ERAPPA 2010 Planning Meeting

March 21st -24th, 2012 The Loews Hotel www.ERAPPA2012.org Year Meeting Report - Mid ERAPPA 2012 – Mid-Year Meeting Report 62nd Annual Conference September 30 – October 2, 2012 Philadelphia, PA MID YEAR MEETING REPORT – TABLE OF CONTENTS 1) Organization – Andy Feick/Kathy DiJoseph a) Conference Theme and Logo b) Host Committee Membership c) Host Committee Organization Chart d) Conference Calendar e) Planning Schedule f) Conference Master Schedule g) Conference Planners –HPN Global h) Conference Planner Contract 2) Professional Development – Michael Patterson 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 – David Rabold a) Summary b) Conference Publications c) ERAPPA 2011 website d) Magnet Mail e) Registration System Summary 4) Hotel, Registration, & Transportation – Andy Feick/Kathy DiJoseph/HPN Global 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 Website: www.erappa2012.org 1 ERAPPA 2012 – Mid-Year Meeting Report 62nd Annual Conference September 30 – October 2, 2012 Philadelphia, PA 5) Entertainment, Events, & Spouse/Guest Programs – Mary Wilford-Hunt/Dawn Barnett a) Summary b) Schedule of Events c) Summary of Cost/Revenue d) Description of Events 6) Business Partners – Tom Wilson a) Summary b) Status c) Anticipated Business Partner Attendance Figures and Budget Impact d) Hall of Resources Schedule e) Recognition of Business Partners f) Sponsorship & Exhibitor Packet 7) Golf Tournament – Don Pasda a) Summary b) Golf Tournament Information c) Course Information d) Contract 8) Finance – Robert Morro a) Summary b) Budget Philosophy c) Status d) Conference Budget 9) Volunteers Website: www.erappa2012.org 2 ERAPPA 2012 – Mid-Year Meeting Report 62nd Annual Conference September 30 – October 2, 2012 Philadelphia, PA Section 1 ERAPPA 2012 Organization 1a Conference Theme and Logo Conference Theme: Holding Truths and Pursuing Happiness As decided by the Host committee in 2010 this conference theme met the committee’s desire to reference not only the significant history of the host city, Philadelphia, PA, home of democracy where United States Declaration of Independence was written and signed but also the future of ERAPPA and Higher Education Facilities Management. With the belief that this future is based on the people, on the members of ERAPPA, the host committee focused on a dual theme that will examine what the committee feels are very timely ideas: truths and ethics as well as satisfaction and happiness. This theme “Holding Truths and Pursuing Happiness” reflects a desire to keep true to our core professional beliefs and standards while keeping them in balance with our personal lives and beliefs. The ERAPPA 2012 Host Committee desires to weave this theme throughout the entire conference. Holding Truths and Pursuing Happiness, this year’s theme gave the committee guidance for decisions regarding speakers, major conference events, and most specifically the professional development sessions. Conference Logo: The logo was designed with the intend to re- emphasize the ideas of the theme. With the outline of Philadelphia’s skyline, the kite: commonly seen with the city’s favorite son, Benjamin Franklin, as a symbol of discovery and creative invention and lastly the reaching person symbolizing the ERAPPA members as they strive to better their institutions and themselves . Website: www.erappa2012.org 3 ERAPPA 2012 – Mid-Year Meeting Report 62nd Annual Conference September 30 – October 2, 2012 Philadelphia, PA 1b Host Committee Membership As has had proven success for DVAPPA in the past, the ERAPPA 2012 host committee consist of a large team many from small private institutions with business partners serving as committee members to form a team of dedicated members preparing to host. Co-Chairs of the Host Committee Andrew Feick Kathleen DiJoseph Professional Development Entertainment, Events, & Spouse/Guest Michael Patterson - Chair Dawn Barnett – Co-Chair Dianne Gravatt, ERAPPA PD Liaison Mary Willford Hunt– Co-Chair Finance Communications Robert Morro - Chair David Rabold - Chair Business Partners & Sponsorships Golf Tournament Thomas Wilson – Chair Donald Pasada – Chair Recording Secretary Craig Weineraub Website: www.erappa2012.org 4 ERAPPA 2012 – Mid-Year Meeting Report 62nd Annual Conference September 30 – October 2, 2012 Philadelphia, PA 1c Host Committee Organization Chart The Organization Chart is available in Appendix 1, Item A. 1d ERAPPA 2012 Conference Calendar Friday, Saturday, Sunday, Sunday, Monday, Tuesday, Sept. Sept. 29th, Sept. 30th, Oct. 1st, Oct. 2nd, Oct. 3rd, 28th, 2012 2012 2012 2012 2012 2012 Keynote & Plenary & TOOLKIT TOOLKIT TOOLKIT TOOLKIT TOOLKIT Board Committee Conference Conference Conference Conference Meetings Meetings 1e Planning Schedule The Planning Schedule is available in Appendix 1, Item B. 1f Conference Master Schedule The tentative Conference Master Schedule is available in Appendix 1, Item C 1g Conference Planners – HPN Global Staff: As meeting planners, we work closely with the ERAPPA 2012 Host 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 manage it, troubleshoot and answer questions. 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 Website: www.erappa2012.org 5 ERAPPA 2012 – Mid-Year Meeting Report 62nd Annual Conference September 30 – October 2, 2012 Philadelphia, PA Attend facility pre-conference meetings and onsite meeting as required Provide support for signage and printing services Manage room block pick up working with the hotel Set up and manage conference website 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. Create conference account with accounts receivable and accounts payable, and arrange for payment of all conference expenses Complete all conference follow up where required 1h Conference Planner Contract The Conference Planner Contract is available in Appendix 1, Item D. Website: www.erappa2012.org 6 ERAPPA 2012 – Mid-Year Meeting Report 62nd Annual Conference September 30 – October 2, 2012 Philadelphia, PA Section 2 ERAPPA 2012 Professional Development Committee Committee Michael Patterson, Bucknell University Chair: Committee Amanda Ryland, Remington Group, Inc. Members: John Kohlhas, Environetics Celeste LePrevost, Dell Services/PM Consulting Services Kimberly D. Mallatratt, Crabtree, Rohrbaugh & Associates Adrienne McKinney, KSS Architects Glenn R. Smith, Bryn Mawr College Kevin

Load more