•·         Complimentary internet access in guest rooms required for Annual Meeting and Mid-Year Meeting preceding Annual Meeting  

•·         Complimentary meeting space for Mid-Year Meeting preceding Annual Meeting

•·         Annual Meeting standard room rates extended to Mid-Year Meeting attendees for duration of Mid-Year Meeting

•·         Credit for guest rooms used during Mid-Year Meeting preceding Annual Meeting towards the hotel pickup at the Annual Meeting

Ensure that parking (either at the hotel or very close to the hotel) is guaranteed to all Annual Meeting attendees staying at the hotel.  If parking is not included in hotel registration,  clearly identify the additional parking costs in the hotel registration form.

In the event that the anticipated number of attendees is exceeded, it is recommended to have a written agreement with a backup hotel available for guest rooms in order to accommodate 5-10% of your expected attendees.  Only use a secondary hotel if the Annual Meeting hotel site is fully booked.  A transportation shuttle should be provided between the primary and secondary hotel sites if the secondary hotel is more than a couple of blocks from the primary hotel.

5.6.c     Meeting/Other Room Requirements:

Refer to Appendix GG - Hotel Meeting Room Requirements for a complete listing of non-guest room areas required during the Annual Meeting, such as meeting rooms, reception rooms, speaker ready room, exhibit hall space, storage space and offices.

One requirement that has a significant cost implication is the provision of additional electrical outlets in the Exhibit Hall.  Confirm the electrical capacity and cost with the hotel and include in the hotel contract. 

5.6.d     ERAPPA Board Requirements:

A hospitality room is identified in Appendix BB and this room is used by the ERAPPA Board and the HC  during the Annual Meeting.  The HC should work closely with the ERAPPA President to confirm details on supplying the room with beverages and snacks.  The preference is to supply the room privately but this will vary based on hotel/state/provincial regulations.

ERAPPA board members and APPA officers are responsible for making their own guest room hotel reservations for the Annual Meeting.

5.6.e     Food & Beverage Requirements:

How well food & beverage counts are controlled will have a significant impact on the financial outcome of the Annual Meeting.  The number of meals guaranteed to the hotel can usually be approximately 5% less that the number of attendees registered for each meal.  A Conference Planner can assist in confirming final counts vs actual registration figures and/or historical food & beverage counts.  Refer to Appendix HH - Historical Food Beverage Summary for additional information.

Ensure the meal & beverage costs (per plate, gratuity, taxes, etc.) are clearly defined in the hotel contract along with any additional surcharges.  Secure a contractual guarantee that catering prices for the Annual Meeting will not increase more than 2% over the menu prices that were in effect at the time the contract was negotiated.  Include sample menus that reflect contract unit prices  in the contract.

Have meals in the exhibit hall served ½ hour before attendees arrive so that Business Partners can eat before the Exhibit Hall opens.

5.6.f      Audio Visual Requirements:            

The AV requirements will vary depending on the planned elements of the Annual Meeting.  The hotel can generally provide these services but do not feel obliged to use the hotel's services.  It is often more cost effective to use an outside vendor.  The AV requirements are at the discretion of the HC.  Typical requirements include, but are not limited to:

Annual Meeting Office:  Computer & monitor, laser printer, telephone, Internet access (wireless preferred).

Registration Desk:  Telephone, Internet access (wireless preferred).

ERAPPA Board & ERAPPA Committee Meeting Room: House phone, speaker phone for teleconferencing, internet access (wireless preferred).  HC should check with each ERAPPA Committee to confirm any change in requirements.

ERAPPA Technology Committee Meeting Room:  Safelock stand for LCD projector (supplied by Board), 6' tripod screen (laptop provided by Board), internet access (wireless preferred).

ERAPPA Board, ERAPPA Committees, Current & Next Year Host Committee Dinner:    Podium with microphone patched into house system.

President's Reception:  Podium with microphone patched into house system.

First Time Attendee Reception:  Podium with microphone patched into house system, safelock stand for LCD projector (supplied by Board), 6' tripod screen (laptop provided by Board).

Exhibit Hall:  Podium with microphone patched into house/other system so that sound can be heard throughout Hall, Internet Café laptops with internet access.

Speaker Ready Room:  LCD projector with safelock stand, 2 computers & monitors, 2 laser printers, 1 laptop per number of Professional Development tracks, network router, 6' screen with skirt.

Keynote/Plenary Speaker and Business Meeting Rooms:  Wireless lavalier, podium with microphone, floor microphone, table microphone, speaker/sound system, 1-2 LCD projectors with 1-2 safelock stands (depending on stage layout), lighting as required, laser pointer, stage with backdrop draping and rigging as required. Canadian & American flags and an ERAPPA banner are supplied by ERAPPA.  The HC is responsible for having the flags (may require flag standards) and banner set up on stage in the Keynote/Plenary Speaker and Business Meeting Rooms and the Awards Banquet room.

Concurrent Professional Development Session Rooms:  Wireless lavalier, podium with microphone, floor microphone, table microphone, speaker/sound system, LCD projectors with safelock stand, laser pointer, 6' tripod screen with skirt, technician assigned to each room.  Requirements can be highly variable for these rooms and the HC will determine requirements and coordinate accordingly.