY Brockport
5a Summary
The objective of the Business Partner Committee is to put together a financially sound package to support the ERAPPA 2013 conference. Business Partners will have the opportunity to select different sponsorship levels embedded within the booth cost. In addition, once a sponsorship level has been selected, the location of the booth within the business partner area may be chosen as it applies to that level of sponsorship. Our business partners bring an educational component that enhances the overall conference for attendees. Demonstration of their services and equipment lend a “hands-on” educational approach that allows attendees to see and discuss actual issue(s) with business partners. This is imperative in the overall networking process between our APPA members and business partners.
ERAPPA 2013 Business Partner Committee has and will work very closely with BTI to develop the following:
Sponsorship Opportunities ERAPPA 2013 Business Partner Package Solicit Sponsorship Opportunities to support the Conference Coordinate Business Partner chosen Booth Locations for Sold Sponsorship Levels
5b Status
To date, the Business Partner Committee and BTI have contracted with Great Lakes Events for hall of resources services including booth (pipe, drape, carpet, sign and table) setup and teardown during event; successfully established a booth layout (with sponsorship assignments); coordinated with the Rochester Riverside Convention Center on food and beverage table locations and power for booths; provided a detailed “Invitation to Business Partners” for ERAPPA 2013; drawn up and edited an agreement between Exhibitors and ERAPPA 2013; devised comprehensive registration options and a benefits matrix for our “Exhibitors / Business Partners;” and is tracking registrations through web site hosted by BTI. We were advised by the ERAPPA board that we should establish in advance member and non-member booth costs. There is some confusion by the business partner as to whether they are members of ERAPPA, APPA or NYAPPA. Our conference planner has been working closely with the VP of Membership of ERAPPA to make sure appropriate rates are being paid.
Emails have been sent out via magnet mail to past and potential business partners as well as generated invites through our website to past NYAPPA business partners. We continue to add potential companies to our database.
Mid Year Meeting Report – March 2013 pg. 17
Exhibitor/Sponsorship Opportunities ERAPPA 2013has followed the successful model adopted by the last four conferences in Philadelphia, Halifax, Pittsburgh, and Portland. Sponsorship opportunities are tied to both events and packages.
Each business partner is given an equal opportunity to sponsor something in conjunction with their booth cost. Committee members have been active in discussing ERAPPA 2013 with all potential business partners with whom they make contact with during their normal workdays. Based on where sponsorships are at mid-year we may need to look at other strategies.
Exhibitor/ Business Partner Booth Layout The booth layout was coordinated closely with the Business Partner Committee, Great Lakes Events, and the Rochester Riverside Convention Center. A full color depiction of the layout was handed out in Philly and is provided online on the ERAPPA 2013 website. Booths for sponsorship were selected based on the higher the sponsorship, the more exposure in the hall. Higher sponsorship booths are located near the food and beverage areas where people tend to congregate. We also were asked by the ERAPPA Board to incorporate 10 Ambassador level booths which are a step up from the exhibitor level and will help fund registration waivers for institutional members attending the conference.
Business Partners may select their booth at the same time they purchase sponsorship. Booth placement is based upon a “first-pay/first-select” basis. Booth spaces are 8 ft. x 10 ft.
Exhibitor/Business Partner Coordination BTI has been handling the registration phase, as well as tracking registration with regard to level of sponsorship.
One-on-one coordination is also done with Exhibitors/Business Partners when specific questions need to be answered, etc.
5c Anticipated BP Attendance Figures & Budget Impact
The following are the level of sponsorships:
ARTISAN Sponsor 1 @ $20,000 (non-member $21,625) FOCUS Sponsor 4 @ $10,000 (non-member $10,625) PLATINUM Sponsor 6 @ $7,500 (non-member $8,125) GOLD Sponsor 23 @ $5,500 (non-member $6,125) SILVER Sponsor 14 @ $4,500 (non-member $5,125) AMBASSADOR Level 10 @ $3,615 (non-member $4,240) EXHIBITOR Level 42 @ $3,115 (non-member $3,740)
A supplemental handout is being provided with current sponsorship sales figures
pg. 18 www.erappa2013.org
5d Hall of Resources Schedule
The Hall of Resources in the South Hall at the Rochester Riverside Convention Center will be open throughout most of the ERAPPA 2013 educational conference. All exhibit booths must remain intact until the official closing hour. It is the Business Partner Committee’s decision to allow the maximum amount of exposure time to our Exhibitors/Business Partners.
1. Sunday / September 29, 2013 Noon-- setup 6:00 – 8:00p.m.- Opening ceremony/ reception
2. Monday / September 30, 2013 7:00a.m.-4:00p.m.- Hall Open
3. Tuesday / October 1, 2013 7:00a.m.- Noon- Hall Open Noon-3:00p.m.- BREAKDOWN
5e Recognition of Business Partners
The Business Partner Committee is diligently making personal contact with potential Exhibitors/Business Partners for ERAPPA 2013. Additionally, other members of the Host Committee have been networking with Business Partners with whom they have had contact in the past.
5f Sponsorship and Exhibitor Packet
The Sponsorship and Exhibitor Packet is below. This document contains the Invitation to Business Partners, the Sponsorship Opportunities, and the Hall of Resources Map.
The contract for the service provider for the Hall of Resources is available in Appendix C, Item 2.
Mid Year Meeting Report – March 2013 pg. 19
pg. 20 www.erappa2013.org
Section 6 ERAPPA 2013 Entertainment, Spouse/Guest & Special Events Committee
Committee Nasrin Parvizi, SUNY Cortland Chairs: George Stooks, SUNY Geneseo
Committee Debbie Foster, University of Rochester Members:
6a Summary
The entertainment, events, and spouse/guest program committee has been working to provide a wide array of enjoyable, high quality, and affordable events for all conference attendees. Our hope is that the slate of events and entertainment, meals and hotel accommodations will result in a memorable conference experience.
The main focus of the spouse/guest program is to provide a variety of local experiences, at an affordable cost to participants. The program is designed to highlight some attractions of the Rochester area that will give the participants an exposure to the local history as well as a memorable experience.
Mid Year Meeting Report – March 2013 pg. 21
6b Schedule of Events
Sunday Spouse/Guest Event – Sept. 29, 2013 Museum Art Walk-Tour Memorial Art Gallery, Rochester’s Art Walk and lunch at Starry Night Café, and George Eastman House
Monday Spouse/Guest Event – New York Wine & Culinary Center, Hands on Cooking Sept. 30, 2013 Class Monday Evening Event – ARTISANworks
Tuesday Spouse/Guest Event – Erie Canal Lunch Cruise October 1, 2013 Cocktail Reception and Awards Banquet with entertainment
Wednesday Fun Walk/Run October 2, 2013
6c Estimate of Support Staff Requirements
The host committee will be providing staff to assist with the spouse/guest events as well as volunteers for the campus tours and Monday night event. BTI will be assisting throughout with all tours and events.
6d Description of Events
University of Rochester Tour The 154-acre River Campus—the main campus—is located about two miles south of downtown Rochester, New York, in a bend in the Genesee River.
The Eastman Quadrangle is named for University benefactor and Eastman Kodak founder, George Eastman. The centerpiece of the River Campus, the "Quad" is the academic home of the Faculty of Arts, Sciences and Engineering, defined by the original River Campus buildings—including the landmark Rush Rhees Library—that were opened to students in 1930. The River Campus is also home to the Simon Graduate School of Business Administration and the Warner School of Education.
Rush Rhees Library—The dome of this majestic building, the University's central library, is the institution's unofficial symbol and a community landmark. The Hopeman Memorial Carillon, one of only six in New York State and some 180 on the entire continent, is housed here.
Wilson Commons—Student center designed by the internationally renowned architect I. M. Pei includes a stunning six-story glass atrium.
pg. 22 www.erappa2013.org
Robert B. Goergen Hall for Biomedical Engineering and Optics—Dedicated in Spring 2007, Goergen Hall is the new home of both the Institute of Optics—founded in 1929, it is the nation's first academic program in optics—and biomedical engineering—one of the College's newest and fastest growing departments. Goergen Hall is the first campus building designed with the sustainability standards set by the Leadership in Energy and Environmental Design (LEED) program in mind. For example, all paneling in the building is milled from bamboo, a renewable source of wood; motion detectors throughout the building work with lighting, energy, and air-handling systems to reduce energy use in unoccupied areas; and outside the building a newly created bioretention basin controls runoff and filters pollutants before they can enter the stormwater system.
Robert B. Goergen Athletic Center—Features the newly remodeled Speegle-Wilbraham Aquatic Center with state of the art Carbon Dioxide and Ultra-Violet filtration systems.
Interfaith Chapel—The tower of this University landmark rises to a point 117 feet above the Genesee River and has 6,500 square feet of colored glass walls—one of the largest glass constructions of its kind in the world.
Hutchison Hall - Which is located on the Hajim Engineering Quad has just added a newly remodeled 3000 sq ft teaching lab for undergraduate work with 13 state of the art ductless fume hoods and 2 ducted hoods which also double as room exhaust. This renovation has been featured in a number of trade journals and has been nominated for a national award.
Eastman School Tour
Eastman's downtown campus, located on Gibbs Street, is in the heart of Rochester's cultural district. In addition to Eastman's large ensembles, the Rochester Philharmonic Orchestra is based in Eastman Theatre, and the Rochester International Jazz Festival fills venues in and around campus each June.
Eastman Theatre—Since its opening in 1922, the Eastman Theatre has been one of Rochester's preeminent performance spaces. The 3,094-seat theatre was built by George Eastman as a center for music, dance, and silent film with live orchestral and organ accompaniment. Today, it is the primary performance hall for the Eastman School's larger orchestras, wind ensembles, jazz ensembles, and chorale.
The renovation of Eastman Theatre stage, the first of two phases of renovations planned for the Theatre, was completed in October 2004. The greatly improved stage includes, among other things, a stunning new custom shell that will enhance acoustics; an improved orchestra pit, with all-new mechanics and hydraulics; new rigging; and improved stage lighting.
Museum Art Walk First stop will be the Memorial Art Gallery. Since its founding in 1913, the Memorial Art Gallery’s collection has grown from its first acquisition, the gift of a lappet of lace, to a holding of more than 12,000 works of art. Representing cultures from around the world and across millennia, the permanent collection is renowned for its breadth and its quality. ARTWalk is an interactive outdoor museum, located on University Avenue between the Memorial Art Gallery and the George Eastman House. At the heart of the Neighborhood Of The Arts(NOTA) you will find Starry Nites Cafe.
Mid Year Meeting Report – March 2013 pg. 23
A must see when in Rochester- The George Eastman House International Museum of Photography and Film, the world’s oldest photography museum and one of the world’s oldest film archives, opened to the public in 1949 as an independent, non-profit museum. It combines the world’s leading collections of photography and film with the stately pleasures of the landmark Colonial Revival mansion and gardens that George Eastman called home from 1905 to 1932. The Museum is a National Historic Landmark. Mr. Eastman, the founder of Eastman Kodak Company, is heralded as the father of modern photography and motion picture film.
Included in the museum tour all admissions to the museums, guide, lunch voucher, and transportation. Guests will depart the convention center at 10:30 a.m. and return by 4:45p.m. The projected cost per person is $30.00.
New York Wine & Culinary Center What makes New York Wine & Culinary Center special, is their mission “to promote NYS agriculture by using NYS wines, beer, spirits and food while supporting local growers and producers. Their staff is passionate about making your event special. Menus are designed to offer a wide range of choices available in their many unique settings while maintaining the highest standards of hospitality and service”
Guests will experience a 1 hour hands-on cooking class, lunch (everyone enjoys the meal they‘ve prepared), complimentary glass of wine, garden tour, and the gift shop.
Guests will depart the convention center at 9:30a.m. and return by 2:00p.m. The projected cost per person is $75.00 includes transportation, lunch, garden tour, wine and class.
Erie Canal Lunch Cruise The Colonial Belle offers the best day trip value for your New York travel budget. Many of our departing passengers tell us "The Colonial Belle is one of the most enjoyable outings in New York State." They are located on the northern edge of the Finger Lakes region, famous for its wine tours as well as its scenic beauty. The Rochester area is a favorite New York tourism destination and provides many leisure activities and events.
Cruise Tour includes (1) lock, canal/history narrative, downtown Fairport, lunch, and Pittsford Village. Guests will depart the convention center at 9:30a.m. and return by 3:30p.m. The projected cost per person is $40.00 includes transportation, guide, lunch and cruise.
Monday night event, ARTISANworks ARTISANworks is not a Museum. What ARTISANworks is-- a 21st Century art space in which they honor successful, prominent artists and their works. Built in 1926 as the Farrell Factory Building where the U.S. Navy manufactured cannons. ARTISANworks today occupies the $4 million dollar renovated facility that can fulfill any event’s requirements. At ARTISANworks you can live, taste, explore, discover and play amidst the art! You definitely will not want to miss this experience.
Tuesday night Awards Banquet pg. 24 www.erappa2013.org
The banquet will take place in the North Hall at the Rochester Riverside Convention Center. The backdrop for the evening’s festivities includes a Casino Night and musical entertainment. We promise to provide a memorable experience.
Fun Walk/Run This popular conference closing event will take place right outside the hotel property the route is the Genesee River Trailway. Participants will see the High Falls area and hit the small parks and trail bridge of the University of Rochester.
6e ERAPPA 2010 Golf Committee
Committee Jeff Foster, University of Rochester Chair:
Committee Members: Kevin Thompson, University of Buffalo George Stooks, SUNY Geneseo
6e1 Summary
The committee met in order to experience several local courses in the Rochester area. The charge of the committee is to select a golf course, to put together a format, and to coordinate the planning for the event. Our goal was to find a challenging, enjoyable course to play and appropriate for such an outing. The following four tasks are taking shape as part of the golf committee: budget, refreshments/meals, sponsors (part of the business partner committee), and prizes.
6e2 Golf Tournament Information
A scramble format will be used for the September 29, 2013 golf outing with a shotgun start at 8 a.m. at the Mill Creek Golf Club, 128 Cedars Avenue, Churchville, NY 14428. A contract for 72 participants has been established with Mill Creek Golf Club. The outing fee of $95 per person, plus funding from the overall budget will provide for the following:
Greens fee & cart for 72 players Breakfast Buffet and Lunch Prizes: TBD Gifts: TBD Snack Cart Signage Transportation to and from the Golf Course
The schedule for the day’s event will be as follows: 6:30 a.m. – Bus leaves convention center for golf course 7:00 a.m. – Breakfast served and practice facilities open 8:00 a.m. – Tournament starts with shotgun start 1:00 p.m. – Lunch and awards immediately after golf completion
Mid Year Meeting Report – March 2013 pg. 25
2:30 p.m. – Bus returns to convention center
6e3 Golf Course Information
The ERAPPA 2013 Annual Meeting golf outing will be held at the Mill Creek Golf Club. This land on which Mill Creek Golf Club sits, plays on, off and around the highest point in Monroe County with views to the east of the Rochester skyline and the rolling hills of the Finger Lakes to the south. Rochester’s newest 18 hole championship course integrates the spirit of the unique glacial drumlin that bisects 320 acres of forested rolling hills, windswept fescues, rock creeks and waterfalls.
The renowned golf course design team of Raymond Hearn and Paul Albanese have created this unique course by blending the natural aesthetics of the
land with the risk/reward factors of a well-crafted challenge.
6e4 Golf Contract
The Golf Contract is available in Appendix E, Item 2.
Section 8 ERAPPA 2013 Finance Committee
Committee Mark Frost, Siena College Chair:
8a Introduction
The responsibility of the Finance Committee is to develop a balanced budget for the conference and to manage revenues and expenses to meet the financial goals of the Eastern Region.
pg. 26 www.erappa2013.org
8b Budget Philosophy
In preparing the budget for this meeting, the Finance Committee has worked with the information from the past three annual meetings along with significant input from our VP of Annual Meetings, Beth Clark and our conference planner BTI. We have constructed a budget which reflects reasonable costs for our members and Business Partners. In addition, the expenses provide for an outstanding educational opportunity along with great entertainment and networking. The committee understands the economic constraints for both institutional members and Business Partners and has taken a conservative approach with our expenses.
8c Status
The Finance Committee is comfortable at this point that the business partner revenue appears to be coming in as projected and that our institutional member participation will be met. Expenses appear to be in line with the budget and contracts have been awarded for most large expense items. Our pre-conference expenses appear to be under budget. Our exhibitor costs and hotel expenses appear to be on budget along with meals, speakers, entertainment, and transportation. Overall, we are confident that the planned outcome of this meeting can be met.
8d Conference Budget
The entire Conference Budget is a supplemental handout.
Mid Year Meeting Report – March 2013 pg. 27
pg. 28 www.erappa2013.org