I've been thinking quite a bit about conferences the last few months, partly because I was planning one, but mostly because there tends to be such a large variance between them.
Big wings, small wings, etc tend to follow the same basic format and location, but that doesn't necessarily mean that it is the best format or location.
Our wing ALWAYS holds their conference at a hotel/conference center. I don't like it. It's expensive, the conference rooms are always located across the building from everything, etc.
Hotels like that only work if you are able to guarantee room days (people staying in the rooms). They'll give you discounts on conference rooms and equipment, etc if you can fill them. The only thing that's nice is that you sleep where the event is (no travel). However, with us being such a small (geographically) wing, practically nobody sleeps at the hotel.
Anyway, during my research/planning stages for a cadet conference our CAC wanted to host I had to research some possible venues. The obvious "hotel & conference center" came to mind, but was far out of our budget. It would also bring the conference fee to nearly four times what we wanted it to be.
Part of my goal was to show the wing that conferences could be held "on the cheap" and have a nice venue, good meal, etc.
So, I started thinking a bit differently. I ended up researching the local state university campus. They have a really nice conference facility. Conference rooms that fit anywhere from 20-400 people, an amphitheater that seats 800, dining room for 250, a cafeteria, etc.
So I looked into rates for booking conference rooms. We could get 8 conference rooms for the entire day, the dining room (4 hours) and the amphitheater(2 hours) for under $800.00 (including A/V equipment).
I still wasn't satisfied though and thought about how we could get rid of that fee. Then it struck me...there is an AFROTC unit on base and they have an Arnold Air Society chapter! The university provides accommodations for school affiliated organizations at no charge! So, we put together a presentation for the AAS and pitched the idea of them sponsoring our event.
The AAS was extrememly helpful. They offered the services of their members to help with the logistical planning (booking the location, working with catering, etc). We offered them the opportunity to have a seminar during the conference about ROTC and AAS, provide ROTC goodies, etc. We even offered 10% of our "profit" to be put towards their annual service project.
So what we ended up with was the ability to have a conference with 8 conference rooms, dining room, amphitheater, a/v equipment, cafeteria, local restaurants AND a Holiday Inn Express within 1 minute walking distance. All for absolutely nothing.
The University also has a catering service which (for an italian 4 course meal) came in at $12.50 / person. At $15.00 people could go to the conference for the day and get to participate in the banquet at the end. We were going to set the price at $25.00 and use the extra money for wing encampment scholarships.
Unfortunately, we weren't able to hold the conference because they scheduled another wing activity on the same day...(don't get me started). But even then, I don't think that our wing is willing to switch venues. But when you can take your price tag from nearly $80.00 to $15.00, I think it is worth taking a look at, don't you? One of the "hang ups" is that those in charge of the wing conference planning don't like that the hotel isn't "attached."
Do any of your wings find alternate locations for conferences like this or are they stuck in the same rut like ours is?
I've been an advocate of using Colleges and universities for conferences for a long time. As you pointed out it's a one stop deal with rooms, food, and conference facilities all in one place. However I don't know of any wing that has taken advantage of it. I do recall the late Col Julie Goldman (NER early 70's) holding conferences at the Catskills resorts during their off season using the same rationale. As you've pointed out it saves a lot of money. Also if you have cadets it's a safer environment for them.
I've done a lot of pricing with colleges here in California, but my results were different.
Apparently the schools in California, at least, look at this kind of thing as an opportunity for revenue enhancement. I checked with several different state schools as well as a some private universities and the results were pretty uniform.
And pretty expensive. It appears that they make a lot of money hosting "Cheer Camps," various sports clinics, and even corporate retreats and conferences during the summer, so they didn't feel the need to offer anything special to us.
On the other hand, we have had a lot of luck with state Guard facilities for things like our Cadet Conference. The troops stay in the barracks, eat in our CAP dining hall, and attend classes and activities in various venues for a very reasonable price.
That doesn't really work for our regular wing conference since our seniors and their families don't want to stay in the open bay barracks.
But I'm glad that you seem to have found a situation that will work for you in the future.
Ned Lee
Please come attend the Kansas Wing Conference. If you sign up by this Friday the price will be $25.00. That's right folks $25.00. What does that come with you might ask? How about the whole day of the Conference, Lunch and the Banquet in the evening. How can you do that? Glad you asked.
I to was tired of paying a higher price to go to these things. Since there are 5 in my family that are CAP members I really wanted everyone to go, but I did not want to take out a loan. What we are going to try is this. We have the use of the National Guard Reg. Training facility in Salina KS. Main meeting room hold 400. 6 smaller classrooms also to be used. The evening will be held at the local VFW their room can hold 300. We also have over 200 ANG beds (for free) we can use. If those beds are not good enough you can get a room for $30.00 a night at the ANG hotel. The noon meal will be provided by our own people.
We are also planning on running an Airman Leadership School for the Cadets that same weekend.
Now how do we get all those facilities? We have our Conferrence on a holiday weekend. That way we stay out of there way. They have been Great to work with.
We mainly do the hotel/conference center route, and usually bring in our complete conference for around $60-65. This includes continental breakfast Saturday/Sunday, lunch on Saturday, and the banquet. Skipping the banquet usually drops that by about half.
The big expense from a personal standpoint used to be accommodations. But, since our squadron is fairly solvent, we fund the majority of the cost. Last month, two nights at a Doubletree cost me $20.
We've also had great success with the "Mini-conference." A one day shot at a conference center, no banquet, but a nice catered lunch. Cost for those is usually around $25-30.
We tried doing a cadet conference at our encampment facility (an ANG CRTC) a couple of years ago. The facilities were ok, but not really conducive to a conference. We couldn't use the conference center on base (but it was oddly available for the banquet), so the general stuff was held in the dining facility, a few breakouts were in a classroom the other side of the base, and we stayed in the barracks for $12 a night. Problem is that our encampment facility is about 200-300 miles (or 5-6 hours in the car) north of the two main population centers in the state (Detroit and Grand Rapids). Alpena for a week isn't a bad trip, but it's a little too much driving for a couple of days. Oh, and cost was comparable to using a hotel/conference center.
CTWG is moving its conference from a hotel setting onto the UConn campus this year. I haven't seen the details yet, but it's supposed to be bigger and better. The date was also changed from April to November.
Stagnant would be a good description of the old venue. Attendance has dropped, and I think "been there, done that" is why.
Quote from: EMT-83 on May 05, 2009, 07:34:55 PM
Stagnant would be a good description of the old venue. Attendance has dropped, and I think "been there, done that" is why.
I think that is an understatement. From what I have heard on CAC the wing conference will be much better.
Quote from: jimmydeanno on May 05, 2009, 12:56:35 PM
We were going to set the price at $25.00 and use the extra money for wing encampment scholarships.
Why? Nothing wrong with supporting the Cadet Program, but don't make me support it if I don't WANT TO. Charge base cost for a conference, don't be trying to make some cash. Do it long enough and you will lose attendees.
Quote from: Spike on May 05, 2009, 10:18:41 PM
Quote from: jimmydeanno on May 05, 2009, 12:56:35 PM
We were going to set the price at $25.00 and use the extra money for wing encampment scholarships.
Why? Nothing wrong with supporting the Cadet Program, but don't make me support it if I don't WANT TO. Charge base cost for a conference, don't be trying to make some cash. Do it long enough and you will lose attendees.
Did you know that part of your membership dues go towards supporting the cadet program? Besides, $25.00 is $60.00 less than the previous year's fees, I doubt we'd lose attendance because of it.
Quote from: jimmydeanno on May 05, 2009, 10:34:11 PM
Did you know that part of your membership dues go towards supporting the cadet program?
Actually, I think it is the reverse. Cadets underwrite the senior program. Cadets pay more in dues than the total amount of corporate dollars allocated to cadet programs.
Don't have a conference or activity simply to make "profit". You know that is what you are doing, if you have money left over after everything is paid for. Unless you come out on the registration form and say "this much money will go toward....blah.....blah....blah", you are stealing.
Cover the costs of the activity in the registration fee, and nothing else. If you want to fund Cadet Activities, set a tin can at the sign in table at the conference you are having and ask for "donations".
CAP members already "donate" so much through expenses related to belonging, don't sneak them in there when we are not looking.
Ya.....everyone probably thinks I hate Cadets, but I joined because of Cadets. I would be the first to donate to a cadet fund to help offset skyrocketing Encampment and Cadet Activities. Just ask me first......thanks!
That being said, round up to the nearest $5. It makes the math easier on the members, and generally, no one will know the real cost or worry about a buck or two. Plus having a little extra makes it easier to cover the unexpected. And there's always the unexpected.
Every conference - CAP and otherwise - follows that basic principle. If the conf cost comes out to $12.68 per person, charge $15. Each member ends up paying an extra $2.32. If, and I have NEVER, EVER seen this, you have no unexpected costs, contribute the remainder to the appropriate budget.
Regarding University Facilities:
If you go in as an outside organization, wanting to rent the facilities, they will often rape you in cost, but many schools allow for a student or campus organization to file the request to book those facilities, usually for free. This is because the student activity fee that each student pays every year factors in such student use of facilities.
I was a Student Government President and the President of a few campus organizations and so I've learned how this works from the inside as well as from the organizational perspective. If the organization or student (depending on the school's requirements) reserves the facilities, then there is usually no cost- regardless of whether it is for an outside organization or not. Granted, this varies per the policy of the individual school, etc.
Regarding making a profit:
I've seen a variety of units try to make a profit with various activities and I've found that it rarely works out the way it should. Often, the participants realize that they are being milked for money to fund other things, and it yields a sour flavor. If you are going to do this, tell people up front that proceeds are going to XYZ, but even then expect a bit of apprehension or souring. As was previously said, rounding up a few dollars is expected and acceptable- this helps to allot for any potential changes/increases that often seem to surface. I've seen events ending with a net loss because they didn't factor in potential extras.
Regarding using profits to fund Wing Cadet Activities/Programs:
With the way I've seen money meant for Cadet Programs wasted at Group and Wing levels, I don't have much faith in it down the road actually being used the way it was originally intended. All too often, it goes to some other pet project of someone else on staff rather than the original concept- if its even used properly at all. I can give countless examples of this. In a program where everyone is often fighting for the same dollar, I find that once it gets to Group or (especially) Wing levels, the purpose of that money tends to get distracted. Thus, don't expect people to be eager in donating to Wing Cadet Activities/Programs. Squadron programs are easier to get people to give to as they often see the result, but with Wing activities, it becomes more vague in both its proposed and actual use.
Quote from: DBlair on May 06, 2009, 07:17:04 AM
Regarding using profits to fund Wing Cadet Activities/Programs:
With the way I've seen money meant for Cadet Programs wasted at Group and Wing levels, I don't have much faith in it down the road actually being used the way it was originally intended. All too often, it goes to some other pet project of someone else on staff rather than the original concept- if its even used properly at all. I can give countless examples of this. In a program where everyone is often fighting for the same dollar, I find that once it gets to Group or (especially) Wing levels, the purpose of that money tends to get distracted. Thus, don't expect people to be eager in donating to Wing Cadet Activities/Programs. Squadron programs are easier to get people to give to as they often see the result, but with Wing activities, it becomes more vague in both its proposed and actual use.
In that case you tell each squadron that after the final bills are paid, that a prorated refund will be made into each squadrons' account based on number of cadet and seniors who registered for the event.
There are a number of locations that you can use that are in the off season like camps and resorts. They have the space to do ES events. Military training centers and other government buildings are good.
Ask your chaplain for a place. Many houses of worship have several meeting rooms and all have a place for general assembly. Some even have schools attached. The "little old ladies of the church" may even cater your lunch or dinner for a fee. The down is at some point they are going to have service. But you can make that part of your agenda or have a one day conference.
If you want to do something different offer training all day/both days and have a graduation/awards ceremony/dinner at the end. Offer real training like A and BCut comm classes, ARCHR qualification, SLS, CPR?AED training/renewal, tutoring on AFIDAL 13, Safety Down Day, the on line PAO, and Scanner training take less than a day.
For cadets you can run a speech competition, color guard competition, AE activities like rocket launches or tours. Bring in recruiters they might bring a rock wall.
Then at the end you have a ceremony to pass out all the diplomas and this, that and the other of the year.
The California Wing conferences have all been $400-$500 affairs, if you are not lucky enough to live locally, and if it's not in the population centers, airfare is an extra special price premium .. and if it is in the population centers, then the hotel is the price premium.
The time they were looking at having it at March Air Reserve Base would have probably been the cheapest alternative yet. But.. no one wanted to go to that one, what with that fake wing king puppet in office, and all.. so they cancelled it.
I must say though, that the recovery from that was pretty well done.