2008 Annual Conference Committee
Activities
• Met with Sharon Bianco, Director of Event Planning and Operations at the Waikoloa
Marriott Hotel on April 11; viewed rooms, banquet facilities, and meeting rooms.
• Contacted Karen Morell of the University of Washington TRIO training program
regarding preconference workshop.
• Spoke with Michele Scott, Professional Development Chairperson, about having a
preconference SSS grant writing workshop.
• Worked on finding chairpersons for the various committees. Have not filled the
chairperson positions for the following committees: Marketing, Registration,
Program Booklet/Ads, Speakers/Plenary Sessions, Equipment, Moderators,
Evaluation, New Members Orientation. Any suggestions would be greatly appreciated.
• Worked on conference theme. Wanted a theme that will bring members together,
especially those who have not attended a conference for a while for various reasons.
Wanted a theme that addressed the healing nature of Hawaii. Looked for a Hawaiian proverb that fit WESTOP’s current situation. 2008 is also WESTOP’s 30th Anniversary. Suggestions so far include:
E pupukahi: Be united in thought.
Ho‘omoe wai kahi ke kao‘o: Let all travel together like water flowing in one direction.
Pupukahi i holomua: Unite in order to progress.
Thirty Years of Advocacy.
Will be asking the PIC members for their thoughts on the theme.
• Sent David Ferguson preliminary information regarding dates of conference,
room rates, and other pertinent information to place on WESTOP Web site.
• Working on setting up the first conference committee meeting at the hotel early part
of June.
• Worked on a proposed budget for the conference. (Apologies for the format of the
budget. Having a problem with my Excel program at the moment.)
| Wednesday Morning (USEd Representative) | 0 | ||||
| Travel & lodging for speakers | 1,000 | ||||
| Subtotal | 3,000 | ||||
| Workshops | |||||
| Presenter appreciation gifts | 250 | ||||
| Printing | 100 | ||||
| Postage | 50 | ||||
| Subtotal | 400 | ||||
| Moderators | |||||
| Printing | 100 | ||||
| Postage | 50 | ||||
| Subtotal | 150 | ||||
| Equipment | |||||
| Workshops | 5,000 | ||||
| Subtotal | 5,000 | ||||
| Conference Booklet | |||||
| Printing | 3,000 | ||||
| Postage | 50 | ||||
| Subtotal | 3,050 | ||||
| Awards | |||||
| Achievers travel & lodging | 5,000 | ||||
| Certificates, plaques, etc. | 500 | ||||
| Printing | 500 | ||||
| Postage | 50 | ||||
| Subtotal | 6,050 | ||||
| Entertainment | |||||
| New members orientation | 500 | ||||
| Opening ceremony | 500 | ||||
| President's reception | 1,000 | ||||
| TRIO Achievers lunch | 500 | ||||
| President's luau | 2,000 | ||||
| Dance | 1,000 | ||||
| Subtotal | 5,500 | ||||
| Meals (includes the following) | |||||
| New members orientation | |||||
| President's reception | |||||
| TRIO Åchievers lunch | |||||
| Tuesday's continental breakfast | |||||
| President's luau | |||||
| Wednesday's breakfast | |||||
| Subtotal | 100,000 | ||||
| Exhibits | |||||
| Printing | 100 | ||||
| Postage | 50 | ||||
| Subtotal | 150 | ||||
| Fund Development (Silent Auction) | |||||
| Printing | 100 | ||||
| Postage | 50 | ||||
| Subtotal | 150 | ||||
| Evaluation | |||||
| Printing | 1,000 | ||||
| Postage | 50 | ||||
| Subtotal | 1,050 | ||||
| Total Expenses | 135,100 | ||||
| PROJECTED REVENUES | 185,875 | ||||
| PROJECTED EXPENSES | 135,100 | ||||
| PROJECTED INCOME | 50,775 | ||||
| Notes on Budget | |||||
| According to hotel contract, we needed to guarantee $100,000 in food and | |||||
| beverage costs in order for us to get the $185 run-of-the-house room rates. | |||||
| Eliminated the preconference institutes per conversation with Michele Scott | |||||
| who will handle this as WESTOP's Professional Development chair. | |||||
| Eliminated election expenses from budget since this is part of WESTOP's | |||||
| function. | |||||
| Extracurricular activities not included as there are questions regarding liability, | |||||
| which I'm not sure if WESTOP is willing to cover. | |||||
| Submitted by | |||||
| Cornelia Anguay | |||||
| Conference Chair | |||||
| Dated May 10, 2007 | |||||
| 2008 WESTOP CONFERENCE | |||||
| Proposed Budget | |||||
| PROJECTED REVENUES | |||||
| Registration Fees | |||||
| Early Bird | 400 @ $325 | 130,000 | |||
| Preregistration | 100 @ $375 | 37,500 | |||
| Students | 25 @ $175 | 4,375 | |||
| One-day attendees | 50 @ $75 | 3,750 | |||
| Exhibits | 15 @ $250 | 3,750 | |||
| Sponsors | 3 @ $1,000 | 3,000 | |||
| Program ads | 3,000 | ||||
| Meal tickets | 500 | ||||
| Total Projected Revenues | 185,875 | ||||
| PROJECTED EXPENSES | |||||
| Conference Committee | |||||
| Travel, Lodging | 500 | ||||
| Supplies | 500 | ||||
| Printing | 300 | ||||
| Postage | 200 | ||||
| Telephone/fax | 500 | ||||
| Subtotal | 2,000 | ||||
| Marketing | |||||
| Printing | 1,000 | ||||
| Postage | 100 | ||||
| Subtotal | 1,100 | ||||
| Registration | 6,000 | ||||
| Packet materials | 200 | ||||
| Printing | Subtotal | 6,200 | |||
| Hospitality | |||||
| Leis for guests, honorees, new members | 300 | ||||
| Gifts for plenary speakers (5 @ $50) | 250 | ||||
| Airport shuttle (van) for speakers & | |||||
| honorees (1 van for 4 days @ $100/day | 400 | ||||
| Fuel for van for 4 days | 200 | ||||
| Subtotal | 1,150 | ||||
| New Members Orientation | |||||
| Printing | 100 | ||||
| Postage | 50 | ||||
| Subtotal | 150 | ||||
| Plenary Speakers | |||||
| Opening Ceremony (HI Congressman Abercrombie) | 0 | ||||
| Monday Morning (Manu Meyer, UHH Professor) | 1,000 | ||||
| Monday Lunch (Delorese Gregoire,Winner's Camp) | 1,000 | ||||
| Tuesday Morning (COE Representative) | 0 | ||||
Submitted by
Cornelia Anguay
2008 Conference Chair
05/10/07
