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NYSRPS VISION 2020ANNUAL STATECONFERENCE
WESTCHESTER COUNTY, NY
Bringing the future of the Recreation & Parks Profession into focus
NYSRPS
ANNUAL STATE CONFERENCE
VISION 2020
VISION 2020
VISION /ˈviZHən/ nounthe faculty or state of being able to see.
"she has impressive vision"
eyesight, sight, observation, (visual) perception;synonyms:
"the 2020 NYSRPS has found its vision and direction"
imagination, creativity, inventiveness, innovation, inspiration, intuition, perception, insight, foresight, prescience
“The 2020 NYSRPS conference was filled with great vision"
FOCUS 2020
FO·CUS /ˈfōkəs/ noun: the center of interest or activity
"this conference has made the future of the profession the focus of attention"
synonyms: center, focal point, central point, center of attention, hub, pivot, nucleus, heart,
cornerstone, linchpin, kingpin, bedrock, basis, anchor , backbone, cynosure
“recreation & parks are a primary focus for the quality of life for the community we serve"
the state or quality of having or producing clear visual definition
verb: (of a person or their eyes) adapt to the prevailing level of light and become able to see clearly
"try to focus on a stationary object"
VISION 2020Mission Statement for the 2020 Conference:
“To provide quality educational sessions, dynamic
social experiences and networking opportunities for all
attendees at the 2020 NYSRPS Annual Conference”
VISION 2020Mission Statement for the Conference Planning Committee:
“To produce and offer quality educational sessions,
dynamic social experiences and networking
opportunities for all attendees of the 2020 NYRPS
Annual Conference”
Administrative Committee
Composed of: Chairperson(s) & NYSRPS Director
Create and implement budget
Input on conference theme and logo
Input on program format/schedule
Review time table
Develop and implement committee objectives
consistent with conference objectives
Review facility accessibility and layout
Develop conference marketing strategy
Review evaluations of previous conference
Identify potential speakers (including Keynote/Endnote)
Conference Chairpersons
- Recruits chairpersons for all
subcommittees.
- Coordinates and monitors all
subcommittees
- Direct liaison between conference
committee and NYSRPS office
staff
- Scheduling and facilitating
committee meetings
- Budget prep and control theme / logo
- Goals, objectives and program
- Selecting of timetables, conference
marketing strategy and objectives
- Final approval of all promotional
materials w/ Executive Director
NYSRPS Staff Responsibilities
• Assist with timetables, conference goals and
objectives, format, theme, and budget
preparation
• Monitor and authorize revenue and
expenditures
• Direct liaison on all negotiations and other
arrangements with hotel / Conference venue
• Prepare program abstract form
• Negotiate honorarium and travel requests
from presenters
• Maintains speaker database
• Assist with gifts for Speakers
• Provide logistics committee with AV Requirements
• Signage
• Assists w/ recruitment and correspondence w/
Commercial Vendors
• Layout and set-up of exhibit hall
• Finalize promotional materials (w/ committee input)
• Layout and dissemination of promotional materials
• Arrangements for meetings
• Conference registration badges and tote bags
• Apply for CEU’s
• FINAL REPORT
App Tech/Audio-Visual Committee
This committee is responsible for developing a functional app for the conference to
assist in promotion of event, information updates and vendor promotions. Vendor will
be provided.
The conference venue will have state-of-the-art technology available to rent but at a
premium fee.
There will be a need for a technology based individual(s) to coordinate between
presenters and the host site. Procurement of technology needs (LCD Projectors, etc.)
will be a primary function of this committee.
• Solicit borrowed AV equipment
• Coordinate AV distribution, set up and storage throughout conference
• Handle all on site logistics
• Assist Program committee in session room assignments
Consumption Recruitment/Control Committee
Coordinate and supervise distribution of
donated beverages at conference.
Solicitations of beer, wine and soda for
conference committee and VIP events.
This committee will consist of both Chairpersons as well as several
additional members selected by the administrative committee
SECRETARY
• Primary responsibility is to take minutes and keep record of all organizing
committee meetings.
• Assist in coordination of all data and communications.
• Works closely with co-chairmen
STUDENT RELATIONS
This committee will be responsible for providing input to the program
committee regarding topic items, etc.
This committee will also be expected to recruit & cultivate a committee that
will reach out to the young professionals & college students training to join
the profession.
FUNDRAISING/SPONSORSHIP
This committee’s primary responsibility is to fundraise and cultivate sponsors.
While much of the conference is paid for by vendor booth sales and registration
fees there is still a significant funds needed for socials & hospitality-like activities.
This committee will also be responsible for soliciting in-kind donations to
help minimize expenses while enhancing the attendees experience.
This committee must collaborate regularly with the Administrative ,Marketing
and Exhibitors/Vendors committees to insure a positive flow in communication.
MODERATORS COMMITTEE
This committee will work closely with the Program Committee to insure
that all sessions are covered by a qualified trained representative.
Assign and schedule moderators for all educational sessions, seminars and institutes
Design instructions to include safety precautions, CEU signing and announcements
Creates moderator packets
Moderator Committee Responsibilities include:
Since most lead-up work can’t be done until the Program Committee
has created the conference program and determined the number of
sessions that will need to be covered members of this committee could
help Program Committee to help move process along. By doings so
this will also foster excellent information/communication flow.
OFF-SITE PROGRAMS/TRANSPORTATION
This committee will be responsible for identifying & securing off-site
visits/activities/programs that are both practical by proximity and
practice/concept to the conference.
All transportation needs will be the responsibility of this committee as well since it will
be a crucial part of the off-site needs.
Understanding that the hotel will have a courtesy van it will not be enough for the
needs of the conference. This committee will identify needs and work to locate and
secure transportation to enhance the overall experience of the attendees.
• Rangers/Knicks practices • Rockefeller Estate • Stone Barns
Strive to achieve transportation to off-sites donated
Obtain descriptions and photos for print in promotional brochure and final program
Coordinate off-site educational programs and instruction/tour guides, collaborates w/ program
committee
EXHIBITOR/VENDOR COMMITTEE
This committee is essential in helping to make this event economically
reasonable for attendees because the revenue raised from vendor fees is a
primary part of the funding source for the overall event.
This committee has one of the most important roles in the conference… to get vendors to
attend and to make attendees visit the vendors
Collaborate with Program and Fundraising Committees to identify vendors that will compliment
conference themes and goals
Develop a strategy for increasing delegates visitation of exhibitors
Recruit companies to donate prizes for various games, events etc
Sponsored events (coffee breaks, lunches, cocktail parties, receptions, etc)
Promotional items (speaker gifts, delegate tote bags, name badges, t-shirts, award plaques)
Onsite assistance with vendor check-in and service
PROGRAM COMMITTEE
This committee has the awesome responsibility of shaping the message we are presenting
to our field and the attendees of the conference.
In conjunctions with the Co-Chairs and the NYSRPS Executive Director, the committee will
determine the tracks, recruit the presenters and build the overall conference program.
Responsibilities include:
• Assists with program format, number of sessions and schedule
• Recruit and select all educational sessions
• Assist w/ the scheduling and assigning sessions to rooms
• Operate within confines of program budget
• Obtains resumes/ bios from potential speakers • Oversees abstract submissions
• Assist Moderator Committee with assigning moderators to educational sessions
• Conduct summary report of educational session evaluations
REGISTRATION COMMITTEE
This committee will be responsible for working with the committee chairs
to insure that everything needed for on-site registration is attained and
distributed.
Working closely with NYSRPS staff this committee will be responsible for creating
and producing the registration materials required.
• Distribution of conference information and updates throughout the conference
• Ensure registration area is fully staffed during the duration of the conference
Hospitality Committee
This committee will be responsible for planning and coordinating all
socials and extracurricular activities.
Working in conjunction with the Off-Site/Transportation Committee the group
will be responsible that all attendees have a great experience at the conference.
PLAN & COORDINATE
• Special activities
• Entertainment• Theme dinners
• Exhibit Hall events
• Operates within confines of hospitality budget
• Promotes all social activities in promotions
• Assist with fundraising for and during special events
Promotion/Marketing Committee
• Target new conference delegates • Presence at local conferences
• Prepare public relations for affiliate newsletters and local media
• Work with local media • Assist w/ logo design
• Identify new promotional ideas
• Make all on-site announcements during conference
• Provide photographer for educational sessions and special conference events
This committee will be challenged with identifying & promoting event to new and/or
underrepresented portions of our profession.
This committee will work closely with the Chairs, NYSRPS Staff, Fundraising &
Exhibitors/Vendors Committees.
The primary responsibility is to develop, create and execute all facets of
marketing for the NYSRPS 2020 Annual State Conference.
RETIREES
This committees responsibility will be it recruit retirees to attend and
participate in the conference experience.
• Liaise with Program Committee to include relevant topics
for professionals planning/heading towards retirement
• Identify needs that retirees might require solutions to resolve
(such as transportation, medical needs, diet, etc)
KEYNOTE
This committee will consist of the Co-Chairs, the NYSRPS
Executive Director and several additional members of the
profession with the primary goal of crafting a cohesive theme
for the conference.
Once the theme is created the committee with identify potential
keynote speakers that will compliment both theme and profession.
2020 NYSRPS - Sub-Committee TimeLine Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar April (Go Time)!
Co-Chairs
Solicit Co-Sponsors / Sign MOU x x x x
Solicit Program Partners x x x On Going Through to the Conference
Critique Prior Years Conference / Budget Review With Chairs x x
First Meeting for following year's conference x
Continue to hold monthly meetings and follow-through with commitee x x x x x x x x x x x x
MARKETING/LOGO
Logo Ideas x x
Finalize Logo Design x
Work on Marketing Materials x
Approval of Materials & Distribution x x
KEYNOTE
Seek Keynote Ideas x x
Narrow down Options & make contacts x x
Solidify keynote & Details x x x
Program prep for keynote address with programming co. x x x x x x
FUNDRAISING
Brainstorm Ideas x x x x
Solidify Plans x
Fundraise x On Going Through to the Conference
Suggestions for soliciting for raffles/silent auction items x x x
Create letter for silent auction x
Develop spreadsheet for procured items x x
Initiate contact for raffle items x x x x
Finalize Fundraising Procurement x x x
Prepare Thank You's/Follow Ups x
PROGRAMMING (speakers) / SCHEDULE
Prepare Program Outline x x x x
Decide on Ed Sessions Sought x x x
Prepare Abstract in coordination with NYSRPS x x
Send out Abstract link x
Review of Returned Abstracts x x x
Approve/Decline Abstract submissions x x x x x
Contact Speakers re: Acceptance/Rejection x x
Ensure CEU coordination with NYSPRS x x
Assign Rooms To Speakers/Events x x x x
Begin upload of sessions/speakers to app / marketing materials x On Going Through to the Conference
APP goes live x
Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar April (Go Time)!
AV NEEDS
Review AV on-site x x
Coordinate Room needs with Programming Comm. x x
Secure additional AV if needed x x
Follow up on AV set up at Hotel & W Programs x x
On-Site Assistance x
OFF SITES
Discuss Ideas for Off-Sites x x x
Narrow Down Ideas x x
Contact Businesses/Locations x x
Follow up and finalize locations x
Finalize Transportation Needs x
Work with hospitality/programming for events coordination x x x
BUDGETING
Create Conference Budget x x x
Review Budget With Committee x On Going Through to the Conference
HOSPITALITY PLANS & REGISTRATION
Discuss Ideas & Plans x x
Narrow Down Plans for On-Site Events / Off-Site events x x
Finalize both On/off Site Socials & Events x x
Decide on location/times for registration/hospitality tables x x
Organize volunteers with NYSRPS for check-in/hospitality x x
Order Supplies (decorations/totes/badges etc) x x
Prepare plan for consumption needs x
Prepare letter/contact for consumption needs x
Follow Up and Procure consumption needs x x x
Work with Hospitality on final location of consumption x x
VOLUNTEER / MODERATOR COMMITTEE
Coordinate with Committee Chairs Needs for Moderators/ Volunteers x x
Create a master list of volunteers/Moderators x x x
Create Moderator & Volunteer Letter / Sign Up x x x
Solidify & Follow up with Moderators / Volunteers x x x
Prepare Moderator Packets x x x
Distribute Packets to Moderators on site x x
NYSRPS - Sub-Committee TimeLine
Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar April (Go Time)!
STUDENT OUTREACH/PROGRAMS & MODERATORS
Brainstorm ideas for student interactions/events x x
Contact regional colleges for faculty support x x
Coordinate with Conference Committee Student Programs x x
Follow Up With Faculty x
Coordinate Student Registrations x
Coordinate Student Arrival / Registrations / Volunteer Training x
EXHIBITORS / SPONSORSHIPS (Financial and In-Kind including entertainment, totes, speaker gifts, lanyards, etc...
Review prior years conference x x
Develop Letter/Package for Sponsors/Exhibitors x x
Send out Letters/Packages x x
Secure Sponsors/ Exhibitors x x x x x x x
Oversee Sponsorships (mobile app, socials, awards, gifts, tote bags, swag) x x x x x
Onsite set up & assistance x
PROMOTION SCHEDULE
Newsletter / E-Mail Blast / Website/ Voice
Announce Conference / Solicit Speakers x
Solicit Sponsors / In-Kind Donors x x
Solicit Exhibitors x x On Going Through to the Conference
Deadline For Speakers / Sponsors & In-Kind Donors x
Deadline For Sponsors & In-Kind Donors x
Registration Opens Next Month! x
Registration Now Open /Deadline for Exhibitors x
Speakers Highlighted / Last Chance Exhibitors x
Socials / Conference Program Highlights Promoted x x
Deadline to Register x
LAST CHANCE TO REGSITER x
App Schedule
Add Speakers, Sessions and Exhibitors x x x x x
Add announcements x x
Legislative
(tba)
NYSRPS - Sub-Committee TimeLine