VASFAA
BOARD - COMMISSIONER - COMMITTEE PLANS & REPORT FORM
Vera Riddick (ODU) Paula
Rafferty (RMC)
Heather Hollandsworth (Ferrum) Pam
Rambo (ACCESS)
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 – Ongoing
Date: January 14, 2006
Conference Ctte Update
The
Conference Committee is working diligently to put together an interesting and
enjoyable conference. All Keynote
Speakers and Entertainers have been confirmed (with exception of the President’s
Reception). The breakdown of key events
(excluding concurrent sessions) is below:
·
Saturday, May 6, 2006
-Executive
Board/Conference Ctte Lunch (12pm-Courtney Terrace)
-Executive Board Meeting
(12pm-Ferebee)
-Conference Ctte Meeting
(12pm-Albemarle)
-President’s
Appreciation Dinner (6pm-9pm-Isle of Capri Restaurant) Executive
Board/ConferenceCtte/Training/Membership/Diversity
·
Sunday, May 7, 2006
-New
Aid Officer’s Breakfast/Workshop; Coordinator-
-Leadership
Symposium Breakfast/Workshop; Coordinator-Liza Bruce (9am-4pm Spotswood Arms)
-Vendor Setup (8am-12pm Salon
C and Cottage Row)
-Registration Area Setup
(8am-1pm Cottage Row)
-New Aid
Officer’s/Executive Board Lunch (12pm-Courtney Terrace)
-Leadership Symposium
Lunch (12pm-Princess Anne)
-Opening
Session (5pm-7pm Salons A/B) Executive Board/Candidate Speeches/Tom DeLuca,
Corporate Hypnotist
-President’s
Reception (7pm-9pm Cottage Row, Prefunction area/Spotswood Arms/Princess
Anne/Courtney Terrace) Entertainment Pending
·
Monday, May 8, 2006
-Continental Breakfast (7:30am-8:45am
Peacock Foyer)
-New Member/Executive
Board Continental Breakfast (7:30am-8:45amSalon B)
-Budget/Finance Ctte
Meeting (7:30am-8:45am Ferebee)
-Vendor Area Open
(8am-12pmSalon C, Cottage Row)
-Conference Registration
Open (8am-5pm Cottage Row/Prefunction Area)
-Voting Polls Open (8am-5pm
Avamere)
-General
Session/Luncheon (Dr. Patricia Cormier,
-Sector
Meeting (1:45pm-2:45pm Various)
-General
Session; VASFAA Survivor Teambuilding Event (3pm-5pm
-Dinner
on your Own (6pm-9pm)
·
Tuesday, May 9, 2006
-VASFAA Survivor
Exercise Event (6:30am-7:45am Boardwalk, Beach Front)
-Continental Breakfast
(7am-8:45am Peacock Foyer)
-Conference registration
Open (8am-12pm Cottage Row/Prefunction Area)
-Voting Polls Open
(8am-12pm Avamere)
-General
Session; Harvey Alston Motivational Speaker- “Be the Best” (10:30am-11:45am
Salons A/B)
-Lunch
on your Own (11:45am-2pm)
-Executive
Board Meeting/Lunch (11:45am-2pm Presidential Suite)
-Nominations
and Elections Lunch (11:45-2pm Ferebee)
-Vendor
Breakdown (3:30pm-4:30pm Salon C, Cottage Row)
-Financial
Aid Bingo (3:30pm-5pm
-New
Member
-Pre-Banquet
Social (6pm-7pm Peacock Foyer)
-Banquet/Entertainment
(7pm-10pm Salons A/B/C) New Love
-New
Love
·
Wednesday, May 9, 2006
-Closing
Session; Breakfast/SASFAA Update/Federal Update (8:30am-11:30am Salon A/B/C)
Date: October 3, 2005,
Conference
Ctte Update
The
Conference Committee with Michael Poma (membership) and
Plans are
coming together and changes are being made based on last year’s evaluation
forms. Notable items discussed were:
Date:
October 3, 2005
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.
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
Stephen
Bargatze, Magician, evening entertainer.
The Steel Drum Band will play after Mr. Bargatze has finished if folks
are still around.
Date: July
12, 2005
Training/Conference
Ctte Update
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: January 14, 2006
Electronic Services/Conference Ctte Update
Report:
The VASFAA Conference Page will be updated with hotel registration information
by February 17, 2005.
Date: October 17, 2005
Electronic
Services/Conference Ctte Update
Report: Spoke with
Date: January 14, 2006
Membership/Conference Ctte Update
Report:
The VASFAA Conference Page will be updated with conference registration
information by February 17, 2005.
Date:
October 3, 2005
Membership/Conference
Ctte Update
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.
Date: August 1, 2005
Membership/Conference
Ctte Update
Met with Katie Ochsner of the VB Hilton. Michael Poma,
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: January 14, 2006
Vendor/Conference Update
Report:
Working with vendor to finalize conference giveaway items.
Date: October 3, 2005
Vendor/Conference
Update
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.
Date: June 21, 2005
Vendor/Conference
Update
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.
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 -Ongoing
Date: January 14, 2006- no update
Date:
October 3, 2005
Conference
Ctte Update – (VASFAA Planning Guide)
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.
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, 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
Status Reports
of Objective 1 - FINAL
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
Status
Reports of Objective 2 – FINAL
Date:
October, 2005
Report: Vera Riddick to handle plans for the Fall/Winter Board
Meeting.
Objective 3: To work with
Status
Report of Objective 3 - Ongoing
Date: January 14, 2006
President and Conference Ctte Update
Spoke
with
President’s Reception- (Sunday 7-9 pm)
will
be held in the Cottage Row Foyer. Three
meeting rooms will be setup with bars to accommodate flow so that bottlenecking
is at a minimum. Instead of food stations;
Hilton wait staff will serve members.
Entertainment is pending.
Philanthropic Event-Jan Abraham is working to organize a silent
auction. Proceeds to benefit the
MASFAA/AASFAA Associations. Details
pending and ongoing.
Teambuilding Event-Michael Morgan is working to organize
scavenger hunt or Survivor challenge Teambuilding event. Details are pending and ongoing. Michael’s report is below:
My committee and I are
excited to work on developing a team building activity modeled after the
“reality series” survivor. Attendees
of the conference will be divided into six teams. A participants
team will be randomly determined by a uniquely colored buff included in their
registration materials. The following
names as suggested by members of the board are:
PELLOHBOY, TAGOKAY, VGAPISH, NEEDMORESEOG, LOANERS,
GRANTIT
Team
members will be encouraged to participate on the main team building event on
Monday afternoon. Additional points will be given to the team based on the
number of tribe members present at the event.
The Monday night event will consist of four different activities that
will allow multiple tribe members to contribute to the success of the
tribe. Judges will be needed during each
of the event to insure fairness and in some cases determine the winner and
determine the points for each event. Suggested events are: Treasure Hunt,
Balloon Toss Brigade and Puzzle Relay.
Points
will be awarded throughout the conference the conference committee will assign
additional points based on the number of evaluations turned in (one way to
determine which team the evaluations are from is to give each tribe member
colored dot stickers in their packets, those stickers can be attached to each
evaluation they turn in allowing the committee to accurately determine the
number turned in by each tribe. The
conference committee will also arrange one meal function in which the members
are encouraged to sit with each other.
We
have solicited the assistance of
The
events suggested thus fare are designed to be performed outside in the beach
area, however a separate team building exercise will need to be designed incase
on inclement weather.
Room Block-Have requested that the Hilton increase our
room block especially on Saturday evening, May 6 but have not received
confirmation. Have secured 10 rooms at
the Sheraton from May 6-10 at $109.00 nightly.
Budget- Have requested budget increase to offset
expenses that have been charged to the 05/06 conference budget for 04/05
expenses.
Date:
October 4, 2005
President
and Conference Ctte Update
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 7-9 pm) will be held in the main foyer area. At 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.
Date: August 1,
2005
President/Conference
Update
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