Prepared by Brian Medina and David Clurman 2012 Conference Host Co-Chairs Primary Host Institutions: MACUHO Report Table of Contents Section Page Introduction from the Co-Chairs 3 - 4 Host 2012 Committee 5- 6 Schedule At A Glance 7 - 8 Conference Budget & Numbers at a Glance 9 - 10 Co-Chair Report 11 -13 Marketing and Promotions 14 Exhibits, Displays, and Sponsorships 15 Website and Technology 16 - 20 Registration 21 - 29 Printing 30 - 33 Hotel Operations 34 - 38 Basket Raffle and Volunteers 39 - 42 Entertainment and Transportation 43 - 51 Conference Survey Feedback 52 Special Thanks 53 Appendices 54 MACUHO 2012 Conference Report | Page 2 Introduction Greetings from MACUHO 2012! We are excited to have hosted the 2012 Annual Conference in Baltimore, Maryland and would love to share all that our host committee did for the last 2 years to make this conference a huge success! Our Host Committee worked diligently to put together as much information as possible to detail our work. However, we know that there will always be questions and points to clarify, so the 2012 Host Committee chairs (David Clurman and Brian Medina) want to make ourselves readily available for anything that needs further explanation or detail. Early on in the Host Committee process, we decided to not only sub-divide our group by functional area, but to also delineate previous Host Committee reports into subsections relevant to these areas. Therefore, the bulk of this report is largely predicated on this approach – smaller sections for committees to review and the whole to be fully understood by the co-chairs. Additional to our subcommittee reports, we have made available every file that might assist future Host Committees in their work. Therefore, we have appendices broken up into digital folders that contain most everything that illustrates what we did as Host 2012. We also thought that by having these files separate from the formal report, chairs and subcommittees could refer to relevant information outside of one file that could get large rather quickly. A brief backstory on how we bid for this conference and assembled our Host Committee – David Clurman (University of Maryland, Baltimore County) and Brenda Ice (Towson University) connected in December 2010 with the idea of having these two institutions c0-host the 2012 conference. David and Brenda assembled the necessary bid packet information in January/February 2011, including specifications on the Tremont Hotel and Grand, the proposed Baltimore site for the 2012 conference. At the February MACUHO Executive Board Meeting, the membership approved the proposed bid for a Baltimore Conference on November 7th – 9th, 2012. In June, 2011, Brenda Ice was hired by Colgate University in New York as their Director of Residence Life. After deliberation among Towson University leadership, Brian Medina was selected as the most suitable chair to represent Towson on the Host Committee. David Clurman sent e-mails to the CHOs of local institutions inviting the participation of staff in the conference planning. A total of 10 institutions ended up being represented on the Host Committee. MACUHO 2012 Conference Report | Page 3 David Clurman and Brian Medina gathered nearly 20 professionals for the MACUHO 2012 Host Committee interest meeting in July, 2011 at Towson University. It was at this meeting that most of the committee members committed to nearly 15 months of hard work to celebrate 40 Years MACUHO! To determine sub-committee work, David and Brian asked committee members to rank their top 3 sub- committees that they were interested in and to indicate whether they wanted to be assigned as a sub- committee chair. This process worked very well and nearly everyone was able to get their first or second choice. Throughout those 15 months of planning, we encountered our share of challenges. However, our team persisted with due diligence and positivity, knowing that the end result would pay off ten- fold. Some of our questions or challenge persists to this day: What is the relationship between the rather new Corporate Partner Program and Host Sponsors or Conference Exhibitors? How can Host Committees best accommodate vendors despite space limitations or site difficulties? How does a Host Committee maintain a ‘zero-sum budget’ while simultaneously providing an excellent conference, including most meals in the conference registration cost? With the change in MACUHO’s association structure, what is the impact on communication and coordination between Host Committee, Program Committee, Exhibits & Displays Committee, the Director of Annual Programs, and the standing MACUHO President? These questions and many more will not be fully answered by this report. However, keeping them in mind early in the annual conference planning cycle will better prepare Host Committees as they encounter challenges as they draw near the Fall conference. As an association, MACUHO continues to grow and change its operations to suit the needs of its regional membership. Whether these changes come in the form of technological advances, structural adaptations, new committee or regional coordinator initiatives, or guidelines set forth by the strategic plan, it is imperative that MACUHO continues to balance its ongoing transformation with its foundational history and principles that makes it resilient through the ages. In the end, we hope that this report serves your needs to advance the work of MACUHO and future annual conference Host Committees. We thank you for your service and leadership, and wish you well with your planning pursuits! Sincerely, David Clurman and Brian Medina Host 2012 Chairs MACUHO 2012 Conference Report | Page 4 MACUHO 2012 Host Committee Conference Co-Chairs David Clurman UMBC Brian Medina Towson University Basket Raffle & Jacklyn Gentile* University of Maryland College Park Volunteers Alex Tsikerdanos* Maryland Institute College of Art Entertainment & Michael Diesner* Towson University Transportation Kyley Sommer* Peabody Conservatory of JHU Steven Sweat* Towson University Exhibits, Displays, & Byron Jefferson* Morgan State University Sponsorships Jennifer Thorpe* Chestnut Hill College Hotel Operations Alison Ginder* UMBC Brian Kraft Capstone – UMBC Hope Smith Dunbar* Towson University Joseph Uter Loyola University Maryland Marketing & Promotions Kelly Clark* Towson University Jacki Stone* UMBC Printing Ron Butler* Towson University Amanda Pelar* Capstone – UMBC Registration Christopher Bryant Shepherd University Jessica Curry* Towson University Laurel Karper* Shepherd University Web & Technology Christian Barber Mount St. Mary’s University Jessica Bard Maryland Institute College of Art Chris Ferraro* Towson University *denotes co-chair of sub-committee MACUHO 2012 Conference Report | Page 5 Host 2012 Committee Members (above - from left to right) Kyley Sommer, Jennifer Thorpe, Christian Barber, Amanda Pelar, David Clurman, Brian Kraft, Alison Ginder, Alex Tsikerdanos, Brian Medina, Laurel Karper, Jess Bard, Hope Smith Dunbar, Ron Butler, Steven Sweat, Chris Bryant, Jacklyn Gentile, Joe Uter, Jes Curry, Byron Jefferson, Michael Diesner, Chris Ferraro MACUHO 2012 Conference Report | Page 6 Schedule At A Glance MACUHO 2012 Conference Report | Page 7 Schedule At A Glance MACUHO 2012 Conference Report | Page 8 Conference Budget MACUHO 2012 Conference Report | Page 9 Numbers at a glance - Registration Breakdown: o Total Registrants – 301 . Professional – 210 . Graduate – 65 . 1-day Registrations – 26 (Wednesday – 2; Thursday – 18; Friday – 4; Thur.&Fri. – 2) o Late registrations – 51 o Extra Banquet Tickets – 11 - Budget expenses: o Total - $75,245.28 o Food & Beverage- $64,780.80 o Facilities - &6,047.63 - Budget incomes: o Total – $76,335.40 o Registration Fees (including late fees)- $57,450 o Conference Sponsorships - $11,500 (including $5,000 allocated from Corporate Sponsorship Program) o Hotel Room Comps - $1,638.94 (based on 1 free room per 35 booked – 401 booked in total) - Rooms: Night Room block from contract Number of rooms booked Tuesday, November 6 30 70 Wednesday, November 7 150 173 Thursday, November 8 150 155 Friday, November 9 0 3 MACUHO 2012 Conference Report | Page 10 Co-Chair Report Chairs: David Clurman ([email protected]) and Brian Medina ([email protected]) What were the c0-chairs responsible for? - Overall conference coordination - Representation at MACUHO Leadership Council meetings - Regular reports to MACUHO Executive officers - Identification of conference site - Development of conference budget - Solicitation of conference sponsors (see sample e-mail) - Bid presentation to MACUHO Leadership Council - Recruitment of host committee members (see e-mail) - Conference report Please describe everything that you did at the conference. - Coordinated with the host site to ensure that everything was happening as planned - Troubleshooting items that needed to be addressed - Provided additional support to host committee members - Conducted host committee meetings during the conference. These were held on Wednesday at 9:00am and 9:30pm, Thursday at 9:30pm, and Friday at 1:00pm. These meetings addressed concerns that had been expressed, prepared the group for events, and used it for recognition of committee members. - Anything else that may come up. What recommendations do you have for future conference co-chairs? - Maintain weekly communications with the Program Committee chairs beginning two months prior to the conference to coordinate program spaces, needs, and the program booklet. - Keep on top of the budget. If more