VASFAA
BOARD - COMMISSIONER - COMMITTEE PLANS & REPORT FORM
Janet
Rathbun (VWCC) Colin Spady (CLC)
Jan Abraham, (TG) Cheryl
Jones, (ACCESS)
Carl Bradsher, (Averett) Kathi
Turner (ECPI)
Vera Riddick (ODU) Sandy
Deabler (ECPI)
Paula Rafferty (RMC) Tony
Sutphin (VA. Tech)
Keisha Pope (VCU) Dwayne
Easter (VCU)
Leah Payne (Bonsecours) Regina
Welch (Bonsecours)
Standard
Goal 1:
To facilitate a conference(s)
for the membership providing educational opportunities for all constituencies.
(Strategic Plan Reference: Section 4.5 B (3, 4, 5))
Objective
1: To work very closely with Training, Vendor/Sponsor, Membership and
Electronic Services committees to ensure that all needs are met and that the
focus will be on producing a conference that meets the needs of the entire membership.
Status
Reports of Objective 1
Date: July
12, 2005, Training/Conference Ctte Update
Report: The Conference
Committee met for the first time at the College of William and Mary. Had discussions with Donna Taylor, Training
Chair regarding possible speakers for the Conference. Jolene will be handling getting speakers for
Sunday’s Opening Session, Monday’s Luncheon and Tuesday’s evening
entertainment.
Tentative Speakers are:
Sunday evening- Tom Deluca, Corporate Hypnosis and Power
Napping for Success.
Monday Luncheon- Dr. Pat Cormier, Longwood University,
President. The focus of Dr. Cormier’s
speech will be volunteerism.
Tuesday evening- Steel Drum Band and Stephen Bargatze,
Magician
Date:
July 13, 2005, Electronic Services/Conference Ctte Update
Report: Spoke
with Daniel Hewitt regarding web site.
Added conference teaser page to the website.
Date: August 1, 2005, Membership/Conference Ctte
Update
Report: Met
with Katie Ochsner of the VB Hilton.
Michael Poma, Biz Daniel, Vera Riddick and Brad Barnett attended. We discussed moving the registration area to
the second level hallway (basically where the Platinum Level vendors were set
up.)
Date: June 21,
2005
Report: Sent
Biz Daniel list of Conference Sponsorable Items. They are:
1.
Conference Program
2.
Pocket Agenda
3.
VASFAA Baseball
Hat
4.
Conference light
weight Nylon Bag
5.
Survivor Bandana
6.
Team Building
Event
7.
Morning Walking
Event
Will move most vendors into Salon C with Platinum and
perhaps Gold sponsors to be setup in the hallway. According to Katie, Salon C will hold
approximately 34 vendors.
Objective
2: To follow the VASFAA Planning Guide to ensure that the production of
conference is in accordance to the guidelines put forth in the guide adopted by
the VASFAA Board.
Status
Reports of Objective 2
Date: July 12 and
August 1, Conference Ctte meetings (included were Conference Ctte, Training,
V/S, Membership and the President)
Next Conference Ctte meeting will be Monday, October 3rd
at the VB Hilton.
Report: Meetings
conducted including all pertinent Committee Chairs. Discussions included identifying keynote
speakers, preferred entertainment.
Conference committee members have volunteered for the following duties:
a. Publicity- Jolene
b. Local Arrangements- Vera
c. Conference Giveaways- Leah, Regina
d. Philanthropic Event- Jan
e. Networking/Group Event- Michael
f.
President’s
Reception- Colin, Angela
g. Conference Evaluations- Carl
h. Tuesday Evening Entertainment; Steel
Drum Band, Steven Bargatze- Jolene
i.
Conference
Decorations; Sunday and Tuesday- Jolene, Paula, Angela, Jennifer
j.
Program,
pre-conference announcement- Jolene, Angela
k. Conference Packet Stuffing- Conf
Ctte, Saturday, May 6, 2pm; location TBA
l.
Meals – Tony, Jolene
Standard
Goal 2: To
ensure space and accommodations are provided for Board and other committee
activities to conduct association business. (Strategic Plan Reference: Section
4.5 C (4))
Objective
1: To work with Graves Mountain Lodge to
secure space and make arrangements for the 2005/06 Retreat.
Status
Reports of Objective 1
Date: June 5, 2005
Report: Biz Daniel took over the details of the Retreat. Retreat was well attended and
successful.
Objective
2: To work with Brad Barnett/Pat Kelly/Marilynn King to secure plans for
the Fall Board meeting.
Status
Reports of Objective 2
Date: No Status
available at this time.
Report:
Objective
3: To work with Brad Barnett and the Hilton Hotel to secure that all plans
and arrangements are made for VASFAA Spring Board meeting and conference.
Date: August 1, 2005,
President/Conference Update
Report: Met with Katie
Ochsner of the Hilton to discuss 2005 conference and changes for 2006
conference. Main topics discussed were:
·
Registration Area-
moving the Registration area from the Avamere Room to the 2nd floor
hallway. Using the Avamere room as
Conference Headquarters.
·
Vendor/Sponsor-
using Salon C for the main vendor area.
The room will hold approximately 35 vendors so the Platinum and perhaps
the Gold Level sponsors will be in the hallway.
·
President’s Reception- the Reception will be held in either Catch 31 or the 2nd
level hallway. Regardless of the place,
there will be at least 2-3 food stations and 2-3 bars available to avoid long
lines. Reception hours will be adjusted
to 7-9pm.
·
President’s Hospitality Suite- the concierge floors have now been keyed off. This poses a problem for the VASFAA
membership who will not be able to access the suite without the proper room. No
other suites are available that are big enough to host such an event. I inquired about using a meeting room (i.e.
Courtney Terrace) but the hotel will not allow us to bring our own alcohol to
the 2nd level unless we purchase the beverages through them and hire
bar staff. Since it looks like many
members may be spending Sunday-Tuesday (late evening) in the Catch 31 area,
negotiations are underway for the hotel to hire musicians nightly.
·
Saturday Meeting Space- all rooms on the 2nd level have been reserved
for VASFAA for meeting space on Saturday.
·
Room Block- currently
negotiating with the hotel to increase our overall room block from
Saturday-Tuesday.
-per
contract
Sat- 25 Sun- 100 Mon- 125 Tues-125
-number of
Hilton rooms used
Sat-44 Sun-140 Mon-147 Tues-132
-number of
Sheraton rooms used
Sat- 7 Sun- 5 Mon-5 Tues-
2
BUDGET
Item Cost
2006 VASFAA Conference- meals/beverages/meeting space,
misc. $72,500
Board
Approved Amount: $ 72,500
Date: June
14, 2005