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Applied Project Proposal IAWP 2014 The Strength of Many Embracing Human Rights Winnipeg, Manitoba, Canada September 28, 2014 to October 2, 2014 Final Report Disclaimer This report is submitted to the IAWP Board of Directors and Board of Trustees for the purpose outlined in Policy 10 of the IAWP. It is also intended to track the conference planning experiences in the context of the IAWP Conference Review Project. Please contact the Conference Director, Sandra Martin, prior to the release of this document, or any associated data included in the Appendices, to any third party or for any use other than stated. Key Performance Metrics Total number of Delegates: 602 (28 % CDN) Total number of Speakers: 65 (49 CDN, 16 ITNL) Number of countries represented: 56 Total room count for conference week: 1558 (confirmed) Total number of sponsors: 35 Total number of exhibitors (Trade Show): 21 Total number or speakers: 65 Total number of venues: 7 locations www.iawp2014.org website hits for September 2014 248,061 @IAWP12 Twitter (account of Conference Director) had 45 followers, 186 Tweets at time of conference @IAWP2014 Twitter has 652 followers, 573 Tweets to date 2 Table of Contents 1. Selected Conference Achievements 2. Financial Summary 3. Overview of the IAWP 2014 Executive Committee 4. Committee Reports Senior Executive Committee Finance Committee Fundraising Sponsorship Marketing and Merchandise Program Committee Logistics and Operations Companion and Post Conference Special Events Volunteers 5. Record Keeping 6. Legacy of IAWP 2014 7. Summary of Recommendations 8. Appendices Companion and Post Conference Data FWILE Grant Committee Reports from University of Manitoba Students Report from Manitoba Status of Women Operations and Logistics Planning Templates Sponsorship and Tradeshow Update reports Volunteers Website Conference Agenda (PDF) Organization Chart (PDF) Business Identification Number (PDF) IAWP 2014 Goals and Objectives 3 1. Selected Conference Achievements Victim Identification Lab (VI Lab) The deployment of the VI Lab during the IAWP 2014 was a success. The VI lab welcomed delegates from Trinidad & Tobago, Australia, Finland, Romania, Indonesia, UK, and the United States. These visitors reported that they viewed the VI Lab as a valuable tool in solving sexual abuse investigations and expressed an interest in seeing the VI Lab at future conferences. Over the course of the conference week 156 visitors viewed images in the lab which generated 110 investigational leads in unsolved child exploitation cases. Unfortunately staff report that no cases were solved. Tourism Winnipeg Tourism Winnipeg was the first major sponsor for IAWP 2014 with a commitment of $45,000. This funding was based on projected hotel room sales of 2,000 rooms over the span of ten days. IAWP 2014 missed the target hotel sales and used only 1800 rooms. Due to other economic activity generated from the conference, Tourism Winnipeg awarded the full funding. IAWP 2014 was presented the Tourism Winnipeg Award of Distinction for the conference. To date, IAWP 2014 can boast that this is the largest law enforcement conference held in Manitoba. Future Women in Law Enforcement IAWP 2014 saw an opportunity to create excitement and enthusiasm for a career in law enforcement for a new generation of officers. What could be more inspiring than women officers from around the globe gathering to share experiences and stories of success!? With that in mind, IAWP 2014 hosted the first “Future Women in Law Enforcement” (FWILE) two day conference program for students interested in a career in law enforcement. FWILE was a hit for both the 115 students who participated as well as the event organizers. In the words of one student “it was a life altering experience” while one of the event organizers said “the excitement of the students was best pay back for years of planning.” As well, a few young women have reported that they have applied to local agencies. Fundraising efforts for IAWP Foundation (IAWPF)/International Scholarship During board meetings in 2013 IAWP tabled a motion that all conferences be directed to share profits realized from silent auction and any other fundraising activity during the conference week. IAWP 2014 committed to this partnership right away. IAWP raised $4000 during the silent auction. In addition to the silent auction, IAWP 2014 hosted a pre-conference Golf Tournament at LaSalle Golf and 4 Country Club in LaSalle, Manitoba. This event raised $12,000. The profit sharing agreement will see $8,000 for the IAWPF and $8,000 toward the IAWP 2014 Legacy Fund. Support for local women’s shelters IAWP conferences have a history for supporting local agencies with donations of toiletries, clothing and other items. IAWP 2014 advertised a donation bin which collected the unused portion of any toiletries to local shelters. Conference delegates were very generous and two large boxes of items were delivered to a local shelter. Launch of IAWP 2014 Legacy Fund Full details of the Legacy Fund will be presented during the 2015 Late Board Meeting by representatives of the IAWP 2014 Executive Committee. The creation of this fund will see Manitoba based law enforcement officer attend IAWP conferences for at least the next two years. The overarching goal of this initiative is to encourage increased participation in IAWP among Manitoba based officers. French Language Services and Program Options Manitoba is a bilingual Province and a commitment to offer French language services proved to be a good decision for IAWP 2014. The French language services offered during IAWP 2014 included: • Simultaneous translation in the main room during all main events, • French language program options, • Printed French language program guide, and • French/Bilingual volunteers on staff to assist conference delegates. The infrastructure for simultaneous translation is very costly but the commitment to this service demonstrates a commitment to diversity. Once the infrastructure is in place for the translation it is adaptable to other languages if required. Of note, Mexican authorities made contact with IAWP 2014 and required the use of the simultaneous translation booth and they supported the translators. Traditional Media Coverage IAWP 2014 received great response from local (Manitoba) media starting with a newspaper article in 2011 to announce the success bid to host the conference. Over the four years leading up to the conference the committee used key milestones/dates/events to keep the profile of IAWP and IAWP 2014 elevated. Other milestones/dates/events included: • International Women’s Day, March 8, 2013 (Forces of Fashion), which featured television interviews, radio talk show interview, and featured column in local newspaper, • One year count down, preplanned media brief distributed from Durban, South Africa featuring photo of conference delegation at IAWP 2013, 5 • 100 day count down media event hosted by partner agencies (RCMP, Winnipeg Police Service, Brandon Police Service and Corrections Services of Canada, • 30 day count down on social media, and • Variety of interviews for print, television and radio media during the conference which featured conference delegates and IAWP Board Members to highlight the global perspectives of women in policing and IAWP. IAWP 2014 hoped to receive national media coverage but fell short of achieving this goal. The conference committee did achieve their goal of “raising the profile of IAWP in Manitoba” through all of these efforts. 2. Financial Summary PLEASE NOTE: This sections requires extensive revisions. Of note, the calculations of the 10% owed and the BOD expenses were incorrectly calculated. My interpretation of Policy 10 (10%) was based on the fact that the number of registrations at that particular point in time because it is near impossible to estimate what the number of delegate would be at a future point in time. BOD/BOT will be notified of the posted updates via Carol Paterick when the revisions are in the board room. ******************************************************************************************** 10% Registration There were 68 confirmed registrations at the start of 2014. Four registrations have been transferred forward to IAWP 2015 and two were refunded. The early bird registration rate, $450.00, was still in effect at this time and IAWP accepted payment in either US of Canadian dollars because the currencies were nearly at par. 62 registrations x $450.00 $27,900.00 X 10% $2,790.00 Profit Estimates Current Account Balance $49,297.22 Proceeds from Golf/Silent Auction ($16,000.00) Adjusted balance $33,297.22 6 10% registration ($2,790.00) Profit from Operations $30,507.22 60% IAWP $18,304.33 Board of Directors Expenses ($8,816.84) Adjusted total for IAWP $13,534.69 IAWP 2014 Legacy Fund $16,972.53 ******************************************************************************************* Cash Flow IAWP 2014 experienced cash flow issues stemming from a two main issues: • Two large grants, Tourism Winnipeg and Government of Canada, were payable post conference. The last payment of grant money was received late March, 2015. • Delayed payment of conference registration fees. As noted below some funds are still outstanding and mostly considered “written off” by IAWP 2014. All funds raised during the time period of 2011 to 2014 remained in the IAWP 2014 bank account. This includes the 10% of conference proceeds payable to IAWP at the start of the conference year and the funds raised during the Golf Tournament and Silent Auction (not normally considered operating funds). This was a necessary step to insure sufficient funds to pay all invoices. These funds will be reflected in the final pay out to IAWP A special note needs to be made regarding staggered payments to the Fort Garry Hotel (main venue). It is the right of any supplier to add 30% penalty to the final invoice for late payments. The Fort Garry Hotel graciously negotiated a payment plan with IAWP 2014 and waived the surcharge. Board of Directors Expenses The Board of Directors relies on the local conference committee to plan for board meetings and the Annual General Meeting.
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