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Annual ConferenceSeptember 18th-20th 2009Hilton Logan Hotel Boston, Massachusetts
Group 11 Andrew Manguart Daniel WernerDavita Mabourakh Julia LevyMarguerite McNulty Morgan Lindsay
150 guests Weekend convention Focus on education of new fitness
technology Attendees will be members of fitness
community: gym owners, personal trainers, and wellness professionals of high caliber
1 of 2 conventions put on by PFA yearly Chance to meet other fitness professionals
and learn about business opportunities
One of the first steps in the event production process
Event website designed for ease of use of attendees
Will have access through website to general info about event, conference schedule, registration, guest speakers, workshops, hotel info, cuisine choices, contact information, and sponsors
PFA Annual Conference 2009
We will be renting out the Hilton Logan Boston Airport Ballrooms, specifically the New England Ballroom, which comes with the option of several smaller rooms for use and well as the International Rooms, and Middlebury Banquet Hall.
The Hilton will be providing us with overhead projectors for each room, as well as pull down screens, microphones, and podiums. Their staff will be responsible for set up in each room and will also be on hand if there are any electrical problems that we need help fixing.
Goody Bag: We will be giving away a with the Pro Fitness Association Logo emblazed on the front, and will include
sample Nano Vapor supplement: provided from our Gold Sponsor, Muscle-Tech
PFE product info/coupon packet: from our Silver Sponsor, Precision Fitness Equipment
2 free passes to FitCorp: compliments of our Bronze Sponsor, FitCorp
We will be responsible to purchasing the bags to hold all the materials, and also will be producing our own product information packet to have available to take during registration and checkout.
Target market: all active association members in the United States Invitational emails Website Small ad in National Fitness Trade
Journal▪ 6 monthly issues▪ Ad placement includes: attention-grabbing
headline, copy no more than seven (7) lines, contact info on the 8th line, and 64 characters per line
Sponsors will be given opportunities to chose a
package that fits their promotional and budgeting
needs. The Audience is very specific and likely to
respond well to face time with businesses that
are present at the convention. Therefore we will
be offering 3 different sponsor packages:
GOLD $10,000 SILVER $7,500 BRONZE $5,000
Benefits include: 4 complimentary tickets to attend
Custom sponsorship sign and product placement at front entrance of the venue (product distribution/sales opportunity)
Informational booth set up outside convention room during registration Logo placement as a sponsor of the event in all publications and
advertisements for the Fitness Convention A large logo on the sponsorship board of the event
The Pro Fitness Association website The logo on all event banners, posters, and promotional items
Benefits include: 3 complimentary tickets to attend
Custom sponsorship sign and product placement at peninsula position during expo
Informational booth set up outside convention room during registration
Logo placement as a sponsor of the event in some publications and advertisements for the Fitness
Convention A logo on the sponsorship board of the event
The Pro Fitness Association website The logo on all event banners, posters, and
promotional items
Benefits include: 2 complimentary tickets to attend
Custom sponsorship sign and product placement during expo Informational booth set up outside convention room during registration
Logo placement as a sponsor of the event in some publications and advertisements for the Fitness Convention
A logo on the sponsorship board of the event The Pro Fitness Association website
The logo on all event banners, posters, and promotional items
$1,750/booth Opportunity to sell
their products/services at a discounted price
Increase brand awareness
Expo: Location: International
Ballroom A & B▪ 1,848 sq ft▪ 61.92’ x 31.83’▪ Max Capacity: 250
people
Close Grip Power Plate GNC Robeks Fruit
Smoothies Nike Clothing and
Apparel
1. Muscle-Tech, 2. Precision Fitness Equipment, 3. FitCorp, 4. Nike Clothing and Apparel, 5. GNC, 6. Robeks Fruit Smoothies, 7. Close Grip, 8. PowerPlate
Peninsulas (spots 1, 2) 12’ x 7’ 84 sq ft
Spots 3, 4, 5, 6, 7, 8 6’ x 7’ 42 sq ft
7’
12’
Event Planners
Fitness Instructors
Guest Speakers
Hotel Staff and Security
Volunteers
All meals will offer a selection of both meat and vegetarian plates.
Alcoholic beverages will not be included in the event fee Onsite - Berkshires and Connolly’s Pub Several bars and pubs within walking
distance Coffee and juice will be served in between
workshops and sessions during breaks Water coolers will be readily available
during workshops
Crisp Romaine and Herbed Croutons,Shredded Parmesan Cheese Classic Caesar Dressing
Crisp Romaine and Herbed Croutons,Shredded Parmesan Cheese Classic Caesar Dressing
Hors d’Ouevres Portobello Mushrooms with
Sun-dried Tomato, Goat Cheese and Pesto
Crispy Shrimp Tempura with Chile and Soy Dipping Sauce
Roasted Tomato Bruschetta with Cilantro Pesto
Mini Chicken Saltimbocca Bites
Fresh Mozzarella and Roma Tomato with Basil
Breakfast Buffet Chilled Orange, Grapefruit and
Cranberry Juices Farm Fresh Scrambled Egg, Country
Sausage, American Cheese on a Flaky Croissant
Farm Fresh Scrambled Eggs, Bacon, and Cheddar Cheese Burrito
Fresh Fried Egg, Canadian Bacon and Melted Cheese on a Toasted English Muffin
Selection of Kellogg Cereals Sliced Fresh Seasonal Fruit and Mixed
Berries Assorted Dannon Yogurt Freshly Brewed French Roast Coffee and Assorted Bigelow Teas
Lunch Buffet Gulf Shrimp and Mango Salad with Spicy
Lilikoi Vinaigrette Grilled Chicken and Pineapple Lo Mein
Salad with Sesame Soy Dressing Vine Ripened Tomatoes, Fresh Mozzarella
and Basil Roasted Sirloin of Beef with a Wild
Mushroom, Dried Cranberry and Cannelloni Bean
Ragout Baja Grilled Chicken with Fresh Avocado,
Caramelized Shallots and Melted Gruyere Cheese
Sun Dried Tomato Beurre Blanc Saffron Basmati Rice, Asparagus and Red
Pepper with Lemon Herb Butter Warm Artisan Baguettes, Ficelles and Rolls Gourmet Pastries
Afternoon Breaks Vegetable Crudités with
Creamy Peppercorn Dipping Sauce
Sliced Fresh Fruit and Mixed Berries with Dannon Yogurts
Assorted Granola, Nutrigrain and Power Bars
Assorted Juices and Tropicana Fruit Smoothies,
Poland Spring Waters
Formal Dinner First Course
▪ Maine Lobster Bisque▪ Tomato Basil Bisque
Salad Course▪ Mixed Greens with Shredded Carrots, Kalamata Olives, English Cucumbers,
Red Peppers - Raspberry Vinaigrette▪ Ceaser Salad Crisp Romaine and Herbed Croutons,Shredded Parmesan
Cheese Classic Caesar Dressing
Entrée Options▪ Balsamic Grilled Filet Mignon of Beef with a Cabernet Reduction▪ Shrimp Sorrento with Chervil Roasted Garlic Butter▪ Chicken Duxelle en Croute▪ Porcini Mushroom and Ricotta Ravioli
Dessert▪ Individual Tiramisu with Raspberries and Chocolate Sauce ▪ Individual New York Cheesecake with Raspberry Sauce
2 workshops will be held: Nutrition &Wellness and Building a Business
Prominent members of PFA chosen to speak each year with new ideas and successes they have had personally
3 fitness instructors chosen from members of PFA and convention attendees for group fitness
Each will lead a group fitness training class Pilates, cardiovascular training, strength
training Will pay a discounted price
Jackie Warner and David Zinczenko Benefits
Boston Limousine Service Round trip first class tickets Suites Gift basket Dinner at Berkshires
Meal and security staff provided by the Hilton
A detailed emergency plan is located in each of the convention attendees rooms as well as the conference space
Volunteers will be recruited from the Carroll School of Management at Boston College
There will be 15 volunteersEach volunteer will receive credit for
volunteering at the Professional Fitness Association Annual Conference and will receive a certificate of participation
Greet convention guest speakers and attendees at the airport
Check in and registration Facilitate the movement to and from
guest speaker sessions, workshops, meals, and vendor expositions
An informational session detailing these responsibilities will be held before the event at approximately 2:30pm
Volunteers must arrive at 2:00 pm the day of September 18th
When they arrive they must first check-in and then they each will receive a volunteer shirt
Emergency Procedure 24 hour hotel emergency response team
ready for any potential emergencies or problems
Hotel emergency # 66 Paramedics, fire department and police
are located within 4 minutes of the hotel PFA Employees are CPR/First Aid
certified
All participants will sign a waiver in case of injury
Injury potential is low because attendees have a lot of experience with fitness equipment and proper safety techniques
Hotel is in compliance with American with Disabilities Act (ADA) but must notify 1 week in advance of any extra needs
Hotel security and first aid is on hand at site and is included in our convention fees and costs
Venue Rental - $30,000 budgetIncludes:
▪ Hotel Security and Staff▪ Audio Equipment▪ Tables and Chairs▪ Catering Staff▪ Food (2 breakfasts, 2 lunches, 1 reception, 1
dinner)▪ Hotel rooms for staff
Key Note SpeakersSpeaker fees: $40,000
Travel: $1,018
Hotel: $880
MarketingEmail: Free
Website: Free
Trade Journal Ad: $1,800
Staff Travel: $3,120
Transportation: Shuttle
service
MiscellaneousRegistration Packets: donated by sponsors
Staff/Volunteer Apparel: $250
Stationary Supplies: $150
Liability Insurance: provided by hotel
TaxesService and State Tax: $4,000
Administration Fees: $2,400
Contingency: $500
Registration Fees $310 (Early Bird) $350 (Regular Registration) $400 (Day of)
Sponsorships $10,000 (Gold) $7,500 (Silver) $5,000 (Bronze)
Vendors $1,750 (5) = $8,750
Total Income: $82, 250
Total Expenses: $77,718
PROFIT = $4,532 Goal of Organization is not to make
large profits. Mostly just educational and professional. Profits are helpful to put towards other organizational ventures and future convention budgets.
Thank You