Meeting Planning Committee 3Rd Quarter Meeting July 14 2017

Meeting Planning Committee 3rd Quarter meeting July 14 2017

Agenda approved

Minutes approval - TABLED

NEXT MEETINGS:

October 13-14/2017 Arlington which will include awards assembly.

January 18-20/2018 in Seabrook (Galveston) Contract ready tomorrow. Lodging will be at Spring Hill Suites. Room price - $ 89.00

April 22-29/2018 Conference at Sea

July 7/13-14/2018 – 1059 (Sugar Land)

October 12-13/ 2018 - Arlington

2019 no dates – Austin will consider January; San Antonio possibly

Discussion about meeting locations: There should be some consideration given to holding them consistently in bigger cities because they bring out the most attendees. The barriers for those sites are costs and planning. Meeting planning committee should have more involvement in assisting chapters in planning. The financial strain on chapters can be significant. Sponsors are not always available. Arlington who is usually assisted by sponsors is experiencing some challenges this year. Also, they will host the Awards meeting and meals are very expensive; $50.00/person.

Dan, Board Liaison discussed possibility of increasing support so there is no financial strain on the chapters.

April - Cruise Planning 2018 Conference at Sea is posted on the website.

The cost will include a small fee for booking. Interior cabin prices – (read website for details) recommend obtaining insurance. Two page flyer has all the info. Conference fee is $225.00 which does not include cruise cost.

Gwen did look into hotels for group rate; however no one will do one night thing. Everyone may need to book on their own.

PROFESSIONAL EDUCATION has taken on the task of arranging CE’s total. They will be held over three days - 4/23-27-28. The committee is currently seeking sponsors to help fund honorariums. We may decrease this cost if we reach out to the members attending the conference. MEDIA – Advertisement of the cruise is essential to ensure high participation. Possibilities discussed; 1) post it on ENA digest 2) create flier to leave on delegate tables during nationals. If you think of other ways to advertise please forward. Sometimes sending it to the President does not reach everyone.

Do family members get cruise rate? Rate is per person; room per double occupancy. If we have three persons in a room the cost can go down. Three should be the maximum in a balcony room. Three in a JR. Suite

Gwen will put together an article discussing/describing the differences in the lodging choices on the cruise. Board members – will be awarded flat fee; upgrades will be their responsibility. How are committees deciding who will be funded to attend conference? Recommend discussion of budgets now. Chairs may save reimbursement for one meeting.

TO DO:

 Funding from sponsors

 Advertisement

 Discuss with professional Education to determine topics

Guidelines for Meeting Planning on the website need revising. The Friday afternoon lunch historically fed the board only. Since the Free Standing Emergency Center Task Force was added during lunch the expectation has become to feed over 50 attendees. Discussed moving this meeting to an available slot and allow the expectations for the Friday afternoon meeting to feed the Board only or approximately 20-25 people.

Questions or suggestions please email Ingrid at : texcangal@gmal