JUNE 2004

SASFAA President's Annual Report continued...

Site Selection Chair, Ron Gambill, worked very closely with his committee (composed of Board members) to provide information to the Board regarding the selection of sites for all events, i.e., Annual Conference, Board Meetings, etc.

Objectives listed by the Site Selection Committee for 2003-2004 include:

  1. Provide site selection guidelines to state presidents at the July/August Board meeting.
  2. Solicit from each state president a conference site proposal that includes tentative meeting dates and facility requirements.
  3. Visit viable sites and evaluate them using the SASFAA site facility guidelines and hotel checklist for additional information pertaining to site selection procedures and facility guidelines, respectively. The Secretary retains the guidelines and hotel checklist.
  4. Provide to the Board a site report with a recommendation and tentative contract for a future site.
  5. Work to secure final contracts for the President’s signature.
  6. Assist the Vice President in the selection of a summer workshop site; and assist the President and other Committee Chairs with the identification of meeting locations, as requested.
  7. Create a site selection template that can be used in the selection of the annual conference, board meetings, transitional meeting, new aid officers, mid-level training, management institute and committee meetings.
  8. Possibly creating a manual to go with the functions in (g) and possible developing of a pro-forma contract for SASFAA.
  9. Look into the prospect of hiring a Professional Site Selection/Meeting Planner.

The accomplishments listed by the Committee include:

  1. Developed site selection guidelines/templates for the annual conference, board meetings, management institute, mid-level workshop, new aid officers workshop, transition and committee meetings.
  2. Established the 2007 annual meeting site at the Nashville Renaissance Hotel for February 11-14. Completed the contract in March of 2004.
  3. Made hotel contract arrangements for the August and November Executive Board meetings.
  4. Made hotel committee meeting arrangements for the Nominations and Elections Committee and the GAP Committee.
  5. Made hotel site visit arrangements for the 2005 Conference and Pre-Planning Committee.
  6. Made a recommendation to the SASFAA Board regarding the contracting of a Professional Site Selection/Meeting Planner. After research, the recommendation was not to contract with an outside organization.
  7. Initiated negotiations for future transitional board meetings.
  8. Completed several site visits.

Suggestions offered by the Site Selection Committee include:

  1. Revise the Site Selection Section of the Policy Manual to incorporate the new site selection templates.
  2. Revise the guidelines for the new aid officers workshop and establish written procedures for the mid-level workshop.
  3. Establish regularly scheduled committee meeting locations a year in advance to secure better rates and site locations.
  4. Continue to work on the pro-forma contract shell.
  5. Make efforts to arrange for the 2008 annual meeting in Virginia.
  6. Finalize an additional three-year contract for the transitional meeting.
  7. Share the templates with the appropriate committee chairs or officers.
  8. Share signed contracts with the President, Treasurer, Secretary and President-Elect.

Sponsorship Committee Chair, Bob Godfrey, worked very hard and diligently to secure adequate and proper sponsorship from various agencies and organizations. Because of the nature of this position, Bob decided it would be best to handle all aspects of the responsibilities without the addition of a committee. However, during the annual conference, another member who had experience both as an aid administrator and a vendor/sponsor joined the committee and provided assistance. This proved to be very helpful and effective.

Below is a listing of objectives for the Sponsorship Committee:

  1. Sponsorship forms should be mailed one week following the August Board meeting.

    With the advent of the on-line, web-based sponsorship process, this objective became obsolete. There was a host of preliminary work coordinating with the Electronic Services Chair to prepare to offer to potential sponsors the array or menu of sponsorship options for the year. This process was completed in early September and using the old web site, the sponsorship “form” was available to use by mid- September with the first conference sponsorship commitment received September 12, 2004.

    An e-mail notification was then sent to all listserv members via the SASFAA listserv informing them that sponsorship options were now available on-line using the old web site.

  2. Work to develop a two-table booth for conferences.

    This was done and an additional charge of $1000 was assessed those vendors requesting double booth space. Six vendors requested a double space for the conference in Birmingham. Since there was plenty of space in Birmingham, double booths were not an issue. In future years, with less exhibit space available, it may present itself as an issue.

  3. Work very closely with the Conference Chair regarding the skeleton agenda for possible needs.

    Serving on the conference committee afforded the opportunity to coordinate the needs of sponsorship and the exhibition space within the framework of the conference agenda. Additionally, sponsorship was provided in support of several special conference activities such as the visit to the Civil Rights Museum as well as the pre-conference workshop.

  4. Work with the Vice President for workshop needs.

    This has been accomplished, and is continuing. Sponsorship for many of the New Aid Officers workshop and the Mid-Level workshop has been secured. The chair has had several conversations with the vice president regarding her sponsorship needs for the workshops.

  5. Assist the Treasurer with proper and adequate follow-up regarding commitments.

    A great deal of time was spent communication with the treasurer to both inform of sponsorship and to request that invoices be issued for sponsors. The treasurer was most responsive and our efforts were successful. As of the date of this report, all sponsorship commitments have been paid.

  6. Work with Electronic Services Chair to develop an on-line sponsorship form, which included needs, etc…

    With the transition from our old web site to ATAC being such a monumental undertaking, the sponsorship portion was the last area to be addressed. However, because we began the year using the old site, no potential sponsorship opportunities were lost. However, there was a brief period where we were without the ability to accept sponsorship via the web.

    A new sponsorship web option was developed and launched in early December. Our first sponsor under the new web site was done on December 4, 2003. All others subsequent to then have been done under the new web site.

Accomplishments listed by the Sponsorship Committee include:

  1. With a great deal of luck and effort, the sponsorship budget income line was met and exceed for the year.
  2. All Board meal functions were full or partially sponsored this year.
  3. Working with the Electronic Services Chair, created the sponsorship section on the new web site. This was done with no interruption of activity during a crucial time in preparation for the conference.
  4. Launched first sponsored web banner ads. Thirteen sponsors chose to advertise in this manner for the year.
  5. A new physical arrangement was tried at the Birmingham conference site. The arrangement provided a large open middle area with table rounds and chairs for participants to relax and chat among themselves. This proved to be particularly popular with both vendors and conference goers.
  6. Initial efforts at securing sponsorship for the two training projects – New Aid Officers and Mid-Level Workshop have been successful.
  7. Almost all communication with vendors and sponsors has been accomplished via email and the new web site.
  8. In lieu of a token gift to the conference sponsors, the committee decided to make a scholarship donation to a needy student who attended the pre-conference FAFSA workshop in Birmingham. The sponsors received this very well.
  9. An unofficial alliance was made with the Treasurer and Membership Chair to refine the conference registration process for sponsors and the complimentary registrations and memberships.

Recommendations made by the Sponsorship Committee include:

  1. Time should be afforded during the transition meeting for the treasurer, membership and sponsorship chairs to meet and coordinate a more efficient process to handle complimentary registrations and memberships that accompany sponsorship levels. The chair of electronic services should also be a part of the discussions.

  2. As an unofficial policy, it is recommended that the president-elect designate his or her sponsorship chair, and if possible, have that individual assist the current year chair. This would assure a smooth transition and better equip the incoming chair with the experience to get off to a solid start.

  3. That the $1200 per year (July-June) be approved as the rate for a sponsor advertisement on our web site banner ad space. No adjustments for late requests would be accepted.

  4. It is recommended that the 2004-05 president appoint a task force that would examine our advertising and sponsorship rates to include complimentary memberships and conference registrations. Recommendations from this group would, with Board approval, become effective for the 2005-06 year.

  5. A discussion of “in kind” support and cumulative support (support given during the year) should occur among the executive Board and the finance and sponsorship chairs. Should sponsorship levels at conference time be based upon cumulative support given by a sponsor during the year?

  6. Consideration of special presidential certificates of appreciation or some other token of appreciation for our most loyal and generous sponsors.



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