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