Program Support Unit (PSU) Created in January 2010 to provide programmatic support in key areas statewide.

PSU Staff

Saundra Wais, Lead Program & Event Specialist

Sherry Cooper, Director

Lauren McNees, Program & Event

Specialist

Alex Zabelin, Program & Event

Specialist

Rachael Anders, Program & Event

Planner

Tianna Diaz, Program & Event

Planner

Who Can Access PSU’s Services

• Leaders and panelists

Strategic Initiatives

• Directors and staff

• Must have a statewide or regional focus

Statewide Programs and Institutes

• Leaders and Chairs

Program Teams and Workgroups

• VP, Assoc. & Asst. VPs, Vice Provost, REC Assoc. Director

ANR Leadership

• ANR Academics & Staff

• Must have a statewide or regional focus

Programmatic Efforts

What do we do?

Valley Room Events and Scheduling

Event Equipment: Signage, easels, table drapes, carts, projectors, laptops, and much more

Meeting Support: Note taking, recording, scheduling, tracking items, providing light facilitation

Event Planning: Coordinate all aspects of events.

What we can’t do

• Events that are local in nature, such as, county focused workshops

• Meetings that are held to conduct the business of ANR by business units

Need a hand?

Advice and direction are available even when direct support is not available.

A Sampling Strategic

Initiatives

• Annual conference can be planned for each of the five.

• Joint Conference, Oct. 2015

• Panel Meetings and Calls for 5 groups throughout the year

Statewide Programs and

Institutes

• Master Gardener Program Conference

• IGIS Workshops and Seminars

• California Naturalist Conference

• Nutrition Policy Institute Drinking Water Meeting

Program Team and Workgroups

• 7 PTs with multiple WGs have scheduled thus far for 2015

• Coordination and assistance is provided to PTs and WGs throughout

ANR Leadership

• REC Admin. Mtgs.

• County Directors

• Program Council

• PAC

• ARC

• Strategic Planning

• California Biodiversity Council

• Rangelands Partnership Meeting

• W. & Nat’l meetings: WAAESD, WEDA, WELD, WRPLC, AHS, etc.

Programmatic Efforts

• 4-H California Focus & Washington Focus

• Farmers Market & Local Food Promotion Grant Writing

• Oak Symposium

• Pistachio Day

• Redwood Science Symposium

• Turfgrass & Landscape Research Field Day

• W. Region Leaders Forum

Venue Selection

Gather info (meeting lead or committees)

• What are group’s priorities

• Meeting rooms

• Audiovisual and Internet

• Food and beverage

• Lodging needs

• Parking and ground transportation

• Resort, housekeeping, airport transfer fees

Draft RFP (request for proposals) and identify possible venues

Create comparison based on responses

Sample of RFP RFP Deadline: January 15, 2014 Organization: The Regents of the University of California Event Name: 2014 California Alfalfa and Forage Symposium Dates: Week of December 8-12 preferred

# of Participants: 400-500

Day 1: Set up, Tour and Welcome Reception

- 100-200 people for a Pre-Conference Workshop

- Exhibit hall set up– room for up to 100 10’ pipe and draped exhibits nearby main meeting room

- Evening reception in the poster/exhibit hall – no-host bar with light hors d’oeuvres

Day 2: Day one of symposium

-7 a.m. to 8 p.m.: Exhibit hall opens -Coffee service with light snacks, lunch and afternoon break service -8 a.m. to noon: General session for all. 3-4 rows of classroom set up in the front and mostly chevron set theater behind -Noon to 1:30: Plated lunch in separate lunch room (in or near exhibit hall preferred) with awards and other announcements -1:30 to 5 p.m.: Up to 3 breakout rooms for concurrent sessions for approx. 1/3 of the attendees in each; main session can be used for one concurrent session -5 to 7 p.m.: Exhibitor reception with hosted hors d’oeuvres and no-host bar with PA System for auction

Day Three -7 a.m. to Noon: Exhibit hall opens with breakdown by 2 p.m. -8 a.m. to noon: General session for up to 600, some classroom with mostly theater chevron -Symposia adjourns at noon and participants depart

Estimated Lodging rooms – available rates? Pre- and post- availability? Comps? 25-75 Night before Day One 200-300 Night of Day One 200-300 Night of Day Two 25-75 Night of Day Three

Please send me either the links to or files containing the following information: -Menus -Room diagrams/capacities

-Audiovisual price list. We will provide our own projectors and computers but will utilize facility’s screens.

Sample of Comparison

Contracts Contracts: Simple to very complex with many aspects to review

• Hotels and other facilities, exhibit show management, special venues (museums, shows, tours), transportation (bus, shuttles, boat), photographers, tour leaders, speakers, portapotties,, tents, and others.

Process: 1 week to several weeks or months

• We negotiate and re-negotiate

• PSU thoroughly reviews contracts so commitments are clearly understood

• Risk assessment esp. for special activities involving buses and tours

• Contracts are further reviewed and processed by ANR Risk Management or UCD Purchasing

Contract clauses that can affect the event’s bottom line in dollars and risk to UC

• Attrition = the commitment to fill 80-100% of lodging rooms.

• F&B minimum = commitment to pay for min. amount of food and beverage excl. tax and tip.

• Indemnification

• Security or medical personnel

• Exclusive vendors: Check menus and price lists. You may not be able to afford their vendors!

• Union labor required? Is the union in contract negotiations that could result in protests occurring during the event? What are rates for moving materials in and out?

• Construction clauses

• Does language allow facility to change the previously agreed upon meeting room?

Pre-budgets developed when considering facilities

Budgets

• More detailed and based on specific venue

• Used to set registration fees

• To ensure that contract terms are realistic

Post-Comparison of Budget to Actual

• UC Davis ledgers are checked to ensure all transactions are in correct account.

• Income and expenses are summarized from ledgers to budget categories.

Websites

Determine the 5 Ws: Who, what, when, where and why

• Goals/objectives

• Agenda and ensure it’s correct

• Venue location, ground transportation, continuing education, directions

Make it easy to find what those interested may look for

• Attractive, concise, organized and hierarchical

Coordinating and linking with program sites that are co-hosting

• Pistachio events with the UC Fruit and Nut Center

• Alfalfa symposium with the Alfalfa WG website hosted at UCD

Registration Determine fee structure using history, budget and contracts

Develop registration form (survey) based on what we will need to know

• Days of participation

• Role – speakers, moderators, volunteers, staff, etc.

• Meal functions

• Dietary needs

• Travel review and approve for ANR funded travel requests

Triple check and beta test before going live to avoid a lot of work to make corrections!

Announce registration

Serve as point of contact

• Questions and issues via email and phone

Ensure all are registered and send reminders as needed

• Speakers, committee members, poster presenters

Monitor registration to ensure payment is received and catch errors

• Issues not addressed can have serious ramifications on the entire event (budget, seating, materials)

Marketing and Publicity Know your audience: ID what is important to them and what will encourage them to register.

Compile list from past event lists, program mailing lists, leads and committees

Be concise and format so it’s easy to read and key points are easily found

Develop plan for periodic announcements scheduled around deadlines and key times

F&B = Food and Beverage

BEOs = Banquet Event Orders

• Usually created about 1 month prior to event

• Outlines exactly what, when and how everything will occur

• Usually requires several revisions

• Carefully checked for times, location, set up, menus against the contract and the agenda

Numbers Game

• Final counts are due 3 days prior to event

• Food and beverage cannot be changed after 5 days prior

and more. . .

Continuing Education

Poster Sessions Call for abstracts or

posters Tour itineraries and

dry runs

Participant materials

Conference Programs

w/abstracts, indices, and TOCs

Signage Maps

Exhibitor and trade shows

Sponsorships Event Volunteers Audiovisual

Timekeeping Silent Auctions Onsite coordination and management

MyTravel

Requesting Services of PSU

• Complete a survey - http://ucanr.edu/sites/PSU/

• Sherry or Saundra will contact you to further identify needs and discuss timelines

• PSU staff person is assigned

Equipment to Reserve/Checkout

• Paper system now but electronic system is under development

Reservations and Information - http://ucanr.edu/sites/PSU/

• Everyone should complete the request for reservation survey

• Room layouts, capacities located online

• Reference material is being developed with preferred sets

• Set ups are usually responsibility of those reserving the room

• Catering kitchen and sound closet keys can be checked out

• Use blue or gaffers tape only on walls and equipment!

• Do NOT move the podia!

• Airwall is to be opened only by approved and trained personnel

• Airwall is not soundproof, so be aware of noise

Catering Kitchen

• Refrigerator: Store extras only on short-term basis

• Sinks: Be careful to not put any food in the drains

• Ice and beverage containers

• Extra plates, cups, etc.

Clean up

• Wipes for Valley tables: If messy please wipe down

• Floor sweeper is located in the kitchen

Valley Conference Center

PSU Mission Statement

• Our team understands that quality and our standards of service is the ultimate commitment to you.

• We believe that our relationship is strengthened as we partner with you throughout the process.

• Our goal is to be your strategic partner and to provide exceptional program support including event management to ensure your desired outcomes.

We handle the details, so you can focus on your program!