EVENT RESUME A. EVENT PROFILE
EVENT: PCMA CONVENING LEADERS HOST ORGANIZATION:
Professional Convention Management Association (PCMA) 35 E. Wacker Drive, Suite 500 Chicago, IL 60601 USA www.pcma.org www.conveningleaders.org
ABOUT PCMA:
Headquartered in Chicago, PCMA represents more than 7,000 meeting industry leaders from 17 chapters in the United States, Canada and Mexico. Our members include planner professionals, suppliers, faculty and students. Aside from students and faculty, members are categorized as either a professional or supplier based on their position.
PCMA membership is nearly an even split between suppliers and professionals (54% professional; 46% supplier). Both types of members are comprised of people at all levels within their organization.
• 55% of PCMA members are directors or higher in their organization including: 7% (presidents and c-level executives), 14% (vice presidents), 28% (directors), 2% (regional VPs or sales directors) and 6% (national sales or sales in general). • 68% of PCMA members have 10+ years of experience in the industry. • 78% are key decision-makers for their organization. • 40% are professionals in associations with 10,000+ members. • 23% are corporate or independent planner professionals. • PCMA members plan on average 34 meetings per year. • Almost 30% of PCMA planners annual conferences result in more than $5 million in economic value
PCMA is the professional resource and premier educator for the meetings and convention industry. An international association, PCMA offers professionals in the meetings and conventions industry unparalleled
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education and networking opportunities. PCMA empowers members with the tools they need to succeed as meeting professionals and to promote the value of the industry to their organizations and the general public.
ABOUT CONVENING LEADERS:
One of the ways in which PCMA achieves its mission is by hosting more than 4,000 industry professionals at its January annual meeting: Convening Leaders. The Annual Meeting consists of more than 120 educational sessions and networking events. PCMA strives to offer leading edge and creative solutions to introduce Convening Leaders attendees to concepts, tools and applications they may utilize for their organizations and meetings/events. As the leading meetings industry association, PCMA purposely hosts the first annual meeting of the year. PCMA strives to showcase new, creative and “cutting edge” sessions and events with flawless execution.
ATTENDEE PROFILE
Expected Total Event Attendance: 3500 - 4000
Number of Pre-Registered Attendees: 3,842
Number of Domestic Attendees: 3,405
Number of International Attendees (outside North America): 437
B. KEY DATES, TIMES, & LOCATIONS The following outlines larger/key Convening Leaders events, but is not a comprehensive schedule of events. Please refer to the complete Schedule of Events (Part II of the Event Specifications Guide) for a comprehensive listing of all events/activities.
PRIMARY EVENT FACILITY:
Moscone South for all events Monday – Wednesday unless otherwise noted. The Hilton San Francisco Union Square and the Marriott Marquis will co-host the 2020 Pre-Conference events.
PCMA CO-HEADQUARTER HOTELS:
Hilton San Francisco Union Square Marriott Marquis
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ADDITIONAL PCMA HOTELS: The Fairmont, Four Seasons, Grand Hyatt, Hotel Nikko, Hotel Zelos, Hotel Zetta, InterContinental, Palace Hotel, Hilton Parc 55, Park Central, St. Regis, The W, Virgin Hotel and Westin St. Francis
PUBLISHED EVENT START DATE:
Sunday, January 5, 2020 (pre-meeting programs begin Friday, January 3, 2020)
Event Move-in/Set-up begins Wednesday, January 2, 2019
PUBLISHED EVENT END DATE:
Wednesday, January 8, 2020
Event Move-out/Tear-down ends Thursday, January 9, 2020
PCMA CONVENING LEADERS REGISTRATION:
Full conference registration will be available in Moscone Center South on both Saturday and Sunday.
Saturday, January 4, 2020 12:00pm – 5:00pm
Sunday, January 5, 2020 9:00am – 7:30pm
Monday, January 6, 2020 8:00am – 4:30pm
Tuesday, January 7, 2020 8:00am – 4:00pm
Wednesday, January 8, 2020 8:00am – 12:00pm
PCMA HQ OFFICE: Location: MR 105 Hours: Saturday, January 4, 2020 8:00 am – 5:00 pm Sunday, January 5, 2020 8:00 am – 4:00 pm Monday, January 6, 2020 7:00 am – 4:30 pm
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Tuesday, January 7, 2020 7:00 am – 4:00 pm Wednesday, January 8, 2020 7:00 am – Noon
PCMA NEW BOARD ORIENTATION: Location: Marriott Marquis – Foothill G1 Friday, January 3, 2020 3:00pm – 5:00pm
PCMA BOARD OF TRUSTEES BREAKFAST: Location: Marriot Marquis- Golden Gate A Saturday, January 4, 2020 8:00am – 9:00am
PCMA BOARD OF TRUSTEES MEETING: Location: Marriott Marquis – Golden Gate B Saturday, January 4, 2020 9:00am – 12:00pm
PCMA JOINT BOARD LUNCH: Location: Marriott Marquis – Golden Gate A Saturday, January 4, 2020 12:00pm – 1:00pm
PCMA BOARD OF DIRECTORS MEETING: Location: Marriott Marquis – Golden Gate B Saturday, January 4, 2020 1:00 pm – 5:00 pm
PCMA JOINT BOARD DINNER: Location: Westin St. Francis Saturday, January 4, 2020 6:30pm – 8:30pm
PCMA Main Stage: The Main Stage will be located in the Moscone South – Hall C
Monday, January 6, 2020 • Opening Main Stage 9:00 am – 10:30 am
Tuesday, January 7, 2020 • Main Stage(s) 9:00 am – 10:15 am & 3:15 pm – 4:15 pm
Wednesday, January 8, 2020 • Closing Main Stage 10:30 am – 12:00 pm
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PCMA U: Location: Hilton Union Square, Continental Ballroom 4 Sunday, January 5, 2020 12:45pm – 3:30pm
Innovate & Elevate Arena*: Location: Moscone South – Hall B/D • Monday, January 6, 2020 8:00am – 4:30pm • Tuesday, January 7, 2020 8:00am – 4:00pm • Wednesday, January 8, 2020 8:00am – 12:00pm *Innovate & Elevate will not officially be open during Main Stage and Luncheons, but we cannot close doors to the space, we anticipate traffic there throughout the entire day.
PCMA Networking Coffee: Monday, January 6, 2020 Networking Coffee Location: Moscone South – South Hall Foyer 8:00 am – 8:45 am
Tuesday, January 7, 2020 Networking Coffee Location: Moscone South – South Hall Foyer 8:00 am – 8:45 am
Wednesday, January 8, 2020 Networking Coffee Location: Moscone South – South Hall Foyer 8:00 am – 8:45 am
PCMA LUNCHEONS: Monday, January 6, 2020 Luncheon (Sponsored by IMEX) Location: Moscone South - Hall A 12:30 pm – 1:30 pm
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Tuesday, January 7, 2020 Luncheon Location: Moscone South – Hall A 12:00 pm – 1:00 pm
PCMA RECEPTIONS: Sunday, January 5, 2020 • PCMA Chapter Receptions (ICW events planned by individual PCMA chapters) Location: Various Locations (see below) 4:30 pm – 6:00 pm o APAC – Hilton Union Square, Golden Gate 2 o Canada East and Canada West Chapters: TBD o Capital and Chesapeake Chapters: Hilton Union Square, Grand Ballroom o EMEA – Hilton Union Square, Golden Gate 8 o Greater Midwest Chapter: Intercontinental o Greater Philadelphia and New York Area Chapters: Table Top Tap House o Gulf States Chapter: JW Marriott, Skyline Room o Heartland Chapter: Grand Hyatt San Francisco o Mexico Chapter, Northern California, Southwest & Pacific Chapters: Palace Hotel o New England Chapter: Julia Morgan Ballroom, Merchants Exchange o Pacific Northwest Chapter: Julia Morgan Ballroom, Merchants Exchange o POWER Chapter: Hilton Union Square, Franciscan A Ballroom o Rocky Mountain Chapter: Press Club o Southeast Chapter: Julia Morgan Ballroom, Merchants Exchange
• Opening Night Reception Location: Pier 48 6:30 pm – 9:30 pm
Monday, January 6, 2020 • Chairmen’s Reception (by invitation) Location: The Palace Hotel – Garden Court 5:00pm – 6:00 pm • Stuart Ruff Lyon – Incoming Chairmen’s Reception (by invitation) Location: The Palace Hotel – Gold Room 6:00pm – 7:00pm
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• Party With a Purpose (PWAP) (ticketed event) Location: The Masonic Auditorium 8:00pm – 11:00pm
Tuesday, January 7, 2020 • Global Reception (by invitation) Location: Hilton Union Square – Yosemite Ballroom 5:30 pm – 6:30 pm • Networking Reception Location: Chase Center 7:00 pm – 10:00 pm
On Site Communications
The following PCMA Staff will be available via cell phone. Please call or text with questions/concerns:
PCMA Staff Areas of Responsibility Cell Phone
Tonya Almond, Events Hall C Arena, Main Stage, 312-656-5161 Partner Recognition, Open Space
Alison Milgram, Events AV, F&B, Electrical, Open 312-636-6764 Space, MOSCONE SOUTH Logistics
Amanda Kurtz, Events Registration and Housing, 248-909-9714 Room Drops, Team/Board Dinners
Corinne Tanda, Events Pre-Conference Events, 630-254-0649 PWAP, Fun Run, Namaste, Volunteers, Mobile App
Erin Shamus, Events Transportation, Mobile App, 313-622-1771 Signage, Partner Activations
Carrie Johnson, Education Main Stage, Leadership 773-304-6041 Summit,
Leslie Wingler, Education Studios (breakout education) 636-579-1296
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Zibby Aman, Education Innovate & Elevate Arena; 312-342-9147 Studios (breakout education)
Caitlin O’Malley Livestream/Mash Up Studio 773-329-3680
Sergiu Placinta, IT Internet, Network 413-768-7539 Connections
Erin Hayes, Experient Housing Vendor 330-888-2979
C. VIP INFORMATION Arrival/departure, room type/upgrades, billing/payment instructions and special requests, etc. will be provided via the PCMA Rooming List that Experient submits Tuesday, December 17, 2019. Board of Directors, Board of Trustees, PCMA President & CEO and VIP Speaker upgrades will be provided in the list. VIP amenities and transportation information to be provided directly to hotels by PCMA.
Marriott 6 rewards # 1/3/2020 1/9/2020 Gregory O'Dell IPO 134220302 1/3/2020 1/9/2020 6 Carol McGury IPO Marriott 1/1/2020 1/10/2020 9 Sherrif Karamat RT Marriott 1/4/2020 1/9/2020 5 Don Welsh IPO Marriott 1/3/2020 1/8/2020 5 Kerry Crockett IPO Marriott 1/3/2020 1/8/2020 5 Desiree Knight IPO Marriott 1/3/2020 1/7/2020 4 Leonard Hoops IPO Marriott 1/5/2020 1/8/2020 3 Gary Murakami IPO Marriott 1/3/2020 1/8/2020 5 William Reed IPO Marriott 1/3/2020 1/8/2020 5 Kelly Ricker IPO Marriott 1/3/2020 1/8/2020 5 John Loveless IPO Marriott 1/3/2020 1/8/2020 5 Doug Bennett IPO Marriott 1/3/2020 1/8/2020 5 Angie Ranalli IPO Marriott 1/3/2020 1/8/2020 5 Kirsten Olean IPO Marriott 1/4/2020 1/8/2020 4 Derrick Johnson IPO Marriott 1/3/2020 1/8/2020 5 Mary Pat Heftman IPO Marriott 1/1/2020 1/9/2020 8 Charles Starks IPO Marriott 1/3/2020 1/7/2020 4 Karen Malone IPO Marriott 1/3/2020 1/8/2020 5 Claire Smith IPO Marriott 1/2/2020 1/9/2020 7 Neil Brownlee IPO Marriott 1/5/2020 1/8/2020 3 Tony Lorenz IPO Marriott 1/3/2020 1/9/2020 6 Heidi Welker IPO Marriott PCMA 2020 Convening Leaders 8
1/3/2020 1/8/2020 5 Jerome Cito IPO Marriott 1/3/2020 1/7/2020 4 Janee Pelletier Jennifer Colvin IPO Marriott 1/3/2020 1/8/2020 5 Gladys O'Mahony IPO Marriott 1/2/2020 1/8/2020 6 Danielle Urbina IPO Marriott 1/2/2020 1/9/2020 7 Susan Euritt IPO Marriott 1/4/2020 1/8/2020 4 Robert Heard IPO Marriott 1/2/2020 1/9/2020 7 Valerie Sumner IPO Marriott 1/2/2020 1/8/2020 6 Stuart Ruff-Lyon IPO Marriott 1/3/2020 1/9/2020 6 Kathleen Ratcliffe IPO Marriott 1/3/2020 1/8/2020 5 Jennifer Erney IPO Marriott Peckinpaug 3 1/5/2020 1/8/2020 David h IPO W Hotel 1/2/2020 1/9/2020 7 Oscar Cerezales RT Marriott 1/6/2020 1/7/2020 1 Bozoma Saint John RT VIP - Hilton VIP- Requires 2 1/6/2020 1/8/2020 Gene Kranz RT King Bed, Hilton RT, 2 meals to 1/5/2020 1/7/2020 Simon Sinek master VIP - Hilton **The following board members have yet to be assigned housing: Weemin Ong, Amilie Parent, Frank Passanante, Carolyn Pund, Megan Tate, Christine Trimmer, Christopher Finelli
All PCMA Board of Directors and Board of Trustees should be placed in a View room with M Lounge access per the hotel agreement, unless otherwise indicated below.
• PCMA Staff:
o Sherrif Karamat, President & CEO, PCMA and PCMA Education Foundation – Vice Presidential One Bedroom Suite (1/01/2019 – 1/10/2019) Nights of the 1st, 2nd and 9th at the group rate.
o Don Welsh, - President & CEO, Destinations International - Vice Presidential One Bedroom Suite (1/04/2019 – 1/9/2019)
• PCMA Board of Directors:
o Executive Committee
▪ Chairman of the Board: Gregory O’Dell, President & Chief Executive Officer Events DC One-bedroom Presidential Suite (1/3/2019 – 1/9/2019)
▪ Chair-Elect: Stuart Ruff-Lyon, Vice President, Events and Education, Risk & Insurance Management Society, Inc. (RIMS)
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▪ Secretary-Treasurer: Kirsten Olean, Director of Meetings, American Society for Microbiology
▪ Immediate Past Chairman of the Board: Claire Smith, VP Sales & Marketing, Vancouver Convention Centre
o Directors
▪ Neil Brownlee, Head of Business Events, VisitScotland
▪ Kerry Crockett, Executive Director
▪ Robert Heard, Associate Exec. Director, American College of Emergency Physicians
▪ Leonard Hoops, President & CEO, Visit Indy
▪ Derrick M. Johnson, II, Executive Director, The National Behavioral Intervention Team Association
▪ Desiree Knight, Director, Education & Meetings, American Railway Engineering and Maintenance-of-Way Association
▪ Carol McGury, EVP, SmithBucklin
▪ WeeMin Ong, Executive Director, Marina Bay Sands Pte Ltd
▪ Amilie Parent, President, Showcare Event Solutions
▪ Frank Passanante, Senior Vice President – Hilton Worldwide Sales-Americas
▪ Janee Pelletier, VP, Communications & Events, Learning Undefeated
▪ Carolyn Pund, Global Events, Cisco Systems Inc.
▪ Kathleen Ratcliffe, President, Explore St. Louis
▪ Kelly Ricker, Executive Vice President, Events & Education, CompTIA
▪ Megan Tate, Chief Operating Officer, RAW AMZ
▪ Christine Trimmer, Vice-President of Membership, Marketing and Communications, The Society for Cardiovascular Angiography and Interventions Foundation
▪ Danielle Urbina, Vice President, Meetings, American Heart Association
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• PCMA Foundation Board of Trustees:
o Executive Committee
▪ Chair: Carol McGury, Executive Vice President, Events and Education Services, SmithBucklin – One-bedroom Presidential Suite (1/3/2019 – 1/9/2019)
▪ Chair-Elect: Valerie Sumner, Principal, VRS Meetings and Events, Inc.
▪ Angie Ranalli, Vice President of Sales-Midwest Region, San Diego Tourism Authority
▪ Immediate Past Chair: David Peckinpaugh, President, Maritz Global Events Inc.
Trustees:
▪ Douglas Bennett, Senior VP of Convention Development, Louisville Convention and Visitors Bureau
▪ Jerry Cito, Senior Vice President Convention Development, NYC & Company
▪ Jennifer Erney, Regional Vice President Sales, Associated Luxury Hotels International
▪ Susan Euritt, Principal, Ruckus Strategic Partnership Consulting, LLC
▪ Christopher Finelli, Regional Vice President Sales, Hyatt Sale Force, Hyatt Hotels Corporation
▪ Mary Pat Heftman, Vice Chair, Winsight Exhibitions
▪ Tony Lorenz, Chief Executive Officer, AlliedPRA
▪ John Loveless, Senior Vice President Exhibition Sales, GES
▪ Karen Malone, Vice President, Healthcare Information & Management Systems Society (HIMSS)
▪ Gary Murakami, Director Global Sales, MGM Resorts INternational
▪ Gregory O’Dell, President & Chief Executive Officer, Events DC
▪ William Reed, Chief Event Strategy Officer, American Society of Hematology
▪ Stuart Ruff-Lyon, Vice President, Events and Exhibitions, Risk & Insurance Management
▪ Charles Starks, President and CEO, Music City Center
▪ Heidi Welker, Sr. Vice President, Business Development & Industry Partnerships, Freeman AV Canada
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For more information on PCMA Board of Directors and photos, please visit: https://www.pcma.org/about/pcma-leadership/
PCMA Foundation Board of Trustees: https://foundation.pcma.org/about-pcma-foundation/leadership/?_ga=2.139317235.1584810502.1576516104- 1756694603.1559594753
D. ARRIVAL/DEPARTURE INFORMATION
Major Arrivals: Saturday, January 4, 2020 and Sunday, January 5, 2020
Major Departures: Wednesday, January 8, 2020 and Thursday, January 9, 2020
Luggage Storage Requirements: Heavy luggage storage requirements at all PCMA official hotels on Wednesday, January 8, 2020. Hotels please staff Bell Desks accordingly.
Coat/Luggage check at the Moscone South on Monday - Wednesday will be located in MR 101 on the Lobby Level South. There is no charge to attendees for this service.
Parking: Moscone Center does not include a public parking facility. Listed below are public parking garages in close proximity to the facility, each of which provide certain spaces reserved for use by authorized, handicapped individuals.
Fifth & Mission Parking Garage 833 Mission Street (between Fourth & Fifth streets, adjacent to Moscone West) (415) 982-8522 x18
Hearst Parking Center 45 Third Street (45 Third Street (entrance on Stevenson, 2 blocks from Moscone South/North) (415) 989-4000
Moscone Center Garage 255 Third Street (Folsom & Howard, across the street from Moscone South's Esplanade Ballroom) (415) 777-2782 (garage) (415) 538-7888 (office)
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Museum Parc Garage 300 Third Street (entrance on Third and on Folsom streets) (415) 348-0304
PCMA Official Hotel Hospitality Desks:
All official PCMA hotels will set up a Hospitality Desk to welcome attendees and provide helpful local and meeting information. Located in the hotel lobbies and staffed by host city volunteers (Saturday and Sunday) and hotel employees (Monday – Wednesday) – hotels to provide table/chairs, host city to provide staffing/signage. Providing beverages is required, providing food items is optional. PCMA to provide final program information, etc.
Required Hours:
Saturday, January 4, 2020 12:00pm – 5:00pm
Sunday, January 5, 2020 9:00am – 12:00pm and 4:00 – 6:00pm
Monday, January 6, 2020 7:30am – 12:00pm and 4:00 – 6:00pm
Tuesday, January 7, 2020 7:30am – 12:00pm and 4:00 – 6:00pm
Wednesday, January 8, 2020 7:30am – 12:00pm
E. HOUSING
Room Block(s) as of 12/09/19: For current room block pick-up please use your hotel’s login to ask the Experient 2019 CL Housing admin site.
Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Total
12/31 1/1 1/2 1/3 1/4 1/5 1/6 1/7 1/8 1/9 1/10 1/11 1/12
City Totals
0 30 69 349 1,517 3,110 3,128 3,034 600 42 6 1 0 11,886
*Hilton (Headquarter)
0 5 14 82 322 695 702 683 143 11 2 0 0 2,659
*Marriott (Headquarter)
0 10 26 84 254 410 411 397 89 7 1 1 0 1,690
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Fairmont
0 0 0 0 2 6 7 7 0 0 0 0 0 22
Four Seasons
0 0 0 1 11 27 28 25 5 0 0 0 0 97
Grand Hyatt
0 0 0 23 87 196 197 189 37 2 0 0 0 731
Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Total
12/31 1/1 1/2 1/3 1/4 1/5 1/6 1/7 1/8 1/9 1/10 1/11 1/12
Hotel Nikko
0 0 0 0 11 21 22 21 3 0 0 0 0 78
Hotel Zelos
0 0 0 0 19 39 39 39 6 1 0 0 0 143
Hotel Zetta
0 0 0 0 6 13 13 9 7 0 0 0 0 48
InterContinental
0 3 6 27 137 264 264 257 45 6 2 0 0 1,011
Palace
0 1 1 14 68 156 156 153 26 1 0 0 0 576
Parc 55
0 3 4 25 121 314 316 306 49 4 0 0 0 1,142
Park Central
0 3 3 23 107 246 244 235 41 2 0 0 0 904
St. Regis
0 0 0 2 18 43 46 44 10 0 0 0 0 163
W Hotel
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0 0 7 15 75 144 141 139 20 1 1 0 0 543
Westin
0 5 8 51 259 498 504 495 111 7 0 0 0 1,938
Virgin Hotel
0 0 0 2 20 38 38 35 8 0 0 0 0 141
Reservation Method:
Attendee hotel reservations are booked through Experient, PCMA’s Housing Vendor. Staff and VIP reservations will be submitted by PCMA as rooming list to Experient. Experient will submit all reservations to the PCMA Room Block via rooming list on December 17, 2019.
An Experient representative will be onsite beginning on Saturday, January 4, 2019. Should there be any housing questions, please contact Erin Hayes on 330-888-2979.
F. SAFETY, SECURITY, FIRST AID, EMERGENCY ACTION PLAN
PCMA’s official Emergency Action Plan will be provided to all hotels, Moscone Center and San Francisco Travel.
PCMA Contact in Case of Emergency /Crisis: Tonya Almond– Mobile Phone: 312.656.5161
Security guards and an EMT have been secured throughout the official conference dates of January 5-8, 2019 through Maloney Security and Moscone South. Should there be any questions regarding security please contact Alison Milgram on 312-636-6764
Accessibility for Persons with Disabilities:
The Americans with Disabilities Act (ADA) forbids discrimination against individuals with disabilities. In compliance with the ADA, all PCMA Convening Leaders official facilities, including Moscone Center and all official PCMA hotels, provide for reasonable accommodations to allow physically challenged individuals to participate in all Convening Leaders activities.
No Smoking Policy:
For the comfort and health of all attendees, smoking is not permitted at any PCMA functions. MOSCONE SOUTH and all public areas of all PCMA hotels are designated smoke-free environments and most PCMA official hotels are completely non-smoking facilities and do not offer smoking rooms. Designated outdoor smoking areas are available at the MOSCONE SOUTH and official PCMA hotels.
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Responsible Drinking Policy:
Recognizing the emphasis on networking done through receptions and social events and the potential for alcohol abuse, the PCMA Board of Directors has issued a statement encouraging responsible drinking. Supporting this policy, all PCMA sponsored receptions will offer nonalcoholic beers and soft drinks. Alcohol will not be served to anyone under the age of 21. G. FOOD & BEVERAGE Dietary Special Needs:
FOOD & BEVERAGE Dietary Special Needs: Approximately 15% of PCMA participants have a special request and/or a dietary need. To date we have the following known requests: (120) Vegetarian, (41) Vegan, (132) Gluten Free, (116) Shellfish, Seafood Allergy, (49) Nut Allergy, (57) Lactose Intolerant, (116) No Red Meat/Pork, (75) Pescatarian. Participants that have dietary needs will have a ticket identifying their specific needs for the Monday and Tuesday Lunches. The guest will present the ticket to the server who will serve the correct meal based on the needs at the same time as all other guests are served. This ticket must be returned to the participant to use for multiple days. H. SPECIAL ACTIVITIES/AREAS Community Service Activities:
• Hospitality Helping Hands – Registration/Breakfast/Lunch Marriott Marquis/San Francisco-Marin Food Bank Sunday, January 5, 2020 – 7:30am – 1:00pm
• Party With A Purpose – Masonic Auditorium Monday, January 6, 2020 – 8:00pm – 11:00pm
• Foundation Fun Run – Oracle Park/Willie Mays Plaza Monday, January 6, 2020 – 6:30 am-7:45 am
• Namaste with PCMA – Hilton Union Square, Imperial Ballroom Tuesday, January 7, 2020 – 7:00 am – 7:45 am
Fitness Activities:
All hotels should expect heavy usage of fitness facilities, especially early mornings Monday through Wednesday. All hotel fitness centers should be open 24/7.
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PCMA Partner Events/Areas:
The following are official PCMA Convening Leaders events/areas, Monday, January 6 – Wednesday, January 8, 2020; unless otherwise noted. Each activation is handled as ICW events (all arrangements/payment directly from these Partners):
O Lounge MOSCONE SOUTH – 152
Caesars Entertainment MOSCONE SOUTH – 153 Oxygen Bar
Hilton Hotels MOSCONE SOUTH – 202 Enhanced Lobby Bar Experience
Synchroncities MOSCONE SOUTH – 206
Meet Los Angeles MOSCONE SOUTH – 208
Destination Cleveland Lifestyle Studio MOSCONE SOUTH – 301 Offering immune boosting shots in the morning and blended coffee in the afternoon during break times.
Visit Britain MOSCONE SOUTH – 307 Furniture and signage in activation space
PSAV Inspiration Café & Connection Café (PSAV) MOSCONE SOUTH – 309 and 310/311
Experient Breakfast Monday, January 6, 2020 6:00am – 8:00am Marriott Marquis - Foothill C
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CMP Breakfast Tuesday, January 7, 2020 7:30 am – 8:30 am Hilton – Continental 5
The following partner locations/booths are located in MOSCONE SOUTH, Exhibit Halls B & D Monday, January 6 – Wednesday, January 8, 2020:
MOSCONE SOUTH – Hall B Montreal Breakfast in Bed (Tourism Montreal) Registration: Monday, January 6 – Tuesday, January 7, 2020
Room Service Breakfast in Bed: Wednesday, January 8, 2020 7:00am – 8:00am Room service breakfast served to approximately 500 PCMA planner attendees in all PCMA hotels.
2021 Convening Leaders Future Host City – Visit Houston Discover the Palm Beaches Discover Puerto Rico Discover Palm Springs Visit Austin/Austin Convention Center (Accelerate Stage) Visit Dallas Experience Columbus
MOSCONE SOUTH – Hall D 2020 Convening Leaders Host City – San Francisco Travel Association
Freeman Experiential Activation Destination DC/Events DC Marriott Activation Hilton Worldwide Visit Detroit Visit Seattle Visit Pittsburgh (Tech Talk Stage) Tourism Vancouver/Vancouver Convention Center (Mindfulness Lounge) Louisville Tourism Visit Omaha
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I. AUDIOVISUAL/PRODUCTION SERVICES Freeman AV is the PCMA vendor for all audiovisual, lighting and computer equipment inside the convention center. Freeman Creative and Freeman Exposition Services will provide all production services for PCMA, unless otherwise noted on individual function sheets.
PCMA SOCIAL MEDIA/PCMA VIRTUAL/HYBRID MEETINGS Social media is widely used by attendees and that does not stop during Convening Leaders. It’s is highly suggested and encouraged that MOSCONE SOUTH and all official PCMA hotels (during all PCMA events) monitor social media activity at #pcmacl and @pcmahq. PCMA recommends that host city representatives also follow/monitor to get immediate feedback on the attendees’ experiences and also to monitor for any issues/concerns to allow for immediate correction/solutions.
PCMA will provide a virtual/hybrid meeting experience to those who cannot attend in person. Extending the reach of the education and networking experience, the “hybrid” combination of the physical and virtual meeting was debuted in Las Vegas at PCMA’s 2011 Convening Leaders. PCMA will be live streaming sessions, interviews, activities and more from the convention center throughout Convening Leaders.
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J. TRANSPORTATION
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K. SUPPLIER/ICW EVENTS
The PCMA Board of Directors has approved the following policies for supplier events and other ICW programs during Convening Leaders: • Any/all organizations planning events to be held in San Francisco during PCMA’s Convening Leaders must submit a Supplier Event Policy form for approval prior to securing space/planning the event. PCMA will assist in securing space at the official PCMA Hotels. • Requests may not be made directly to PCMA Hotels – anyone wishing to hold an event at these locations must complete this form and submit for approval/space release. Space is available on a first-come, first-served basis. • Events may not be held, nor may transportation be scheduled to/from events during official PCMA Convening Leaders events/activities. Contact for Supplier Events and any/all ICW Events (schedule of known Supplier/ICW Events is available upon request): Corinne Tanda Cell Phone: 630-254-0649 (Pre-meeting and onsite).
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L. MEDIA/PRESS
PCMA Press Conference Location: MR 159 Monday, January 6, 2020 11:00 am –11:30am
Press inquiries should be directed to: Lorene Yue, Director of Communications Cell Phone: 773.888.2356 Email: [email protected]
M. SHIPPING/RECEIVING PCMA will deliver (via Freeman Transportation) materials from PCMA’s Chicago Office to Moscone on Thursday, January 2nd. Additional shipping information is as follows:
• Individual guest package shipping/receiving handled through hotels, and all charges for receiving/storage/package handling/delivery are the responsibility of individual guests. This includes any/all PCMA sponsors/partners who do not ship (per instructions distributed to them) items to the Freeman Advance Warehouse. Please see Section O below for specific list of individuals authorized to charge to the PCMA master accounts at hotels and the Moscone South. Any charges for package receiving/distribution, etc. must be authorized by an approved signatory per the information in Section O in order to be charged to PCMA master accounts or charges will not be paid.
• Dock Usage: Freeman to communicate directly with Moscone South regarding dock usage for load- in/out.
• Freight Elevator Usage: Moscone South and Freeman to determine.
• Material Handling: Freeman to provide all material handling services for PCMA at Moscone South. N. HOUSEKEEPING/FRONT DESK PCMA Staff will conduct room checks of all Board of Directors and Board of Trustees rooms beginning on Thursday, January 2, 2020. PCMA staff will ensure rooms are ready and available for all board members and will deliver name badges, final program and any other related items. Housekeeping to note all VIP rooms for special care per PCMA Rooming List submitted by Experient to all hotels by Tuesday, December 17, 2019.
We request that all PCMA guests within the official room block and without a DND sign; receive housekeeping services between the hours of 9:00am and 4:00pm Sunday – Tuesday.
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All hotels should increase staffing/service levels at front desk for PCMA attendee and VIP arrivals. VIP transportation, amenities, pre-check in and additional information/instructions will be provided by PCMA with rooming list submission.
PCMA Welcome signage, dedicated check in/out counters, sales staff presence (in case planner attendees request a site visit) etc. are recommended during peak arrivals on Saturday and Sunday.
O. BILLING INSTRUCTIONS Final invoices must include all corresponding documentation and should be sent via email no later than January 30, 2020 to:
Alison Milgram, CMP, DES Director of Events [email protected]
Billing address to include on invoices is:
Professional Convention Management Association (PCMA) 35 East Wacker Drive, Suite 500 Chicago, Illinois 60616-1419
On-Site Bill Review Instructions: A daily master account review will take place during the meeting. Please provide all master account charges and corresponding documentation to the following staff each day no later than 3:00pm:
All Housing related reviews to Erin Hayes at [email protected] and Amanda Kurtz at [email protected]
All Pre-Conference Event reviews to Corinne Tanda at [email protected]
Our team will review and provide any feedback by the next day. Hotel master account/invoice review should be scheduled with on-site PCMA Events staff daily when events are held at hotels and a final review of housing on Tuesday, January 7th in the afternoon (if necessary).
Special Concessions & Negotiated Items/Services: All contracted discounts apply to all items charged to PCMA Master Account. Discounts must be applied to each individual event ticket/invoice and all service charges/taxes are to be applied to discounted amounts.
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Authorized Signatories – unless otherwise noted in this document, the following are the only authorized signatories to charge to PCMA’s Master Account.
Full Name Title
Sherrif Karamat President & CEO
Tonya Almond Vice President, Knowledge and Experience Design
Alison Milgram, CMP Director of Events
Corinne Tanda, CMP Events Manager (Pre-Conference Hotels only)
P. PCMA CONVENING LEADERS EVENT STANDARDS Meeting/Event Set Up Standards
• All meeting/event rooms should be completely set up at least one hour prior to session/event start time unless otherwise noted on the event specification form. • Standard meeting/event set up to include water coolers/glasses – pads/pens/mints should be provided at all meetings/events at hotels – in back of room/labeled. • VIP set (if indicated) should include notepads, pens, mints and water pitchers with glasses at all tables for seating. • All meeting/event rooms should be refreshed (this includes clearing obvious trash/debris from tables/chairs/room, removing used catering items, emptying trash receptacles and refreshing water coolers/glasses and speaker/presenter water pitchers/glasses) between any all sessions/meetings/events that allow at least 15 minutes prior to the start of the next session/meeting/event. Refresh should begin immediately at the conclusion of the event. • Please follow all set up instructions on the event specification forms and reference diagrams for specific placement of items when applicable. • All tables should have linen cloths and skirting (at hotels/if applicable at convention center) – this includes tables for seating (if present), display tables, head tables, materials tables, etc. unless otherwise noted on specification forms – soiled linens should be changed as needed during room refresh. At the MOSCONE SOUTH head tables/material/display tables should be clothed/skirted. • All offices, meeting/event rooms/areas and public spaces should include wastebaskets and recycle containers that are clearly marked. • When setting crescent rounds, all chairs should face the stage/screen and not automatically face straight ahead (side tables will require shifting the placement of the chairs to angle toward stage/screen). • PCMA does not allow bottled water of any kind at Convening Leaders (unless specifically noted on specification forms). Water coolers/glasses or biodegradable/sustainable cups must be provided in all PCMA 2020 Convening Leaders 24
meeting/event rooms and public areas (see food & beverage order). Water coolers/glasses or cups and speaker water pitchers/glasses must be replenished as noted on forms and as needed in all public areas/offices at least 1 hour prior to the start of sessions/meetings/events and during each refresh between sessions. • Hotels to provide easels for PCMA signage as noted on forms at no charge to PCMA. Freeman to provide sign holders for 22x28 signage at the Moscone South. • Facilities will provide all tables, including rounds, cocktail rounds, high boys, barstools, etc. unless noted on forms that Freeman is to provide. • When noted, facilities to provide all coat racks at no charge to PCMA.
Audiovisual Standards
• Unless noted on the event specification form, all audiovisual equipment, including microphones/sound and lighting will be provided by PCMA’s audiovisual partner, Freeman AV. • Event specification forms may not outline specific audiovisual equipment required for each meeting/event/room. This detail is not comprehensive – Freeman AV should provide all required equipment for optimal production and per approved advance estimate (standard AV equipment for small, medium, large and extra-large session rooms as pre-determined). • Appropriate carts, stands (clothed/skirted) and cables are not indicated on forms, but should be provided as appropriate/required. • Flipcharts should include easel, new pad and 4 new colored markers. • Please note comments on forms regarding set and strike times – some rooms are being used for multiple events, and equipment must be struck when noted. • Lights that are directly over screens or that cause “hot spots” of lights on screens must be turned off (without impacting optimal lighting in the room) or bulbs removed. Lighting checks to make sure screens are not negatively impacted and to insure that lighting of presenters, etc. is optimal are required. • Please reference diagrams when applicable for placement of equipment. • Freeman AV to determine appropriate screen sizes for the room/audience size to optimize viewing by all participants. • All screens, regardless of size, should include drape kits (or other surround, where applicable) – drape kits are not indicated on forms. • Appropriate mixers/sound equipment should be provided based on number of microphones ordered. A sound technician is required whenever three or more microphones are being used in a room. • All laptops must be secured to the stand/cart/table/counter on which they are placed. • All computers should automatically include a DVD player, ability to patch computer and/or projector to applicable sound system, and wireless mouse. • All session rooms should include walk-in/walk-out music (provided by PCMA) and walk-in/out slides (provide by PCMA).
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• Appropriate technicians to insure optimal audiovisual presentation are required in all rooms/for all events. • Presenters will use MS PowerPoint or Mac Keynote for most presentations/sessions. • All electrical requirements for all AV equipment in all areas to be provided by facilities. Freeman AV to provide complimentary power strips and extension cords wherever power is complimentary as noted on function forms.
PCMA Sustainability/Green Meeting Standards
PCMA is committed to educating our members on green meeting practices, conducting our meetings and organization in an environmentally friendly manner and moving our industry toward a more ecologically responsible future.
PCMA requires the following green meeting standards to be met by our host facility and vendor partners:
• All to have in place a sustainability policy and written environmental objectives and performance criteria with the highest level of management support, and communicate such to its staff. • Facilities to have one or more persons to implement its sustainability policy within the food and beverage operations. • Hire/recruit a minimum of 25% from local labor sources. • Facility to implement and be able to demonstrate adherence to the APEX Green Meeting Standards for food and beverage operations at level one compliance in regards to Staff Management and Environmental Policies; Communications; Waste Management; Energy; Air Quality; Water; and Procurement. • Facility and vendors to implement and be able to demonstrate adherence to the APEX Green Meeting Standards for on-site offices at level one compliance in regards to Staff Management and Environmental Policies; Communications; Waste Management; Energy; Air Quality; Water; and Procurement. • Facility and vendors to implement and adhere to APEX Green Meeting Standards anti-idling policy for all vehicles involved with the meeting. • Facility and vendors to utilize equipment that is 50% Energy Star rated and ensure that all energy conservation opportunities are utilized for on-site offices/equipment. • Facility and vendors to share their sustainability policy and written environmental objectives and performance criteria with PCMA prior to the meeting.
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KEY EVENT CONTACTS/COMMUNICATIONS
PCMA Meetings & Events Contacts
Tonya Almond Direct Phone: 312.423.7227 Description of Responsibilities: Hall C Vice President, Email: [email protected] Arena, Main Stage, Partner Recognition Knowledge and Mobile: and Open Space Experience Design
Alison Milgram, CMP, DES Direct Phone: 312-423-7230 Description of Responsibilities: AV, F&B, Director of Events Email: [email protected] Electrical, Open Space, MOSCONE SOUTH Mobile Phone: 312-636-6764 overall logistics Amanda Kurtz Direct Phone: 312-423-7279 Description of Responsibilities: Registration and Events Email: [email protected] Registration and Housing management, Manager Mobile Phone: 248-909-9714 Room Drops
Corinne Tanda, CMP Direct Phone: 312-423-7225 Description of Responsibilities: Pre- Events Manager Email: [email protected] Conference Events, Shipping management, Mobile Phone: 630-254-0649 Foundation Events (Fun Run, Hoppy Hour, PWAP) Supplier Events, Chapter Receptions, Specialty Receptions Erin Shamus, CMP Mobile Phone: 313-622-1771 Description of Responsibilities: Director of Events Email: [email protected] Transportation, Signage, Partner Activations, Chairmen’s & Incoming Chairmen’s Reception
San Francisco Travel and Moscone Center Contacts
San Francisco Travel Leonie Patrick PH: 415.793.2273 Sr. Director, Citywide Sales [email protected]
Deirdre Lewis PH: 415.227.2625 Main Contact for PCMA off site Dr. Director Convention [email protected] events including Opening & Services Networking Receptions and PWAP
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Oleg Nakonechny PH: 415.227.2679 Director, Convention [email protected] Services
Moscone Center Suzanne Goodman PH: 415.974.4015 Oversees Event Management at Director of Event [email protected] Moscone South Management
Rebecca Does PH: 415.974.4094 Main PCMA Event Contact for Sr. Event Manager [email protected] everything taking place at Moscone South Tisha Hong PH: 415.974.4005 PCMA Event Contact for Event Manager [email protected] everything taking place at Moscone South Savor Catering Joy Ryan PH: 415.974.4136|M: 415.297.3293 Handling all PCMA direct billed Sr. Sales Manager [email protected] F&B at Moscone South
Janice Vargas PH: 415.974.4048 Managing ICW groups/activations Exhibitor Sales/Marketing [email protected] Manager
Robert Duncan PH: 415.267.6427 Managing ICW groups/activations Exhibitor Sales/Marketing [email protected] Manager
PCMA Official Hotels Contacts
Amalia Lozet 415.202.7791 Description of Senior Events Manager [email protected] Responsibilities: Hilton San Francisco Union Overseeing the pre- Square conference events taking place on Saturday and Sunday at the hotel.
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Christina Santa Maria PH:415.442.6065 Description of Director of Event Planning [email protected] Responsibilities: Preconference Events Sat/Sunday Eric Thomas PH: 415.205.9236 Description of Marriott -PSAV [email protected] Responsibilities: Overseeing the pre- conference events taking place on Saturday and Sunday at the hotel. David Eck PH:713.992.3360 Description of Hilton - PSAV [email protected] Responsibilities: Overseeing the pre- conference events taking place on Saturday and Sunday at the hotel.
Freeman Contacts
Sandy Bench Direct Phone: 210-554-2031 Description of Senior Director, Business Email: [email protected] Responsibilities: Account Development Mobile Phone: 210-380-4992 Executive Exposition Services Hollin Koh Mobile Phone: 214-995-8279 Description of Client Solutions Manager Email: [email protected] Responsibilities: PCMA Freeman deco, shipping, signage Cody Temple Phone: 972-322-4458 Description of Client Support Coordinator Email: [email protected] Responsibilities: Onsite contact for partner
activations Dan Pacyna Direct Phone: 773-473-7420 Description of Graphic Account Manager Email: [email protected] Responsibilities: PCMA Freeman Mobile Phone: 847-924-7062 signage, wayfinding, graphics and structures Mark Cartozzo, CMP Direct Phone: 504-731-1584 Description of VP, Client Solutions Email: [email protected] Responsibilities: Overall Freeman AV Services Mobile Phone: 504-628-4299 Account Executive Audiovisual Services
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Kevin Gaul Direct Phone: 702-263-1484 Description of Production Manager Email: [email protected] Responsibilities: Freeman AV Services Mobile Phone: 415-760-6250 Production Manager, Concurrent Sessions, Audiovisual Services
Miscellaneous Vendor Contacts
Brittany Joseph Direct Phone: 303-530-0205 x12 Description of Executive Events Email: [email protected] Responsibilities: Oversees Mobile Phone: 303-725-1062 registration processes onsite Erin Hayes, CMP Mobile Phone: 330-888-2979 Description of Housing Specialist Email: [email protected] Responsibilities: Experient Account Manager Housing Jacob Slaton Direct Phone: 501-240-4472 Description of President Email: [email protected] Responsibilities: Jacob Slaton Photography Mobile Phone: 501-240-4472 Photography Services
PCMA Partner Area Contacts
Tim Quigley Mobile Phone: 206.849.7733 Description of PSAV Email: [email protected] Responsibilities: VP Industry Relations Inspiration Café (Partner Lounge) Room 309 and Connection Café in Room 310/311 Hugo Larouche Direct Phone: 514-750-3133 x105 Description of Tourisme Montreal Email: [email protected] Responsibilities: Breakfast (Breakfast in Bed) Mobile Phone: 514-966-5121 in Bed activation in Hall B Deirdre Lewis Mobile Phone: 415-227-2625 Description of San Francisco Travel Email: [email protected] Responsibilities: SF Travel activation in Hall B
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Courtenay Love Phone: 407-363-5864 O Lounge, Mezz Level, Visit Orlando/OCCC Email: [email protected] Room 152 Roxanne Grewal Mobile Phone: 216-875-6652 Immune Boosting Shots & Destination Cleveland Email: [email protected] Blended Coffee (Level 3, outside room 301) Melanie Fagan Mobile Phone: 702-203-7306 Caesars Activation and Caesars Entertainment Email: [email protected] Media Studio (Mezz Level) Laura Mitchell Mobile Phone: 503-819-1123 LA Activation and Innovation Meet LA Email: [email protected] Studio (Level 2, Room 208)
Nicole Tilzer Mobile Phone: 917-868-7728 Hilton Hotels Activation and Hilton Hotels Email: [email protected] Business of Events Studio (Level 2, Room 202)
Kelly Cavers Mobile Phone: 305-978-6580 Discover the Palm Beaches Discover the Palm Beaches Email: [email protected] activation, located in Hall B
Yvonne Byerly Mobile Phone: 202-789-7057 Activation in Hall D Destination DC/Events DC Email: [email protected] Deborah Cohen Email: Activation in Hall B Discover Puerto Rico [email protected] Michael Clarke Phone: 303-478-8015 Activation in Hall D Marriott Email: [email protected] Jill Philbrook Phone: 760-969-1341 Activation in Hall B Palm Spring CVB Email: [email protected] Danica Milich Phone: 773-814-8904 Activation in Hall D Hilton Worldwide Email: [email protected] Susan Richardson Phone: 313-202-1936 Activation in Hall D Visit Detroit Email: [email protected] Omar Lozano Phone: 310-308-9037 (Omar) Accelerate Stage & Tiffany Kerr Email: [email protected] Activation in Hall B Visit Austin/Austin CC Email: [email protected] Mellie Lutz Phone: 206-461-5890 Action Stage & Activation Visit Seattle Email: [email protected] in Hall D
Jackie Kavcak Phone: 301-570-3199 Mindfulness Lounge & Tourism Email: [email protected] Activation in Hall D Vancouver/Vancouver CC Amee Bellwanzo Phone: 614-222-6124 Activation in Hall B Experience Columbus Email: [email protected]
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Off-Site Venue Contacts
Lee Anne Rees Direct Phone: 415.281.9290 PWAP event on Monday, Live Nation Email: [email protected] January 6 Masonic Auditorium Hannah Shank Mobile Phone: 415.342.0542 Fun Run Contact Giants Enterprises Email: [email protected]
Joey Nevin Mobile: 415.238.6645 Giants Enterprises Email: [email protected] Janine Hurty Mobile Phone: 714.393.5460 SF-Marin Food Bank San Fran-Marin Food Email: [email protected] Bank HHH
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