guide to hosting ncaccp - NC Association of Community College
Transcription
guide to hosting ncaccp - NC Association of Community College
GUIDE TO HOSTING NCACCP Initial Planning (Up to 12 months prior to event) • • • • • • • Contact hotel(s) to reserve block of rooms (est. 65) Negotiate for in-state lodging rate Arrange for transportation to/from hotel (shuttles) Select restaurants/caterers for meals (Wed. dinner; Thurs. breakfast, lunch and reception/dinner; Fri. breakfast) Make golf arrangements for Wednesday afternoon Select and confirm entertainment for Thursday reception/dinner Discuss activities for spouses for Thursday Solicit sponsors and “freebies” 2-3 months prior to event • • • • • • • • • Schedule first host team meeting Determine number of meeting rooms & technology needed – include room or area for conferees to check email throughout conference Determine signage needed Develop registration form & set fees (highly recommend itemizing Wed. & Thurs. dinner on registration form and requesting pre-payment) Decide on snacks/drinks for breaks & Friday “to go” snack bags Order name tags (and any other necessary supplies) Develop driving directions to college, hotel, etc. Arrange for student ambassadors and staff to assist with event Contact security about assisting with directions/parking for event 6 weeks prior to event • Initial email announcement – dates of conference and hotel information 4 weeks prior to event • Email full welcome packet – registration form, driving directions, temporary parking pass, deadline for hotel reservations, etc. • Contact hotel to check on number of rooms remaining • Gather materials for registration packets 2 weeks prior to event • Email reminder of registration deadline and hotel rate cut-off date 1 week prior to event • Hold host team meeting to review last minute details – include director of security, IT director, and supervisor of student ambassadors • • • • Email last minute “things to know” – include draft agenda, overview of each day’s activities, and emergency contact names and phone numbers Obtain registration count and confirm with restaurant/caterer Remind performers of Thursday’s reception/dinner Confirm outing for spouses and shuttle service Week of event (Monday and/or Tuesday) • • • • • • • Make name tags and assemble registration packets Email final agenda Post signs Check technology to ensure everything is in working order Be prepared to provide computer & printing services, as well as copying services, throughout conference Set up registration table (packets and name tags) Confirm other setup Wednesday • • • • Great golfers and furnish refreshments Coordinate any pre-conference meetings and provide refreshments Contact hotel to confirm preparedness Contact restaurant(s) or gathering spot(s) for dinner Wed. & Thurs. Thursday • • • Confirm staff and student ambassadors in place Be available to greet conferees and hand out name tags and packets Be available to provide printing and copying services Friday • • • Be available to greet conferees and hand out name tags and packets for those who only attend Friday’s meetings Be available to provide printing and copying services Once conference concludes, hand out snack bags and bottled drinks Misc. • Registration checks are mailed to the executive assistant to the president serving as treasurer of NCACCP. He/she will mail receipts upon conclusion of the conference. INITIAL EMAIL To: Community College Presidents & System Office Attendees Copy To: Presidents’ Assistants Wilkes Community College is honored to be hosting the 2010 fall conference of the NC Association of Community College Presidents. Plans are well underway to provide you with a comfortable and enjoyable stay during your time with us. The meetings will be held in the John A. Walker Community Center on our main campus located at 1328 S. Collegiate Drive, Wilkesboro, North Carolina (www.wilkescc.edu). Supplemental meetings and activities will begin on Wednesday, October 27, and association meetings will begin on Thursday, October 28, at 8:00 a.m. and adjourn by 12:00 noon on Friday, October 29. (Supplemental meetings may be scheduled throughout Wednesday and/or Friday afternoon.) The Hampton Inn at 1300 Collegiate Drive, Wilkesboro, is our host hotel, and a block of rooms has been reserved for the nights of October 27 and 28, at a rate of $72.00 plus tax (continental breakfast included). Please call the hotel directly at 336-838-5000, or visit their website at www.hamptoninnwilkesboro.com, and make your reservations today. The cut-off date for this rate is October 12. When calling, be sure to reference the NC Association of Community College Presidents’ meeting. Additional information is forthcoming regarding registration, the conference agenda, and detailed plans for this event. Again, we are excited about hosting the fall conference! REGISTRATION EMAIL Email To: Community College Presidents & System Office Attendees Copy To: Presidents’ Assistants Wilkes Community College is honored to be hosting the 2010 fall conference of the NC Association of Community College Presidents. Plans are well underway to provide you with a comfortable and enjoyable stay during your time with us. The meetings will be held on our main campus located in Wilkesboro, North Carolina. Activities will begin on Wednesday, October 27, and the meetings will begin on Thursday, October 28, at 8:00 a.m. and adjourn by 12:00 noon on Friday, October 29. The Hampton Inn at 1300 Collegiate Drive, Wilkesboro, is our host hotel, and a block of rooms has been reserved for the nights of October 27 and 28, at a rate of $72.00 plus tax (continental breakfast included). Please call the hotel directly at 336-838-5000, or visit their website at www.hamptoninnwilkesboro.com, and make your reservations today. The cut-off date for this rate is October 12. When calling, be sure to reference the NC Association of Community College Presidents’ meeting. If reserving online, use code NCP. On Wednesday, Ken Boham is coordinating a golf outing at Oakwoods Country Club (http://www.oakwoodscc.com). Those interested in playing are asked to contact him directly (828-726-2211 or [email protected]). Committee meetings may be scheduled on Wednesday afternoon. If so, additional information will be forthcoming. Also, arrangements have been made for a group dinner at 6th & Main (210 6th Street, North Wilkesboro) on Wednesday evening, should you choose to attend. It is essential that we have an accurate count for dinner. On Thursday evening, during the reception at the John A. Walker Community Center, we will enjoy Celtic music and ballads by R. G. Absher (http://www.rgabsher.com/artist.html). Following the reception and dinner, we will enjoy the musical talents of the Kruger Brothers (http://www.krugerbrothers.com), whose musical style defies definition, encompassing all styles of music through their personal individual development, classical European musical influences, and love of the American spirit. Below is a link to the college’s website, where you will find the registration form, driving directions, maps, and an overview of activities. Registration for the meeting is $100, and we ask that you register by Friday, October 15, 2010. Registration forms may be faxed or emailed with the original form and payment forwarded soon thereafter. Checks and completed forms should be mailed to Wilkes Community College, Attention: Angela Bond, P.O. Box 120, Wilkesboro, NC 28697. Additional information on local attractions and restaurants will be provided at the conference. http://www.wilkescc.edu/ncaccp/ EMAIL REGARDING PARKING PASS, WEDNESDAY MEAL CHOICE, & REMINDERS To: Community College Presidents & System Office Attendees Copy To: Presidents’ Assistants Just want to inform you of two items that have been added to the website pertaining to the upcoming NCACCP conference. These include a parking pass that can be printed and placed on your dashboard and meal choices for the Wednesday evening dinner at 6th and Main for those who plan to attend. We are asking that you return the meal form by Friday, October 22. You may access the website here: http://www.wilkescc.edu/NCACCP/. As a reminder, the cut-off date for the special rate at the Hampton Inn is October 12. There are still some rooms available. Please call the hotel directly at 336-838-5000, or visit their website at www.hamptoninnwilkesboro.com, and make your reservations today. When calling, be sure to reference the NC Association of Community College Presidents’ meeting, or enter NCP if reserving a room online. Also, please be reminded that the deadline for registering for the conference is Friday, October 15, 2010. The registration fee is $100; forms and other information can be found on the website. Checks and completed forms should be mailed to Wilkes Community College, Attention: Angela Bond, P.O. Box 120, Wilkesboro, NC 28697. We are excited about hosting the fall conference and look forward to seeing you in late October! FINAL EMAIL “THINGS TO KNOW” We are finalizing plans for the upcoming NCACCP conference, and you may find the following information useful. Hampton Inn Check-In and Registration Directions to the Hampton Inn are posted on the following website: http://www.wilkescc.edu/ncaccp/. Check in time is 3:00 p.m. Registration packets will be available at the Hampton Inn upon your arrival on Wednesday. Beginning Thursday, they will be available in the John A. Walker Community Center lobby. Fitness & Exercise Available for your use, before and after hours, are the college walking trail, tennis courts, and wellness center. The walking trail and tennis courts are located on the left side of Collegiate Drive as you enter the campus. The wellness center is located in Alumni Hall, which is the first building on the right entering the campus on Collegiate Drive. The wellness center will be open at 5:00 a.m. daily and includes the standard exercise equipment (including elliptical machines and treadmills). Golf on Wednesday For those playing golf, tee time is at 1:00 p.m. at Oakwoods Country Club. The cost is $30, which includes green fees and cart. Light refreshments will be provided. Wednesday Evening The Hampton Inn has graciously offered a reception on Wednesday from 5:30-6:30 p.m. in the lobby of the hotel. Optional Dutch dinner will be at 6th and Main on Wednesday evening. Shuttle service will be provided for those interested, departing from the Hampton Inn at 6:45 p.m. Cocktails will be available for purchase along with dinner at 6th and Main. The price for dinner is $16 per person, plus tax and gratuity. Thursday Outing for Spouses For those guests participating in the outing on Thursday, the shuttle will depart from the Hampton Inn at 10:00 a.m. and return mid-afternoon. Thursday Evening Given the close proximity of the Hampton Inn to the Walker Center, no transportation will be provided for the reception and dinner on Thursday evening. Emergency Contacts In the event you need to contact someone after business hours, please keep the following phone numbers handy: Gordon Burns – 336-957-7601 (cell) 336-667-5203 (home) Angela Bond – 336-927-7938 (cell) 336-973-3761 (home) Prior to the meeting, please refer to the website (http://www.wilkescc.edu/ncaccp/) to obtain driving directions, agenda, etc., as president Mary Kirk is expecting everyone to be more “green.” We look forward to your visit and hope your stay will be enjoyable. Safe travels to all! Fall Meeting October 27 - 29 REGISTRATION 2010 NCACCP Registration Deadline: October 15, 2010 Name: Title: College: Address: Phone: Email: Guest Name: Dietary Restrictions: Dietary Restrictions for Guest: $100.00 Registration (Includes breakfast Oct. 28 & 29; lunch, reception & dinner Oct. 28) Wednesday, October 27 Golf at Oakwoods Country Club $30/person green fee, including cart (pay at check-in) Tee time 1:00 p.m. Those interested in playing golf are asked to ontact Dr. Ken Boham at 828-726-2211 or [email protected]. Yes Wednesday Night Dinner (Dutch) – 7:00 p.m., Sixth & Main A fine dining restaurant set in a quaint, restored home located on 6th Street in downtown North Wilkesboro. (Shuttle service will be provided.) No Number: __________ Indicate if you will attend (accurate count required) Thursday, October 28 Breakfast will be available for meeting participants beginning at 7:15 a.m. All meals will be provided in the John A. Walker Community Center. Reception will be held at 6:30 p.m. followed by dinner at 7:00 p.m. in the Walker Center. Entertainment by the Kruger Brothers will follow dinner. Guest Outing on Thursday Brushy Mtn. Bee Farm & Wilkes Art Gallery Tour – 10:00 a.m.– 2:00 p.m. Transportation provided and Dutch lunch Number guests: __________ ($25.00 each) =__________ Number of guests participating in outing: __________ Total Make checks payable to NCACCP. Please mail registration and payment by October 15, 2010 to: Angela Bond Wilkes Community College P.O. Box 120 Wilkesboro, NC 28697 Send completed form in advance of payment to [email protected] or by fax at 336-903-3219. 1328 S. Collegiate Dr. Wilkesboro, NC 28697 $ __________ Note: Since the hotel is at the entrance to the campus, no shuttle service will be provided to WCC. Shuttle service will only be provided to dinner on Wednesday night. www.wilkescc.edu 2010 NCACCP Directions to Wilkes Community College From the North: Take Interstate 77 South to US Highway 421 North. Travel 21 miles on 421 North to Highway 268 West in Wilkesboro, NC. Note: Wilkes Community College sign on Highway 421. Follow signs to campus. From the South: Take Interstate 77 North to US 421 North. Travel 21 miles on 421 North to Highway 268 West in Wilkesboro, NC. Note: Wilkes Community College sign on Highway 421. Follow signs to campus. From the West: Take Interstate 40 to Interstate 77 North at Statesville, NC. Travel I-77 North (23 miles) to US 421 North. Travel 21 miles on 421 North to Highway 268 West in Wilkesboro, NC. Note: Wilkes Community College sign on Highway 421. Follow signs to campus. From the East: Take Interstate Highway 40 to Highway 421 North at Winston-Salem, NC. Travel 49 miles on 421 North to Highway 268 West in Wilkesboro, NC. Note: Wilkes Community College sign on Highway 421. Follow signs to campus. 421 Exit 286 s St ke Sto 268 e iat eg l l Co e iv Dr 1328 S. Collegiate Dr. Wilkesboro, NC 28697 Exit ### www.wilkescc.edu 2010 NCACCP Hotel Information The Hampton Inn 1300 Collegiate Drive Wilkesboro, NC 28697 Note: Since the hotel is at the entrance to the campus, no shuttle service will be provided. Reservations Please call the hotel directly at 336-838-5000, or visit their website at www.hamptoninnwilkesboro.com, and make your reservations today. If reserving your room online, use code NCP. When calling, be sure to reference the NC Association of Community College Presidents’ meeting to get the special rate. Deadline To receive the group rate, please reserve your room by October 12. Dates October 27 - 28, 2010 Rates $72.00 plus tax (continental breakfast included) Directions to Hotel From I-77 North - Exit 73 B to Hwy 421 North, follow approximately 27 miles to Hwy 268 (Wilkes Community College exit). Turn left at light; at second light turn left and hotel is on the immediate right. From I-40 West - Take I-40 West to 421 North and to Hwy 268 (Wilkes Community College exit). Turn left at light; at second light turn left and hotel is on the immediate right. From 421 North - Exit at Hwy 268 (Wilkes Community College exit). Turn left at light; second light turn left and hotel is on the immediate right. From 421 South - Exit at Hwy 268. Turn right at light; left at next light. Hotel is on the immediate right. Amenities FREE Wireless High Speed Internet Access, Free Local Calls, In-Room Cable & HBO, Deluxe Breakfast Bar, Fitness Room, Sauna, Outdoor Pool, Free Local Calls, Same Day Valet Service. 1328 S. Collegiate Dr. Wilkesboro, NC 28697 www.wilkescc.edu 2010 NCACCP Overview of Activities Wednesday, October 27, 2010 Golf at Oakwoods Country Club 541 Clubhouse Drive, Wilkesboro, NC 28697 / 336-838-3011 / http://www.oakwoodscc.com/ Time: 1:00 p.m. / Cost: $30.00 Those interested in playing golf Wednesday are asked to contact Ken Boham at 828-726-2211 or [email protected]. The cost includes green fees and cart. Tee times begin at 1:00 p.m. Dinner at 6th & Main (Optional for those arriving early) 210 6th Street, North Wilkesboro, NC 28697 / 336-903-1166 Time: 7:00 p.m. / Cost: $16.00 Shuttle service to and from hotel: Pick up 6:45 p.m. / return 9:00 p.m. A cash bar will be available. Please see registration form to sign up for meal and shuttle service. Thursday, October 28, 2010 Lunch Time: 12:00 Noon / Cost: Included in registration A buffet lunch will be provided for meeting participants on WCC’s campus in the John A. Walker Community Center (JAWCC). Reception & Dinner Time: 6:30 p.m. / Cost: Included in registration A reception will be held at 6:30 p.m. in the JAWCC followed by dinner at 7:00 p.m. Entertainment by the Kruger Brothers will follow dinner. Since the hotel is at the entrance to the campus, no shuttle service will be provided. 1328 S. Collegiate Dr. Wilkesboro, NC 28697 www.wilkescc.edu 2010 NCACCP NCACCP Fall Conference Temporary Parking Permit October 27 - 29, 2010 (Please Fold and Display on Dashboard) 1328 S. Collegiate Dr. Wilkesboro, NC 28697 www.wilkescc.edu 2010 NCACCP 6TH & MAIN – MENU SELECTION WEDNESDAY, OCTOBER 27, 2010 Please select from the entrées listed. Each entrée includes a starch and vegetable, choice of soup or salad, and coffee, tea, or water. A cash bar will also be provided. The meal price will be $16 per person, not including tax and gratuity. Name: ________________________________________________________ 4 oz. Beef Wellington Pork Tenderloin 5 oz. Grilled Salmon Chicken Marsala Guest’s Name (if applicable): ______________________________________ 4 oz. Beef Wellington Pork Tenderloin 5 oz. Grilled Salmon Chicken Marsala Return completed form, by October 22, to: Angela Bond Wilkes Community College P.O. Box 120 Wilkesboro, NC 28697 Fax: 336-903-3219 Email: [email protected] 1328 S. Collegiate Dr. Wilkesboro, NC 28697 www.wilkescc.edu NCACCP Fall Meeting – October 27-29, 2010 Proposed Menus by John A. Walker Center Hospitality Prices: $100.00 for meeting attendees $25.00 for guests attending Thursday evening reception and dinner only Wednesday Afternoon – 1 to 5 p.m. – estimated 35 attendees • Bottled soft drinks and water • Assorted cookies • Homemade snack mix Thursday Chilled Bottled Water available throughout the day Breakfast – 7:15 a.m. – estimated 40 attendees • Assortment of Homemade Breads – Apple Cinnamon, Banana Walnut, Heart Healthy Oatmeal • Assortment of Mini Muffins – Poppy seed, Orange Sunrise, Cranberry Nut • Display of Fresh Sliced Fruits • Orange, Cranberry, and Apple Juices • Coffee – regular and decaffeinated Morning break – 10:30 a.m. – estimated 70 attendees • Display of Whole Fruits • Assorted croissants with spreads • Remaining breakfast items • Assorted bottled Soft Drinks and Water Lunch – 12 noon – estimated 70 attendees • Sandwich Buffet (4 lines available, if needed) featuring o Assortment of Sandwiches (pre-made) o Plus assorted meats available: Fresh sliced Virginia Baked Ham, Smoked Turkey, Pastrami, and Chicken Salad o Assortment of American, Swiss, and Cheddar Cheeses o Various Breads, Wraps, Croissants o Condiments • A variety of fresh salads o Cold Green Pea Salad o Pasta Salad o Potato Salad o Relish Tray – tomatoes, onions, lettuce, pickles, olives • Dessert Station o Assorted Fresh Baked Cookies o Sweet Treat Montage – Pecan Tarts, Apple Bars, Pecan Sandies, Chocolate Truffles • Beverage Station – Coffee, Iced Tea, Water, assorted bottled Soft Drinks Afternoon break – 3:15 p.m. – estimated 70 attendees • Fresh baked Chocolate Brownies • Homemade Cheese Straws • Assorted bottled Soft Drinks and Water Evening Reception – 6:30 p.m. – estimated 80 attendees • Full Bar including wine, beer, mixed drinks • Hors D’oeuvres o BLT Stuffed Cherry Tomatoes o Ham Roll-ups o Brie and Apricot Puff Pastry o Cheese and Crackers Dinner – Buffet – 7:00 p.m. – estimated 80 attendees • Raspberry Apple Salad – Preset at place settings • Prime Rib with Au Jus and Horseradish Sauce • Baked Salmon with Dill Mustard Sauce • Hasselback Potatoes • Fresh Grilled Asparagus with Lemon Butter • Butternut Squash Au Gratin • Grape Salad with Strawberries and Nuts • Homemade Breads • Desserts preset at place settings – alternating o Petite Red Velvet Cake o Tuxedo Bombe (Chocolate Genoise, White and Milk chocolate Mousse, Chocolate Ganache coating) • Decaf Iced tea and Coffee (caffeinated if requested), Ice Water Friday Chilled Bottled Water available throughout the day Breakfast – 7:30 a.m. – estimated 40 attendees • Assortment of Bagels with Cream Cheese and Preserves • Display of assorted yogurts • Assortment of Mini Muffins – Poppy seed, Orange Sunrise, Cranberry Nut • Orange, Cranberry, and Apple Juices • Coffee – regular and decaffeinated Morning break – 9:45 a.m. – estimated 40 attendees • Display of Whole Fruits • Petite Ham Biscuits • Remaining breakfast items • Assorted bottled Soft Drinks and Water Bag Lunch – 12 noon – estimated 40 attendees • Healthy Granola Bar • Piece of Whole Fruit • Individually wrapped homemade snack mix • Cheese cracker package • Small Bottle of water College Alamance CC A-B Tech CC Beaufort County CC Bladen CC Blue Ridge CC Brunswick CC Caldwell CC Cape Fear C Carteret CC Catawba Valley CC Central Carolina CC Central Piedmont CC Cleveland CC Coastal Carolina CC College of the Albemarle Craven CC Davidson County CC Durham TCC Edgecombe CC Fayetteville TCC Forsyth TCC Gaston College Guilford CC Halifax CC Haywood CC Isothermal CC James Sprunt CC Johnston CC Lenoir CC Martin CC Mayland CC McDowell CC Mitchell CC Montgomery CC Nash CC Title Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. 1st Name Martin Hank David William Molly Stephen Kenneth Eric Kerry Garrett Eston (Bud) Anthony Steve Ronald Kandi Catherine Mary Bill Deborah Larry Gary Pat Don Ervin Rose Myra Lawrence David Brantley Ann Tommy Bryan Douglas Mary William Last Name Nadelman Dunn McLawhorn Findt Parkhill Greiner Boham McKeithan Youngblood Hinshaw Marchant Zeiss Thornburg Lingle Deitemeyer Chew Rittling Ingram Lamm Keen Green Skinner Cameron Griffin Johnson Johnson Rouse Johnson Briley Britt Williams Wilson Eason Kirk Carver Title President President President President President President President President President President President President President President President President President President President President President President President President President President President President President President Interim Pres. President President President President Check No. Reg. Pymt. Thurs. Guest Total Pymt. Wed. Attend. Meal Choice Guest Outing Pamlico CC Piedmont CC Pitt CC Randolph CC Richmond CC Roanoke-Chowan CC Robeson CC Rockingham CC Rowan-Cabarrus CC Sampson CC Sandhills CC South Piedmont CC Southeastern CC Southwestern CC Stanly CC Surry CC Tri-County Vance-Granville CC Wake TCC Wayne CC Western Piedmont CC Wilkes CC Wilson CC NCACCT NCCCS NCCCS NCCCS NCCCS NCCCS NCCCS NCCCS NCCCS NCCCS Gen. Assembly Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Mr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Dr. Cleve Walter Dennis Robert Dale Ralph Charles Robert Carol William John John Kathleen Richard Michael Deborah Donna Randy Stephen Kay Jim Gordon Rusty Donny Kennon Jennifer Maureen Sharon Scott Linda Saundra Jennifer Shante Andrea Cox Bartlett Massey Shackleford McInnis Soney Chrestman Keys Spalding Aiken Dempsey McKay Matlock Collings Taylor Friedman Tipton-Rogers Parker Scott Albertson Burnett Burns Stephens Hunter Briggs Haygood Little Morrissey Ralls Weiner Williams Willis Martin Poole President President President President President President President President President President President President President President President President President President President President President President President Executive Dir. Exec. VP VP Bus Assoc VP Ec Dev Sr VP Acad Ofcr President VP Engage VP Chief Tech Dir Gvt Rltn Gen Counsel Fiscal Analyst TOTALS $0.00 $0.00 $0.00