2004 NSS Convention

Updated Report to the Board of Governors

October 18, 2003

Hi.

I apologize for not being able to deliver this report in person. If there are any questions, please don’t hesitate to ask. These updates are current as of a committee planning meeting held on Saturday, October 11, 2003.

Highlights of Specific Committee Reports

Sessions/Program

• Aubrey has secured a commitment from Da Yoopers to play at a party on Tuesday night. Additionally, because they do not have to travel, the price will be $3,000 rather than the $4,500 originally quoted. (Chairman note: This extra windfall will be applied to the increased insurance premium, which has not been previously adjusted for in the budget.)
  
  
• Session request form is completed and will available on the website.
  
  
• Aubrey will contact the Terminal Siphons about playing at the Wednesday night campground party.
  
  
• Aubrey will be contacting individuals recommended by the committee as possible Exploration Session chairmen.
  
  
• Aubrey has been in contact again with beer and food vendors for the beer and food events. Contracts are forthcoming.

Facilities

• Transportation to and from the sessions from the campground will be via Negaunee Public Schools busses. Contracts forthcoming.
  
  
• Paul made another contact with our port-a-john vendor. Contracts are forthcoming there also.

Publications

• The format and an outline for the guidebook was presented. All tasks are on schedule.

Trips

• Hal has mapped out, logged mileage, and arranged a guide for the Geology field trip.
  
  
• A bus has been secured for the Geology field trip through a local coach company.
  
  
• Pre- and post- convention trips are being worked on in both Wisconsin and Canada.
  
  
• Day trips are being planned and mapped.
  
  
• Hal has obtained discounts to show caves on the way to Convention.

Registration

• Online registration has been programmed and tested, and is ready to go.
  
  
• There were 25 registrants from Convention ’03.

Publicity

• Website material has been written and passed along to the webmaster for inclusion on the web page.
  
  
• An advertising poster and registration forms were sent to and displayed at the Western Regional, and MVOR. Additionally, arrangements were made to have these available at the TAG Fall Cave-In. We will advertise similarly at future events such as this.

Other

• Several committee members made a site visit the weekend of September 19-21. Jean DeVries and Heidi Venlet met with Judy Marra, the Director of Conference and Catering at Northern Michigan University. The hall with the four auditoriums will be unavailable next summer, however the University does have several other auditorium or auditorium-type rooms available. Jean and Heidi reviewed our requirements, and came away feeling better about Northern’s ability to accommodate our uniqueness and specialties. (We had to do a little re-education on the concept of vendors—Judy was thinking booksellers who need a table apiece—she couldn’t figure out why we needed 8-10 rooms.)
  
  
• Jean and Heidi also revisited and mapped the campground. A preliminary security plan was drafted by our security chief, Jessica DeVries, a few months ago, but will need to be revisited due to the presence of additional roads and gates. Nothing to cause concern, however.
  
  
• Jean and Heidi visited and mapped several local hotels. Specific hotel information will appear on the website.
  
  
• The website, with complete online registration, will be available no later than October 24^th. While this is a bit later than anticipated, Jean has put forth the "Right the first time" edict and the delay has given us a bit more time to make sure that everything is functional.
  
  
• Publicity video CDs will be assembled and mailed in early January.
  
  
• Articles have been submitted to the NSS News about Convention.
  
  
• Jean is still working on obtaining cheaper event insurance. The anticipated completion date for this is December.
  
  
• We have secured a Volunteer Coordinator. Patty Fasbender, from the West Michigan Grotto, has agreed to be our volunteer clearing house.
  
  
• We are working to encourage outdoor vendors. With the exception of the Photo Salon, all evening activities are planned for the campground, and vendor space will be right outside the main building housing all of these activities. With prime real estate and a captive audience, our hope is to encourage as many vendors as possible to move outside.

Overall, planning is going very well. I have a high degree of confidence in our team, and things are starting to come together (quite quickly, I might add.). Again, if you have any questions, please don’t hesitate to contact me and ask.

Submitted October 13, 2003
Jean
Jean DeVries
2004 NSS Convention Chairman

12/30/03