Outstanding New Conference and Events Professional Award

Andrew (Drew) R. Newton, Assistant Director of Conferences Services, Longwood University

Drew Newton served as the Conference Coordinator of the Longwood University Office of Conferences & Scheduling (herein after referred to as C&S) 2006 Summer Conference Staff while enrolled at James Madison University. Drew is a Farmville, Virginia native, which is home to Longwood University. His knowledge of the campus and community, along with his superior ability to manage people and projects, made him the ideal candidate for this position. The decision to hire a non-Longwood University student for the summer program was a new experience for C&S, and proved to be a successful one.

With the loss of the previous C&S Conference Administrator in May of 2007 only 15 days before the arrival of Longwood’s first summer conference of over 600 participants, Drew took over that position on May 15, 2007, one week after graduating with honors from JMU. Within 2 weeks he had the summer staff of 12 students trained and ready for action when that group arrived several days later.

In the last 9 months, Drew has achieved the following major accomplishments:
By the end of the summer of 2007, Drew had satisfied the ever-changing needs of over 3,800 conference attendees and contracted with 7 new groups for 2008.
Established a “Summer Shine Committee” that brings together the resource suppliers such as housing, facilities, housekeeping, dining services, public safety, technology, capital planning, and athletics to review the upcoming conference season monthly beginning in December.
Developed 2 customer satisfaction surveys; one for conferences and the other for internal campus requestors. The 2007 conference responses rated their overall Longwood experience a 4.8 (with 5.0 the highest). The internal campus requestor’s survey resulted in a 6% rating of satisfactory, 65% rating of good, and 29% as excellent. C&S is now striving for rates of 5.0 for conferences and 100% good or excellent for internal clients.
Increased the 2007 overall gross revenue by 25% over 2006. With the addition of new and larger groups planned for 2008, we anticipate a minimum increase of 18% for next year. This phenomenal increase is due primarily to Drew’s excellence in customer service, his positive attitude, his desire to carry the program to new heights, and his coordination of needs and resources required to run a successful conference.
Drew was promoted to Assistant Director of Conference Services in October of 2007 after only 6 months in his position. This decision was unanimous by the Director of the Office of Conferences & Scheduling and the Vice President of Administration & Finance.
Re-designed the C&S website to provide users with up to date information, help in planning both conferences and events, and attract summer staff.

Drew Newton has taken Longwood University’s C&S program to a new level of excellence and achievement of its goals. He is truly deserving of the ACCED-I Outstanding New Conference and Events Professional Award.

Mentor of the Year

Fred Gizzo, Assistant Director of Conferences/Operations, Wheaton College

Fred has been amazing! Fred’s department extended an informational visit to our newly created conference and events services department and, not only did they greet us as though we were extended members of their family (the ACCED-I family!), they gave us a glimpse into the inner workings of their department, treated us to a delicious lunch and gave us a tour of their lovely campus.

While the visit in itself was wonderful, what was really wonderful is that I found a true mentor. Quickly I realized that Fred could answer many questions I had about scheduling and operations. Not only did Fred happily answer my relentless questions – he helped me connect-the-dots and truly understand the relationships and nature of the subjects.

A mentor is a teacher – and Fred is a great mentor because he saved me an enormous amount of time by facilitating my thought process. He didn’t just give me the answers; he helped me understand the underlying issues, which at times can pose additional questions. In fact, I called Fred with some follow-up questions after our visit and he was just as great on the phone as he was in person; friendly, approachable, and helpful. I have to extend a great thank you to Fred, for being a great mentor, and to ACCED-I, for the networking possibilities it offers. Without you both, I would feel as though I were re-inventing the wheel.

Volunteer of the Year

Jack Raab, Director, UCLA Events Office

Jack has become an immediate and hugely effective volunteer during the last 18 months for ACCED-I. I have watched Jack organize and implement a very impressive “Events” focus for our Association, especially the upcoming Annual Conference. He was instrumental in the development of the preview tape for the Las Vegas conference, was a very effective member of the Annual Conference planning committee and is planning the layout and traffic flow of the “Buzz” for the conference.

With that said, perhaps Jack’s #1 contribution is the way in which he has introduced the leadership of ACCED-I to the needs and wants of the collegiate based events professionals. Jack chaired the sub-committee to put together the newly created events track for the conference, and Jack and Jessica Way will be leading the first ever events pre-conference workshop. The time and effort to do this has been extensive.

As stated above, Jack has been a tireless advocate and leader in broadening our focus to understand the role of Events on a college campus. He has a passion about this profession and it has truly been demonstrated this past year. His work and effort has significantly improved the event offerings for this year’s Annual Conference; he has given ACCED-I a tremendous opportunity to meet the needs of our Events members.

I believe that the most effective volunteers are those with a true passion about their vocation. Jack has an infectious pride in the Events field and it shows through in his work for ACCED-I. He is truly deserving of this award.

Outstanding Individual Achievement Award

William Regan, Director of Special Events, University at Buffalo

Since the inception of the Distinguished Speakers Series, Bill has taken the series to new heights.
I would be remiss if I did not call it the super bowl of lecture series. The University at Buffalo has hosted 90 speakers in its Distinguished Speakers Series. From its initial inception with three speakers a year, Bill has marketed and expanded the series from four to six or more speakers a year and has had to move most of the lectures from the Mainstage Theatre, Center for the Arts (1,700 seats) to the Alumni Arena (6,000 seats). He developed a sponsors’ program at various levels to increase tickets sales for both internal and external constituencies and earmarked two of the speakers exclusively for students – the Undergraduate Student Choice Speaker and the Graduate Student Choice Speaker. He’s labored to have the UB Reads program as part of the Distinguished Speaker Series.

UB Reads is the University at Buffalo's reading program, which seeks to build a sense of community among first-year students (3,000) through an intentional and relevant shared reading experience. The objectives of the program are:
· To expose first-year students to themes related to the goals of a successful first year experience
· To encourage and facilitate engaging discussions among faculty, staff, students, and families around a common theme
· To promote thinking critically about a text from a variety of perspectives
· To provide theme-based programming throughout the first semester
· To promote lifelong appreciation for out-of-class reading
This lead to a writing contest in which students are invited to write an essay that addresses a theme in a book by one of the speakers in the series. Guidelines and directions for submission are distributed to students during summer orientation and the winner of the contest receives one semester of free in-state tuition.
Last year’s content winner wrote an essay entitled "The Dalai Lama as a Role Model in Freedom in Exile," which was written in response to this question.
“Tensin Gyatsu, the 14th Dalai Lama of Tibet, presents a detailed and compelling account of his life and selection as the religious and temporal leader of Tibet. It is also an extraordinary true history of Tibet's struggle with the People's Republic of China, the Dalai Lama's treacherous escape to India in 1959, and his exiled leadership since then. This is a true story of hope and the sense that even in the midst of horror and hardship, the potential for good exists everywhere in the world. The Dalai Lama is one of the world's great leaders today, and his life can be an inspiration for many.
What virtues does the Dalai Lama hold in high regard? What vices does he detest? What have you learned from his examples and how can you apply them to your own life as you begin your studies at UB? “
Bill is currently working on expanding the UB Reads program to include all students.

Of all the speakers, the multi-faceted visit of the 14th Dalai Lama showcased the university’s global presence. It is Bill’s work on the Dalai Lama’s visit/Distinguished Speakers Series that deserves special recognition.
Bill Regan served as Co-Chair of the Dalai Lama Steering Committee with Stephen Dunnett, Ph.D., Vice Provost for International Education at the University at Buffalo. Bill was involved in the proposal to bring the Dalai Lama here—including private talks at the Tibetan Embassy in NY, NY) and managed all of the events surrounding the Dalai Lama’s visit. Individuals came from all over the United States (30,000) to Buffalo, New York, to hear the Dalai Lama speak at UB Stadium and the external community embraced all events. UB was on the edge of something very different and special – a philosophical leader with ancient traditions in a modern world. Through Bill’s efforts to maximize ticket sales, a special scholarship fund for Tibetan students was being established from event proceeds after expenses. This is truly a remarkable self-sustaining legacy and a first for the Distinguished Speakers Series. Every problem crossed Bill’s path during the Dalai Lama’s visit – from the design of three special chairs for the Dalai Lama to sit on during the festivities, to plans to vacate the UB Stadium in case of a lightning strike, to dealing with the U.S. Secret Service because the Dalai Lama was considered a head of state in exile, to international protocol issues, to donated private planes….the list is endless.

Bill Regan has a thorough understanding of what it takes to make an event memorable and is extremely flexible when things become static and responds well to evolving needs. He is an adept problem solver and a good listener and pursues opportunities. He demonstrates cooperation, collaboration and opens communication. He diffuses difficult situations. He demonstrates sound judgment in analyzing problems, seeks alternative solutions to difficult problems and looks for mutually beneficial outcomes. He thinks through the implications of complex ideas, situations or events systematically.

Bill has the innate ability to conceptualize ideas and the leadership to cultivate them. He improved the University at Buffalo’s image both internally and externally with the Dalai Lama’s visit and always with a new slant. He always demonstrates initiative and facilitates well because of his leadership and impeccable organizational skills. He sets priorities daily, weekly, monthly and long-term.

From the scripts, to the various program elements and to the printed program, Bill was involved in every aspect and solved every problem effectively. He always sought commentary and every recommendation was taken seriously. One of his biggest traits is trust in his colleagues because he always strives to create a trusting environment. He identifies productivity enhancement initiatives and utilizes technology (especially with the Dalai Lama’s visit) to make processes even more efficient for an event that could be considered extraordinary.

Bill is an outstanding representative of his office and the University at Buffalo as a liaison in communication of requests and information to/from campus and off-campus service providers. His interactions with constituents are positive and professional. He refrains from prejudging people and situations; listens objectively and is non-judgmental of what they have to say. He challenges perspectives, stereotypes and biases which may adversely influence decisions, work or relationships. He possesses organizational sensitivity. He understands others’ viewpoints and respects fellow workers. He demonstrates exceptional patience and diplomacy in all of his interactions with anyone that he comes in contact with. He projects enthusiasm and a sense of purpose that keeps other motivated. He forms partnerships with other departments to maximize resources, share information and gain new perspectives. He strives toward win/win outcome with others and he continues to project a positive image of his himself, his office and of his UB.

Bill Regan meet and exceeded everyone’s expectations for all events and he continually inspires and motivates others with his dedication and service to his alma mater—the University at Buffalo. For his work on this event, Bill is truly deserving of this award.

Outstanding Institutional Achievement Award

University of South Carolina

When less than a month before a summer college student event changes into one of most high profile proceedings the University of South Carolina has ever produced, what do you do? How do you juggle making a student run event the professional caliber needed and ensuring that the students still feel this is their event and that they are in control? On the campus of the University of South Carolina, the answer is simple - call on your ACCED-I certified one-stop meeting planners on campus, Academic Enrichment and Conferences!

The results
From July 26 – 29, 2007, the University of South Carolina was the site of the 2007 College Democrats of America (CDA) Convention in Columbia, South Carolina.
The event stats were:
1) Total # delegates: 527
2) Total # day and visitor passes: 300+
3) # states represented: 41
4) # and name of countries delegates came from: 4, United States, France, Austria, and Germany
5) # colleges and universities represented: 192

Speakers included the top tier democratic 2008 presidential candidates, Senators Barack Obama and Hillary Clinton and John Edwards as well as prominent Democrat leadership such as the U.S. House of Representatives Majority Whip Congressman Jim Clyburn, Secretary of the Democratic National Committee Alice Germond and SC House Representative Bakari Sellers and Reverend Romal Tune.

The caliber of the speakers combined with the voting block represented drew massive press attention nationally and internationally including the Chicago Sun Times, Forbers, Inside Higher Ed.com, SunStar News Service (The Philippines), NDTV.com (India), AP Wire, ABC News.com, Philadelphia Inquirer, Forbes Magazine, San Francisco Chronicle, and Fox News, plus international outlets Guardian Unlimited UK and others.

How it began?
In January, 2007, we received notification that our bid had won and that the College Democrats of America had selected the University of South Carolina as their site for their 2007 Convention. Planning preceded as a normal summer conference will low-key demands.

And then . . .
One month out, the CDA began notifying us of front runners of the democratic presidential race were confirming as speakers. All of a sudden, a routine summer conference became a media event. The challenge This event proved challenging as the University was charged with keeping the Event college student friendly while juggling the demands of a high profile event – internally and externally. In addition to these demands, this was the first time the convention was held on a college campus during an active presidential election cycle; so there was no history to gather. In addition, it was also a new venture for the College Democrats as well as the university.

The Solution
These challenges confronted the Office of Academic Enrichment and Conferences (AE&C), which had landed the bid, to within one month change gears from planning a student-run low key conference to coordinating this internationally covered event.
AE&C’s first goal was to work closely with the College Democrats to make sure foremost the convention remain student focused. Coincidentally, AE&C executed a complimentary plan that raised the Event to the highest caliber ensuring that the nation would recognize the professionalism associated with events held at the University of South Carolina. Towards this goal and working within the client’s budget, AE&C coordinated efforts to guarantee that security, facility, transportation, dining, communication, venues, housing and technical production needs. As the “eyes of the world” were on our campus during this four day period, we were challenged to make sure the Event went off without a hitch and that it was a polished quality that would make the University shine. Another coordination factor facing AE&C was as the convention is student-run; we had to strike a balance between meeting these external needs while ensuring that the college students were comfortable and a part of the decision-making process. This took a delicate balance of measuring the students’ needs with the Administration’s wants and the Event demands. Juggling became our second occupation. As the coordinating agent, AE&C quickly formed an internal collaborative convention committee whose members reflected offices needed to meet all the needs of the Event. As such, the CDA 2007 Convention was truly a university-wide endeavor. AE&C had staff present or on call 24-7 during the Event. Though a team effort, AE&C charged each
of its directors and managers with overseeing specific areas of the Convention. Associate Director for Noncredit Program
was the project manager for the Event and coordinated: CDA Immediate Contact – liaison with College Democrats of America and the Democratic National Committee; University Technology Services (UTS)– who handled TV/Video production and engineering in the Russell House ballroom, our student union; University Housing – participants stayed in two residence halls near the student union; Non-university A/V Production contractors – due to the sophisticated media needs two outside production crews were hired to compliment UTS; Russell House Student Union – where all of the events were held. The main ballroom hosted the general sessions and speakers Obama and Clinton. During Obama’s visit, his speech was simulcast into the nearby theater for overflow seating. Coordinated holding rooms for candidates and worked with all aspects of security to ensure accessibility to the building by law enforcement agencies. Had staff present or on call 24-7 during the Event.

Associate Director for Conference and Events and the Conferences Resource Coordinator coordinated USC Dining Services – who catered the meal functions, handled the last-minute needs of the candidates, and made sure weary staff was fed; Russell House Student Union (Patio and Headquarters area) - the Union’s patio was the perfect setting for the Block party held the evening John Edwards spoke to the convention. It was complete with a cook-out, dunking booth and games on the lawn. Operations headquarters – set in the Student Union, the headquarters was the central operations brain of the four-day Event; Contracted Services – contracted vendors and on-site operations for the mega Block Party Event; Facilities and Grounds – who prepped grounds prior and during the events as well as having staff on-site the night of the Block party; Parking and Vehicle Management – who ran shuttle service to and from the airport for participants and opened up an adjacent parking lot to make their stay more comfortable.

The Director coordinated Law Enforcement and Safety –worked with SC Law Enforcement agents, Capitol Police, Secret
Service and local law affiliates to ensure protocol and security of the candidates and their advanced teams and secret service for the candidates. They had staff present 24-7 during the Event. University Publications – designed the backdrop for the convention and a new look for the hats that were given out as a “Thank you” to the candidates. Had staff on site throughout the Convention;
University Marketing – who helped coordinate the university’s interviews with the candidates and news coverage; Office of Special Events – who gave endless support and advice on protocol even down to placement of the flags on the stage.

The Successful Culmination
This event was a true example of the advantage that a University that has a certified One-Stop Shop through ACCED-I has over one where the client’s needs are met by many departments individually. As the event grew from a relatively low-key 300+ conference for college students into a high profile event, Academic Enrichment and Conferences was able to turnkey the operation quickly and decisively changing the complexion of the Event. By being the central coordinating agent, the CDA was able to relay the upturn in attendance and national focus and our office was able to immediately coordinate the logistics of the convention and
made sure all of the right players from the campus were in place. Though this involved a lot of planning and preparation by so many at the university in a short span of time, a quick turnkey was achieved and the convention was a success. To this date, candidates are still using their experiences from the Convention in their national ads, on their websites and in their speeches.

University of South Carolina deserves recognition for their work and success in coordinating this high profile event and truly deserves this award.

Jack Thornton Distinguished Service Award

Chris Stumpf, Assistant Vice-President, University of Pittsburgh at Johnstown

Chris began his service with ACCED-I as a graduate assistant in the Conference Center at Pitt-Johnstown. As a student, he participated in regional meetings and served as needed on projects and committees when asked by then Director, Chuck Salem, to do so. Since that time, Chris has served ACCED-I as a board member for two terms, the annual conference chair for three conferences, as the leader on the Benchmarking study and the One-Stop Shop certification project. Chris led the Membership, Marketing and Recruitment Committee during a ‘member get a member’ campaign and has also served on numerous other committees and projects with ACCED-I.

During his time, Chris has worked to continually improve the quality of the annual conference, an effort that has benefited the entire ACCED-I membership. His work on the One Stop Shop certification project has led to a successful value-added piece of the ACCED-I portfolio that continues to grow in both certified members and in popularity with those in the meetings profession.

Chris has always performed his duties on the board with the highest level of commitment, ethics and responsibility. He offers thoughtful advice and opinions that greatly contribute to the forward progress of the organization. He volunteers for additional duties and reaches out to others to encourage their participation in ACCED-I leadership. I can truly say that without his encouragement and support, I would likely have not been a candidate for (nor been elected to) the Board of Directors. He has served as a mentor to me, teaching me what I need to know about serving on the board and how the board operates within the Association. Any time I had a question or needed a clarification, Chris was always quick to respond and guide me in the right direction. It is because of Chris that I decided to run for the board, which has been an amazing learning experience for me. For that, I am most grateful.

In addition to the aforementioned commitment to ACCED-I, Chris is also an outstanding member of the profession. He is committed to advancing the profession both within higher education and on his own campus. He provides a quality environment for his employees and supports their work. Chris is very respectful of others and treats everyone with whom he interacts with the utmost kindness and sincerity. He is also very humble about his accomplishments. You will find him placing others into the limelight, calling attention to their accomplishments, while he backs away from a well-deserved spotlight. He sets a fine example for others to follow, though he would be unlikely to take the credit.

Chris recently began working on his doctoral degree, which shows an impressive commitment to his profession and his institution. He somehow manages to balance the responsibilities that his recent promotion commands of him, serving as a leader in ACCED-I, serving in his local community, taking doctoral classes and still finds time to be a husband and very active and involved father of two. The most remarkable part of this is that you will typically find Chris smiling, pleasant and taking it all in stride.

I cannot think of a person more deserving of this award than Chris Stumpf, as he exemplifies distinguished service. ACCED-I is fortunate to have him as a member/leader and I am fortunate to call him a friend.

Session of the Year Award

Kimberly Araya, Lisa Salazar, Dorothy (Dottie) Warner, Laura Aikey
Internal Client Education: How to Train Our Internal Clients for Successful Events