Catering Styles

The following website gives an overview of eight service styles:

http://www.shackamaxoncatering.com/serve_styles_gen.html

Budget Website - Investopedia.com

In working on the budget homework assignments, I found Investopedia to be a good resource. It does lean more towards the business side of things (stocks, bonds, etc.), but it was helpful with the basic budget terminology.

Also, don't forget that if you are seeking a definition of a word, you can use Google and type "define: budget" which will pull definitions from multiple sources.

WI-FI- Lamesha, Ginger, Jacque, Liz

Submitted by: Lamesha, Ginger, Jacque, Liz


Research Wi-Fi meeting cost. How would you envision using Wi-Fi in a future meeting?

The cost range from $119-$189. Buying the Wi-Fi equipment is reasonable and can be used in a designated meeting space, like the Trustees Room in NYO, to connect multiple users to the internet via DSL or cable modem for trainings, demonstrations, meetings. It would be a worthwhile investment for a company like the College Board because of the many meetings, trainings, etc. that we have.

Wi-Fi can be used to conduct voting for membership by the delegates at the Regional Forum and at our Regional Council meetings to cast votes on planning details for the forum.

Create Objectives and Outcomes - Becky, Effie, Jacque, Vicky

Submitted by: Becky, Effie , Jacque and Vicky

Consultant Training Meeting
Purpose/Objective: The purpose of this three day meeting is to train multiple consultants of varying backgrounds to deliver consistent College Board one day face to face workshops in their respective disciplines, for example Calculus, US History, Spanish, etc within their respective geographic locations.

Outcomes: At the end of this training, the learner should be able to:
· Identify and explain the benefits of at least 10 College Board Programs or Services
· Professionally represent the College Board in the field
· Advocate for teachers or administrators needs or interests
· Successfully facilitate a one day face to face workshop in their specific subject
· Identify the teaching tools and concepts that participants in their workshops should be able to gain from participating

Audience Response systems and providers - Lamesha, Ginger, Liz, Jacque

Submitted by: Lamesha, Ginger, Liz and Jacque

Audience response providers vary in the services they offer. These services can range from interactive meeting activities for participants to follow up evaluations and data.

By using these services meeting planners can help create an interactive meeting that keeps participants engaged by using audience polling devices and other audio visual techniques. Following a meeting, audience response providers can evaluate participant responses to create invaluable data that will help planning more effective meetings.

Audience response providers have varying ways to collect and extract the specific data you need to focus and determine your meeting’s success and be able to make decisions on what direction you should take on future meetings you are planning.

There is an incredible array of response providers ranging from those that offer simple online polling or web based survey tools to those that can come to your meeting venue and set up very advanced AV and interactive live meeting response measuring systems. Some provide the data for your own analysis and others have complete interactive sites where they provide complete evaluation, data, and information management for your use and convenience.

Short List of Audience Response Providers:

Audience Response Place – http://www.audienceresponseplace.com/
Custom Insight – http://www.customeinsight.com/
Extreme Meetings – http://www.theextremegroup.com/
Interactive Meetings – http://www.interactivemeetings.com/
Opinion Finder – http://www.opinionfinder.com/
Option Technologies Interactive – http://www.optiontechnologies.com/
Survey Design & Analysis – http://www.survey-design-and-analysis.com/
Survey Connect – http://www.surveyconnect.com/
Survey Console – http://www.surveyconsole.com/
Turning Point – http://www.turningtechnologies.com/
Zoomerang – http://www.zoomerang.com/
Zoom Panel – http://www.zoompanel.com/


We already use an audience response system in our meetings; we use Questar evaluation forms that completed by our participants. The information is scanned and managed on a website where we have access to data that provides a profile on our participants and an evaluation of our presenter, materials, and the meeting as a whole.

Site Inspection Checklist - Effie, Lorie, Becky.

Site Inspection Checklist -- Major College Board Conference


1. Are desired conference dates available? Are there any conferences occurring at the same time? Is the hotel aware of any other major conferences in the area? Is hotel clean, does staff appear to be friendly, helpful, and knowledgeable?

2. How many sleeping rooms are available for attendees? What is the condition of the rooms? Will there be a preferred group rate? What in-room services are available for attendees?

3. Can hotel/conference center provide a current meeting room specifications sheet including square footage, meeting set-up options, etc.

4. How many people can fit into a general session area? What is the maximum number of concurrent sessions that may be held? Can hotel provide a map/schematic of all room locations? Are rooms clearly named or numbered?

5. Is there an exhibition area? Does the area have a loading dock? Are there any unions involved?

6. Can the hotel provide audio-visual services in-house? Can hotel provide a rate sheet?

7. Can the hotel provide a list of preferred and experienced vendors including temporary employee agencies, contractors, and other business services such as a nearby copying service, post-office, or UPS/FedEx mail center?

8. What attractions are nearby – Restaurants, Theater, Shopping, Museums, etc.?

9. Can hotel provide a list of references?

10. Will there be any areas of the hotel that will be under construction? If yes, what is the time frame and how will this affect conference in general, meeting rooms, and sleeping rooms?

11. Is the hotel handicap accessible?

12. Does hotel have ample parking spaces? What will parking rate be for attendees?

13. Are catering menus acceptable? Can they accommodate special requests – Vegetarian, Kosher?

14. Is the local convention bureau helpful?

15. What sorts of services are on-site: health club, spa, dining, pool?

16. What is the weather condition during the time of year? Does hotel have unforeseen hotel evacuation or emergency plans? What are those plans?

17. Are there special suites, or prep rooms available for VIPs, key note speakers, etc.

18. Is there a major airport/train station nearby? Are taxi services available to hotel – What are estimated costs?

19. Will hotel arrange an all inclusive pre-conference meeting with College Board and hotel staff?

20. What contractual obligations are involved? What are penalties for meeting/sleeping room cancellations?

The College Board Site Inspection checklist for a major conference- Rashida/Chandra/D'Ann

Submitted by: Rashida, Chandra andD'Ann

Create The College Board Site Inspection checklist for a major conference.

1) Make sure you are working with a knowledgeable meeting planner at a hotel.
2) Ask if there are any conferences going on at the same time as the CB meeting
3) Overall Appearance of the hotel
4) Room sizes (meeting rooms, sleeping rooms, breakout rooms)
5) A/V capabilities (what’s available, wireless, etc)
6) Banquet (menu choices)
7) Location with quick access
8) Accessible registration set-up
9) Location (proximity to the airport)
10) Accessibility for people with disabilities
11) Meeting room obstructions
12) Staff availability.

International Resources - Robin, Effie, Lamesha, Trish

Submitted by: Robin, Effie, Lamesha and Trish

Below is a list of various resources to assist in different aspects of planning an international event or an event that will include international attendees.



INTERNATIONAL CALENDERS/HOLIDAYS

http://www.interfaithcalendar.org/
Choose a year over a 12-year range – text format lists observances for many religions
Choose a religion/group
Choose a language

http://timeanddate.com/
Choose a year over an 11-year range
Many options for customization including “some” religious observances to “all” religious observances


FOOD

http://www.newhope.com/naturalcategorybuyer

http://www.nal.usda.gov/foodstamp/Topics/ethnic.htm

http://ejw.i8.com/ethnic.html

http://foodanddrink.preferredconsumer.com/


TRAVEL

http://www.multicultural.com/ (they have a section with a multicultural travel news letter for event planners that looks like it might be useful)

http://www.bizbash.com/


ETIQUETTE AND MANNERS

http://www.cyborlink.com/

http://www.executiveplanet.com/

http://www.bspage.com/address.html

http://globaledge.msu.edu/ibrd/ibrd.asp

http://www.effectivemeetings.com/guru/solution_index.asp


BOOKS

The International Dictionary of Event Management by Joe Goldblatt & Kathleen Nelson

Event Planning - The Ultimate Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conferences, Conventions, Incentives and Other Special Events by Judy Allen

Site Inspection Checklist for a Major Conference- Trish /Robin

The College Board Site Inspection Checklist for a Major Conference

Below are some key factors to consider when inspecting a site for a major conference. On the next page you will find a checklist to utilize during your site visit.

v For a major conference, start looking for properties to visit as far out as three years.
v Things to review as you’re visiting the property:
o Accessibility to airports – is a shuttle available from facility
o Is the location within walking distances to restaurants
o Is the facility large enough to accommodate meeting rooms and sleeping rooms needs
o Are the meeting dates available
o Are the negotiated hotel rates within company budget
o Inquire about other meetings going on at the same time that you’re booking
o Is the hotel under construction and if so, what is completion date
o Ask for references
o Is there a business center on the property or are last minute requests sent out for processing
o Is the facility equipped with up-to-date audiovisual equipment
o Are they willing to accommodate for special meals for those with dietary concerns
o Review cancellation policy, as well as “natural disaster” cancellation
o Are restrooms located near meeting room
o Is there a meeting room fee
o Insist the conference manager or sales manager do the walk-thru with you
o Have a planning meeting at the facility that you think you might select. You will gain a tremendous amount of information that way.












COLLEGE BOARD
SITE INSPECTION CHECKLIST


Inspection Date___________

Hotel/Resort_________________________________________________________
Address ___________________________________________________________
City _________________________________ State________ Zip_____________
Telephone (_____)__________________ Fax (______)_____________________


GENERAL INFORMATION

Location: Downtown ______________________ Suburban ___________________
Airport(s) ___________________________________________________________
Conference Center Yes _______ No_______
Director of Marketing ______________________ Phone _________________________
Director of Sales___________________________ Phone _________________________
Catering Manager__________________________ Phone _________________________
Conference Srvc Mgr _______________________ Phone _________________________
Other Names and Titles ______________________________________________________________________

Property was built in _____________________________________________________
Last Renovation for:
Sleeping Rooms _________________________ Year __________________
Suites _________________________ Year __________________
Meeting Rooms _________________________ Year __________________
Restaurants _________________________ Year __________________
Lobby Area _________________________ Year __________________
Other _________________________ Year __________________

Overall appearance of property: Excellent _____ Good _____Fair _____ Poor _____
Comments _______________________________________________________________________


ACCOMMODATIONS

Total number of rooms in hotel/resort ________
Number of rooms on property:
Doubles ________ Queens _______ Kings ________
One bedroom Suites ________ Two _______ Other _______

Rooms for the physically impaired: Kings ________ Doubles _______
Queens ________ Suites _______

Non-smoking Rooms: ________
Concierge/VIP Club Level Yes ________ No _______
Hall lighting adequate? Yes ________ No _______
Exits clearly marked? Yes ________ No _______
Walls soundproof? Yes ________ No _______
Guest phone charge policy/cost ________ Long Distance _______

PUBLIC AND MEETING SPACE

Meeting room square footage ________________________________________________________________________________________________________________________________________________
How is the temperature controlled in the meeting room? __________________________________________________________________
Individual meeting space temperature controls? Yes _______ No ________
Light adequate? ____________________________________________________
Tracks for spot lighting? ____________________________________________________
House sound system ____________________________________________________
Can we connect into house sound? (costs?) ______________________________________________________________________
Walls soundproof? Yes _______ No _______
Obstruction(s) ______________________________________________________________________
Computer hookups in meeting rooms? Yes _____ No ______ costs?_______________
High-speed Internet Access (cost?) ____________________________________________________
Wireless Access ____________________________________________________
Access for the physically impaired ____________________________________________________
Stage/Size_________/__________ Sound/Projection booth ________________________
Staging area _____________ Dance floor: Perm./Temp. ___________ Size __________


MEETING/BANQUET SPACE FOR OUR MEETING

Meeting Date Options Availability Sgl./Dbl. Group Rates
__________________ _______________ __________________
__________________ _______________ __________________
__________________ _______________ __________________

Other groups meeting over our specific dates:
Group # of People # of Rooms Meeting space & function
_________________ __________ __________ ______________________
_________________ __________ __________ ______________________
_________________ __________ __________ ______________________
_________________ __________ __________ ______________________




Comments:
________________________________________________________________________ ________________________________________________________________________________________________________________________________________________________________________________________________________________________


TRANSPORTATION & PARKING

Hotel & Condominium Shuttle Availability __________________ Rates_____________________
Schedule ______________________________________________________________
Bus Fares to Hotel _________________ Approx. Taxi Fare to Hotel_____________
Travel Time to Hotel ______________________________________________________________
On Site: Complimentary? Yes __________ No __________ Fee ___________
Off Site: Complimentary? Yes __________ No __________ Fee ___________
Valet Parking: Complimentary? Yes __________ No __________ Fee ___________
Contract with outside shuttle service Yes ________ No_________

SPORTS AND RECREATIONAL FACILITIES ON PROPERTY

Golf ________ Cost___________ Reservation contact _____________________
Cart Rental? _________________________________ Cost ______________________
Tennis: Number of Courts _________ Surface(s) ________________ Racket Rental_________ Cost(s) __________Lighted__________
Health Club__________________________ Cost ________________________
Pools Indoor ________ Outdoor________ Jacuzzi _____________
Spa Facilities/Services____________________________________________
How far in advance to I need to book treatments? _________________________________________
Costs___________________________________________________________
Other___________________________________________________________

SERVICES

Emergency phone number in hotel (______) __________________________________
Nearest hospital or emergency clinic (_______)________________________________ CPR - trained personnel?__________________________________________________
Hotel security staff & procedure____________________________________________

Check cashing limit? ___________________ I.D. required? _____________________
Credit cards accepted __________________________________________________
Business Center? _________ Hours _____________Costs ______________________ Business Services?________________________________ Cost_____________________________
Valet? _________________
Laundry________________ Schedule___________________________
Room Service/hours ________________________________________________________________
Other amenities__________________________________________________________
________________________________________________________________________________________________________________________________________________



FOOD AND BEVERAGE OUTLETS

#1
Name and Type_________________________________________________________________
Type of food served ______________________________________
Price Range ________________________________
Seating capacity____________________________ Decor_________________ Hours_____________
Entertainment/type __________________________________________________________________
Dance floor/Size____________________________________________________________
Special event capability_______________________________________________________________
Comments on general conditions______________________________________________________________

#2
Name and Type_________________________________________________________________
Type of food served ______________________________________
Price Range ________________________________
Seating capacity____________________________ Decor_________________ Hours_____________
Entertainment/type __________________________________________________________________
Dance floor/Size____________________________________________________________
Special event capability_______________________________________________________________
Comments on general conditions______________________________________________________________
______________________________________________________________________


#3
Name and Type_________________________________________________________________
Type of food served ______________________________________
Price Range ________________________________
Seating capacity____________________________ Decor_________________ Hours_____________
Entertainment/type __________________________________________________________________
Dance floor/Size____________________________________________________________
Special event capability_______________________________________________________________
Comments on general conditions______________________________________________________________
______________________________________________________________________


Name and Type

FACILIITES NEAR PROPERTY

Restaurants Distance Price Range
_____________________ ______________________ ____________________
_____________________ ______________________ ____________________
_____________________ ______________________ ____________________

Shopping Distance
________________________________ ________________________ ________________________________ ________________________
________________________________ ________________________ ________________________________ ________________________

Entertainment Distance
________________________________ _________________________ ________________________________ _________________________
________________________________ _________________________







Attractions Distance
________________________________ _____________________ ________________________________ _____________________
________________________________ _____________________

Churches/Synagogues Distance
________________________________ _____________________
________________________________ _____________________
________________________________ _____________________

Nearby locations for special events Distance
________________________________ ______________________
________________________________ ______________________
________________________________ ______________________

Audience Response Systems - Effie, Lorie, Becky

Submitted by Effie, Lorie, and Becky

Research:

In today’s fast-paced environment, the desire to collect and analyze data instantaneously has become a major part of present day business meetings. Audience response systems are used frequently to capture this data.

Today, the most popular types of audience response systems utilize electronic machines. Audience or participant members select answers to a multiple choice format. Once polling has completed, software then totals the responses from the response cards and instantly displays a graphic summary showing the distribution of sections. These electronic machines can be hooked up to an array of wireless keypads or kiosks – This process makes it easier for a presenter or group of presenters to ask questions and receive a clear response in turn. The design of most systems is built around a keypad (usually labeled alphanumerically). Information from the keypad is then displayed on a large screen for participants to view.

Some audience response systems can provide connectivity between various off-site locations. This is a great solution for companies that wish to train employees that are located in multiple branches or regional locations.

Studies have shown that attendees or participants that participate in audience response systems walk away from a meeting with a better understanding of the information that was presented.

Since the goal or an objective of most meetings is to captivate your audience, hold its attention, and receive immediate feedback, audience response systems will most likely increase in tomorrow’s meetings.

The College Board could possibly use an audience response system during the company-wide Town Hall Meeting so that the president would have immediate feedback from multiple regional offices. It would also be useful in other major conferences such as the National Consultant Training, National Forum, or the Advanced Placement Annual Conference.
Specific Examples:
National Consultant Training
The audience response system would be a great way to incorporate a game in the opening session of Consultant Training. The goal of this session would be to familiarize the attendees with College Board products and services. I was envisioning a game of "Who Wants to be a Millionaire" where one person was in the hot seat and could poll the audience for the answers, etc. Could be fun and could replace the group paper quizzes we hand out now to encourage mingling and participation. http://www.interactivemeetings.com/audience_response.html
AP Annual Conference
For the AP Annual Conference, the College Board could get audience feedback on the presenters, agenda, individual sessions and the overall event and create comprehensive report about the event. The reports can be used for improving the event, marketing, attracting sponsors and encourage future participation. In addition this feedback could be used to create testimonials for the APAC website along with video clips of plenary sessions or special events.

Mutli-cultural Resource List - D'Ann, Jacque, Rashida, Becky

Compiled by D’Ann, Jacqueline,Rashida, and Becky


http://www.meridian.org/
Meridian International Center is a non-profit institution that offers trainings and programs that help business professionals and educational institutions build international understanding.

http://www.teachingforchange.org/DC_Projects/ECEI/articles.html
Teaching for Change produces professional development workshops, publications, and programs that help teachers, other school staff and parents to “…build a more equitable, multicultural society.”

http://www.reachctr.org/
The Reach Center helps institutions, businesses and communities with training and strategic planning concerning cultural diversity.

http://www.diversity-books.com/
American Multicultural Publication distributes multicultural books to schools and libraries.

Learning to Teach Everyone's Children: Equity, Empowerment, and Education that is Multicultural
Carl A. Grant, University of Wisconsin- MadisonMaureen Gillette, Northeastern Illinois University
This book focuses on the unique teaching experience that teachers have in the United States.

http://www.globalclassroom.org/
The Global Classroom Network sponsors this project in which students from different countries communicate and share information about how to say words and phrases in their native language.

http://www.edchange.org/
is dedicated to diversity, equity, and justice in schools and society. We act to shape schools and communities in which all people, regardless of race, gender, sexual orientation, class, (dis)ability, language, or religion, have equitable opportunities to achieve to their fullest.

http://www.nameorg.org/
Educators and representatives from business and communities comprise NAME's membership. The organization's website contains information and links to resources for those interested in multicultural education.

Skipping Stones : A Multicultural Magazine 5 ISSUES PER YEAR AT $35.65 EACH
Children's magazine encouraging cooperation, creativity and celebration of cultural and environmental richness. Provides a forum for sharing ideas and experiences among children from different backgrounds.

http://www.mcreview.com/
The Multicultural Review
Website for a quarterly journal for educators about new developments and trends
in cultural diversity education.

http://www.weber.edu/mbe/htmls/mbe.html
Multicultural/Bilingual Education
References a variety of multicultural multimedia resources, books, teaching aids and links to other useful websites.

www.isomedia.com/homes/jmele/joe.htmlMulticultural Book ReviewA wonderful site of 9 different multicultural sections of books from Kathy Schrock’s site which is a “must” for all educators.

http://www.state.gov/r/pa/ei/bgn/
This page is maintained by the US Department of State. It includes facts about the land, people, history, government, political conditions, economy, and foreign relations of independent states. This could be used for a better understanding and appreciation for potential out of country meeting attendees.

The Do's and Taboos of Body Language Around the World by Roger E. Axtell
This book will explain what signs may be acceptable to you, but not to your meeting attendee from a different culture!

Multicultural Manners: New Rules of Etiquette for a Changing Society by Norine Dresser
This book illustrates many of the common gaffes, social miscues, and misunderstandings that can occur between people of different cultural backgrounds, and teaches how to avoid them.

http://www.earthcalendar.net/index.php
This website will allow to you to search by date, religion, country, etc. and track all holidays, festivals, cultural days of importance all over the world.

http://webdesign.about.com/od/color/a/bl_colorculture.htm
This website tells you briefly about what different colors symbolize for different cultures.

SMART Outcomes - Yes all meetings should have...Lamesha, Robin, Lorie, Liz, Ginger

Group Assignment Number 2:
Should all meetings have SMART outcomes? Write a persuasive argument in favor of this question (Yes, all meetings should have SMART outcomes).

Group Participants:
Lamesha, Robin , Lorie, Elizabeth (Liz) , and Virginia (Ginger)

It is our opinion that the SMART Outcome Principle should be considered and present in all meetings.

Whether you are working in a small group of three individuals or with a conference with 5,000 attendees, all meetings, no matter the size, can benefit from following SMART outcomes. SMART principals can be applied to short conference calls so that these calls are focused and on target (and of course do not turn into longer calls) as well as and especially to longer more time intensive meetings and conferences so that these stay focused and information is not redundant, thus providing participants with high quality programs that they can take back to their schools and districts. The SMART principals even apply to short one-on-one meetings as then both participants know what they are to meet about, how long their meeting will be, what is expected of them at that time and what follow up or assessment measures are needed.

SMART Outcomes also reach multiple learning styles. In order to have a productive meeting and also keeping in mind all learning types, one must have a well-thought out plan. It’s very important to touch on each one of the SMART aspects in order to keep your audience interested. Although, we think you can have meeting flexibility and still incorporate the basic outcomes. Most people want to know what’s in it for them. They may ask for an agenda ahead of time to gather their thoughts. Knowing your audience will help tremendously in thinking through your plan. Ask questions on the registration form ahead of time regarding the specific and attainable needs of the registrant. They’ll feel confident they will walk away with measurable accomplishments. The schedule that most people keep is crazy, so when attending meetings they need to know that it will be useful and they will walk away with additional knowledge. In order to continue successful meetings and participation, attendees will remember their outcome of that meeting and base their next participation on those thoughts. Having SMART outcomes allows the specific purpose of the meeting to be clearly identified and it gives attendees an opportunity to evaluate the meeting and note if the goals were accomplished.

Within the SMART guidelines, by having specific, measurable, attainable, relevant, and timely outcomes determined, meeting planners, presenters, and participants, know what direction the meeting is to take, what goals are to be reached, and how they are to get there.


Specific: A meeting is generally called when there is a need or desire to exchange information and produce an outcome. Productive meetings do not occur without a clear and purposeful objective. A SMART outcome should be the result of a clearly defined objective or goal. Also, planning a clear agenda must occur so that all attendees can identify and explain the purpose of the meeting and it's importance. Lack of clarity, purpose, and direction about a meeting will most likely lead to an unfocused or negative outcome. Attendees should be able to identify the value and goals set in the agenda; otherwise, they will develop their own "mental agenda" and clear purpose will be lost to subjective opinions.

Measurable: Once a clear and purposeful agenda has been set, the outcome of a meeting should be measurable, meaning that work and steps must be planned in order to produce and accomplish an end result or outcome. In order for measurement to happen, specific tasks, and sometimes data driven measures must be taken so that all attendees or participants are able to evaluate and clearly identify, explain, and compare information that will hopefully lead to a desirable outcome. Finally, measurement must be attainable, otherwise proper evaluation will not be possible.

Attainable: After uses of measurement tools have been identified and agreed upon, it is important that a meeting progress and culminate with an end result. It is also imperative that attendees are willing to work towards the set objective and accept assigned tasks. If participants are aware that their assigned task is integral to the outcome, and measurement tools are clear, appropriate, and effective, then a meetings outcome will be attainable.

Relevant: A meeting should always be relevant to the attendee/participant so they can identify their value and contribution to the meeting, and do not become distracted by outside factors such as environment, or other people. The meeting's clearly defined agenda must also be relevant to the outcome so that the measures taken to produce the outcome are aligned. Within the context of SMART outcomes, less time will be wasted on discussions that are not relevant.

Timely: Finally, when setting the agenda, it is crucial to set realistic times for the meeting. When a meeting is not following the specified times, or strays away from the topic at hand, the attention of some attendees may be diverted to other topics or situations that are not relevant to the objective and ultimately, the outcome. Time arrangements and agreements are important in moving outcomes forward. Without deadlines, and/or time restraints, outcomes will be prolonged.

Seminar Site Inspection Checklist - Lamesha, Ginger, Liz, Jacque

Submitted by Lamesha, Ginger, Liz and Jacque

COLLEGE BOARD SITE INSPECTION CHECKLIST

Site Inspection Date:


Completed By:


Property Name:

Address:

City: State: Zip:

Website address:

Direct bill available: Yes _____ No _____

Airports (s) & distance from hotel:

Complimentary Transportation: Yes______ No _____

Type of Property: ____Hotel ___Resort ____Downtown ____Airport

_____Conference Ctr. ____Restaurant/Banquet Facility ____Other

Number of sleeping rooms: ______________ Suites: _____________

% of Non-Smoking Rooms ________

Number of restaurants: ______ Number of lounges: _______

Catering available Yes _____ No _____

Construction planned ______Yes _____No If yes, what and when?

Rate the following: (1 poor 3 average 5 superior)

1. Lobby Décor 1 2 3 4 5
2. Lobby Seating/location 1 2 3 4 5
3. Lobby condition/cleanliness 1 2 3 4 5
4. Restaurant (s) condition/cleanliness 1 2 3 4 5
5. Restaurant décor 1 2 3 4 5
6. Restaurant(s) menu selection/pricing 1 2 3 4 5
7. Restaurant(s) food quality 1 2 3 4 5
8. Public restrooms condition/cleanliness 1 2 3 4 5
9. Public restrooms proximity 1 2 3 4 5
10. Adequate security 1 2 3 4 5
11. Adequate fire safety 1 2 3 4 5
12. Overall rating 1 2 3 4 5

SLEEPING ROOMS
1. Rate: Single$_______ Double $_______ Suite $______
2. Group Single$_______ Double$ _______ Suite $______

Rate the following: (1 poor 3 average 5 superior)

1. Proximity to meeting space 1 2 3 4 5
2. Condition/cleanliness 1 2 3 4 5
3. Soundproofing 1 2 3 4 5

MEETING SPACE

Rate the following: (1 poor 3 average 5 superior)

1. Proximity to sleeping room s 1 2 3 4 5
2. Décor 1 2 3 4 5
3. Condition/cleanliness 1 2 3 4 5
4. General amenities 1 2 3 4 5
5. Overall rating 1 2 3 4 5

Space available on requested dates: _____Yes _____No

Room Rental Charge $ __________________

Set-up charges $__________________

AV costs: $_____________ Price list provided: ______Yes ______No

Company on property ____ Yes ______No


SERVICE & AMENITIES

Business Center _____Yes _____No

Parking _____Yes _____No Cost per day $_________

Fitness Center _____Yes _____No
Complimentary for guest _____Yes _____No
If no, cost $_________
Pools: ______Yes _____No

POLICY FOR SHIPPING BOXES

Cost $_______________ How early can boxes be shipped? ________________

FACILITIES POLICIES

Cancellation penalty by date: ___________________$____________________

Attrition penalty by date: _____________________ and __________________%

Deposit by date ______________________ $________________

Rate the following: (1 poor 3 average 5 superior)

Overall rating for property 1 2 3 4 5


ESTIMATED EXPENSES OF MEETING FOR THIS SITE

Sleeping Room Expenses $_________________
Meeting Room Expenses $_________________
Food & Beverages Expenses $_________________
A/V & other equipment expenses $_________________
Taxes $_________________
Service charges $ _________________
Other meeting expenses $_________________
Total estimated expenses $_________________

NOTES
_________________________________________________________

_________________________________________________________

__________________________________________________________

__________________________________________________________

__________________________________________________________

All meetings do not need to have SMART outcomes - Rashida, Trish, D'Ann

Submitted by Rashida, Trish and D'Ann

D'Ann reaad the following quote on a website “To truly measure and sustain success, leaders must focus on outcomes that are meaningful to the customer, not on activities that merely occupy an organization. It is important, therefore, to set appropriate performance goals.” The writer goes on to list and define SMART outcomes.

Although we may agree with the first part of the above statement, we do not believe it is necessary for a successful meeting. We chose “Open Space Technology” as a type of meeting where SMART outcomes aren’t necessary to the success of the meeting.

SMART outcome also relies on specific, measurable, attainable, relevant and timely goals. Meeting formats which use Open Space Technology will not necessarily rely on SMART outcomes and can still be successful meetings. There isn’t a set time or agenda where participants have to discuss specific ideas, but instead they share ideas. Participants and team members are able to discuss subjects which interest them and can be helpful to them. In this type of meeting people will be able to get tips and tricks from each other that may not be measurable quantitatively, but qualitatively or not at all. For example, if we plan a meeting for teachers without worrying about, a specific agenda or goal, time allotment for each session, but just concentrated on inviting teachers to share and discuss their teaching experiences with each other, we will still have a successful meeting and no one will feel obligated to discuss anything specific. Although the open space technology meeting may not rely on SMART outcomes, the meeting is still meaningful to the participant and that is what really matters

Site Inspection Checklist - Rashida, Chandra, D'Ann

Submitted by Rashida, Chandra and D'Ann

Create The College Board Site Inspection checklist for a major conference.

1) Make sure you are working with a knowledgeable meeting planner at a hotel.
2) Ask if there are any conferences going on at the same time as the CB meeting
3) Overall Appearance of the hotel
4) Room sizes (meeting rooms, sleeping rooms, breakout rooms)
5) A/V capabilities (what’s available, wireless, etc)
6) Banquet (menu choices)
7) Location with quick access
8) Accessible registration set-up
9) Location (proximity to the airport)
10) Accessibility for people with disabilities
11) Meeting room obstructions
12) Staff availability.

Audience Response Systems - Trish and Robin

Submitted by Trish and Robin

How could you envision using an audience response system in a future meeting?

• Annual Meeting member voting
• Audience opinion pole
• General Q&A
• Elections
• Surveys
• Group decision making
• Choosing discussion topics in open forum setting

Audience Response Systems - Effie, Lorie, Becky

Effie, Lorie, and Becky

Research:

In today’s fast-paced environment, the desire to collect and analyze data instantaneously has become a major part of present day business meetings. Audience response systems are used frequently to capture this data.

Today, the most popular types of audience response systems utilize electronic machines. Audience or participant members select answers to a multiple choice format. Once polling has completed, software then totals the responses from the response cards and instantly displays a graphic summary showing the distribution of sections. These electronic machines can be hooked up to an array of wireless keypads or kiosks – This process makes it easier for a presenter or group of presenters to ask questions and receive a clear response in turn. The design of most systems is built around a keypad (usually labeled alphanumerically). Information from the keypad is then displayed on a large screen for participants to view.

Some audience response systems can provide connectivity between various off-site locations. This is a great solution for companies that wish to train employees that are located in multiple branches or regional locations.

Studies have shown that attendees or participants that participate in audience response systems walk away from a meeting with a better understanding of the information that was presented.

Since the goal or an objective of most meetings is to captivate your audience, hold its attention, and receive immediate feedback, audience response systems will most likely increase in tomorrow’s meetings.

The College Board could possibly use an audience response system during the company-wide Town Hall Meeting so that the president would have immediate feedback from multiple regional offices. It would also be useful in other major conferences such as the National Consultant Training, National Forum, or the Advanced Placement Annual Conference.

Specific Examples:
National Consultant Training
The audience response system would be a great way to incorporate a game in the opening session of Consultant Training. The goal of this session would be to familiarize the attendees with College Board products and services. I was envisioning a game of "Who Wants to be a Millionaire" where one person was in the hot seat and could poll the audience for the answers, etc. Could be fun and could replace the group paper quizzes we hand out now to encourage mingling and participation. http://www.interactivemeetings.com/audience_response.html

AP Annual Conference
For the AP Annual Conference, the College Board could get audience feedback on the presenters, agenda, individual sessions and the overall event and create comprehensive report about the event. The reports can be used for improving the event, marketing, attracting sponsors and encourage future participation. In addition this feedback could be used to create testimonials for the APAC website along with video clips of plenary sessions or special events.