VASFAA BOARD - COMMISSIONER - COMMITTEE PLANS & REPORT FORM. Committee: Conference
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1 VASFAA BOARD - COMMISSIONER - COMMITTEE PLANS & REPORT FORM Committee: Conference Commissioner/Board Position: Mike Poma/Rep-at-Large Professional Development Year (e.g., ): Committee Members: Vera Riddick - Chair Jan Abraham TG Sylvia Blizzard VSU Carl Bradsher Averett Delores Bright ODU Dottie Burns Regent Gerene Carter Citibank Carla Dailey - ODU Anita Ella -JCHS Elaine Linkenhoker JCHS Katherine Lister - UMW Jeffrey North Project Dis. Wanda Spradley Sweet Briar Tony Sutphin - VT 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 closely with Training, Vendor/Sponsor, Membership and Electronic Services committees to ensure that the 0607 conference meets all the needs of the entire membership by providing an exhilarating, educational and an electrifying conference. Status Reports of Objective 1 On going July 09, 2006 Conference at a glance tentative schedule for 2007: - Saturday, May 19, 2006 Executive Board/Conference Committee Lunch (12pm- Courtney Terrace) Executive Board Meeting (12 noon Ferebee) Conference Comm. Meeting (12 noon Albemarle) President s Appreciation Dinner (6 pm 9 pm TBC) Executive Board/Conference Cttee/Training/Membership/Diversity - Sunday, May 20, 2006 Vendor Setup (8 am 12 pm - Salon C and Cottage Row) Registration Area Setup ( 8 am 1 pm - Cottage Row) New Aid Officer s/executive Board Lunch ( 12 pm Courtney Terrace) * Leadership Symposium Lunch ( 12 pm Princess Anne) * Opening Session ( 5 pm 7 pm Salons A/B) Executive Board/Candidate Speeches President s Reception 97 pm 9 pm Cottage Row, Prefunction area/spotswood Arms/Princess Anne/Courtney Terrace) Entertainment Pending - Monday, May 21, 2006 Continental Breakfast (7:30am 8:45 am Peacock Foyer) New Member/Executive Board Continental Breakfast (7:30am 8:45am Salon B) Budget/Finance Ctte Meeting - (7:30am 8:45am Ferebee) Vendor Area Open (8am -12pm Salon C, Cottage Row) Conference Registration Open (8am 5pm Cottage Row/Prefunction Area) Voting Polls Open (8am 5pm - Avamere) *
2 General Session/Luncheon (Speaker TBA)/Trekkie Plays Sector Meeting (1:45pm 2:45pm) General Session; Teambuilding Mission Event ( 3pm 5pm Boardwalk Beach Front In case of rain-cottage Row) Dinner on your Own (6pm 9pm) Entertainment/fund raiser ( 9pm 11pm - Casino Night Holodeck - Salon A/B) - Tuesday, May 22, 2006 VASFAA Away Exercise Event (6:30am 7:45am Boardwalk, Beach front) Continental Breakfast (7:30am 8:45 am Peacock Foyer) Conference Registration Open (8am 5pm Cottage Row/Prefunction Area) Voting Polls Open (8am 5pm - Avamere) * General Session; Motivational Speaker TBA (10:30am 11:45am Salons A/B) Lunch on your Own (11:45am 2pm) Executive Board Meeting/Lunch (11:45am 2pm Presidential Suite) Nomination and Elections Lunch (11:45am 2pm Ferebee) Vendor Breakdown (3:30pm 4:30pm Salon C, Cottage Row) Financial Aid Bingo (3:30pm 5pm - Spotswood) New Member Mentor Reception ( 5pm-6pm Courtney Terrace) Pre-Banquet Social (6pm-7pm Peacock Foyer) Banquet/Entertainment (7pm 10pm Salons A/B/C - TBC) Entertainment Jazz Band (10pm 12pm) - Wednesday, May 23, 2006 Closing Session: Breakfast/Federal Update (8:30 am 11:30 Salon A/B/C) July 11, 2006 The conference committee chair along with Brenda Burke, training - and Melissa Long, membership held a teleconference to discuss plans for the upcoming conference. Notable items discussed: New Aid Officer Training to be held fall only. Board is planning an ACG/SMART training to be held July 21, 2006 at Piedmont CC Training mentioned more details forthcoming on future training for two new grants. Review the possibility for VASFAA concurrent sessions to be repeated to allow persons unable to attend first presentation an opportunity (especially important sessions) Ensure all Vendor/sponsor information is sent to Biz ASAP. Sponsorships and drive in day sponsorships have been sent for the fall. Discussion was presented regarding vendors desiring to sponsor meeting rooms for sessions. Registration is due, members will not display on the website unless they have paid their fees. Fees must be paid to participate on committees. Membership will have color tags which will replace the ribbons from last year. It was suggested that colored buttons be used to represent various teams for the team building event. It was suggested to use a local group to support for the Philanthropy (suggestions: Ronald McDonald House, Red Cross, Project Discovery) Suggestions for the Philanthropy: silent auction, casino night and stuffed toy drive, etc. Tuesday night entertainment was suggested: Band or DJ It was suggested that there maybe a possibility that the main speaker could be split again between committees.
3 July 12, 2006 The Conference Committee held its first meeting at Old Dominion University, Norfolk, Virginia. Speakers are being contacted, for Sunday Keynote speaker, Monday opening session, Tuesday general session and entertainment for Tuesday evening, all confirmations are expected by next meeting in August. The conference focus will be centered on the Star Trek theme: Monday Luncheon & team building Trekkie skits Monday team building Team Missions Monday night event The Holodeck Casino Event Tuesday morning exercise event Away Mission Early Morning Walk Tuesday night event The Final Frontier For Teambuilding events - Member packets will include teambuilding instructions. Teams will be identified by button color included in packets. Beachfront event each team will be given a picture of a Star Trek ship, teams will work together to create the ship in the sand. Luncheon event team captains will be assigned in advance and given an episode for their team to create a short skit. Monday night Philanthropic event There will be five different color tickets sold to be used to play games in the Casino. Team with the most tickets purchased will be given extra tokens for their team. Tuesday evening Bingo (Philanthropic) - Cards being purchased, funds for Philanthropic. Tuesday Evening - DJ or Band (not confirmed) Program/Pre-conference announcements: All information for the printer needs to be submitted by February (Date TBA). Members volunteered for various duties: Publicity Vera & Carla Dailey Local Arrangements Wanda Spratley Conference Giveaways Jeffrey North Philanthropic Event Jeffrey North Networking Group event Carl Bradsher & Michael Morgan Tuesday night event Dottie Burns, Patricia Hinton President s reception Carla Dailey & Jeffrey North Conference Evaluations Carl Bradsher Conference Decorations Anita Ella, Elaine Linkenhoker w/ Paul Rafferty assisting Program, preconference announcement Vera & Carla Conference Packet Stuffing Conf. Committee (May 20, pm; location TBA) Meals Vera & Tony Sutphin The committee also reviewed and discussed evaluations from 2006 conference. While each item on the list did not pertain to the conference committee the following list captures notable items that were discussed and suggested to be presented to its designated committee: Having critical topic sessions repeated, on-line evaluations, incentive to entice more participation in completing evaluations, have mentors to attend the new aid officers breakfast, have a first aid kit for emergencies, provide a place for commuters to change after team building event, review sector sessions and make more relevant to current issues, look into having different software vendors presentation on FA module.
4 Objective 2 (HOW the committee plans to achieve the stated goal) Status Reports of Objective 2 (Please report your progress toward achieving the stated 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 (HOW the committee plans to achieve the stated goal): Status Reports of Objective 1 (Please report your progress toward achieving the stated Objective 2 (HOW the committee plans to achieve the stated goal) Status Reports of Objective 2 (Please report your progress toward achieving the stated
5 BUDGET Item (Broad general categories) Cost Board Approved Amount: $ 78, May 23, 2006 (Use separate sheet if necessary.)
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