Meeting Insurance and Liability

Here are some sources of information for you:

Running the Risks, ASSOCIATION MANAGEMENT, February 2004By: Leslie T. White: http://www.asaecenter.org/PublicationsResources/AMMagArticleDetail.cfm?ItemNumber=865

The State of Event & Meeting Security By: Richard Werth, CPP, 2001: http://www.asaecenter.org/PublicationsResources/whitepaperdetail.cfm?ItemNumber=12165

The New Insurance Environment for Associations By: P. Allen Haney, CPCU , April 2002: http://www.asaecenter.org/PublicationsResources/articledetail.cfm?ItemNumber=13272

Evaluation Team Assignment - Lorie, Ginger, Chandra, Liz

1. Design an evaluation questions for each level of evaluation using the meeting scenario described below.

Reaction
Learning
Application
Business Impact

Dallas Nurses Association
Size of Group – 65
Length of Meeting – 2.5 days
Learning Environment – Day 1 – Schoolroom with LCD Day 2- Rounds with 5 people at each table with LCD, flip charts and sufficient room for some group games. Day 3- Theater style with LCD, video and overhead projector
Purpose of meeting – Continuing Education
Budget – Low
History – This group comes to the hotel every year. They always want something different to make their stay interesting.
Profile – Attendees are local – 90% female, 10% mail
Objectives/Outcome of meeting – To be updated on diabetes and orthopedic nursing care.

Group Participants: Lorie, Ginger, Chandra, Liz

Chandra:

Did this meeting meet your professional requirements?

Will you be able to implement what you learned in the workplace?

Did you leave this meeting with a broader knowledge of diabetic and orthopedic nursing care?

What health knowledge/benefits will your diabetic/orthopedic patients gain as a result of this meeting?

Will the professional materials and references be helpful to you in the workplace?

Would you recommend this meeting to your colleagues?

Does this location continue to be a comfortable learning environment?

What overall changes would you recommend to the planners?

Ginger:

Did the presentation of the information keep your interest and attention?
Was the information clear and comprehensible?
Did you make at least two new contacts while attending the meeting?
Can you utilize the information presented during the meeting in your workplace?
List 2 new ideas you will implement upon your return to the workplace. (Or if keeping the ratable questions, “can you list 2 new ideas you will implement upon your return to the workplace?)
Does the meeting location facilitate your enjoyment of this meeting?
Does the length of this meeting facilitate in making this a beneficial meeting?

Liz:

Did this continuing education opportunity meet your professional development needs? Yes or No

If yes, will you continue to attend professional development offerings by the Dallas Nurses Association? Yes or No

If no, please give a short statement as to what needs this meeting did not address.

Were the topics of diabetes and orthopedic nursing care pertinent to your position? Yes or No

What was the one key new idea or piece of information you gained from this meeting?

How will you apply this information to your role?

How will implementation of this key idea into your position change your approach to your role?

Were you able to share knowledge gained from this meeting with others in your workplace? Yes or No

If yes, based on information you shared, will others be attending the next continuing education offering by the Dallas Nurses Association? Yes or No

If no, is there other information that colleagues would like to see presented by the Dallas Nurses Association? Please list topics.

Lorie:

· What types of topics or specific areas of interest would you like to see addressed in future meetings?
· In your opinion, were there any important topics, not covered during meeting?
· Were handouts, materials beneficial, and/or user friendly?
· Were meeting room set-ups comfortable and conducive to learning?
· What types of activities would you like to see integrated into this 2.5 day meeting?
· Does the format and length of meeting work well in your opinion?
· Do you plan on attending this meeting next year? If no, please list reason.

Creating a Team by Trish, Vicky, Jacque, Ginger, Chandra and Liz

Small Group Activities
Team: Trish, Vicky, Jacque, Ginger, Chandra, and Liz


2. How has a hotel proven to be a partner with you in your past experience? What did they do and how did it support you and your meeting?

In our team, our hotel experiences are varied but there are major themes which are similar in our stories. We all believe that a few key aspects need to be present in order to feel there is a true partnership. They range from believing that we are being attended to with extra care from our spoken through to our unanticipated group needs. This is especially true when the property provides extra amenities whether it is in additional services or accommodating for sleeping and meeting room overages. As well as, it is important for us to feel attended to even when we ourselves are not preparing for the event as of yet. A good example is when the hotel calls you a year in advance to confirm that you would still like to hold the annual event at their facility. Oftentimes, we do but haven’t actually confirmed our intent with the hotel since we are so busy facilitating to other functions.

The following are the individual experiences from our team:

Trish

The first experience that comes to mind for me impacted a social event more than the actually meeting. We were in Charleston, SC for a sales meeting and one of our staff members was within a couple months of her first child. We decided to have a surprise baby shower for her since we were all together. We were trying to keep costs down so we decided to use one of our rooms and have an outside caterer bring in some simple finger foods. Our plan was to run up during lunch and decorate, then I would sneak out of the meeting a few minutes early to meet the caterer and take the food up in the afternoon….and we all know, things always go as planned! The caterer showed up way to early and didn’t have any contact information with him to know who the food was for. The hotel staff outside tried to help but they were unsure what to do. They called the manager out and the manager went around to the groups that were there and started looking for the right person. When he came to me, I felt terrible that they had been running around for this. He could not have been nicer…not only did he not mind looking for the right person but he had one of the guys take all the food upstairs and set it up. Then he had them bring us ice buckets, glasses and sparkling cider for a toast to the new mom. He then told me to phone the front desk when we were done and they would send someone up to help me clean up and take away any trash. The hotel had been wonderful with our meeting. They were already taking really good care of us but this was above and beyond. The Renaissance will always be my first choice in Charleston now and I recommend them to everyone.

Vicky

There was a time when I believed the hotel saved me from a great embarrassment by being able to anticipate a need that I was to busy to think of myself. I facilitate the national council meetings along with their respective nominating committee meetings. Usually they fall in the same time frame so each council and their nominating committee is placed in the same block. One time, there was a date change, which I knew about, and the nominating committee was coming in the week prior to the council. Two months new to the College Board, I completely forgot to reserve space for them at their preferred hotel and by the time I remembered the occupancy at the hotel was very tight.

To make a long story short, the conference service manager, who my first born will be named after, was able to provide an addendum to the council’s contract and fit the group in on the required dates. This saved me the work of trying to find an alternate location, having eyebrows raised and having to explain to committee members why they are at a different hotel. Two years later, my conference service manager always inquires about my future meetings and we have discussions on what my anticipated needs will be for each event I have.

Jacque

There was a situation when I had not scheduled a meeting at a hotel that I used yearly, my contact called to see if we needed space there because another organization was going to schedule a big meeting and use most of their sleeping and meeting rooms. This was very helpful since I had not gotten around to reserving space. I was also informed that another educational organization would be in the hotel the same day and they probably would be interested in the programs and services we offered, so my contact asked me if I wanted to reserve meeting rooms close to them and she even put me in contact with the coordinator of the event.

Ginger

One key point to a hotel acting as a partner is their understanding of your group’s needs. For example, as we reviewed the agenda of a proposed meeting, the hotel contact noticed that we were taking the participants to dinner off-site. The hotel then offered to reserve the charter bus on our behalf. Also, we had reserved meeting space with a hotel and needed to extend the times of our reservation. When I requested this extension, I was informed that another group had booked back to back with us. However, my hotel contact and I worked to find a compromise as we offered a working lunch (instead of an hour break for lunch) and the other group agreed to push their set-up back an hour therefore giving our program the extra time needed.

I would also agree with Jacque’s statement that it really means a great deal to me when a hotel calls to inquire if we are going to use the same space the next year. It let’s me know how valuable our business is to them.

Chandra

We use a lot of Marriott properties, and I have found that they proven to be a partner with me by taking care of catering needs when needed, giving me the best meeting rooms, being very accommodating when it comes to last minute changes. What they have done is just work very closely with my colleagues and I to ensure a successful meeting and have been very accommodating to our needs. I don’t think they have every said no to any of our request.

Elizabeth

The Renaissance Tampa International Plaza proved to be a partner with us for our Counselor Leadership Conference by showing follow through on the items that were most important to us. Our sales manager asked us what our 3 golden key issues were and we listed them, not expecting much. The staff at the hotel took these 3 issues to heart and followed through on each one. It was important to us that check-in and registration go smooth so that our participants received a seamless, cohesive feel between the hotel and our registration staff. They managed this beautifully, even providing us with a stationary registration area at no extra charge. We also felt that signage was important to us as we have experienced a distinct lack of adequate signage at other workshops. Again, the staff had each breakout room labeled and provided more than adequate signage in public areas that led our participants to where they needed to be. Our last key issue was knowing who our event staff was and having the ability to easily find them to help with any problems that may have arisen. Our on-site staff was introduced to the event manager and the banquet captain and was provided with a means to reach either at a moments notice.

Attention to these key issues helped us to produce one of the smoothest running workshops we have offered. Participants raved about how well everything went, how much they enjoyed the location, and most of all, how special they felt they were treated by the College Board and the hotel. That is how the hotel was a very good partner for our meeting and supported us very well.

Evaluation Development Resource

Developing Evaluation Questions

Survey of Planners Acceptable Attrition %

I just read this article on a e-newsletter. The source: Successful Meetings' E-newsletter, Down to the Wire. By copyright law, I think it is inappropriate to list the entire article here. But I can provide the link. Basically, the article shows what percentage of planners are willing to accept various levels of attrition rates. Here's the link if you want to read teh entire article: http://www.mimegasite.com/mimegasite/news/article_display.jsp?vnu_content_id=1002034892&imw=Y

I will include this newsletter as a resource in next month's session. However, if you want to get a jump start, here's the link to subscribe to the magazine and the on-line newsletter: https://subvnu.com/SM?P=YZZDD1

Great International/Multicultural Site

I was doing some research on gift giving and business card savvy and found this great site to share with you all: http://www.kwintessential.co.uk


Great source of multicultural information. Hope you can use it some time.

Sue

APEX Contract Elements to Include by Robin, Trish & Vicky

Submitted by: Robin, Trish, Vicky


Items that should be included in contracts

The following items should be included in a contract because it will provide the details, expectations and requirements of the event for both parties; which will minimize the chances of disputes over items that have been agreed upon.

Contact Information (Part A)
The full contact information of the parties involved including different billing address if applicable, since it will specifically identify the agents of both parties that are committing to the contract.

Event Details (Part B)
The Event Details should be clearly presented in the contract since it is the basis of the agreement and crucial in the planning stage for both parties. With this information clearly presented, both parties can now begin planning the details based upon the selected dates, type of event and beginning and end requirements.

Sleeping Rooms (Part C)
For events requiring guests to spend the night, it is very important for the rooming requirements to be stipulated in a clear and concise manner. This will avoid any problems with shortages in rooms for the event planners guests due to overbooking on the hotel’s ends. In addition, clearly stipulated room rates, block amount, type of rooms, audit requirements and the like, will clearly bind each party to perform at the expected level. There will be no room for misinterpretation of the event planners needs and the hotel’s expectations.

Function Space (Part D)
Larger meetings will definitely require the detailed stipulation of the type of space and expectations of the event planner. It will provide the location with the event schedule and allow for the creation of an agreement based upon actual needs.


Food & Beverage (Part E)
This clause will provide guidelines for both parties since it will detail the F&B requirements based upon the schedule; amount of people; the pricing and fees; and other costs associated with the event.

Billing Arrangements (Part I)
This clause is definitely one that must be included. It will stipulate deposit requirements, master account billing specifics and the payment terms. In addition, with an audit stipulation, both parties can review the cost details of the services provided; verification of and source of the expenses incurred.

Termination/Excuse of Performance/ Force Majeure (Part K)
Every contract should have this clause because it safeguards both parties against acts of nature, war, war like conditions and any other drastic event that may not allow for the event to take place as planned.

Dispute Resolution and Governing Law (Part O)
In case there is a disagreement of a term within a contract, this clause provides the guidelines of resolving the dispute which can minimize the liabilities and attorney’s costs for both parties.

Attachments (such as Function Schedule, Floor Plans, Menu with Prices, Security Rules) (Part S)

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.