VASFAA
BOARD - COMMISSIONER - COMMITTEE PLANS & REPORT FORM
Carl Bradsher, (Averett) Kathi
Turner (ECPI)
Vera Riddick (ODU) Sandy
Deabler (ECPI)
Paula Rafferty (RMC) Tony
Sutphin (VA. Tech)
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:
Report: The Conference
Committee met for the first time at the
Tentative Speakers are:
Sunday evening- Tom Deluca, Corporate Hypnosis and Power
Napping for Success.
Monday
Tuesday evening- Steel Drum Band and
Date:
Report: The Conference Committee with Michael Poma
(membership) and Donna Taylor (training) met at the Hilton to discuss our plans
for the upcoming conference.
Plans
are coming together and changes are being made based on last year’s evaluation
forms. Notable items discussed were:
Training/Conference Update
AV
requests- in an effort to reduce AV costs, Donna’s team plans to double check
with each presenter to make sure there is a need for microphones and etc. Since many of the rooms are small, the need
for microphones should be on a limited basis only.
Keynote, General Session Speakers and Entertainment
Sunday’s
Keynote Speaker- Tom DeLuca, Corporate Hypnotist.
Sunday’s
President Reception- Doug Tumer, Guitarist
Monday’s
Opening Luncheon Speaker- Dr. Patricia Cormier, President,
Tuesday’s
General Session (Diversity) Speaker-TBD.
Tuesday’s
Entertainment- One Love
Date:
Report: Spoke
with Daniel Hewitt regarding web site.
Added conference teaser page to the website.
Date:
Report: Spoke with
Date:
Report: Met
with Katie Ochsner of the VB Hilton.
Michael Poma,
Date:
Report:
Location of Registration Area- will be held in the main foyer on the second
level. Basically, the same place the Platinum
vendors were located in 2005.
Online Registration and Hotel Registration-
Our goal is to have both the Conference and Hotel Registration forms available
at the same time (mid-February, just after
Date:
Report: Sent
1.
Conference Program
2.
Pocket Agenda
3.
VASFAA Baseball
Hat
4.
Conference Bag
5.
Survivor Bandana
6. Conference Survival Kit
7.
8.
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.
Date:
Report: Vendor area- will be moved into Salon C (room
closest to beach). Due to space
limitations in Salon C, Platinum level vendors may be located in the hallway.
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,
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,
l.
Meals – Tony, Jolene
Date:
Report:
1.
Tasks and Responsibilities- Have reviewed the
role of the conference committee and made assignments; site selections has been
determined; Goals and objectives have been determined and submitted; Conference
Theme- Be a Financial Aid Survivor- Communication, Commitment, Continuity.
2.
Advertising- spoke with
3.
Conference Evaluations from 2005- have been
reviewed and actions have been taken to move Vendors into Salon C and move the
Registration area into a centralized location making it more convenient for
membership.
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
Status Reports
of Objective 1
Date:
Report: Biz Daniel took over the details of the Retreat. Retreat was well attended and
successful.
Objective 2: To
work with
Status Reports
of Objective 2
Date: No Status
available at this time.
Report:
Date: October, 2005 Vera Riddick
to handle plans for the Fall/Winter Board Meeting.
Objective 3: To
work with
Date:
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
·
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
Date:
Report:
Saturday, May 6 Board Meeting- rooms have been reserved on the
second level of the Hilton for the VASFAA
Board and Conference Ctte
meetings.
President’s Reception- (Sunday
least two food stations will be setup on different ends of
the hallway. The
Registration area will be used for seating. Conference Ctte members will be
directing folks to make sure everyone has
adequate access to food/drink.
Bars will be setup in the Princess Ann and
the Albemarle with additional seating
available in each room. Doug Tumer (Lisa Tumer’s husband) will
provide
entertainment.
Philanthropic Event- VASFAA will be
supporting AASFAA/MASFAA. Specifics
have not been
worked out to date.
Teambuilding
Event- Plans are underway for a Team Survivor Scavenger Hunt to
be played on the
beach.
Room Block- spoke with Dan Baker of the sales department. The Hilton will not
increase our room block. The only possibility is checking with the
Hilton a month
prior to the conference. I will secure a block of rooms at the nearby
Sheraton.
BUDGET
Item Cost
2006 VASFAA Conference- meals/beverages/meeting space,
misc. $72,500
Board
Approved Amount: $ 72,500
Date: