e-Communiqué

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members of ACCED-I

ACCED-I Mission
To improve, promote and recognize excellence in collegiate conference and events management.

Association of Collegiate Conference and Events Directors-International
8037 Campus Delivery
Fort Collins  CO  80523-8037
(970) 491-5151 / Fax: (970) 491-0667
www.acced-i.org
©2006, ACCED-I

e-Communiqué
Editors: Lori Everhart, Deborah Blom

The opinions expressed in this publication are those of the writers and are not necessarily the opinions of their institution, company, or the Association of Collegiate Conference and Events Directors-International (ACCED-I). ACCED-I, as an association, does not express an opinion or endorse products or services.

The information contained in the e-Communiqué has been received from sources believed to be reliable. ACCED-I, as an organization, its directors, officers, and staff, do not guarantee or accept responsibility for any information inaccuracies contained in this publication.

The e-Communiqué is published five times per year by ACCED-I, a nonprofit association for collegiate conference and events professionals. Mail, fax, or e-mail material for the e-Communiqué to Lori Everhart at ACCED-I.

ACCED-I Staff
Deborah Blom, Executive Director
(970) 491-3772 / deborah.blom@colostate.edu

John Hafnor, Director of Development
(970) 491-4612 / john.hafnor@colostate.edu

Diana Hakenholz, CMP, Director of Member Services
(970) 491-5151 / diana.hakenholz@colostate.edu

 Lori Everhart, Electronic Communications Coordinator
(970) 491-1511 / lori.everhart@colostate.edu

Theresa Todd, Accountant
(970) 491-1511 / theresa.todd@colostate.edu

 Courtney Hudzik, Database Manager
(970) 491-5151

DESIGNING COLLEGIATE EVENTS WITH THE PLANET IN MIND
- Nicole Sillapere, Creative Director, Sillapere

As event and conference professionals, we have a lot in common. We want to create events that are absolutely gorgeous. We want to have fun. And at the end of the day, we want to “be good.” Why not go for broke and have it all?

Because colleges and universities may wish to model “Green” behavior for others…let’s start with environmental issues.

Now you’re probably thinking “Oh great, here comes a guilt trip” or, “ohmigodtheplanetisabouttofryIshouldbuyaPrius!” But wait. Before you decide, have a read. You might actually think, “That sounds cool, bring it on!”

The members of your association put on over 130,000 events and conferences annually. Each one has impact — from the gratifying smiles of clients and guests, to the not-so-gratifying blisters on your feet the next day. You know how much energy, stuff, time, manpower and more stuff goes into executing and planning an event. Click here for full article.

PLANNING FOR A NATURAL DISASTER
- Patricia Arteaga, CMP, Coordinator of Conference Services, University of New Orleans

Editor's Note: One year ago, in late August, Hurricane Katrina hit the Gulf Coast of the United States. Virtually shutting down the infrastructure of towns and cities along the coast, the hurricane didn't leave colleges and universities alone. Many ACCED-I members and institutions located in the region were displaced at some level due to the storm. ACCED-I member Patricia Arteaga authored the following article on "Planning for a Natural Disaster." She offers advice on steps to take when preparing for a natural disaster. She writes from experience, for her instituion is the University of New Orleans.

In late August 2005, Hurricane Katrina hit New Orleans and the Gulf Coast as the costliest hurricane to ever strike the United States. This natural disaster changed people’s perception of how vulnerable we all are. Planning what you and your place of business will do during such events is very important.

The object of having a disaster plan is to establish procedures to minimize damage to your business and protect the lives of your office personnel. A plan should outline organizational and departmental plans that can be implemented in the event that a natural disaster arrives at your door step, literally. In all, the plan should outline actions to be taken prior to, during and after an actual disaster. The following are five very easy steps one can apply either in conjunction with your organization’s master plan, or on your own. Click here for full article.

REFLECTIONS AND PERSPECTIVES ON COLLEGIATE CONFERENCING:
An "Old Goat" Shares Insight with the "Kids"
- Dallas L. Holmes, EdD, Past President ACCED-I, Institutional Research – Extension, Utah State University   

Recently my youngest son proudly gave me a T-shirt he had purchased with the design of an old goat emblazoned upon it. Over his 23 tender years of life he had heard me use the phrase “what does that old goat know anyway?” As I gazed at the colorful shirt my mind seemed to slip into a trance-like state while flashing back on 35 years of “old goat” experiences climbing mountains and grazing in the pastures of collegiate conferencing. Old timer goats, you know, are sometimes given to reminiscing about verdant pastures and the treacherous mountains of academic collegiate conferencing! Click here for full article.

SO...YOU WANT TO HAVE AN EVENT WHERE?
- Catherine Bickford-White, Special Projects Coordinator, University of Regina, Saskatchewan, Canada

I don’t know about your campus, but on ours there has never been a lot of thought put into event space. Aside from the faculty club, which holds only about 60 people, there are not a lot of options for events on campus. This has forced me to become quite creative when planning event locations, resulting in celebrations held in lobbies, a football team’s locker room, and our student art gallery. It’s a far cry from a podium set up in the faculty club, but this creative approach makes for memorable occasions for guests and staff alike.

The University of Regina has some great student space, but it isn’t always practical. Students don’t always take kindly to us commandeering their area. However, we have made events work in a student area fondly referred to as “the pit.” (Think of a big sunken living room with benches around the edges, a few coffee tables and well-used orange carpet.) This has been a popular student hangout since day one. At times the students have found this area set up with tables, white linens, flowers and tropical plants for a university event. We’ve had everything from news conferences to retirement parties in this area, and it works. The students show consideration for these staff and faculty events and have been great about respecting that. Click here for full article.

IT'S A PIECE OF CAKE...WHY WEDDING PLANNING IS SUCH A BIG DEAL
- Abigail McGhee, MA.ED, Administrative Coordinator for Conferences and Events, Eastern Mennonite University

Red Velvet and German Chocolate can only be describing one thing - cake. Cake is a key element in any wedding. Just like cake, weddings have many layers. Each ingredient should be carefully considered before adding it to the mix.

Universities often re-evaluate the level in which they want to offer wedding services. This article hopes to explain what make weddings a big deal for universities including their rewards and their challenges. Are you ready to dig in? Click here for full article.

WHAT'S YOUR PASSION?
- Auli Summerhays, Events Coordinator; Deb McCune, Director of University Events; and Matt Helmer, Assistant Director of University Events, Colorado State University

Springtime at Colorado State University brings fresh green grass to the Oval and the Faculty/Staff (F/S) Drive to our closest audience: CSU employees. In years past, this annual fundraising drive has included a letter from the president to all employees and a flyer with a return envelope and a pledge form.

This spring, the F/S Drive team was charged with bringing more visibility to the drive. And what did they think of first? Events! Throw in a few cookies and punch and voilá, you’ve got a party. Wrong! What you have is a way to spend money and put a burden on others to be there to make it an event. The F/S Drive staff looked to the University Events team to help create a series of events, but what they got was an unexpected approach. Click here for full article.

Spotlight Your Campus

Spotlight your campus/operation in a future issue of e-Communiqué. It's easy! Click here for the form, fax it to ACCED-I at 970-491-0667.

HOT TOPIC: EXTERIOR RESIDENCE HALL DOOR PROPPING

Every college and university has them - doors. With those doors comes potential risks to the groups who come on campus. The following LISTSERV discussion took place in July and it examines the problem of exterior residence hall doors being propped open and some options to alleviate the problem.

Question

I would like to know what other schools are doing about the issue below:

Seven residence halls are used in the summer, most of them filled with our summer conference guests; athletic camps, cheerleaders, and the like.

Certain groups, seem to prop open the exterior residence hall doors in case little Johnny misplaces his card (we give each guest an access card which opens the exterior door to their hall).

The door propping is worrisome, as it could be a liability issue, so we want to avoid it at all costs. But short of standing guard at the entrance to each hall, we have to trust that the conference guests will respect our "rules" about door propping.

How do you control door propping at your school? And, do you actually lock your exterior doors during the day? Click here for full article.