HOW TO PREPARE FOR AN UPMASA AGC (Annual Grand Conference)

Foreword:

This is a compilation of the experiences of several UPMASANs who have been involved in preparing for an annual grand reunion of the organization. This primer is prepared so that hosts of upcoming, planned AGCs will not have to learn everything from scratch. Tips abound in this primer, and one would be wise to consult members who already have experience one can benefit from. Each and every grand reunion is unique, in that each city or venue where it is held has its own strengths and weaknesses, and the timetables and tasks included here may be used as a reminder and guideline. Each AGC Chair and Committee must be flexible to adapt to changing circumstances for each venue. However, it is best to remember that there are many resource persons in UPMASA who are willing and able to help you prepare for an AGC. They can provide you with a sounding board for problems large or small.

( Many thanks to Zenda Garcia-Lat, Offie Bernabe, Moses Ramos, Ed Oteyza, and Mody Rivera. Some of my experience is also included.)

ROUGH TIMETABLES AND TIMETABLES

One to Two Years Prior to AGC

AGCs do not appear from thin air. It would be ideal for chapters to bid for an AGC two (2) years before it is held in their locale. The most recent example at the time of this writing was the Baltimore-Washington Chapter bidding on the 2011 AGC at the 2009 meeting in Nashville, Tennessee.

Once the host Chapter for a particular year is announced by UPMASA officially the following steps by the Host Chapter is suggested:

1. An ad hoc committee to prepare for the AGC must be formed by the President of the Chapter. At this time, the Overall AGC chairperson for the Chapter need not be appointed yet (or volunteer accepted). However, if there is an active member with the organizational skills and time to do it, and who is willing to do so, then it is better for an AGC chairperson to be named as early as possible.

Note: The President of the Chapter may choose to handle the AGC as the Chairperson, but must consider that he/she will spread himself too thinly and shoulder all of the burdens and responsibilities of the Chapter. There

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are many other things that he will need to address during his presidency, other than the AGC. Additionally, during the AGC, a go-to person to liaison with the hotel is key in overcoming problems that come up during the AGC itself. There are also a lot of small details that will come up, that the Chapter president need not handle personally (examples will be seen as you read on). The president is a member of this ad hoc committee.

2. An outline of the steps to prepare for the AGC must be prepared and come from the ad hoc committee at its first meeting. This need not be too formalized. However, a rough outline and timetable must be arrived at, so that general goals are familiar to the chapter. Roughly, this will include a) who will be the AGC chairperson (if that has not been resolved yet); b) who will be the various subcommittee persons in charge (registration, welcome reception, audiovisual, etc.) and their helpers; c) what the important tasks are to prepare for the AGC, and; d) when particular tasks are to be done prior to the AGC.

3. Any AGC runs on funding and this is when a preliminary budget must be started. There are compiled, detailed costs for each AGC held which is available from the BOG and rough estimates can be arrived at. Because costs are dependent on the activity in number 2 above, subcommittee persons may be able to reach estimates on costs based on what their planned activities are. Preliminary results can be collated by the chairperson and total estimates can be made. See Funding Sources.

4. It is after the bid for the AGC is accepted by UPMASA that scouting activities can be started to help the planners obtain info for the AGC. This may include

a. identifying hotels/convention centers which can accommodate UPMASA. b. scouting forays to identify local attractions for different age groups, local

restaurants and activities nearby;c. getting info regarding sponsored city/local activities, fests and fairs that

may be accessible to attendees during the AGC;d. establishing communications with celebrating classes, especially silver

and golden anniversaries;e. placing ad in souvenir program at the AGC prior to the host AGC event.f. discussing, and deciding, if at all, to use an event planner for the AGC.

5. Open

At Least One Year Prior to AGC

1. Scout out various hotels and possibilities if this has not been done yet. Talk with each hotel’s conference manager. (See the Section in Dealing With Hotels). Tentatively decide on the theme for the AGC (can be changed later if needed once CME speakers are decided on.)

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2. - The AGC Committee and the Chapter must finalize the hotel choice around this time, and the earlier the better. Start coordinating with the national CME committee for speakers, topics, and arrangements. A CME Committee must be formed under the AGC Committee which will follow the set theme for the AGC. An AGC info booth at the AGC prior to the host Chapter’s AGC must be set up to start informing the membership formally.

3. Invitations to the UPCM Dean, Chancellor, U.P. President, PGH Director, and UPMAS President are to be formalized and sent at this time. Hard copy formal invitations are to be sent by mail. Follow - up in 6 months. Messages from the above may be requested in a letter to be included in the Souvenir program for the AGC also at this time.

9 Months Prior to AGC

1. Have flyers/registration forms designed and ready. Make sure all pertinent information is in the forms. Contract with a printer for announcement, registration, and souvenir program.

2. Work on speaker lists and topics. Coordinate with the national CME committee for needs assessment, review of past topics. Contact speakers for their presentations and material.

3. Consider sending out timely reminders by email to various classes, and polishing email contacts with members of various classes who may drum up support for the AGC. First general announcement to the general membership by e-mail is to be sent out.

4. Start setting up the mechanics of online registration for the meeting. National UPMASA thru its Internet Services will be of help in this endeavor. Make sure credit card capability is linked to the internet registration program.

5. Start negotiating with a band for the dinner dance. A contractual agreement as early possible to nail down the date for the performance is imperative.

6. Set food/menu events. Food committee must perform taste testing appointments to sample the fare. Menus for the pabidahan buffet, welcome reception, and other venues with food can be covered by this committee with input from various representatives from classes or groups.

7. Contracting for audio-visual services is started at this time. This is one area which is tricky, and varies from hotel to hotel. Some places use 3rd party suppliers, and the liaison for this must know all the ramifications, and how to use what is available. Get a detailed estimate before signing the contract. We may be able to use some of our own available equipment.

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8. Set up a mass schedule with a priest, and a release or permit from the diocese to perform a mass on site.

9. AGC Chair with the Chapter President at this time must review and evaluate all outlined goals, determine which have been reached, which are still unfinished, and have a meeting with all subcommittee chairs to streamline goals.

10. Grant applications are submitted to pharmaceutical, medical companies, other businesses, and individuals.

11. Chapter PRO must be able to have an article published on the online Journal about the upcoming AGC in the Fall issue prior to the AGC.

6 Months Prior to AGC

1. Print out flyers/registration forms and send out preliminary announcement by mail.

2. AGC Committee starts meeting on a regular basis at 6 months. Subcommittee persons in charge start completing various goals, events and chores detailed previously. Review prior checklists and complete tasks which have not been done.

3. General push by Chapter members to drum up support and attendance for the AGC should be started prior to the holiday season, and extending for 6 months.

4. In January, check with UPMASA subcommittees, classes, frat/soro groups, performance groups regarding the need for meeting/practice rooms prior to the venues which need them (i.e., Pabidahan, Dinner-Dance, etc.)

5. Finalize and complete as much as possible the Souvenir program. Messages from VIPs, the program, and ads must be in at least 75%. Follow-up the formal invitations sent to the VIPs who have sent replies.

6. Final changes and updates to the CME program must be finished by January. Request copies of Powerpoint discs from presenters so that we will have them available at the AGC as a back-up, and make sure the discs have been received.

7. Final changes to various menus are made at this time.

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8. Check with Awards Committee re plaques, medals, certificates. Order in hand awards, and print or order certificates. Check with UPMASA President regarding Silver and Golden Jubilarian medals.

9. Open

Three Months Prior to AGC

1. Mail the Registration materials to general membership. Activate the online registration program. Registration packets to be handed out at the Registration Desk must be prepared with all proper materials included. If all materials are on hand (preferred), this may be done in one meeting session sometime between now and one month prior to the AGC.

2. Finalize all events, and functions. AGC Chair should review with each committee, and schedule walk throughs and dry run events to set-up, fine-tune, and anticipate any problems for each event. Special mention must be made of the Audio-Visual, CME, Welcome Reception, Pabidahan, and Dinner-Dance subcommittees.

3. Finalize music, songlist, breaks, and food and refreshments for the Band providing music for the Dinner-dance, and Pabidahan (if any).

4. Finalize all food arrangements for all venues if not done yet – Welcome Reception, Pabidahan, Annual meeting, Dinner Dance, Farewell Breakfast, BOG meeting, frat/soro groups, classes, etc., and others. The Hotel will ask for a final signature for these events that need food preparation.

5. Schedule walk throughs between now and one month prior to AGC with Hotel Management with all Subcommitte chairs present (if possible) or their representatives, for each event room and function, so that the physical lay-out and floor plans can be checked and fine-tuned. This is important so that seating arrangements, table numbers and positioning, audio-visual set-ups, and flow of attendees is maximized and made more efficient.

6. All Registration supplies such as tickets, ribbons, name tag holders, etc., must be ordered now, if this has not been done yet (unlikely). Computers(2) to be used during registration must be checked if they have the necessary information and programs available in CD or hard drives. Printers (at least 2) hooked up to the computers must be available.

7. All certificates, medals, mementoes, souvenirs, programs, banners, flags, and other memorabilia must be accounted for, ordered(if not done yet), counted,

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and securely stored. .Souvenir program must be almost finalized. All additional ads must be accounted for, and/or solicited promptly.

8. Re-focus another effort to encourage members to attend the AGC by all possible means. Any additional fund-raising activities are to be brought up this time.

9. Focus on hotel reservation cut-offs, and room availability post cut-off date. Negotiating with the hotel is a must. The AGC chair is key in this. At cut-off date, unreserved rooms are released. Frequent, periodic checking of numbers of reservations is important so that steps may be taken to accommodate overflow hotel reservations that come later.

10. Check with national UPMASA what additional needs they may have for the AGC.

11. Open

One to Two Months Prior to AGC

1. Continue and finish all the above tasks that have been described until AGC. The earlier the necessary tasks are completed, the less hectic it will become for all chapter members.

2. Finalize accommodations, transport, and coordination of events for overseas VIP guests.

3. Check with subcommittee chairs or liaisons for outside functions (sports events, excursions offered by the Chapter, etc. Finalize all plans for outside events, if not done so.

4. Sit on top of hotel reservation numbers. Anticipate hotel overflow bookings and make sure there are alternative plans in case this happens.

5. Confirm mass schedule, and room reserved for the Farewell Mass. Make sure the room is big enough (can accommodate 100 – 150 people)

6. Send one final announcement by e-mail through the Internet Services website.

7. Make sure to have one meeting where all ticket checkers are clear on what to do, how to allay complaints, and have standard responses to commonly asked questions, and problems. The AGC Chair will be the final arbiter on questions about attendance, and most hotel functions.

8. Get the Registration Packet prepared for the AGC if this has not been done yet.

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9. AGC Chair must have a walkie-talkie or phone line open to the Hotel liaison so that any problems that crop up can be discussed immediately and solved.

10. Open

THE ACTUAL ANNUAL GRAND CONFERENCE

GENERAL ACTIVITIES

Summary:o Registrationo Sports Activities (Tennis, Golf, etc.)o Board Meetingo Dean’s Receptiono Welcome Receptiono Pabidahano Continuing Medical Educationo Exhibitso Alumni Luncheon/General Membership Meetingo Class Reunionso Fraternity/Sorority Luncheonso Dinner-Danceo Teen Disco/Child Careo Farewell Mass/Serviceo Farewell Brunch

1. Registration

a. Personnel – A minimum of 5 people aside from the subcommittee chair is a must for this function. During the first day of registration, all must be present to help. Rotation of shifts is to be determined by SC(subcommittee) chair.

b. Things To Do – Preregistration: Must order ID badge holders; program one computer to print out name tags; must have prepared pre-registration packets beforehand; credit card capability must be made available;

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Registration: Separate areas for pre-registered attendees, and on-site attendees; collect fees, and issue receipts; must be able to handle credit-card payments; hand out material to registrants;

c. Support needed – Adequate area for at least 6 people with plenty of elbow room; long table/counters for at least 5 lines (varies), with adequate storage behind the counters/tables for material handed out at registration (i.e., bags, souvenirs, programs, folders, etc.); at least one (preferably two) dedicated phone lines for credit card/internet connection; locked storage area for registration materials after hours (VERY IMPT)

d. Open

2. Sports Activity – Golf/ Tennis/ Other

Note: In the past, this has been an integral activity at the AGC. However, because of the additional expense this entails for attendees, less and less attendees are availing themselves of this activity. It may also be our aging population with less time for the younger members to spend time obtaining the necessary skills to partake in these sport activities. However, this may change in the future.

a. Personnel requirement – There must be a coordinator for each sport made available by the Chapter;

b. Things To Do – arrange with a local sport or country club or course, for the particular sporting activity; must negotiate with the site venue (sport club, or course) for times attendees will be playing, type of competition, schedule competition, and matches for players; arrange for transportation (if needed) back and forth from convention center; arrange for trophies and prizes; arrange for food or refreshment availability during sport competition;

c. Support needed – prizes (trophies or certificates), schedules; transportation

3. Board Meeting

a. Personnel – At least one liaison person assigned by AGC Chair to help the COO for this BOG activity;

b. Things To Do – Help the COO arrange with the hotel for a BOG meeting room with a projected attendance of 30-50 people; Sound and audio-visual capability is a must for this meeting and must be arranged for; lunch must be arranged for in agreement with the COO prior to the meeting; sound

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recording capability must be arranged for in conjunction with the COO; photo or video capability

c. Support needed – large board room with tables in U, C, or rectangle configuration; several mikes for reports, and for Q & A capabilities; podium; projector and screen; lunch menu; in between refreshments (coffee, water, soda); office supplies; secretary with recording capability for meeting proceedings, camera (still/video)

d. Open

4. Dean’s Reception

a. Personnel – AGC Chair and one assistant; two ticket checkersb. Things To Do - Arrange for the venue in the hotel/convention center;

alternatively, this can be held in a restaurant or hall – much depends on what the Dean actually wants to do (contact must be made with the Dean’s office prior to the AGC); guest list must be prepared (?); tickets may be issued (?); arrange for entertainment; arrange for food/hors d’ouvres, and cocktails; arrange for podium/sound system if needed; arrange for audio/visual capability, if needed; prepare photo op nook with school seal and venue name and date; arrange transport for Dean and VIPs if not held in hotel/convention chapter

c. Support needed - Reception line placement; scattered tables (if no catered food); photographer to record reception starting out; music/entertainment; hors d’oeuvres/finger food; bar availability;

5. Welcome Reception

a. Personnel - Chairperson of AGC, Subcommittee chair (if any), and two assistants; ticket checkers at entrance (two);

b. Things To Do – Arrange with hotel/convention center for an open, large area, semi-isolated from the general hotel population, decorated, capability of accommodating 100 to 150 people (varies); arrange for music or entertainment; arrange for availability of cocktails( pay bar areas – one or two) and hors d’oeuvres; arrange for scattered tables of 4, 6, and 10 for socializing;

c. Support needed – piano availability; scattered tables of 4, 6, and 10; music, pay bar(s); hors d’oeuvres; photo nook with large visible school

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logo with venue sign and year on the side for pictures; sign in table(?) – for ticket checkers.

6. Pabidahan

Note: In some AGCs, the Pabidahan was held in a separate hall or area after the Welcome Reception. In some AGCs, the pabidahan was folded into the Welcome Reception. If the Pabidahan is folded into the Welcome reception, a buffet dinner should be planned which serves as dinner for the attendees, instead of hors d’oeuvres.

a. Personnel – same as Welcome Reception

b. Things To Do - arrange for participants, prior to the AGC, and schedule presentations; arrange for dance floor/ stage for presentations; arrange for sound system for musical presentations by soloists and groups; arrange for DJ; arrange for certificates, prizes, treats for performers; arrange for performance judges (?); arrange for photos of event; arrange for buffet dinner with hotel in cooperation with AGC Chair; Note: attendance checking is very important in this venue. It has been the experience of UPMASA that poor attendance checking leads to more food being ordered at the event, which is a cost over-run in the AGC budget. Only the AGC chair should be able to order and agree to pay for more food from the hotel/convention center; Arrange for VIP guest seating;

c. Support needed – Registration desk with chairs; stamp on back of hand for the night (?); MC; schedule of presenters; stage; dance floor in front of stage;

7. CME

a. Personnel - CMY Subcommittee chair, one (or two) assistants; one assistant for sound system, two ticket checkers each day of the CME;

b. Things To Do – arrange for classroom type hall or ballroom with ability to accommodate 100-150 attendees; arrange for audio-visual and sound system (see detailed Audio-visual requirements); arrange for accommodations of speakers; arrange honorariums of speakers; arrange compilation of power-point presentations of each speaker, as well as handouts, at least 3-4 weeks prior to AGC (submit two discs for safekeeping); check that the discs are readable by the computers to be used at the conference; obtain primary and back-up computers for CME; prepare/obtain CME certificates for attendees at end of the CME; prepare evaluation forms for each speaker; prepare packets for CME handouts

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prior to AGC; prepare/arrange schedule of speakers; arrange for an adjacent private room for speakers to prepare for their presentations; determine MC and resource persons for each session in AM and PM; prepare possible questions for speakers after each presentation (one or two) for Q&A session; arrange for Continental Breakfasts and refreshments with hotel/convention center in cooperation with the AGC Chair

c. Support needed – office supplies, esp folders for CME handouts; thank you certificates for speakers; evaluation boxes at CME registration desk; long registration desk with chairs to check CME attendees, and place handouts prior to each presentation; Continental Breakfast/refreshments to be provided by Hotel/Convention Center, speakers private room; CME certificates

8. Exhibits

a. Personnel – AGC Chair and liaison assistant;

b. Things To Do – ; arrange by contract with exhibitors for the AGC; prepare thank you certificates for exhibitors; arrange for hall large enough to accommodate all contracted for exhibitors with the hotel/convention center.

Note: The exhibit Hall is preferably a little distance away from the CME entrance to minimize slip-outs from the CME, and avoid noise. It should be adjacent or close to where the Continental Breakfasts/refreshments are served during the CME so that attendees can view exhibits while taking refreshments;

c. Support needed – exhibit tables (provided by exhibitors or hotel, as arranged); arrange for parking(?) for exhibitors if needed;

9. Alumni Luncheon/ General Membership Meeting

a. Personnel – AGC Chair + one assistant, two ticket checkers, audiovisual person

b. Things to do – set up long table on stage for Executive Officers of UPMASA; BOG sits at round table closest to long table, next table with Officers of local Chapter; round tables of 10 set up preferably by classes; contract with hotel regarding audio-visual capability video and stills, powerpoint), podium on stage must be available; wireless mike available to introduce members of each table; lunch either sit-down or buffet must

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be available and contracted for; check awards, certificates, medals, mementoes, etc., with President of UPMASA; make sure handouts of minutes are in each table as well as Treasurer’s report in adequate numbers;

c. Support needed – audiovisual instrumentation including computer (screen, laser pointer, projector ready for powerpoint presentation, video, stills); podium, mike, wireless microphone, one stand-up mike on floor for questions, copies of annual Treasurer’s reports, and minutes of last meeting; registration table with two chairs (can order box lunch for ticket checkers).

10. Class Reunions

Note: Class reunions are usually arranged by each class for their own members. More often than not, the venues are arranged outside the hotel and are quite varied in choices. Time, usually half a day, or dinner is spent by classes in arranging for reunions.

11. Fraternity/Sorority Luncheons

a. Personnel – AGC chair usually has contacts with fraternities/ sororities, Information for these venues can be obtained via members of each group.

b. Things to Do – In the recent past, fraternities/sororities have had rooms

reserved for their functions by the AGC if they wanted to hold the luncheons in the hotel/convention center. However, this may change, and these venues may be held outside the hotel if, and when, arranged by the members of these societies. If the event is to be held in the hotel, the AGC should know the sooner, the better, especially when they are in negotiations with the hotel. Close communication with these groups is a must for the AGC or his liaison officer with these groups.

c. Support needed – If held in the hotel, a contracted room for each organization that requests for one may be added to the hotel negotiation list; size of room, numbers attending, and food menu must also be taken into account for each organization; arrangement for ticket checking must be done through each organization; screen, mike, and podium for each organization may be arranged, if needed; stands for banners and seals may be arranged ahead of time if requested;

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12. Dinner-Dance

This is the last big affair held during an AGC. Most of the work such as menus, seating arrangements, orchestra, presentation schedules, MC, award ceremonies, speakers, and any audio-visual needs and presentations have been pre-planned before the actual AGC week. The committee handling this from the Chapter has it's assigned chairperson, and personnel are divided according to subcommittees. The majority of chapter members are involved in various subcommittees of this affair.

a. Personnel – AGC Chair, and Dinner Dance committee and subcommittee members. The Hotel Liaison/AGC Chair must work closely with the Dinner Dance Chair who must make sure a timetable for the activities is present. The MC is the floor manager, who will be directing traffic once the affair starts. The DD Chair must see to it that the MC follows the timetable, advising the MC closely. Two or more assistants (note: working two way communication radios preferred – can be borrowed from hotel) for the MC to shepherd and prepare speakers and presenters, and awardees before each of them are scheduled to go up to the stage. Registration personnel to man the Registration Desk.

b. Things to do – Adequate Registration Desk to collect tickets, and register the guests, as well as to give the seating/dinner tickets to registered attendees. A separate ticket booth to collect checks and money from latecomer registrants, and to register additional seating (DD Chair must monitor numbers continuously, and along with Hotel Liaison arrange for more tables and seats)

c. Support needed – Registration Desk, with other separate desks for serving latecomer registrants; computers at front to double check registration, office equipment and material; seating tickets and other material in separate individual small envelopes when registrants come in; audiovisual equipment for the ceremonies, all certificates, awards, and gifts to be ready and catalogued;

13. Mass

The farewell Mass must have adequate room for the membership. Usually approximately 100 to 150 people attend the early morning Mass. A microphone with sound system might be needed. Also, a long table for the priest's use is needed.

a. Personnel – Priest/Reverend, AGC Chair and needed personnel

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b. Things to do – Arrange with Hotel beforehand for adequate chairs for 100- 150 attendees at the services; arrange transportation for priest; long table for altar with white cover; invite priest for breakfast; volunteer choir and deacons for services(?)

c. Support Needed – long table for altar, chairs, sound system

14. Farewell Brunch

a. Personnel - Chairperson of AGC, Subcommittee chair (if any), and two assistants; ticket checkers at entrance (two);

b. Things To Do – Arrange with hotel/convention center for an open, large area, semi-isolated from the general hotel population, decorated, capability of accommodating 100 to 150 people (varies); arrange for scattered tables of 4, 6, and 10 for socializing;

c. Support needed – scattered tables of 4, 6, and 10; music; pay bar(s); photo nook with large visible school logo with venue sign, and year on the side for pictures; sign in table for ticket checkers(?)

15. Open

End of Part II

IMPORTANT REFERENCE ITEMS

A) HOTEL CONTRACTING – important tips

a. UPMASA Hotel History – Access the last two past AGCs and the hotel chains they used, the new proposed hotel you are talking to will want to know and probably talk to hotel managers to get a “feel” for our group. This is especially true if we are using a “new” hotel chain for UPMASA.Note: UPMASA can probably go back at least to 5 years for all hotels used in past AGCs.

b. Dealing with Hotel Liaison person, i.e., your account manager – You need a great relationship with this person, especially because inevitably, there will be discussions for adjustments, whether it is number of rooms, tables, meals, other services, etc., as the relationship with UPMASA progresses.

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c. Negotiating for the Block of Rooms. - Determine first the number of rooms you need to block off for the AGC. Consultation with current UPMASA officers, as well as recent AGC Chairs will give you an approximate number. Go for the higher numbers initially, and you can adjust it downward. Remember that you want DISCOUNTED CONVENTION RATES. This is a negotiable rate and depends a lot on the market, as well as the future outlook of the economy (example: Seattle AGC in 2011). You might want two or more dates to give up up more rooms for each date, in case our members do not sign up.

- There is a cutoff date for holding the block of rooms. This may be somewhat negotiable both in number of rooms to be given up, and also the date. The later you have to give up rooms, the better for control purposes for our needs. Remember...unfortunately, we have a “later” mentality, and many people sign up at the last minute which is really deplorable.

As much as possible, try NOT TO GUARANTEE the hotel a set number of rooms initially. Remember, once you guarantee a set number of rooms, you pay for all these rooms. Eventually, you will need to guarantee a set number of rooms.

Note: Ask the hotel if we may be able to “sell” or make available rooms that we are obligated to pay for to other interested parties (Friends of UPMASA) if we do not fill up all the rooms. San Francisco AGC was able to do that in 2008.

- Attendees are responsible for their own hotel expenses. Complimentary rooms (based on the number of room-nights booked by UPMASA, (example: 1 comp room for every 40 booked rooms) are generally reserved for UPMASA guests (Dean, Chancellor, etc.) and for headquarters of the host chapter. Additional comp rooms are used per the discretion of the AGC Chair.

d. Conference rooms, Meeting rooms, practice rooms, Ballrooms, Registration Room, etc. – Make sure to account for all needed rooms for every given day needed for the AGC.

e. Open

B) FUNDING

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Initial – If possible, the sponsoring chapter must have approximately $25,000 as a nest egg for the AGC to start with. If this is not possible, the National Office may be able to advance the monies, interest-free.

Sources of Funding

1. Grants from Pharmaceutical and Medical Companies – needs to be applied as early as possible (July or August) the preceding year prior to the scheduled AGC; phrases to use for applying for the grant are “diversity”, “minority” etc.; may tie in closely with the CME topic for the AGC; need “disclosure statements”.

2. Exhibitors – Medical, Pharmaceutical, and Medical Services companies are the usual target, as well as local business owned wholly or partially by alumni, Filipinos, and friends and acquaintances of Filipinos, or companies that deal with large numbers of Filipinos. This will give variety for our exhibitors and may include Jewelers, Transcription Services, Travel Agencies, etc., along with Pharmaceuticals, Med Instruments, and Med Book companies. Exhibitor fees should be charged for each exhibitor and typically starts at $1,000.00.

3. Advertisement for Souvenir Program – Typically a Programs Committee will start soliciting donations and ads from our alumni as well as the list of exhibitors; the committee will take charge of obtaining greeting endorsements from the usual important people, and determine ad sizes, charges, lay-out, and timetables for the printing of the Souvenir Program; typically, ads from the chapters, silver jubilarians, other celebrating classes, fraternities/sororities, and other student groups at the UPCM may be asked; local UP alumni Chapters from different colleges may also be approached, as well as other local groups from other medical school alumni from the Philippines; individual alumni practices, solo, or in a group, are a big source of ads.

4. Registration and event fees – This is usually self-explanatory. However, in the last few years, there has been a feeling in many of the members that affordability of the annual AGC must be a goal that we should be striving for, especially in the light of the present economy, and moving forward.

5. Strong effort to limit expenses – we must be fiscally responsible and should discuss each and every expense that may involve non-essential expenses. There may be a group of planned expenses that can be categorized as “not necessary, but nice to have”. This can be considered in the light of the projected income, and projected expense

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for the item. The AGC must make the decision if it is cost-effective or not.

6. Open

C) Audio-Visual Contracting

We will need audio visual hardware for our AGC. Each hotel is different, and after negotiating with room blocks, and event conference rooms, ballrooms, etc., getting information about audio-visual services provided in the hotel is a big item. Some hotels provide AV services themselves, as part of the services, with item-by-item charges. Other hotels have a third-party AV service providing this, and for which a separate contract is needed. Good preparation is important because this may be the part where the biggest savings may be obtained during the AGC.

Ex: in the San Francisco AGC, the AV charges were to be charged daily by the hotel each time set-up of the AV system for the CME was done. The host chapter arranged for one time set-up and the UPMASA members themselves were the ones turning on the sound system, the microphones, etc., each day of the CMEs leaving the AV system in place all the time.

We might save more if we owned almost all of our systems. More expansion needed

D) Open

These are based on our experience in Nashville and may not be necessarily true for the Washington Opryland.1. For dinner by the plates, there are no children,s menu or children's fare2. Buffet dinners are more expensive that plated dinners and was the source of our major contention with our bill from the hotel. If possible, do not use this option. If you decide too, please confirm with the hotel management if they charge you per the number of CHAIRS OCCUPPIED that event.3. Be very careful about providing snacks during the CME. For some odd hotel rules, if the organizer ( ie IKOT chapter ) ask the hotel to provide the snacks, you cannot limit the amount that they serve but you are expected to pay each item that was consumed. But if a sponsor ( ie a drug firm sponsor the snack during the CME ) they can set up a limited amount of snacks, for example only x bars of chocolate, x pieces of cookies etc . Please do not ask me for the logic of this crazy rule but we had a problem with this.4. If you are serrving snacks , avoid some items ( those that are very easy to pocket) or have someone distributes them .We ran out of items inspite of our correct count of registrants with an apporpriate amount of excess allowance . My 2 cents worth of advice. From Greg Tiu 10/31/2010

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PROGRESS REPORT – PROGRAMS COMMITTEE October 2010

Seattle AGC 2010Achievements: listed in Report of chair of Seattle AGC 2010

committeeProblems encountered: 1) economic downfall and a climate of disappointments among some UPCM

alumni2) the hotel booking habits of some UPMASAns; last minute cancellations can

significantly affect the way the organizers can meet their contract require-ments with the hotel

3) a very low turnout to the events despite increased hotel room bookings; this can affect the food and beverage commitments with the hotel; we need to find ways to encourage attendance

Lessons learned:1) keep events simple and less expensive2) T shirts and convention bags made in the Philippines may be less expensive

but transport can double the expenses3) Grants help in cutting down expenses- UPMASA needs to find our own grant

writers4) Cruises can augment income5) Expect last minute hotel cancellations6) No expenditures for UPMASA kids7) Good food/music/informative souvenir program is well appreciated

Suggestions for future AGCs:

HOTEL RESERVATIONS:1. When contracting room nights with hotel, just ask for 2/3

of the average room nights occupied every year; keep a waiting list for those still asking for rooms when discounted room rates run out; communicate with those reserving for other people;those without rooms can call other hotels

2. Try not to commit more than $80k in food and beverage consumption

a. ask Greek organizations and classes holding reunions to pay thru the AGC committee

3. Ask hotel if they can advance cut off date for room cancellations,synchronized with early bird deadline, and if they can charge at least one night to be applied to food and beverage commitment of UPMASA

CONVENTION EVENTS:1. Early bird discounts 2 months before AGC or earlier

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Reasons:

To avoid overbooking rooms that organizers will be liable for

To avoid commiting too many meals that may not be utilized

To minimize last minute hotel cancellations

To get an early count for: copies of Souvenir programs, number of meals etc.

To increase attendance

2. Avoid a la carte; provide basic package – CME 2 days, business meetingGala, welcome reception (if included)-exceptions: Greek org. meetings, golf, BOG meeting, class reunions,

Sunday brunch

SOCIALS:1. Just plan for the Gala

2. Take out Dean’s night and Welcome reception3. 10% discounts for those who attended the previous year and silver

Jubilarians; better rooms, with a view, for repeat attendees4. control presentation time of jubilarians including medallions5.start social dancing early

WELCOMING YOUNGER ALUMNI:1.Letter of invitation to the celebrating classes from UPMASA esp. the silver Jubilarian class, as their first offical communication from UPMASA3. BOG and AGC organizers to introduce themselves to 25th jubilarians4. Listen and communicate with jubilarians (?facebook)5. Encourage then to join committees 6. Welcome table for jubilarians on first day of registration7. Arrange dinner/class reunion for 25 th jubilarians with UPMASA Pres.,

COO, programs committee chair and AGC chair to welcome and orient them to UPMASA

SOUVENIR PROGRAM1. Black and white is less expensive

CME1. Involve the local community

EXHIBITS1. Repeat exhibitors- jewelers, real estate, Quota Inc2. Coffee breaks in exhibits area to bring in attendees3. Raffle prizes in exhibits

AUDIOVISUALS1. UPMASA AV equipment utilized for BOG and Business meetings as

long as transport costs are not expensive2. Wait to finalize AVrentals with hotel until three days before each event

WRITE HANDBOOK FOR AGCs

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To reduce costs for attendees, increase attendanceAvoid boredom from the attendees

Encourage younger alumni to join UPMASA

Reduce costsUtilize repeat printers

Establish UPMASA as a leader in health education

Increase income from Exhibits

Decrease AV expenses

For better organizationand continuity

To increase attendance

1. covers instructions for all events2. include a schedule of timelines (like when to book the hotel,

send out notifications, solicitations), names and emails of persons knowledgeable in specific areas

 MARKETING:

1. Advertise future AGCs continuously throughout the year. a. UPMASA website and journalb. All National UPMASA communicationsc. Emails to all chaptersd. Mailers to members

2. Advertise 2-3 years in advance if possible 

DEVELOP ENTERTAINMENT COMMITTEE 1. UPMASA talents (singers, dancers, performers) are a good

source of  paying attendees.

CONTINUITY1.Include the COO and Programs committee chair in early

planning (2-3 years before the AGC)2.Suggestion for UPMASA National to plan the AGC in

coordination with local chapter3.Professional events planner hired by UPMASA on yearly basis

Respectfully submitted by: Edgar OteyzaPrograms Chair 2009-2011

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