5.7.a     ERAPPA Board & Host Committee Dinner:

The ERAPPA Board generally has dinner with the Host Committee and other invited ERAPPA Committee guests on Friday evening.  The dinner is generally held in the hotel and is a great opportunity to network and celebrate the culmination of a long planning process before       the conference officially begins.  The HC works closely with the ERAPPA President to co-           ordinate the details for this event that generally includes a cocktail hour with host bar followed by a sit-down dinner.

5.7.b     ERAPPA President's Reception:

The sitting ERAPPA President hosts a reception, generally at the hotel, to recognize the support and contribution of  individuals/groups that include:

•·         ERAPPA Board

•·         Chapter Presidents

•·         ERAPPA Committee members

•·         ERAPPA Representatives to APPA Committees

•·         APPA Liaison to ERAPPA

•·         APPA Executives

•·         Current and Future Annual Meeting Host Committees

•·         Emeritus ERAPPA members

•·         Others as deemed appropriate by the President

The President determines the guest list and handles the invitations for the event.    Refer to Appendix JJ - Sample President's Reception Invitation for examples of the invitation.  Although this is the President's event, the HC is relied upon to coordinate the hotel logistics as part of the conference planning.  The HC works closely with the President to decide on the setting, ambiance, food & host bar for the event.  The reception is generally held on Saturday in the early evening, allowing for attendees to network and arrange dinner on their own afterwards.

5.7.c     First Time Attendees Reception:

The ERAPPA Board, via the VP for Membership, hosts a reception at the hotel for all First Time Attendees.  The reception is generally held just before the Exhibit Hall Opening Reception.  The ERAPPA Board, ERAPPA Membership Committee members, APPA Liaison to ERAPPA and APPA Executives also attend the reception and this is an excellent opportunity for First Time Attendees to network and find out more about the organization.  A presentation highlighting APPA & ERAPPA's activities may be arranged as well as providing the First Time Attendees an opportunity to introduce themselves to the group.  The HC works closely with the VP for Membership to coordinate AV and set-up requirements for the event.  The HC also handles the catering for the event which generally includes a host bar and light food.

5.7.d     Exhibit Hall Grand Opening:

A reception is held in the Exhibit Hall to celebrate the formal opening of the Hall. The event is generally well attended and is an excellent opportunity for attendees to network with each other & the Business Partners and visit the Business Partners in their exhibit booths.
 

Ceremonies have been successfully held in the past where attendees congregate at the entrance before the doors to the Hall are officially opened.  The ERAPPA President, HC Chairs (and others) are involved in officially opening the Hall and the HC works closely with the ERAPPA President to determine the scripting and details of the event.  A podium, microphone and sound system (house or otherwise) is required in order to broadcast throughout the Hall.

A cash bar is generally provided with 2 beverage tickets per registrant along with reception style food throughout the event.

5.7.e     Monday Evening Entertainment Event:

The Monday evening entertainment event is a popular activity.  Attendance at this event typically varies between 150 to 200.  In recent years, attendance has even reached 300.  Attendance targets are at the discretion of the HC who must consider the actual vs charged cost of the event and incorporate any event subsidization into the overall budget.  The event generally includes dinner, cash bar with 2 complimentary beverage tickets and may include entertainment activities and can be held at the hotel or local venues.  The choice of venue should be large enough to allow for a good turnout.  If the event is outside the hotel, transportation should be included.  This event is not included in the registration fee and participants generally have to pay out of pocket to attend and may not be reimbursed by their institution/company.  The success of the event will rely on venue/entertainment choice, marketing, and value/cost ratio.  Refer to Appendix KK - Historical Special Events Summary for examples.

5.7.f      Annual Business Meeting:

The Annual Business Meeting generally takes place over lunch on Tuesday.  The HC is responsible for organizing the logistics of the lunch and ERAPPA Board provides the agenda and conducts the Annual Business Meeting with the key elements being the election of officers and the future AM HC presentation.  The HC works closely with the ERAPPA Board to finalize details for the meeting.

5.7.g     Annual Awards Banquet:

The Annual Awards Banquet is a social evening that includes a cocktail reception and dinner followed by entertainment.  The event is generally held at the hotel but can be held at a local venue.  If held outside the hotel, transportation to and from the event should be included.  Rotating return shuttles, beginning after dinner, should be considered for those who prefer to make it an early evening.

A ticket to the Annual Awards Banquet is included in the general full institutional member registration.  Guest/Spouses purchase their ticket separately, in addition to their registration rates.  It is recommended that Business Partner registrations do not include complimentary tickets so that numbers/cost of those attending can be controlled.  If a Business Partner purchases a ticket to the Banquet separately, it is likely they will attend.   A ticket generally includes 2 beverage tickets, wine at dinner, dinner and following entertainment.  A cash bar is provided for the evening as well. 

The evening begins with a cocktail reception followed by an ERAPPA Awards Ceremony in the banquet hall.  ERAPPA is responsible for the agenda of the Awards Ceremony and takes care of any printed material, awards, etc. for the Ceremony.  The HC works closely with the ERAPPA board to coordinate the details for the stage logistics and setup and advises of any tables that need to be reserved.  ERAPPA is responsible for appointing a Master of Ceremonies for the evening and the HC is not responsible for conducting any part of the ceremony.  A head table is not always required and is at the discretion of the President.  Tables are generally reserved for the HC, APPA officers and others at the discretion of the President.

             Refer to Appendix LL - Sample Awards Banquet Agenda for additional information.

Following dinner, entertainment is generally provided and is planned at the discretion of the HC.  Some attendees will leave immediately following dinner and others throughout the evening depending on the entertainment.  If a live band is provided, attendees will often leave during the band breaks.  Alternate or additional forms of entertainment can be considered such as other past forms of entertainment such as a piano player, variety show, casino, etc.

5.7.h     Wednesday Morning Run/Walk:

This event is not mandatory and offered at the discretion of the HC.  If offered, the Wednesday morning run/walk is typically a 1.5 mile walk/3 mile run course through scenic local areas, close to the hotel.  The event generally includes a memento (water bottle, t-shirt, fanny pack, etc) and breakfast.  Due to insurance issues, the event is not officially sanctioned by ERAPPA and participation is "at your own risk".

The delegate breakfast period may be planned so that runners/walkers can eat upon their return to the hotel or a separate breakfast planned to accommodate the runners/walkers.

5.7.i      Tours:

The tours to local places/points of interest are generally offered on Sunday, Monday and Tuesday of the Annual Meeting.  A Campus tour of a local institution(s) is generally offered on Sunday as well.  Sunday tours are open to all attendees while the Monday and Tuesday tours are generally attended by guests/spouses because of the conflict with the Professional Development Program.  Consider consulting with or adding a spouse/guest to the Entertainment Committee.  Some HC's have canvassed spouses/guests at the previous Annual Meeting, asking for preferences of a variety of tour options and finalized the program based on the feedback received.

Provide a HC tour guide(s) for each tour to act as host for the event and to augment any guides that are included in the tour package. The tours should be within a reasonable travel distance with travel time under 30 minutes preferred.  Hotel departure times are scheduled to allow spouses/guests to have breakfast at the hotel (included in the Annual Meeting registration) before the tour starts.  Lunches are included in the tours so attendance numbers should be deducted from the hotel lunch counts.  The length of the tours and whether short or long tours are offered simultaneously is at the discretion of the HC.

Tours should end with a few hours to spare before evening activities begin.  Activities should be selected with male and female spouses/guests in mind.

Tours are additional to the cost of registration and, as such, participation may be low if the costs are set too high.  Often, HC will subsidize the cost of a tour and this is at the discretion of the HC. 

5.7.j     Transportation:

Motor coach is a commonly used mode of transportation for shuttles either to and from alternate hotels or entertainment sites.  When estimating or setting tour size limits, the motor coach capacity should be considered.  Ensure buses are used to capacity to help control costs.

All transportation should leave/arrive at the same point at the hotel and be clearly signed for easy identification by all delegates.  Signage at the site to highlight departure and arrival times is suggested.  Even with appropriate signage, it is recommended to have users/tour guides available at the transportation dept to assist with bus loading.