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ACCED-I 37th Annual Conference
March 26 - 29, 2017
Orlando, FL

 
 
 

  

Preliminary Schedule at a Glance
Saturday, March 25
8:30 a.m. – 1:00 p.m.     Regional Leadership Training – invitation only
1:00 p.m. – 5:00 p.m.     Optional Pre-Conference Tour: Disney’s Business Behind the Magic Tour – addl fee
1:00 p.m. – 6:00 p.m.     Exhibitor Set-up
1:00 p.m. – 6:00 p.m.     Registration

 
Sunday, March 26
7:30 a.m. – 5:00 p.m.     Registration
8:00 a.m. – 10:00 a.m.   Exhibitor Set-up
9:00 a.m. – 10:00 a.m.   First Timer’s Welcome
10:15 a.m. – 12:00 p.m. Keynote and Brunch
12:00 p.m. – 6:30 p.m.            Expo
12:15 p.m. – 1:15 p.m.   Region 1 & 2 Meetings
12:15 p.m. – 1:15 p.m.   Region 3, 4 & 5 Visit Expo
12:45 p.m. – 2:15 p.m.   Expo with refreshments
1:45 p.m. – 2:45 p.m.     Region 3, 4 & 5 Meetings
1:45 p.m. – 2:45 p.m.     Region 1 & 2 Visit Expo
4:00 p.m. – 5:00 p.m.     Special Interest Sessions, Block A
5:00 p.m. – 6:30 p.m.     Reception in Expo
6:30 p.m. – 8:00 p.m.     Expo Breakdown
 
Monday, March 27
8:30 a.m. – 9:45 a.m.     General Interest Sessions, 3 concurrent sessions
8:00 a.m. – 12:00 p.m.   One-on-One Exhibitor Appointments– with coffee break
8:00 a.m. – 12:00 p.m.   Demonstration Opportunities
10:00 a.m. – 11:00 a.m.  Roundtables
11:15 a.m. – 11:45 a.m.  Topic Expert Sessions
12:00 p.m.                      One-on-One Exhibitor Appointments Breakdown
12:15 p.m. – 1:30 p.m.   Business Luncheon
1:45 p.m. – 2:45 p.m.     Special Interest Sessions, Block B
1:45 p.m. – 5:00 p.m.     Institute – additional fee
2:45 p.m. – 3:15 p.m.     Afternoon soda break
3:15 p.m. – 4:15 p.m.     Special Interest Sessions, Block C
4:30 p.m. – 5:00 p.m.     Topic Expert Sessions
7:00 p.m. – 10:00 p.m.   Optional Monday Night Activities – additional fee or on your own
 
Tuesday, March 28
8:00 a.m. – 8:45 a.m.     CCEP Breakfast – invitation only
9:00 a.m. – 10:00 a.m.   Special Interest Sessions, Block D
10:15 a.m. – 10:45 a.m. Topic Expert Sessions (topics repeated from Sunday)
11:00 a.m. – 12:00 p.m. Special Interest Sessions, Block E
12:15 p.m. – 1:15 p.m.   Awards and Recognition Luncheon
1:30 p.m. – 2:30 p.m.     Special Interest Sessions, Block F
2:45 p.m. – 4:15 p.m.     Closing Keynote– immediately followed by:
4:15 p.m. – 4:20 p.m.     ACCED-I 38th Annual Conference Preview: Minneapolis, MN 
5:45 p.m.                         Buses begin leaving for Cuba Libre
6:00 p.m. – 9:00 p.m.     Closing Event at Cuba Libre and Presidential Presentation
 
Wednesday, March 29
8:00 a.m. – 12:00 p.m.     Optional Post-Conference Tour – additional fee
 

Saturday, March 25

“Business Behind the Magic Tour”
1:00 p.m. – 5:00 p.m.
$280.00
Minimum participants: 25
Maximum participants: 50
In addition to creating a magical environment for Guests from around the world, Walt and Roy Disney mastered the art of business. They determined that leadership, service, quality service, and employee engagement were key concepts that, when considered holistically, would lead to maximum results. Not only have these time-tested core concepts helped establish Disney as one of the world’s leading brands, they have also helped thousands of organizations around the world think differently about how they can deliver the long-term results they are capable of delivering.

 
This is your opportunity to engage experienced Disney professionals and observe key examples from a “living laboratory,” taking you behind the scenes to explore firsthand how Disney business insights and time-tested methodologies are operationalized to deliver a great customer experience.
 
This 4-hour tour features concepts and illustrations from the professional development courses offered by Disney Institute and show how they come to life each day at the Walt Disney World® Resort for Cast Members and Guests. You will explore the following locations:
 
FLO (Fourth Laundry Operation): Visit a state-of-the-art laundry facility, one of the largest in the world, to see how committed, responsible, inspiring leaders are able to motivate a team to achieve amazing results.
Epcot® Cast Services: Experience the “Backstage” area from a Cast Member perspective. See how the Walt Disney World® Resort creates a supportive environment for the Cast Members as they prepare to go on stage. Discover the important role backstage areas play in creating a caring environment.
Main Street, U.S.A.®: Take a stroll through this turn-of-the-century walkway inside the Magic Kingdom® Theme Park to better understand how we strive to exceed the expectations of our Guests. Discover a tool that helps go beyond standard demographics to meet the needs, wants, stereotypes, and emotions of Guests with innovative products & services.
The “Utilidor” System: Journey beneath the Magic Kingdom® Park to visit support systems designed to improve the experiences of Cast Members and Guests alike. Discover how we use simple tools to engage and empower Cast Members to create lasting customer relationships that drive repeat business and brand loyalty.
 
Disney Institute core competencies are illustrated throughout the tour, along with quantitative examples of how each area successfully implemented those concepts.
 

  • This tour is available on a first-come, first-serve basis
  • The minimum of 25 attendees must be made by February 17, after this date if minimum is not met tour will be cancelled and attendee notified with refund
  • All tours are a firm commitment and cannot be cancelled
  • All tours are non-refundable once purchased, unless cancelled by ACCED-I
  • All tour participants must be at least 16 years of age
  • Participants must bring a government-issued photo identification with them

 



Sunday, March 26

First Timer’s Welcome
9:00 a.m. – 10:00 a.m.
If this is your first ACCED-I conference, be sure to join us before the opening keynote to meet key ACCED-I members, fellow attendees and gain an understanding of how the conference works. Get connected right away to ensure a successful three days.
 
Keynote and Brunch
10:15 a.m. – 12:00 p.m.
Stop Selling and Start Connecting
Presented by: Simon T. Bailey, Simon T. Bailey International, Inc.
The Gallup Organization states that 70 percent of human decision-making is emotional and 30 percent is rational. When buyers emotionally connect with a brand, they buy more, pay a higher margin, and tell others about their experience. It is imperative for sales professionals to stop selling and start connecting. When they sell, that’s a transaction. However, when they connect, a relationship is created for the life of the brand.
This shift in selling has tremendous upside potential as organizations experience disruptive market forces, a change in client needs, and unseen economic headwinds. Sales professionals who intend to grow market share by acquiring new customers and increasing margins from existing customers must examine their sales edge.
Learning Objectives:
  • Shift from selling to live to living to sell by creating a personal brand that attracts new opportunities and establishes credibility in the marketplace
  • Shift from telling customers about features and benefits to asking high-grade questions that unearth other potential opportunities
  • Shift from just selling a service to fulfilling the customer’s wants and needs including how to set up internal team members for success by providing a seamless and consistent customer experience
 


Expo
12:00 p.m. - 6:30 p.m.
12:15 p.m. - 1:15 p.m. - Dedicated time for Region 3, 4 and 5
12:45 p.m. - 2:15 p.m. - Refreshments in Expo
 1:45 p.m. -  2:45 p.m. - Dedicated time for Region 1 and 2
 5:00 p.m. -  6:30 p.m. - Reception in Expo

In today’s busy work environment, it is imperative that you utilize every opportunity to help take your department to the next level of success. Don’t miss this chance to work with the exhibitors to find solutions that will elevate your operations. To add even more value to your time in the expo, you can play games to win cash prizes, have a new head shot taken and find refreshments during the break and reception.
 


Regional Meetings
12:15 p.m. – 1:15 p.m. – Region 1 and 2
  1:45 p.m. – 2:45 p.m. – Region 3, 4 and 5
Join your region for an informational meeting that will cover Association business, your regional leadership, activities and more. 
 

Special Interest Sessions – Block A
4:00 p.m. – 5:00 p.m.
 
Successful Scheduling Operations in a Decentralized Environment
Presented by: McKenzie Suber-Robinson, Assistant Director of University Scheduling, Rowan University and Walt Martin, CCEP, Professional Services Consultant, CollegeNET, Inc.
While most colleges and universities utilize centralized scheduling operations that are overseen by only a few gatekeepers, there are several scheduling administrators that are expected to manage certain campus-wide scheduling environments where possibly dozens of individuals have scheduling approval rights. They have to provide schedulers with the autonomy they want while keeping it contained within the framework of the larger governing policies and procedures of their respective institutions. This session will explore the pros and cons of both centralized and decentralized scheduling operations,
how to effectively shape and administer your campus' decentralized scheduling environment, and discuss strategies to ensure proper balance between the needs of your end users and the schedulers who service them.
Learning Objectives:
  • Establish scheduling policies and procedures and gain the requisite campus buy-in to help the operation align with the campus' scheduling culture.
  • Deal with uncooperative campus partners and overcome space 'ownership' issues
  • Address challenges related to campus-wide scheduling priorities
 
How to Manage Guest Amenity Expectations: Residence Halls vs. Five Star Hotels
Presented by: Kim Araya, Director, American University and Tess Mabry-Saffar, Assistant Director of Sales and Marketing, American University
Many college and university summer camp/conference programs are asked to generate significant revenue for their institution. As competition grows, and clients have more options, the ability to meet the needs of camp/conference guests becomes critical. Colleges and universities may not be able to provide guests with five star amenities, but they can offer five-star service by managing expectations from the first client conversation.
Learning Objectives:
  • Focus on the best qualities of your summer camp/conference program while being honest about potential service limitations
  • Learn practical methods for handling communication with guests about potential construction on campus or in residence halls
  • Minimize surprises about available services and amenities by sending an arrival guide to guests prior to their stay
 
Developing a Successful Registration Marketing Plan
Presented by: Tom DiCato, Support and Client Success Specialist and Hannah Uram, Support and Client Success Agent, Seattle Technology Group
Registration services allow you to provide clients and participants with a streamlined event experience while increasing your bottom line.  Whether you currently offer online registration services or are considering adding them to your service portfolio, you will learn from real world experiences and receive marketing and communication tools you can apply to your operation.
Learning Objectives:
  • Understand registration services and supporting business processes
  • Harness strategic communication and marketing for your registration services business
  • Evaluate current operational, communication and marketing practices to identify hurdles to success
 
 Marketing Your Intern Housing Program
Presented by: Nathan Lubich, Associate Director of the Office of Conference & Event Management, Fairfield University
Providing intern housing for non-students can be an excellent way to utilize residential space and generate revenue, but how do you successfully market your intern housing offering? This session will discuss strategies on how to market and – just as important – what components of your intern housing
program you should highlight to fill your beds for the summer with non-students.  Strategies will include the use of social media, collaboration with university marketing and campus partners, as well as best practices for targeting both individual interns as well as local companies looking for a housing solution for their intern staff.
Learning Objectives:
  • Identify what components of your intern housing program should be highlighted to market to prospective non-students
  • Learn what tools are available for any type of marketing budget
  • Develop strategies to market to both individual interns as well as local employers
 
Golden and Growing: Celebrating Campus Milestones
Presented by: Sterlynn Clendenin, University Events Specialist, University of Colorado, Colorado Springs
Campus anniversaries and other campus milestone special events are a great opportunity to celebrate and respect your institution’s traditions while also providing the opportunity to try new ideas in the event world. In 2015, the University of Colorado, Colorado Springs (UCCS) celebrated their 50th Anniversary over the course of twelve months complete with parades, fireworks, a time capsule and our very own UCCS wine.  Concluding with the 50th Anniversary Culminating Celebration: Winter Wonderland, including a proclamation and visit from Governor Hickenlooper, custom Colorado food and drink menu, interactive photo booth and indoor snow. Join us to learn how to develop a strategic plan for a major anniversary year that incorporates all campus stakeholders including students, alumni, donors, faculty, staff and administration and implement a year-long celebration on campus. This session is for those who are interested in planning fresh, innovative events that still preserve the essence and history of your campus. Learning Objectives:
  • Develop a plan for a year-long campus anniversary celebration
  • Learn how to balance preserving campus traditions and building new legacies
  • Identify key campus stakeholders and ensuring an inclusive campus community

 

Fronting: Using Student Organizations or Departments to Obtain Free Event Space – Case Study
Presented by: Taylor Church, Event Planner and Andy Dang, Conference and Events Planner,
University of South Florida St. Petersburg
Have you ever had a client use a University department or student organization to get free or reduced space? This is a tough issue that event planners in higher education face today. It is important to understand how to create a strong, working relationship between University entities and the clients working with them. In this session, you will learn how the University of South Florida St. Petersburg has tackled these issues, gain insight into policies and procedures we’ve implemented and also walk away with best practices regarding this issue from conference centers and student unions across the country. We will also discuss ways in which you can educate student leaders and clients to develop beneficial partnerships between your institution and/or external client that aligns with your organizational values.
Learning Objectives:

  • Learn what fronting is and how to foster a University partnership
  • Best practices for addressing fronting issues within your University
  • Discuss how to create your own policies and procedures for fronting

 

Connections Matter: How to Maximize Networking Opportunities
Presented by: Michele Eicher Whiteside, Director of Advancement Events, Jepson Alumni Executive Center, University of Mary Washington
In today's intricate and interlaced world of higher education, effective networking is vitally important. Building strong relationships and friendships is crucial to our success in the industry and belonging to the conference and events community gives us a sense of identity.  But how do we make sure we are leveraging those relationships in the right way? In this session, you will learn the dos and don’ts of networking and demonstrate how networking is a critical component of your personal brand. Learning how to prepare for networking at the Annual Conference and the importance of follow-through after the event is a must-have tool in your personal development tool kit.
Learning Objectives:

  • Learn how to network effectively and develop long-lasting mutually beneficial relationships with peers and others
  •  Gain a better understanding of how to overcome the fear of entering a large room and making conversation
  • Learn how to gain trust with people and clearly articulate your value to others
  • Receive new tips for following up with the new people you meet at the Annual Conference

Strengths Based Supervision

Presented by: Kelly Mason, CMP, Conference Coordinator, University of Colorado Boulder

Many campuses have started implementing Strengths Based Leadership in order to maximize employee engagement.  By using the Clifton StrengthsFinder assessment, your operation can identify the natural talents of each individual and utilize that information in supervision, coaching, and daily tasks for both professional and student staff.  If you have already started using Strengths in your organization, come to this session to discuss and share with others your adaptation of Strengths in the workplace.  Let’s take Strengths to the next level to make the most of everyone’s talents.

Learning Objectives:

  • Articulate the basic theory of Strengths and understand the holistic approach of observing the frequency of the four domains in their operation
  • Employ strategies for effectively giving and receiving feedback in applying Strengths in the workplace to maximize employee engagement
  • Recognize opportunities for applying Strengths to individual job descriptions and connecting Strengths with well being

ACCED-I Reception
5:00 p.m. – 6:30 p.m.
Come back together after the regional meetings to network with your ACCED-I colleagues in the Expo Hall.  This will be your last chance to visit with exhibitors from today.  This is also a great time to visit with hospitality and make dinner plans for the evening.  There will be light hors d’oeuvres and a cash bar available.
 

Monday, March 27
 
General Interest Sessions
8:30 a.m. – 9:45 a.m.
 
What College Conference Directors Need to Know about Taxes for Their Conferences and Events on Campus
Presented by: Steve Hoffman, The Tax Translator
Did you know there may be tax consequences to your on-campus conferences and events?  Have you heard something about the “Unrelated Business Income Tax” (UBIT)? - but not sure what it is or if it even applies to your conferences and events?  Do you know when to charge sales tax?  The IRS and the states are stepping up their enforcement of these areas.  If you pay students as independent contractors, you may have to think again about this after attending this session.  We will discuss how these taxes might sneak up on you without your knowledge and how to stay in compliance to avoid financial risk from an audit. 
Learning Objectives:
  • Understand what UBIT really is, when it applies, and when it doesn’t and how to track it
  • Learn about sales tax, when you should and should not be charging it
  • Know the difference between an employee and an independent contractor and if students can be an independent contractor
 
Work Flexibility, the FLSA, and Overtime Rules: What Do We Do Now?
Presented by: Mark Coldren, Associate Vice President, Human Resources, University at Buffalo, The State University of New York
Higher education has been preparing for well over a year for proposed changes to workers/professionals that would be eligible for overtime connected to the new guidelines for the Fair Labor Standards Act (FLSA).  Where are we now?  Come join Mark Coldren, Associate Vice President for Human Resources at the University at Buffalo, The State University of New York in an interactive session to make sense of the current compliance required and the impact to a college campus.  The discussion will include the need for flexibility in the workforce, impact of time reporting and potential overtime costs and how all of this impacts compensation structures and strategies.
Learning Objectives:
  • Identify the current compliance requirements and impact connected to the Fair Labor Standards Act (FLSA)
  • Identify strategies that impact workplace flexibility and productivity
  • Discuss options for addressing compensation challenges including salary compression and overtime budgeting

Cutting Edge Legal Issues – New Challenges, New Solutions
Presented by: Joshua L. Grimes, Esp., Grimes Law Offices, LLC
The meetings industry rides a wave of constant change.  We feel the impact of political turmoil, Zika, and domestic terrorism.  The future will only bring new challenges and more change.  Successful meetings require college and university facility operators to anticipate and plan for this change.  This interactive and thought-provoking session will identify the most recent and critical developments to impact university-based meetings in 2017.  Mr. Grimes and knowledgeable participants will break down each issue and develop creative and innovative legal responses to allow meetings to go forward successfully with minimal risk.  This review will include discussion of contract clauses tailored to address each situation.
Topics to be discussed include:

  • Planning for ongoing social and political controversies that affect meeting locations and college campuses.
  • Reacting to global terrorism, health, and other concerns that cannot often be anticipated but can lead to cancellations.
  • Crisis planning to prepare for emergencies, protect guests, and minimize the risk of loss.
  • Marijuana legalization and its impact on lodging and conference hosts.
  • Gun laws allowing open-carry and concealed weapons in meeting facilities.
  • Secure Wi-Fi, anti-hacking, and the duty of conference and lodging operators to make getting online safe for attendees.
  • Planners’ favorite meeting contract clauses that colleges & universities should avoid.

An important part of this presentation will be an attendee-generated discussion of these and other challenges facing the meetings industry.  Participants should come ready to think about their most important legal issues today, and to brainstorm with colleagues about the best solutions.
Learning Objectives:

  • Identify the latest trends in meeting contracts, and adapt your institution’s practices and agreements to meet the challenges and opportunities presented by them
  • Implement safeguards in the face of changing laws that allow firearms in meeting facilities and legalize marijuana use
  • Develop contract provisions to protect your facilities from the latest threats to hosting successful meetings, including societal concerns, computer viruses and hacking, and unruly guests

Roundtables
10:00 a.m. – 11:00 a.m.
Roundtable discussions offer the opportunity to informally exchange information with your colleagues on a variety of subjects. Topics currently include:
Student leadership and training
Succeeding as a parent and conference/events professional
Weddings on campus
Sponsorship policy
Fronting: Using student organizations to obtain free event space
Employee morale
Parameters and criteria behind event scheduling
Guest housing
Service and emotional support animals
Online marketing to connect your conference center with your local community
Transportation systems
Rejuvenating annual events
Student employment strategies
Student staff development
Convention contracts
Building business through sales and marketing
Intern housing
Registration
Campus move-in
Technology
Dietary concerns
Internal campus relationships/partnerships
Sustainability
Linen operation
Bringing new buildings online

 Professional development programs on campus

 Carbon off-sets
 Student Development Action Team
 Regional volunteerism
 Nominations & Recognition Action Team
 

Topic Expert Sessions
11:15 a.m. – 11:45 a.m.
Do you have specific questions on a new program you are developing at your institution?  Or do you want to brainstorm ideas and practices for a current program?  Join a topic expert in one of the following topics and get your questions answered.  Attendees will have the ability to attend several topic expert sessions throughout the Annual Conference.
  • Taxes –UBIT: Steve Hoffman, The Tax Translator
  • Opening a New Facility: Nancy Martin, University of the District of Columbia
  • Filming on Campus: Cindy Zapata
  • Food Allergies, Dietary Needs and Summer Camps: Kim Araya, American University
  • Creating and Implementing an Event Resource Expo: Katie Rogers, University of Florida
  • Integrating Scheduling Platforms: Aubrey McLaughlin, University of Maryland
  • Hosting Events in a New Campus Venue: Jim Hodges, Duke University
 

Business Luncheon
12:15 p.m. – 1:30 p.m.
Learn what your Association has accomplished over the past year, and what it has planned for the upcoming year. Become familiar with the leadership of the organization - who has served in the past, and who is taking on new leadership roles and areas of service.
 

Institute – additional fee - $25.00
1:45 p.m. – 5:00 p.m.
Maximum participants: 25
Beyond Camps: A Comprehensive Look at Leading and Emerging Practices for the Protection of Minors on Campus
Presented by: Omar Andujar, CCEP, Minor Protection Coordinator, University of Connecticut 
Whether by accident or design, many colleges and universities offer an array of opportunities for minors to visit campus. While many recognize the value of creating such opportunities for minors, highly publicized incidents of child abuse and sexual assault allegations at higher education institutions have underscored the need to establish comprehensive youth protection efforts. This session will help you learn how the presence of minors on campus goes “beyond camps” and will provide insights on developing, implementing and managing your campus youth protection program.
Learning Objectives:

  • Gain an understanding of the unique challenges higher education institutions face when managing risks associated with having minors on campus
  • Take a deep dive into today’s leading and emerging campus youth protection strategies
  • Learn practical steps you can take to centrally track the various ways minors engage on campus and how to use data to further enhance campus youth protection efforts
  • Explore strategies for monitoring and evaluating the adoption and effectiveness of practices aimed at protecting minors on campus
  • Become familiar with helpful resources and gain insights on how to engage key partners and facilitators of campus youth activities
 

Special Interest Sessions – Block B
1:45 p.m. – 2:45 p.m.
 

From Intern to “Win”tern: How to Get the Most Out of Your Student Interns
Presented by: Brittany Milan, Assistant Director, Alumni Relations, Central Michigan University
As professional staff members in higher education, our main focus should be on developing our students to strengthen our operations. With the amount of stress we are under, it can become difficult to take the time to show and teach your student interns when it probably is easier to take care of yourself. In this session, you will learn the value and opportunity that working with interns can present to your organization.
Learning Objectives:
  • Understand the time, dedication and trust that it takes when working with student interns
  • Define specific goals that all interns will have the opportunity to reach, including; professionalism, management, budgeting and event planning
  • Be able to develop a strong relationship with academic departments that require internships

 

Creating a Business Intelligence Solution to Analyze Your Data 
Presented by: Laura Johnson-Morris, Kx/CRM Administrator, University of Colorado Boulder 
Data-driven business decisions are becoming the norm for many organizations, and the expectation for the future is that units will be able to describe their contribution and value to the organization through data visualizations.  Data visualizations also allow staff to explore their data and discover insights about their operations and business practices.  Creating a business intelligence solution for your unit can be done with free or low-cost tools and will provide you with advanced analytic capabilities to optimize your operations and measure your progress towards strategic goals. 
Learning Objectives:

  • Understand the role of data visualizations in driving business decisions
  • Identify the data and metrics needed for your business operation
  • Learn the basic components of creating a business intelligence solution

 

Lessons from the Trenches of Sales and Marketing - Part 1

Presented by: Joseph Criscuoli, Marketing & Sales Coordinator, University of Maryland, College Park
In this session, Joe will share some of the sales and marketing techniques he perfected in his career and now employs when working on events and programs – techniques that are important for success in collegiate conferences and events – such as: understanding the sales funnel, sales tracking reporting; how to use marketing to drive inquiries to your door, and time-effective techniques for moving a prospect from inquiry to contract (or not) by managing the client’s expectations, as well as your own. 
The second half of this session is all about YOU! Bring your questions, situations, challenges, mysteries and migraines. Joe will draw from his experiences in an attempt to help you to overcome them and to send you out the door with techniques and solutions designed to grab more business, more new business and more profitable business. 
Learning Objectives:

  • Understand the sales funnel, sales tracking and reporting
  • Learn how to use marketing to drive inquiries to your door and the marketing channels you should be manipulating to gain exposure for your venues
  • Discover time-effective techniques for moving a prospect from inquiry to contract (or not) by managing the client’s expectations
 
ACCED-I’s Collegiate Conference and Events Professional (CCEP) Certification Program
Presented by: Margene Weiss, CCEP, MA, Director, Conferences & Events, Daemen College; Sarah Goodrich, CCEP, MS, Conference Services Director, East Stroudsburg University and Tammi Clanton, CCEP, Director of Auxiliary Services, Schreiner University
This session is for CCEP candidates, current CCEPs and members interested in learning more about the CCEP certification program. The CCEP program encourages volunteering, leadership and service to the Association. We will cover educational, volunteer and leadership requirements, responsibilities of mentors/mentees and the essay writing section. Candidates often encounter challenges in completing the certification and benefited a great deal in their professions. The CCEP program follows criteria developed by the Council for Advancement of Standards in Higher Education (CAS), of which ACCED-I is one of 36 member organizations.
Learning Objectives:
  • Learn about requirements needed to enter the CCEP program
  • Understand the program challenges and how to complete the certification
  • Discover how the CCEP program can benefit you professionally and personally 

 

Best Practices for Summer Camps and Conferences
Presented by: Kim Araya, Director and Tess Mabry-Saffar, Assistant Director of Sales and Marketing, American University
This session will address the Top Ten Best Practices you need to know in order to host a successful conference or summer camp on your university/college. We will discuss a step by step process starting from the beginning of "Knowing your Mission and Vision statement" and taking you through the Ten steps and concluding with "What to do now that the client has departed."
Learning Objectives:

  • Learn the basics about your campus mission, vision and goals
  • Discover the who, what, when in dealing with request for proposal (RFP) and client site visits
  • Understand the contract, timeline, onsite logistics and final billing
 
Developing a Successful Rate Structure Part 1 – Case Study
Presented by: Suzanne Shaw, MBA, CCEP, Director, Yale Conferences & Events and Shane Cutler, General Manager, Boston University
This case-study session will focus on two approaches colleagues at Yale University and Boston University have used to develop and apply a rate structure within conference and event operations.  Analyses on rate structure development and the steps and processes used will be discussed.
Learning Objectives:
  • Use peer analyses to determine how your current pricing structure fits within your departmental and university mission
  • Develop various rate types: facility rental, event coordination services and registration services
  • Learn how to get senior leader buy-in and support for a flexible management approach
 
Creating a Safer Campus through Centralized Event Management – Case Study
Presented by: Amanda Adams, Events Services Coordinator and Hannah Centers, Assistant Director of Event Management, University of Kentucky
Join us to discuss how centralizing and consolidating event approvals on campus have created a safer environment for students, faculty, staff and visitors. They will share their team’s journey of implementing the university’s recommendations and policies through communication and the integration of UK Police, Risk Management, Greek Affairs, Physical Plant, other campus partners and resources into a centralized event review process. Learn how this process has resulted in benefits for all stakeholders of the university community as well as understand UK’s roadmap for the future. 
Learning Objectives:
  • Gain insight into the purpose of a centralized Event Management Office
  • Learn how the Event Management Office and campus partners work together to improve the safety and reduce risk for events on campus
  • Recognize the basic considerations for law enforcement and security (event type, event history, logistical concerns, etc.)

 

High Profile Political Events on Campus
Presented by: Heather Cochran, Assistant Director, Campus Event Services, The University of Vermont; Mark Kendrick, Associate Vice President, Information Technology Services, Longwood University; Lina Layiktez, Director, Conference and Event Services, University of California, Davis; Heather Rappaport, CCEP, Assistant Director, Student Union and Event Services, University of Nevada, Las Vegas and Louise Waller, Executive Director, Campus Planning and Construction, Longwood University
Historically, universities across the nation have been tapped to host political events of great importance both on a state and federal level. State-of-the-art facilities, experienced staff and a built-in audience make a university an ideal location for various types of political events. In the most recent presidential campaign cycle, several ACCED-I member universities hosted candidate rallies, debates and more. Join us for a panel discussion on the challenges, benefits and best practices of hosting political events on a university campus.
Learning Objectives:

  • Identify the challenges in working with high profile political events
  • Discover the benefits of hosting high profile political events; exposure for your institution and an opportunity for your campus community
  • Learn the best practices for handling high profile political events; including super teams, charging for expenses and flexible planning practices

 


Special Interest Sessions – Block C
3:15 p.m. – 4:15 p.m.
 
Developing a Successful Rate Structure Part 2 – Case Study
Presented by: Suzanne Shaw, MBA, CCEP, Director, Yale Conferences & Events and Shane Cutler, General Manager, Boston University
This case-study session continues from Block B.  We will resume with the focus on two approaches colleagues at Yale University and Boston University have used to develop and apply a rate structure within conference and event operations.  Analyses on rate structure development and the steps and processes used will be discussed.
Learning Objectives:
  • Use peer analyses to determine how your current pricing structure fits within your departmental and university mission
  • Develop various rate types: facility rental, event coordination services and registration services
  • Learn how to get senior leader buy-in and support for a flexible management approach
 
Lessons from the Trenches of Sales and Marketing - Part 2
Presented by: Joseph Criscuoli, Marketing & Sales Coordinator, University of Maryland, College Park
This session continues from block B.  Joe will continue to share some of the sales and marketing techniques he perfected in his career and now employs when working on events and programs – techniques that are important for success in collegiate conferences and events – such as: understanding the sales funnel, sales tracking reporting; how to use marketing to drive inquiries to your door, and time-effective techniques for moving a prospect from inquiry to contract (or not) by managing the client’s expectations, as well as your own. 
The second half of this session is all about YOU! Bring your questions, situations, challenges, mysteries and migraines. Joe will draw from his experiences in an attempt to help you to overcome them and to send you out the door with techniques and solutions designed to grab more business, more new business and more profitable business. 
Learning Objectives:
  • Understand the sales funnel, sales tracking and reporting
  • Learn how to use marketing to drive inquiries to your door and the marketing channels you should be manipulating to gain exposure for your venues
  • Discover time-effective techniques for moving a prospect from inquiry to contract (or not) by managing the client’s expectations

 

Standing Alone-Satellite Operations Away from Main Campus
Presented by: Brian Bray, Director of Conference Services, Patricia Libby, Director, Hutchinson Center, University of Maine and Jason McClellan, CMP, Director, Event Management, Boston College 
Join us for this case study (2013-2016) of UMaine Hutchinson Center, located one hour south of the flagship campus.  Our satellite operation has experience 60% growth in revenue and 35% growth in attendees over the past two years.  We will discuss key challenges and opportunities that arise while managing conference services and events at an outreach or satellite campus, including: operations, procedures, policies, internal processes, pricing, scheduling, marketing, internal and external business, contract negotiation, catering and lodging.
Learning Objectives:

  • Identify key challenges of operating at satellite location
  • Discover key opportunities of operating at a satellite location
  • Determine strategies to overcome challenges and achieve goals

Be an Effective Leader by Building Relationships
Presented by: Robert Ostrow, Associate Director of Conference Services, University of Florida; Phil Gin, CMP, CMM, Executive Director, Stanford Conferences, Stanford University; Meghan Webb, CMP, Assistant Director, Conferences and Events, University of Utah; Ofelia Dominguez, Director, University of Texas, El Paso and Daniel Dykstra, Director, Conference Services, University of Colorado Boulder
Your team is as good as the people who surround you. Building effective relationships allows you to develop talented professionals to execute the demands of your business. This session exposes you to various leadership skills on the importance of attracting, directing and developing exceptional workers.
Learning Objectives:

  • Find out how to surround yourself with effective people
  • Learn how to nurture talent to help them grow
  • Discover how to lead with your heart to get results 
Collegiate Conference and Events Professional (CCEP) Study Hall
Presented by: Laurin Gierman, CCEP, Operations Manager, Spartan Signature Catering, Michigan State University and Christina Patarino, CCEP, Conference Coordinator, University of Colorado Boulder
Designed specifically for those currently enrolled in the CCEP program, this is an opportunity to get motivated, whether you are just getting started or in the middle stages of your essays for the program. During this session, we will discuss workbook questions that are challenging and where to look for answers; how to use your mentor; how to prepare to complete your workbook and how to write essays including specific Council for the Advancement of Standards (CAS standards).  A place will be set-aside for those wanting some quiet time to work on their workbook questions and receive assistance. This is a "hands-on" workshop and participants are expected to bring along their essays, in whatever writing stage. 
Learning Objectives:
  • Develop a plan to finish your CCEP workbook essays
  • Learn best practices to organize content and answer workbook questions
  • Leave motivated to complete your CCEP certification
 
Cultivating Professional Empowerment
Presented by: Hannah Uram, Support and Client Success Agent, Seattle Technology Group; Nikki Joy, Registration Services Coordinator and Kelly Mason, CMP, Conference Coordinator, University of Colorado Boulder
Our industry is dominated by women, which gives everyone many advocates and colleagues to share with, work with and to help build each other up. Based on the best-selling book Lean In: Women, Work and the Will to Lead by Sheryl Sandberg, we will moderate a discussion around themes that relate to women empowerment and supportive workplaces. As a group, we will describe what we wish we would have known earlier in our careers and talk about reaching for professional achievement with personal fulfillment, relevant to all gender identities. Whether you are a young professional or an experienced supervisor, we welcome everyone to join the dialogue and cultivation of an organizational culture of encouragement and authentic mentorship by ‘leaning in’.
Learning Objectives:
  • Recognize opportunities for promoting professional growth of women in the workplace and create an organizational culture of encouragement and authentic mentorship
  • Create an action plan to step out of your comfort zone and advocate for personal and professional growth
  • Discuss compelling experiences and anecdotes from fellow colleagues and apply those experiences to invest in each other’s professional futures
 
Inspiring and Empowering Student Conference Staff
Presented by: Leo Young, Conference Coordinator, San Jose State University
Summer conference student staff teams present many significant challenges; challenges resulting from the intensity and dynamics of the summer conferences work environment.  Yet, these challenges come with great opportunities for our students to develop themselves as leaders. San Jose State University Conference Services has implemented a Strengths-based leadership development curriculum the past two years which has empowered our students to develop from and own their experience as a Conference Assistant. This session will overview our curriculum and its impact on our students and the work they’ve accomplished. The session will foster conversation and thought around how other programs can pour into their student staff teams to bring about more success for their program and students at the same time.
Learning Objectives:
  • Explore a staff leadership development curriculum that empowers student staff to own their experience and optimize their impact and development as a Conference Assistant
  • Discuss and discover strategies and best practices for equipping and empowering student staff to optimally impact conference operations
  • Learn about StrengthsQuest and Strengths-based principles that can be applied to conference operations and staff teams

Event Technology 101 – Principles for Executing Events 
Presented by: Orlando Monge, Regional Vice President, PSAV 
Event technology has evolved in leaps and bounds over the last 10 years. Terms like bandwidth, V-LAN, HDMI, High-Def, 16:9 aspect ratio, LED, and Digital Audio are common language in today’s meetings environment when dealing with presenters and audio visual companies. Technology familiarization of these terms and its applications will help you provide the best solutions to support your presenters. This session will give you a good knowledge foundation to talk tech and an understanding of what’s here now in event technology. 
Learning Objectives:

  • Discover internet fundamentals such as bandwidth and networking  basics
  • Learn about video essentials such as aspect ratios, lumens, 4K, switchers, HDMI and digital connectivity
  • Understand basic lighting from LED to intelligent lighting
  • Learn about digital audio, microphone types and its applications for audio coverage
     

Topic Expert Sessions
4:30 p.m. – 5:00 p.m.
Do you have specific questions on a new program you are developing at your institution?  Or do you want to brainstorm ideas and practices for a current program?  Join a topic expert in one of the following topics and get your questions answered.  Attendees will have the ability to attend several topic expert sessions throughout the Annual Conference.
  • Scheduling Best Practices: Walt Martin, CCEP, CollegeNet
  • Contracted Operations and Interfacing: Polly Weir, University of Delaware and Bill Sullivan, Courtyard Newark at the University of Delaware 
  • Student Staff Development, Training and Management: Leo Young, San Jose State University
  • Planning Donor Events: Carrie Cloud, University of California, Davis
  • Purposeful Planning: Melva Jones, CMP, University of South Alabama
  • Registration: Dakota Schuppe, Colorado State University
  • Working with the President's Office: Tammi Clanton, CCEP, Schreiner University and Julie Penner, Lewis University
  • One-Person Operations: Lois Kubinak, CCEP , Albright College
 

Optional Monday Evening Tour

Stargazing at Embry Riddle University

7:00 p.m. – 10:00 p.m.

$25.00

Minimum participants: 10

Maximum participants: 30

Please join us at Embry Riddle University's Daytona Beach campus to view the night sky through the Observatory's telescopes, ask questions, and learn about our universe. Weather permitting, celestial objects will be visible through a collection of telescopes from the roof-top observing deck and through a new 1-meter telescope from within the large dome.



Tuesday, March 28
 
Special Interest Sessions – Block D
9:00 a.m. – 10:00 a.m.
 
The Key to Adding a Concierge Service
Presented by: Judy Sunvold, Manager, Conference Services, Loyola University Chicago
Standing out and adding to the customers’ experience, helps to increase repeat business. The role of concierge at an institutional level is not common, and this session will explore how you can add a concierge service to your lodging or conference services offerings. This session is geared for both those that offer meeting planning and lodging services.
Learning Objectives:
  • Learn how to incorporate a concierge service within a university
  • Identify the sales and marketing benefits of a concierge service
  • Understand the role of a concierge and how it can benefit the employees at your institution
 
From Dietary Requests to Accessibility of Spaces: Special Needs in Events and Conferences
Presented by: Carol Costello, PhD, Professor and Special Needs Consultant and Barry Neal, CMP, Program Director, University of Tennessee, Knoxville
Special needs have traversed from regular or vegetarian meals and wheelchair assessable spaces to complex dietary, housing and meeting requests. We will share important tips that will assist you in designing the best possible registration materials, preparing for special needs without advance notice and providing inclusive, safe and comfortable environments for those with special needs.
Learning Objectives:
  • Discover practical tips for meeting complex dietary request related to medical needs
  • Learn how to satisfy religious dietary needs related to most major religions
  • Provide accommodations for people with disabilities and members of the transgender communities
 
The Curve: Lessons Learned in the First Year as a New Director
Presented by: Brian Bray, Director of Conference Services, University of Maine, Patricia Libby, Director, Hutchinson Center, University of Maine and Kay S. Lewis, Director, Events Services, University of Maryland Baltimore
Transitioning to a new position presents many challenges (both personally and professionally). New directors, in particular, take on additional responsibilities and are challenged with increased demands and expectations. Three directors, with various backgrounds in other areas, will share their experiences in the first year on the job as Directors of Academic Conferences, the lessons they learned and strategies they implemented to minimize the learning curve.
Learning Objectives:
  • Identify key challenges for new directors
  • Develop realistic goals for the first year
  • Determine strategies to overcome challenges and achieve goals
 
Outside the Box
Presented by Kirstin Taylor, Professional Services Consultant, Kinetic Software, Inc.
In the competitive world of hospitality, campuses are often seeking ways to differentiate themselves. Whether it's new product or service offerings, on-campus amenities or noteworthy sales tactics; sometimes it is the little thing that makes the difference.  We have rounded up some interesting ideas and approaches (such as Star Gazing nights, Snowbird Housing and utilizing Online Travel Agents) being used by collegiate conference professionals across the industry to help set them apart. Join in the discussion to learn what ideas you can steal, err, borrow for your own campus.
Learning Objectives:
  • Discover new business ideas in the industry
  • Understand new ways of adapting existing practices
  • Learn points of consideration for implementing these ideas on your campus
 
Flip the Marketing Script: Inbound Marketing Is Changing the Way Collegiate Conference Professionals Identify Leads by Focusing on Quality Not Quantity 
Presented by: Mark Williams, Sales and Operations Guru, Event Guru Software 
Generating new business in a crowded marketplace can be a challenge, and inbound marketing can be a key to success.  Inbound marketing relies on earning people’s interest by pulling them in with quality content versus pushing products and services.  Online blogs, Pinterest boards, event planning checklists and venue space calculators offer meaningful connections with your target audience.  We will investigate how inbound marketing has become a real game-changer and what you can do to incorporate it into your strategic business plan. 
Learning Objectives:
  • Understand the difference between inbound and outbound marketing strategies 
  • Learn the key steps to make an inbound marketing campaign successful
  • Identify Key Performance Indicators that will help measure the effectiveness of the new strategy 
 
Applying Protocol Skills in Your Special Events
Presented by: Florine Postell, Program Director, Conference & Event Services, University of Cincinnati
At last year’s conference attendees were introduced to four core protocol duties and how you can properly apply them to your event planning experiences. They were: Orders of Precedence; Titles & Honorifics; Official Seating; and my personal favorite, Flag Etiquette.  Every institution performs these functions differently, but there is an element of protocol we all can include to improve our on-campus experiences. This session will connect protocol skills to: Ceremonies, Official Entertaining, and Gift Giving. We will discern the difference between PR and protocol.
 Learning Objectives:
  • Recognize protocol moments at ceremonies
  • Relay important information about conduct
  • Learn tested techniques for official entertaining
 
Maximizing Student Potential through Lean Project Management Techniques – Case Study
Presented by: Juliet Holzknecht, Program Coordinator, Western Washington University
Combining student development, project management and technology this case study presents an example of how to maximize student staff potential and create a more efficient organizational team. Explore lean project management principles, through hands-on training that can be provided to students (or staff), and see how these can be incorporated into a system for managing student projects that is flexible and adaptable to many situations.
Learning Objectives:
  • Describe three different lean project management techniques that can be used in the conference setting
  • Learn how student development and training can increase efficiency within your organization
  • Plan effective project management meeting strategies that help keep projects on track
 
Software Implementation: Your Genie in a Lamp
Presented by: Matthew Jauregui, CCEP, Assistant Director, Conference Services, Loyola Marymount University
This session will present the process of how to implement new software in your conference and events department, including what questions to ask during the demonstration and training phases. We will discuss helpful tips for a successful implementation and will cover what you can have ready now before you start the process.
Learning Objectives:
  • Know the right questions to ask during the demo phase
  • Model a training for your staff
  • Learn what information to have at every step in the process
 

Topic Expert Sessions
10:15 a.m. – 10:45 a.m.
Do you have specific questions on a new program you are developing at your institution?  Or do you want to brainstorm ideas and practices for a current program?  Join a topic expert in one of the following topics and get your questions answered.  Attendees will have the ability to attend several topic expert sessions throughout the Annual Conference.
  • Scheduling Best Practices: Walt Martin, CCEP, CollegeNet
  • Hosting and Managing a Race on Campus: Troy Bristow, North Central College
  • Commencement: Michele Eicher Whiteside, University of Mary Washington
  • Student Staff Development, Training and Management: Leo Young, San Jose State University
  • Food Allergies, Dietary Needs and Summer Camps: Kim Araya, American University
  • Purposeful Planning: Melva Jones, CMP, University of South Alabama
  • Event Promotions: Lina Layiktez, University of California, Davis
  • Registration: Dakota Schuppe, Colorado State University
 

Special Interest Sessions – Block E
11:00 a.m. – 12:00 p.m.
 
Tools, Strategies and Techniques to Mold the Perfect Client
Presented by: Charles Keegan, Conference Account Manager and Natalia Guillen, Senior Conference Account Manager & Sales Strategist, Stanford University
Session 1 of Camp Problem-child ended yesterday, and Session 2 of the camp begins
today, departing staff have not turned in their keys, the client just submitted another
inaccurate roster, and now more people are arriving than you have beds for - summer
has just begun…sound familiar?  Your coworker left, you inherit their largest client, and the refrain of “this is how we’ve always done it,” or “we’ve never been charged for that” is repeated by your client for the umpteenth time…(sigh).  This session will speak to the tools strategies and techniques that will help turn your most challenging client or most difficult client relationship into your simplest and friendliest.
Whether it’s resetting your client’s expectations or correcting systemic process failures, we’ll discuss a broad range of solutions for each.
Learning Objectives:
  • Discover techniques to reduce problems stemming from poor on-site management
  • Discuss tools to realign or improve client processes
  • Acquire strategies to recalibrate client expectations
 
Using Social Media and Client Data in Marketing 
Presented by: Heather Rappaport, CCEP, Assistant Director, Sales & Business Operations, University of Nevada, Las Vegas 
Learn how to market your facilities and services to both on-campus and external campus clients through print and online materials. There will be an explanation of how to use Qualtrics for data capture, as well as a demonstration of Google and social media analytics to identify and target specific market segments. You'll leave this session with great ideas for new engagement to take back to your teams. 
Learning Objectives:
  • Utilize student staff for on-campus and external client contacts
  • Learn how to use social media in your facility marketing
  • Understand innovative ways to bring in new revenue streams
 
Navigating Power Dynamics for a More Effective Team
Presented by: Malika Rogers, University Reservationist, Loyola University Maryland
Based on Barry Oshry’s work “Seeing Systems,” this session will explore patterns of communication and decision-making that exist within our organizations. Participants will determine what roles they play within the organization, and identify potential pitfalls their teams face as they navigate these systems.
Learning Objectives:
  • Learn the four roles of Oshry's "Seeing Systems"
  • Identify pitfalls of each role and develop strategies to counteract pitfalls
  • Determine which of these roles they may play within their own organizations
 
One-Stop Shop and All Inclusive Pricing
Presented by: Robert Gibbs, Executive Director, UT Conferences and Megan Bolton, Event Director, University of Tennessee, Knoxville
This session will focus on One-Stop Shop and all-inclusive pricing.  Colleges and universities have a unique opportunity to offer dozens of services to clients through one contract, one contact and one bill. Veteran planners with well over two decades of following this business model with share useful tips to help you enact a similar model on your campus.
Learning Objectives:
  • Discover key steps in preforming a comprehensive needs assessment
  • Learn the necessary steps in addressing contract liability, risk management and how to shift or insure
  • Determine how to use hotels to extend campus housing
  • Increase surplus funds by using a per person pricing model
  • Reduce client risks through creative guarantees
  • Produce one page invoices
 
Lessons Learned: What Happens When Logistics Fail – Case Study
Presented by: Trish Carlson, Director, Conference & Event Services, Loyola Marymount University
Loyola Marymount University (LMU) was designated as the official Welcome Center for the 2015 Special Olympics World Games for 10,000 athletes and coaches.  Transportation logistics were not properly planned causing the city of Los Angeles to declare LMU as the emergency shelter location due to its proximity to Los Angeles International Airport.  During this session, we will review the timeline of events, what happens when the city commandeers an event from the organizers, how to manage media coverage, event emergency protocol of government agencies, upholding campus policies and lessons learned that can be applied to all large-scale events.
Learning Objectives:
  • Learn what to expect when the city declares your event an emergency
  • Discover how to provide customer service in emergency situations while being the liaison between multiple stakeholders
  • Identify preparation and planning tips for large scale events
 
Old School vs. New
Presented by: Kathryn Morse, Director and Beth Gordon, Assistant Director, Conference and Event Services, Seattle University
With several generations in the workplace at the same time, there can sometimes be confusion about how best to accomplish objectives—or even to determine what objectives a department should have. New team members often want to do things in new and (to them) exciting ways. Other team members may want to keep things unchanged and reassuringly constant.  This session will look at some of the issues that can arise when established processes are challenged by newer colleagues, and how to choose the best processes for your area, whether you are a new employee wanting to make your mark on your new organization or are a long-standing employee with lots of experience in the department.
Learning Objectives:
  • Learn about the advantages and pitfalls of the perspectives of different generations in the workplace
  • Discover how to integrate the differing perspectives of your team members to create the best and most effective strategies for your operations
  • Recognize times when your own biases or perspectives are creating either resistance to change or are unnecessarily pushing them toward change

Putting Magic into Student Staff Training
Presented by: Nikki Lee, Senior Associate Director, Events Management & Conference Services, University Center, University of Texas at San Antonio
In a fast-paced events department, we understand that without students we wouldn’t be able to function. Through intentional trainings that create an environment of success, we prepare our student employees for both professional and personal growth. Our training activities and programs ultimately cultivate those transferable skills that post-college employers are seeking. Are we telling our story to our students and our campus community? Share ideas that encourage the development of more intentional initiatives that align with department and university values and highlight the skills our students need to get their next dream job.
Learning Objectives:

  • Identify ways to keep training fresh and challenging for students as skill development opportunities
  • Explore training and assessment modules to empower and encourage initiative while encouraging a high academic standard in students
  • Incorporate theory, technology and resources to refresh training strategies
 

How Volunteering Can Assist with Advancing Your Career
Presented by: Karryn Doyle, Executive Assistant, School of Medicine, University of California, Davis; Whitney Morris, CMP, University of California, Santa Barbara; Lina Layiketz, Director, Conference and Event Services, University of California, Davis, Krysta Kasinski, CCEP, Director of Conference and Events, California Maritime Academy and Mary Kay Baker, CCEP, Director of Conference & Special Housing Services, Lehigh University 
Did you know that volunteering experience can benefit your career?  Regardless if you are volunteering through professional endeavors or through your local community this work experience is a valuable asset to your resume and adds to your marketability.  Volunteering offers the opportunity to network with your peers around your professional and personal interests.  This can also broaden your exposure beyond the boundaries of your professional network and allow you to spread your wings and show a more compassionate side.  Volunteering will help you learn more about who you are as a person, the kind of activities you enjoy, what your values and strengths are.  You will also develop new skills that you can apply to your current job.  Volunteering traits can be highly valued by employers.  By volunteering you are making a statement that you take the initiative to go above and beyond what is required of you and one who gives back to your profession or community. 

Learning Objectives:

  • Share how networking increases your professional opportunities
  • Learn how volunteer experience can develop your work skills
  • Discover how volunteer initiative and personal growth can benefit your career


Awards and Recognition Luncheon
12:15 p.m. – 1:15 p.m.
Gather for lunch as we recognize and celebrate the accomplishments of your ACCED-I colleagues at our Association’s annual awards program.
 

Special Interest Sessions – Block F
1:30 p.m. – 2:30 p.m.
 
Re-imagining Your Conference Operation
Presented by: Michelle Wu, CCEP, Director, Conference Services, Illinois Wesleyan University and Rachelle Merkel Diaz, Director, Summer Programs, University of Indianapolis
This session will explore the challenges and opportunities of building or re-imagining a conference and event services office.  Using real-life experiences from various universities, this session will offer insight into change strategies that any office—whether new, restructuring or updating—can use at their institution.   Examples discussed will include a range of operations, from new to established, at all types of institutions (private and public, small and large).
Learning Objectives:
  • Learn strategies for building campus buy-in and navigating institutional politics
  • Explore the creation of short-term and long-term strategic plans for new operations
  • Practice effective communication and instituting changes to improve your conference and/or event operation
 
Manageable and Meaningful Assessment of Your Conference and Events Operation
Presented by: Tom Flynn, Senior Associate Director, Conference & Visitor Services, University of Maryland, College Park; Margene W. Weiss, MA, CCEP, Director, Special Events, Institutional Advancement, Daemen College and Sarah Goodrich, MS, CCEP, Director, Conference Services, East Stroudsburg University
Many Conference and Events Directors are now tasked with completing a self-assessment of their operations and have struggled to decide what is important: gathering manageable and meaningful data to improve their operations. Assessment can seem overwhelming: from developing your assessment tools, compiling the data, writing the final report and having it reviewed by colleagues or supervisors. Some self-assessments often include an external review team of colleagues.  We will discuss our experiences in our own operations and some of the resources we used, including CAS Self-Assessment Guides, institutional reports on-line and sample reports.
Learning Objectives:
  • Understand the self-assessment process
  • Identify resources and tools that can be used during a self-assessment exercise
  • Take-away lessons learned from colleagues in other organizations that are about to go through, or have already undergone, the process
 
A Road Map for Growing Your Business – Case Study
Presented by: Kate Viellard, Associate Director of Program Administration and Linda Peterson, Associate Director for Business Operations, Yale University
In 2014, Yale Conferences & Events was a six-person (full-time) operation with revenues in the $6 million range. In 2016, Yale Conferences & Events is a thirteen-person (full-time) operation with revenues nearing $13 million and we have projections that say by 2026 we will double that again!  How did we turn this operation around in just two years?  We will help provide you with a road map on how to grow your business.
Learning Objectives:
  • Learn how to increase your revenue; looking both within and outside of your organization for the low hanging fruit
  • Evaluate yourself within the marketplace that you operate by developing a three-year plan and producing an annual report
  • Build your infrastructure both in people and systems that support the growth in the first objective
  • Manage costs and provide outstanding customer service at the same time
   
Promote YOU: Building Your Collegiate Conference and Event Career
Presented by: Sherry Ebrahimi, CCEP, Director of Conference Services and Housing Operations, Emory University and Jim Hodges, Director, Conference and Event Services, Duke University
With 40 years of combined experience, Sherry and Jim have been able to leverage (just a summer job) and create a career on campus. We will talk about how we have used our knowledge of how to navigate the campus community to help promote our operations and our own careers. We are examples of how a conference professional on campus can be viewed as an integral part of campus operations. We will share our stories and share ideas for how to promote YOU on campus.
Learning Objectives:
  • Understand your value to a variety of departments on campus
  • Enhance the profile of your operation
  • Learn how to integrate your skills and knowledge across campus to gain more prestige
 
Summer Staffing on a Budget – Post Affordable Care Act – Case Study
Presented by: Krystal Grace, Assistant Director Conferences, Special Events, and the Student Dining and
Residential Programs Building, University of Illinois at Urbana-Champaign
During this session, you will discover the summer staffing models that Illinois has used from 2014 through 2016. We will discuss changes that were made to meet student's needs, reduce costs and respond to the Affordable Care Act guidelines that our campus adopted.
Learning Objectives:
  • Understand how to adapt your summer staffing models to meet your organizational needs
  • Determine the costs and benefits of different scheduling models
  • Learn the pros and cons of scheduling summer staff using Excel and When to Work
 
Gaining Relevance in a Competitive Marketplace
Presented by: Jeanne Feathers, Director of Sales and Lisa Morrell, Sales Manager, Unique Venues
During this session, we will focus on identifying the unique selling proposition(s) of your campus and your department for external and internal groups.  By uncovering what it is that sets you apart from your competition, you are then able to target marketing initiatives to position your campus as a “go to” site for external conferences, meetings and events.   Likewise, how educating and positioning your department for campus entities will promote cooperation and increase revenue internally.
Learning Objectives:
  • Identify unique selling proposition of your campus
  • Recognize the target planner segments that are most suitable for your campus and will produce the largest incoming revenue source
  • Leave with marketing options that will position your campus favorably against regional and national competition

ACCED-I Volunteer Opportunities: Learn How YOU Can Get Involved 
Presented by: Devin Shelby, Director of Membership, ACCED-I; Trish Carlson, Director, Conference & Event Services, Loyola Marymount University and Krysta Kasinski, CCEP, Director of Conference and Events, California Maritime Academy 
Join us to learn more about the various short and long term volunteer and leadership opportunities ACCED-I offers. These opportunities can span volunteering at the Annual Conference, serving on committees and action teams, becoming a regional director or board member. We will focus on how volunteering with ACCED-I will provide you with professional growth and networking opportunities while making a contribution to your industry. 
Learning Objectives:

  • Learn how ACCED-I volunteer opportunities can contribute to your professional growth in the collegiate event industry
  • Gain an understanding of each of the different volunteer roles ACCED-I has to offer
  • Determine which volunteer opportunity is right for you
     

 


Closing Keynote
2:45 p.m. – 4:15 p.m.
Disney’s Approach to Quality Service
Presented by Patrick Jordan, Engagement Manager, Disney Institute
Excellent service does not simply come from a friendly transaction or helpful technology—it is the result of truly understanding your customer’s expectations and putting the right guidelines and service standards in place to exceed them. When an organizational framework properly unites its people, place and processes by putting the customer at its core, exceptional service becomes possible across customer touch points. This creates greater intent to return and recommend, as well as a stronger competitive edge. With more than 90 years of world-renowned customer service, no one understands this better than The Walt Disney Company.

Disney Institute helps individuals and organizations reimagine their results by transforming exceptional customer service into a culture unified by a common purpose. Once people, place and processes are aligned with a common purpose and quality standards, employees at the front line are empowered to perform because they are equipped with the right tools and clear service expectations. When team members’ behaviors are reinforced through positive feedback, they are motivated to continue delivering extraordinary service. In short, employees who feel valued and appreciated will make sure their customers do as well.

ACCED-I 38th Annual Conference Preview: Minneapolis, MN
4:15 p.m. – 4:20 p.m.    
Immediately following the closing keynote, get a preview of Minneapolis, MN, location of the ACCED-I 38th Annual Conference. Region 3 will give us a taste of what to expect in 2018. 
 

Closing Event at Cuba Libre and Presidential Presentation
6:00 p.m. – 9:00 p.m.
Passing through the doors of Cuba Libre Restaurant & Rum Bar transports you to an Old Havana courtyard complete with exotic tropical foliage and vintage décor – in an open-air ambiance.   Come prepared for some fun, food and a chance to wish your old and new friends farewell.  There will be buffets of food available, cash bars, a DJ and lots of fun. 

ACCED-I Board of Directors President, Lisa Salazar, CCEP, will address accomplishments during her 2016-2017 presidency. Then we will look to the future and hear the vision and understand our Association's goals presented by our 2017-2018 Board of Directors President, Jim Hodges.

Shuttle buses will begin departing the Hilton at 5:45 p.m. for Cuba Libra; and return service from Cuba Libra to the Hilton will begin at 7:30 p.m. approximately every 15-20 minutes until 9:00 p.m.


Wednesday, March 29 

 Optional Post-Conference Tour - Rollins College – Pre-registration required - $40.00

8:00 a.m. – 12:00 p.m.
Join your colleagues on a tour of Florida’s oldest recognized college, Rollins College. Rollins is located in Winter Park, Florida, an attractive and historic residential community adjacent to the city of Orlando. Our award-winning campus is situated on the shores of beautiful Lake Virginia and adjacent to the first-class dining, shopping, and entertainment options of Winter Park’s famous Park Ave. The 70-acre campus features distinctive Spanish-Mediterranean architecture and was named the No. 1 Most Beautiful College Campus by The Princeton Review, 2015-2016, and one of the 50 Most Amazing College Campuses by The Best Colleges, 2011-14. Rollins was chartered in 1885 by New England Congregationalists as a coeducational liberal arts college and features the one-of-a-kind Walk of Fame containing more than 500 stones gathered from the birthplaces of influential cultural and historical figures and engraved with their names. We will tour the college’s multipurpose spaces, classrooms, and beautiful outdoor event spaces.