Oregon State University Extension Association of 4-H Agents (OSUEA4-H)

Oregon State University
Extension Association
of 4-H Agents (OSUEA4-H)
Bid Proposal
October 25-29, 2015 - Portland, OR
Hilton Portland & Executive Tower
2015 NAE4-HA Bid Proposal Package
Table of Contents
Page
Invitation Letters
Amy Derby, OSUEA4-HA President
Pamela Rose, NAE4-HA 2003 National President and Virginia Bourdeau,
NAE4-HA, Vice President of Research, Evaluation & Programs, 2007-2004
1
2
3
Administrative Letters of Support
Scott Reed, Vice Provost, University Outreach & Engagement/Director, OSU Extension Service
and Deborah Maddy, Associate Provost, University O& E and Associate Director,
Tammy Bray, Dean, College of Public Health and Human Science
Roger Rennekamp, Associate Dean for Outreach and Engagement,
College of Public Health and Human Sciences
4
5
4-H Agents State Association Letters of Support
Arizona –
Curt Peters, President
California –
Matthew Portillo, President
Idaho –
Missy McElprang Cummins, President
Montana –
Meghan Phillippi, President
New Mexico –
Blair Clavel, President
Wyoming –
Tansey Suss, President
8
9
10
11
12
13
14
2015 NAE4-HA Conference Committee Members
15-16
Summary Form- NAE4-HA Annual Conference Bid for 2015
17-20
Conference Schedule
21-22
Potential Speakers and Seminar on Wheels
23-25
Tours
26-27
Facilities
28-35
Getting to Know Portland, Oregon
Portland Attractions
Dining in Downtown Portland
Transportation
Downtown Portland Map
36
37-39
40
41
42
Budget
43-47
6
7
Letters of Invitation
- 1-
January 19, 2012
Dear NAE4-HA Board,
OSU Extension
Association of
4-H Agents
Amy Derby
President
Jeremy Green
President Elect
Elissa Wells
Secretary
Mary Arnold
Treasurer
Mary Arnold
Hello, my name is Amy Derby and I am the 2012 Oregon 4-H State Association
President. When our Regional Directors asked our state association to consider
hosting the 2015 NAE4-HA conference we found our members very receptive and
supportive of the idea.
It has been many years since Oregon has hosted the National 4-H conference and
we are excited about the possibility of hosting in 2015. As experienced and
involved NAE4-HA members, Virginia Bourdeau and Pamela (Olsen) Rose, have
agreed to serve as our conference co-coordinators and many other association
members have stepped forward to fill key positions as well.
If we receive the bid to host the conference in 2015 we, along with support from
our Western neighbors, will work diligently to provide an exceptional
professional opportunity for our colleagues. We look forward to the opportunity to
serve the national organization at this level.
Past President
Board Members
Maureen Hosty
Tracy Martz
Thank you for your consideration!!
Best regards,
Recognition Chairs
Dave White
Woody Davis
Esprit de Corps Chairs
Amy Derby
OSUEA4-HA President
Jamie Davis
Programs Chair
Joy Jones
Professional Dev. Chair
Mario Magaña
Diversity Chair
Claire Sponseller
Membership Chair
Virginia Bourdeau
News & Notes Editor
- 2-
Dear NAE4-HA National Board MembersAs former NAE4-HA board members
ourselves, we are pleased to serve as the cochairs of the bid and proposed national
conference in Portland, Oregon in 2015. We
have a unique perspective that we think will help
our committees in providing you an excellent,
educational event in a beautiful city. Here are some key points we want to highlight in your
consideration of our bid packet.
The Hotel: Hilton Portland & Executive Tower
 Excellent responsiveness and assistance in planning from a professional conference staff.
 Will provide a Personalized Online Group Page for reservations.
 Complimentary internet in all guest rooms for our group, normally charged at $9.95/24hours.
 Has a Green Key Eco-Rating. The Hilton’s own Green Team will support our green theme:
85% high efficiency gas heat, compact fluorescent lights, recycling and composting bins
provided, local, organic and vegetarian menu options.
 Easy access to the hotel from the airport and to other Portland locations on Max light rail.
The Max stations are along Pioneer Court House Square, called “Portland’s Living room” –
just 2 blocks from the Hilton.
The Schedule: NAE4-HA National Conference, 2015 in Portland, Oregon
 Over 22 hours of Professional Development opportunities including
o Six seminar sessions each with 15- 18 seminar rooms available,
o Two staff poster sessions, not overlapping with seminar time,
o Two professional speakers and one super seminar,
o Nine hours of exhibit hall.
 Monday Night Wine, Draft and Craft evening event. Join friends after states night out to
browse offerings of local crafters and enjoy a taste of Oregon’s wines, craft beers, artisan
cheeses, and chocolates.
 Tuesday Night on the Town. Portland has so many great restaurants we want to give you an
opportunity to enjoy another evening out. Join a group pre-arranged by the conference or
explore on your own from our list of options near the Hilton or accessible on MAX rail.
 Thursday Seminars on Wheels. Optional at the end of the conference to accommodate those
who can’t be away from home five nights.
We look forward to hosting you in Portland, Oregon in 2015Pamela Rose, NAE4-HA 2003 National President and
Virginia Bourdeau, NAE4-HA, VP of Research, Evaluation & Programs, 2007-2004
- 3-
Administrative
Letters of Support
-4-
- 5-
College of Public Health and Human Sciences
Oregon State University, 123 Women’s Building, Corvallis, Oregon 97331-6802
T 541-737-3256 | F 541-737-4230 | http://health.oregonstate.edu
January 31, 2012
Dear NAE4-HA Board,
I am writing to convey my full support, and the support of OSU
Extension, in hosting the proposed 2015 NAE4-HA Conference from Oct.
24-29 in Portland, Ore.
Hosting an event of this magnitude is no small undertaking, and I am
confident that our faculty and staff would present a truly exceptional
professional development conference for 4-H youth development faculty
across the country. They are excited by this opportunity to showcase
their excellence in youth development programs and applied research.
It has been many years since Oregon has hosted the National 4-H
conference, and we anticipate the possibility of hosting in 2015.
Experienced and involved NAE4-HA members Virginia Bourdeau and
Pamela (Olsen) Rose have agreed to serve as our conference cocoordinators, and many other association members have stepped
forward to fill key positions as well.
Our “Empowered by Green” theme will highlight the many ways that
4-H “Green” is empowering and impacting the lives of youth, volunteers
and communities across the country. Our tentative schedule allows for
numerous opportunities for youth development professionals to share,
grow and be empowered to be the best they can be in the positive youth
development field and in the communities they serve.
If we receive the bid to host the conference in 2015 we, along with
support from our Western neighbors, will work diligently to provide an
exceptional professional opportunity for our colleagues. We look forward
to the opportunity to serve the national organization at this level.
Thank you for your consideration,
Tammy Bray
Dean
College of Public Health and Human Sciences
- 6-
Office of the Associate Dean for Outreach and Engagement
College of Public Health and Human Sciences
Oregon State University, 105 Ballard Hall, Corvallis, Oregon 97331-3608
T 541-737-1324 | F 541-737-1332 |
Dear NAE4-­‐HA Board It is with great pride and unwavering commitment that I offer my support of Oregon’s offer to host the 2015 Annual Conference of the National Association of Extension 4-­‐H Agents in Portland. The 2015 conference will mark the 36th anniversary of my first attendance at an NAE4-­‐H Conference in 1979. As a regular conference attendee, I know firsthand of the benefits of association membership and conference participation. Portland last hosted the conference in 1982. We are long overdue to showcase the beauty of the Pacific Northwest as well as the work of our outstanding faculty and staff. I know they are excited about the opportunity to host in 2015. We are all committed making the 2015 an extraordinary experience for all. Oregon State University, as well as its College of Public Health and Human Sciences (which houses our 4-­‐H Youth Development and Family and Community Health Extension Programs) place great emphasis on the outreach and engagement mission of the contemporary land grant university. Our 4-­‐H program is indeed a flagship of outreach to youth. We hope that conference attendees have an opportunity to learn how this important outreach and engagement work is intertwined into the very fiber of this extraordinary institution. Again, I could not be more proud to assist in hosting the 2015 conference of the National Association of Extension 4-­‐H Agents. Sincerely, Roger A. Rennekamp Associate Dean for Outreach and Engagement College of Public Health and Human Sciences Agriculture, Family and Community Development, 4-H Youth, Forestry, and Extension Sea Grant programs. Oregon State
University, United States Department of Agriculture, and Oregon counties cooperating. The Extension Service offers its
programs and materials equally to all people.
-7-
4-H Agents State Association
Letters of Support
- 8-
ARIZONA ASSOCIATION OF EXTENSION 4-H AGENTS
December 19, 2011
National Association of Extension 4-H Agents
Dear Board of Directors,
The Arizona Association of Extension 4-H Agents (AAE4HA) is happy to support Oregon in its
bid to host the 2015 NAE4-HA Annual Conference. We look forward to working with Oregon
and other Western states in offering a quality conference.
AAE4HA has committed to the volunteer management portion of this meeting. Despite a small
state membership, we are confident that our experiences hosting the 2010 NAE4HA Annual
Conference give us the needed insight and expertise to successfully complete this task.
Oregon is a great location and would offer many exciting educational opportunities. Arizona is
proud to support Oregon in the conference efforts.
Sincerely,
Curt Peters
President, AAE4HA
- 9-
- 10-
Bannock County
10560 N. Fairgrounds Road
Pocatello, ID 83201
Phone: 208-236-7310
Fax: 208-236-7316
[email protected]
February 8, 2012
Dear NAE4-HA Conference Selection Committee:
It is with pleasure that I write this letter of support for Oregon State University 4-H to host the
2014 NAE4-HA Conference in Portland, Oregon. OSU’s 4-H team has a tremendous ability to
manage programs regardless of the circumstances and I have no doubt that they will be
successful in hosting this conference.
Idaho 4-H will contribute as much help as necessary to ensure Oregon’s success in this venture.
The close proximity to our state will make attending this conference easier for Extension
Educators with 4-H responsibility from Idaho. We plan to support Oregon by providing the
human capital necessary to meet the demands of running this conference.
Please consider their bid to host the 2014 conference in Portland. If you have any questions or
would like to discuss this any further, contact me at [email protected] or 208-236-7312.
Sincerely,
Missy McElprang Cummins, President
IAE4HP
University of Idaho Extension
University of Idaho, U.S. Department of Agriculture and Idaho counties cooperating.
To enrich education through diversity, the University of Idaho is an equal opportunity/affirmative action employer and educational institution.
- 11 -
January 27, 2012 Dear Conference Coordinators, As President on the Montana Association of Extension 4‐H Agents I am happy to write this letter of support for OSUEA4‐HA in their bid to host the 2015 NAE4‐HA Conference. The MAE4‐HA membership wholeheartedly supports this bid and is willing to assist with the conference when needed. Several of our members including myself attended the 2009 NCI when hosted by Oregon. We were very impressed with that conference and look forward to traveling to Oregon again for NAE4‐HA in 2015. Please let our association know how we can be of assistance in the future as your conference planning progresses. Sincerely, Meghan Phillippi MAE4‐HA President - 12-
COOPERATIVE EXTENSION SERVICE
NEW MEXICO STATE UNIVERSITY
COLLEGE OF AGRICULTURE AND HOME ECONOMICS
Harding County Extension Office
P.O. Box 156
Mosquero, NM 87733
Dear Oregon State University Conference Coordinators,
My name is Blair Clavel and I am the incoming president for the New Mexico 4-H Agents
Association. I have received a letter from Amy Darby stating Oregon’s desire to submit a bid for
the 2015 NAE4-HA conference. This letter is to offer support and endorse OSU and the Oregon
State Association in their bid for the 2015 NAE4-HA conference.
I have requested more information on assistance needed for the national conference, whether it be
warm bodies or financial. The New Mexico Association has few agents, and a small budget.
Thus, we could possibly provide assistance helping with workshops, breaks, or other sessions.
Please feel free to let us know more specifically what your needs are.
The New Mexico Association of Extension 4-H Agents are delighted that Oregon is submitting a
bid for the 2015 NAE4-HA conference and we support their efforts.
Best regards,
Blair Clavel
President
New Mexico State University is an equal opportunity/affirmative action employer and educator. NMSU and the U.S. Department of Agriculture cooperating.
- 13-
December 8, 2011
Dear Oregon 4-H State Association,
Wyoming 4-H fully supports Oregon’s bid to host the 2015 National Association of Extension 4-H Agents
Conference. The Wyoming Association of Extension 4-H Agents would be happy to assist you in any way
necessary. Our association members expressed overwhelming enthusiasm at the opportunity to help
with this exciting event.
Please keep us informed of any way that we may be of assistance during the conference planning
process.
Sincerely,
Tansey J. Sussex
- 14-
2015 NAE4-HA Conference
Committee Members
- 15-
2015 NAE4-HA Conference Committees
Operations Sub-Committees- Operations Coordinator: Virginia Bourdeau
Marketing & Program Materials (Publicity) - Chair: Patricia Dawson, Marilyn Lesmeister,
Michelle Carrillo
Hospitality- Co-Chairs: Jamie Davis & Jeremy Green; Suzi Busler, Barb Brody
Operations &Facilities Team- Chair: Amy Derby;
1. Facilities – Candi Bothum and Amy
2. Meals/Food & Beverage – Janet Nagele and Nancy Kershaw
3. Decorations – Joy Jones and Shana Withee
4. AV – Todd Williver , Dana Martin
5. Website – Claire Sponseller
6. Conference Headquarters/Board workroom – Jed Smith and Jon Gandy
7. Information/Conference site map – Tracy Martz
8. Volunteers – Anne Manlove
9. Green Team/Recycling – Pat Willis
Evening Programs & Entertainment- Chair: Wendy Hein; Sandra Carlson, Judi Peters
Treasurer Liaison to NAE4-HA Conference Management Company- Elissa Wells
Registration Liaison to NAE4HA Conference Management Company- Chair: Dave White
Programs Sub-Committees- Programs Coordinator: Pamela Rose
Seminars, Research Reports and Education Methods- Chair: Lynette Black
1. Research & Evaluation: Dani Annala
2. Competency Building Workshops: Doug Hart
3. Seminars: Joy Jones
4. Posters: Janice Cowan
Awards & Recognition- Chair: Carole Smith, Robin Galloway
Tours & Transportation- Co-Chairs: Maureen Hosty, Mike Knutz; Cindy Osterlund
Evaluation- Chair: Mary Arnold
Exhibit Hall /Commercial Exhibits - Chair: Carolyn Ashton
- 16-
Summary Form
NAE4-HA 2015 Annual Conference Bid
- 17-
Appendix A:
SUMMARY FORM - NAE4-HA ANNUAL CONFERENCE BID 2015
State: Oregon
Region: Western
City: Portland
Hotel: (Self-Contained Convention Hotel)
Hilton Portland & Executive Tower
921 SW Sixth Avenue
Portland, Oregon 97204
Phone: (503) 226-1611
Fax: (503) 220-2565
Tentative Date: October 23 – October 31, 2015 (the hotel is holding these dates on a right of first refusal)
Guest Rooms
Total number of guest rooms: 782 rooms
% of rooms Double/ Double: 41% (320 Double Double) King Rooms 59% (462 king)
Hotel guest room block commitment: (1755 total room nights)
Single Rooms
Double Double Rooms
Total
Thu Fri Sat Sun Mon Tue Wed Thu Fri
4
5 25 130 130 130 130 30
2
1
10 40 320 320 320 320 320 3
5
15 65 450 450 450 450 350 5
What is the complimentary guest room policy of conference hotel?
Hotel will extend one (1) complimentary room for every forty-five (45) revenue rooms. (1/45 comp)
Current year (2011) convention room rate (double): $159.00
The Hotel agrees to no more than a 3% increase to these rates, year over year. Rates are commissionable at 10%
back to NAE4-HA and are quoted exclusive of state and local taxes, currently 12.5%. Currently, Oregon has no
sales tax.
Deposit policy (one night's lodging or credit card): One night’s lodging or credit card to guarantee
What credit cards are honored? All major credit cards are accepted
Check-in/check-out times: 3:00 PM check-in / 12:00 PM check-out
Are hotel rates commissionable? Rates are commissionable to NAE4-HA at 10%
Meeting Rooms
The Hotel is currently holding all meeting space and exhibit space for the 2015 NAE4-HA Conference pending the
Conference Committee’s final agenda. Hilton Portland & Executive Tower has 29 beautifully appointed and very
versatile meeting rooms with over 40,000 sq. ft. of flexible function space, including two ballrooms. The following
meeting space will accommodate our programs as follows:
Bid 2015 Appendix A
- 18-
General Session/Banquet Room Grand Ballroom
12,657 sq ft
Exhibit Hall – 75 8x10 Booths
Garage Exhibit Hall
26,000 sq ft
Committee Meetings (9 concurrent meetings) and Seminar Sessions (15 concurrent meetings)
Meeting Rooms
Broadway I
Galleria
Broadway II
Galleria II
Broadway III
Galleria III
Broadway IV
Grand Ballroom
Cabinet Suite
Parlor A
Council
Parlor B
Director
Parlor C
Executive
Plaza Suite
Forum Suite
Senate
Pavilion East
Studio
Pavilion West
Alexander’s
Salon Ballroom I
Salon Ballroom II
Registration and headquarters room availability:
The Hotel is offering a registration area and office complimentary and on a 24-hour hold.
Internet/ wireless availability and cost:
The Hotel is offering the 2015 NAE4-HA Conference complimentary internet in all guest rooms. Internet access is
complimentary in the Hotel lobby. (The hotel traditionally charges $9.95/24hours.)
Facility Costs:
The Hotel is able to offer each of the ballroom meeting spaces on a complimentary basis with a minimum food &
beverage expenditure of $120,000.
Exhibit Space
Size in Sq. Ft. and Ceiling Height: 26,000 sq ft – 9’ ceiling
Maximum Number of 10' wide X 8' deep Booths: 75 8x10 Booths
Rental Rate: The Hotel is able to offer a reduced rental of $3,500 per day for use of our Garage Exhibit Hall. In
addition, they will waive the standard fees for use of our exhibit tables. Hotel will provide one draped 6’ or 8’ table
per booth at no charge.
What, if any other fees would Association incur for exhibit Facility?
Shipping, drayage, labor, audio visual
Parking Availability/Costs:
The parking cost for overnight is $20 for self-parking and $25 for valet. The Hotel will offer five VIP parking passes
with in-and-out privileges per day for use by NAE4-HA.
Number of Restaurants within Facility: The Hotel has two on-site restaurants serving breakfast, lunch, and dinner
each day. They also have two on-site lounges.
Bid 2015 Appendix A
- 19-
Number of restaurants within 1-2 Blocks: Located in the heart of downtown Portland, the Hotel is within walking
distance of more than forty great restaurants. Within a two block radius they have great steak houses, Asian fusion,
Italian, American, Fresh Seafood, as well as fast food options such as Subway, Carl’s Junior, McDonald’s, Pizza
Schmizza, and a great food court at Pioneer Place Mall which is just one block East of the Hilton.
Number of Elevators, if used, in Meeting Room Facility: The Hotel has four guest elevators servicing all
guestroom floors and meeting spaces. They also have three service elevators and a freight elevator. The hotel will
provide access and full use of the freight elevators for the purposes of loading, unloading, and accessing the exhibit
space, audio-visual equipment, and other equipment as required.
ACCESSIBILITY: Are all Facilities handicap accessible? All of our facilities are ADA compliant. We have
guestroom inventory of 19 ADA rooms.
Labor: Union or Non-union? This is a Union Hotel
UNITE Hotel Employees and Restaurant Employees Union Local 9
This union covers the following departments: Food & Beverage, Guest Services, Housekeeping & Laundry
International Union of Operating Engineers Local Union NO. 701
This union covers the Engineers
Teamsters Local Union No. 305
This union covers the Garage Attendants
Transportation:
Transportation options to proposed site: The MAX light rail originates in baggage claim of Portland International
Airport and drops off just one short block north of us at Pioneer Square, the “living room” of Portland. The cost is just
$2.40 each way! Once in the downtown area, both our light rail and streetcar service are free of charge, making
exploring the city even easier! This Free Rail Zone covers 310 square blocks of downtown Portland.
Airport / Flights:
Portland International Airport (PDX) is served by 13 international and domestic airlines offering more than 200
scheduled passenger arrivals and departures daily. This extensive air service results in very competitive rates.
BID COMMITTEE CO-CHAIR
Virginia D. Bourdeau
4-H Science & Youth Camp Program Development, Oregon State Extension 4-H Youth Development
School of Social and Behavior Health Sciences,
College of Public Health and Human Sciences, Oregon State University
Oregon 4-H Center
5390 4-H Rd, NW
Salem, OR 97304
Phone: 503-371-7920
Email: [email protected]
BID COMMITTEE CO-CHAIR
Pamela Rose
County Leader for Marion and Polk Counties
4-H Family & Consumer Science/Expressive Arts Program Development, Oregon State Extension 4-H Youth Dev
School of Social and Behavior Health Sciences
College of Public Health and Human Sciences, Oregon State University
3150 Center St Rm 1361
Salem, OR 97301
Phone: 503-373-3774
Email: [email protected]
Bid 2015 Appendix A
- 20-
Conference Schedule
- 21-
2015 Proposed NAE4-HA National Conference Schedule –Portland, Oregon- Hosted by the OSUEA4-H Association
October 24, Sat.
7:30 All Day
TBD: Pre-Conference
Tours/Education
Programs
7:30 am- 5:00 pm
Operations Center Open
7:30 am- 3:00 pm
Information staffed @
Operations Center
8:00 am- Board
Breakfast
8:30-5:00 pm
Board Meeting with
lunch
10:00 am- 3:00 pm
Registration/
Information areas set up
3:00 pm- 6:00 pm
Registration/Information
areas open
Evening
Board Dinner – off site
6:30 pm Dinner Oregon
Conference Committee
meets
October 25, Sun.
7:30 am - Operations Center
Open
8:00 am – 11:00 am Board
Meeting
8:00 am – 5:30 pm Regis/
Info. open
8:00 am – noon Decoration
Set-up
8:00 am – 2:00 pm PreConference Tours/
Educational Programs
October 26, Mon.
7:00 am- 8:15 am Past
President’s Breakfast
7:00 am- 8:15 am Global
Citizenship Breakfast
7:00 am – 5:30 pm
Regist/Inforn open
7:00 am - Operations Center
7:00 am – noon Exhibit Hall
Check-in and Set-up
7:30 am Coffee
11:00 am– noon Nat.
Committee Leadership Teams
11:00 am Officer Candidate
Display Set-up
Noon: Oregon Conference
Committee Lunch-
8:00 am -10:00 am Business
Meeting 2
10:15 am- 11:15 am Keynote
11:15 am Candidate Displays
staffed
9:30 amFriends/Family/Retiree tour
1:00 pm – 2:00 pm First Time
Attendee Orientation
11:30- 5:30 pm Exhibit Hall
open
2:15 pm - 3:15 pm Committee
Meeting
11:30 – 12:45 pm Box
Lunches in Exhibit Hall
3:00 pm – 3:30 pm Welcome
Fall Snacks
3:30 pm – 5:00 pm
Business Meeting 1 &
Welcome Event-Ballroom
noon - 2:00 pm Life
Member’s Lunch
5:00 pm – 5:30 pm Officer
Candidate Displays staffed
1:00pm- 2:15pm Seminar
Session 1- 17 rooms
6:00- 7:00 pm Buses
Sequenced to Depart for
Opening Event
2:30 pm – 3:45pm Seminar
Session 2- 17 rooms
7:00 pm - Opening Event at
OMSI- Food stations, no host
beverages
noon - 3:00 pm State Officers
Leadership Lunch /Workshop
4:00 pm- 5:30 pm Committee
Meetings
6:00 pm States Night Out
7:30- 10:00pm “Craft &
Draft” Cultural Event @
Hilton Pavilion Ballroom
October 27, Tues.
7:00 am – 6:30 pm Regist/
Infor open
7:00 am - Operations Open
7:00 am – 8:00 am Poster
set up Poster Session 1
7:30 am Coffee
8:00 am – 9:00 am Business
Meeting 3
9:00 am – 10:00 am“State of
the Program” 4-H Counsel
and Head Q
9:30 am-Friends/ Family/
Retiree tour
10:30am – 12:45 pm
Regional Brunch
12:30 – 3:30 pm Exhibit Hall
Open
1:00pm – 2:00 pm Poster
Session 1 staffed
2:00 pm Poster take down
1:00 pm – 2:00 Committee
Meetings
2:15 pm – 3:30 pm Seminar
Session 3 - 17 rooms
3:30 pm Commercial
Exhibit Take down
3:45 pm- 5:00 pm Seminar
Session 4 - 17 rooms
Evening Event Dinner
Around the Town- on own $,
individual sign-ups with
group escorts to specific
restaurants or locations or on
own.
- 22-
October 28, Wed.
7:00 am – 6:30 pm Regist/
Infor open
7:00 am - Operations Center
Open
7:00 am- 8:15 am State &
National Staff Breakfast
7:30 am – 8:30 am Poster set
up- Poster Session 2
8:30 am – 9:45 am Seminar
Session 5
9:30 am-Friends/
Family/Retiree tour
10:00 am–11:15 am Seminar
Session 6- 17 rooms
11:30 pm –12:30 pm
Luncheon in the Ballroom
12:30 pm- 1:15 pm Luncheon
Speaker
1:30 -2:30 pm Poster Session
2 staffed
2:30 pm Poster Session take
down
1:30 pm – 3:00 pm
Committee Meetings
2:00 pm- 4:00 pm Super
Seminar
3:00 pm- 5:15 pm Awards
Program Rehearsal/ Photos
5:30 pm- 6:15 pm
Donor/Award Recipient
Reception
6:30 pm- Awards Banquet
9:00 pm Dance- Pavilion
October 29, Thurs.
7:00 am–noon Operations
Center open
8:30- 9:00 am Coffee, Fruit
& Scones
9:00 am–10:00 Business
meeting 4: new officer
installation,
10:00 am–10:15 Invitation to
2016 Conference
11:00 am–12:30 pm 20152016 Conference
committee’s Meet, Lunch
11:00 am–3:00 pm Board
Transition meeting and
Lunch
11:00 Optional Off-site
Education Session w/ Lunch
– separate fees apply
1:00 pm-5:00pm Optional
Off-site Education Seminars
w/o Lunch – separate fees
apply
Potential Speakers
and
Seminars on Wheels
- 23-
Potential Speakers
Oregon is a state committed to health and science endeavors. This is evident through our
industries, businesses, universities, recreational opportunities, and policies. We are reflecting this
commitment in the potential speakers being considered for the 2015 Conference.
First Lady Michelle Obama
First Lady Ms. Obama is an advocate for health issues for
children. A product of Chicago public schools, Mrs. Obama
studied sociology and African-American studies at Princeton
University. After graduating from Harvard Law School in 1988,
she joined the Chicago law firm Sidley & Austin. In 1996, Mrs.
Obama joined the University of Chicago with a vision of bringing
campus and community together. As Associate Dean of Student
Services, she developed the university's first community service
program, and under her leadership as Vice President of
Community and External Affairs for the University of Chicago
Medical Center, volunteerism skyrocketed. Promoting service and
working with young people has remained a staple of her career and
her interest. Continuing this effort now as First Lady, Mrs. Obama in 2010 launched Let’s
Move!, a campaign to bring together community leaders, teachers, doctors, nurses, moms and
dads in a nationwide effort to tackle the challenge of childhood obesity. Let’s Move! has an
ambitious but important goal: to solve the epidemic of childhood obesity within a generation.
She has often frequented the state of Oregon to visit her brother, Craig Robinson, men’s head
basketball coach at Oregon State University.
Cary Sneider
Cary Sneider is Associate Research Professor at Portland State
University in Portland, Oregon. He also serves as a consultant
for the office of the Superintendent for Public Instruction in the
state of Washington, where he if facilitating revision of the
state’s K-12 science education standards. He is currently cochair of the Planning Committee to develop the NAEP
Technology Framework, and occasionally consults for other
organizations including The Noyce Foundation and Achieve,
Inc. During the past ten years Dr. Sneider was Vice President
for Educator Programs at the Museum of Science in Boston,
where he led development and research interests have focused on helping students unravel their
misconceptions in science and on new ways to link science centers and schools to promote
student inquiry. Dr. Sneider served on the Committee On Science Education (COSE) from 1999
to 2003, and facilitated NRC workshops that laid the groundwork leading to Taking Science to
School and Learning Science Across Places and Pursuits The Contributions of Informal
Environments.
- 24-
Michael Brandwein
Michael Brandwein is an internationally recognized expert on
teaching and leading young people. Michael has made
presentations in all 50 of the states, most provinces of Canada,
and on 6 of the 7 continents. He is the author of three best-selling
books on the training and supervision of youth leaders, called
Training Terrific Staff, Super Staff SuperVision, and Learning
Leadership. He wrote and presented three Emmy® awardwinning public television programs about communicating with
young people which have been broadcast on PBS stations
throughout the U.S. Successful Meetings magazine selected Michael as one of the two “unique,
exceptional speakers who provide real entertainment value with important messages that
listeners can apply to their jobs immediately. Corporate meetings & Incentives magazine
identified Michael in as one of the 15 “sure thing speakers”.
Seminars on Wheels
We have a unique vision for the “Seminar on Wheels” portion of the 2015 NAE4-HA
Conference in Portland. We would like to pair the work of NAE4-HA Programs Sub committees
with the educational opportunities that exist within our greater Portland area and our Oregon 4-H
Youth Development partnerships.
The 2015 Planning Committee will work with each of the NAE4-HA Programs Subcommittees
to determine ways in which the priorities and goals of each of the committees could be reflected
and connected to a seminar on wheels option for conference participants. The following is a list
of possibilities for this vision:
Work Force Development and Career Exploration
 NIKE, Columbia Sportswear – fitness wear related industries
 Portland Zoo – teen work force program
 Food Innovation Center – research and product development
GPS & GIS


Showcase of Tech Wizards Programs
Geo spatial projects
Animal Science
 Guide Dogs for the Blind
 4-H farm projects/partnerships with Alpenrose Dairy, Jump4Joy Farm
Camping and Environmental Education
 4-H school gardens
 Alternative Energy exploration
- 25-
Area Tours
- 26-
Pre-Conference Tours
A myriad of possibilities exist for day or half-day long tours from Portland. We describe here some
of the most popular of these destinations.
Oregon Coast
Take a journey along Oregon’s breathtaking coastline. This stretch
of the Pacific features pristine beaches and rocky cliffs, whose
rugged beauty you’ve likely seen in magazines. The travel west
from Portland will go through the rain forests of the Coast
Mountain Range. Outcroppings of volcanic rock, such as the
famous "Haystack Rock.", will beg you to keep your camera at
your side. One can learn about the natural, regional, and Native
American history. Highlights include specialty shops, art galleries,
antique stores, walks among ancient forests and of course the beach!
Winery Tour
Just southwest of Portland lies the heart of Oregon Wine Country. Savor awardwinning Pinot Noir, Pinot Gris, Chardonnay and Riesling while your designated driver
guides you through the rolling hills of the picturesque Willamette
Valley. Visit Oregon’s premier wineries and also obtain rare
access to private boutique wineries where you may be able to taste
and meet with the winemakers and winery owners. Each estate
visit is unique and fascinating, as you meet the passionate men and
women who make some of the world’s greatest wine.
Columbia Gorge
The Columbia River Gorge is a designated National Scenic Area, and
within a few minutes, you’ll see why. Bring your camera for this tour,
as we travel east from Portland on the Columbia River Highway,
stopping at waterfalls and viewpoints. One of the stops will be Vista
House, with a view that will take your breath away. The tour would
include a stop at Multnomah Falls. At a total height of 620 feet, it is
Oregon’s tallest—and many say most beautiful—waterfall.
Evergreen Aviation and Space Museum
Near wine country is the charming town of McMinnville, where a tour could include the exploration of
the Evergreen Aviation and Space Museum. This custom-built facility houses over 50 aircraft, including
the famous “Spruce Goose”.
- 27-
Facilities
- 28-
Business Center:
Full-service Business Center, including stateof-the-art computer work stations for guests,
is staffed Monday through Friday and
accessible 24 hours a day with a room key.
www.portland.hilton.com
921 Southwest Sixth Avenue
Portland, Oregon 97204
Tel: (503) 226-1611
Hotel Fax: (503) 220-2565
Sales Department Fax: (503) 220-2293
Guest Accommodations:
Hilton Portland
Number of rooms: 455 (including 7 suites)
Location:
In the center of downtown Portland’s business
and entertainment districts. Close to the
Portland Center for the Performing Arts, Arlene
Schnitzer Concert Hall, Oregon Historical
Society, Portland Art Museum, Pioneer Place
shopping mall, Nordstrom, Niketown, OMSI
and the Washington Park Zoo. Nine miles from
Portland International Airport
Meeting/Banquet Facilities:
• 40,000 sq. ft. of PCMA verified meeting
space including 30 function rooms and a
26,000 sq. ft. Exhibit Hall can be combined to
a total of 66,000 sq. ft.
• For banquets, meetings, and exhibits, the
Grand Ballroom seats up to 1,070 guests.
• 30 function rooms strategically located
throughout the hotel.
• A full service Business Center is also
available accommodating the FAXing,
laser printing and photocopying needs
of the busy traveler.
Meeting Equipment: Portable staging,
standing and table top podiums, portable
whiteboards, easels, flip charts, audio visual
equipment and services, teleconferencing
capabilities and multilingual translation
capabilities are available in-house.
Hilton Portland Executive Tower
Number of rooms: 327 (including 2 suites)
Total Rooms:
782 (including 9 suites)
Guest rooms and suites feature high-speed
Internet access, the Hilton Serenity Bed, a
coffeemaker with complimentary coffee, two
dual-line phones with voicemail and data ports,
large work desk with desk-level outlets, iron &
ironing board, hairdryer, electronic locks,
Internet access via television, pay-per-view
movies, video games and free HBO.® Executive
Tower rooms & suites also feature bottled
water, robes and umbrellas.
Grand Ballroom
Dining and Entertainment:
Porto Terra Tuscan Grill & Bar: Enjoy Porto
Terra’s eclectic menu created from absolutely
the finest ingredients of the Northwest. From
our Tillamook cheeseburger to our fantastic
risotto with local Dungeness crab, you are sure
to find something simply irresistible.
Guest Services:
• Business center
• Multilingual staff
• Valet and self-parking
• Valet/laundry
• Gift shop
• Concierge staff
• Video checkout – Zip-In Check-In
Athletic Club:
Located on the Plaza Level, our 12,000 sq. ft.
Athletic Club includes an indoor swimming
pool, whirlpool, sauna, steam, cardio-vascular,
free weights and weight lifting equipment.
Licensed massage therapists, registered
dieticians and fitness trainers are available
daily. The Executive Tower also has its own
fitness room on the 11th floor.
Hilton HHonors®
• Hilton HHonors members can earn
both Points & Miles® for the same stay at
most any rate.
• With the Hilton HHonors Event Planner
program, Event Planners can earn Points &
Miles for qualifying events. Ask your sales
person for details.
Bistro 921: On the Lobby Level, this casual
dining restaurant is open daily for breakfast,
lunch and dinner. It features a large selection of
sandwiches, salads, pastas, pizzas and other
popular selections.
Meeting, Convention & Banquet Facilities
Bistro 921 Bar: Open daily with a bar menu of
sandwiches, appetizers and pizzas. Enjoy your
favorite libations, including Northwest wines by
the glass and local microbrews, while watching
our 3 screen video wall.
Room Service: Served 6:00a.m. - 12 midnight
Porto Terra Tuscan Grill & Bar
Hilton HHonors membership, earning of Points & Miles®, and redemption of
points are subject to HHonors Terms and Conditions. 2/07 10M PDXPHHH
Printed in USA. HSM/Swafford&Co 35913. ©2007 Hilton Hospitality, Inc.
- 29-
Function Space Capacities
LxWxH
Square Feet
Theatre
Classroom (3 per 6)
Conference
Banquet (Rounds of 10)
Reception
U-Shape
Hollow Square
Exhibits (8 x 10)
All function space
dimensions and
capacities have
been P.C.M.A verified
Forum Suite
48 x 15 x 8’6”
720
70
48
36
50
70
34
37
—
Council Suite
49 x 15 x 8’6”
735
70
48
36
50
70
34
37
—
Directors Suite
36 x 15 x 8’6”
540
48
36
24
40
50
22
25
—
Studio Suite
36 x 15 x 8’6”
540
48
36
24
40
50
22
25
—
Executive Suite
23 x 15 x 8’6”
345
30
18
18
30
30
18
21
—
Senate Suite
23 x 15 x 8’6”
345
30
18
18
30
30
18
21
—
Cabinet Suite
23 x 8 x 8’6”
260
20
12
12
20
20
15
—
—
Boardroom East
19 x 11 x 8’6”
209
—
—
10
10
—
—
—
—
Boardroom West
22 x 11 x 8’6”
242
—
—
10
10
—
—
—
—
84 x 84 x 16’9”
6,520
600
280
—
480
600
100
120
28
Pavilion East
44 x 84 x 16’9”
3,365
250
110
75
230
300
60
80
—
Pavilion West
42 x 84 x 16’9”
3,106
250
110
75
210
250
60
80
—
104 x 26 x 10’
2,706
260
130
60
220
260
60
90
14
26 x 26 x 10’
676
65
35
24
50
50
24
30
—
Plaza Foyer
—
4,000
—
—
—
—
320
—
—
—
Plaza Suite
31 x 16 x 8’6”
496
—
—
18
—
—
—
—
—
147 x 87 x 18’
12,657 1,150 650
—
—
—
70
I
78 x 87 x 18’
6,786
560
320
—
550
780
—
—
36
II
47 x 87 x 18’
4,089
350
200
—
320
470
—
—
24
GBR I/II
125 x 87 x 18’
10,875
950
575
—
870 1,250
—
—
62
Ballroom Foyer
123 x 26 x 9’
3,198
—
—
—
—
300
—
—
18
Parlor A+B+C
22 x 81 x 9’8”
1,782
180
112
—
140
135
—
—
12
Parlors A/B/C (ea)
22 x 27 x 9’8”
594
50
30
20
40
50
20
26
—
98 x 38 x 9’7”
3,724
300
140
—
300
320
—
—
20
Galleria North
48 x 38 x 9’7”
1,824
175
70
44
150
160
39
48
9
Galleria South
48 x 38 x 9’7”
1,824
175
70
44
150
160
39
48
9
I
33 x 38 x 9’7”
1,254
75
35
22
60
90
—
—
—
II
36 x 38 x 9’7”
1,368
120
60
34
100
110
—
—
—
III
29 x 38 x 9’7”
1,102
75
35
22
60
90
—
—
—
3RD FLOOR
CONFERENCE LEVEL
3RD FLOOR CONFERENCE LEVEL
Windows
BOARDROOM
EAST
DIRECTORS
COUNCIL
FORUM
Windows
STUDIO
BOARDROOM
WEST
SENATE
EXECUTIVE
CABINET
Windows
Windows
PLAZA LEVEL
BALLROOM LEVEL
PLAZA LEVEL
Windows
Pavilion
Windows
PAVILION
PARLOR
A
Windows
Windows
Banquet Kitchen
EAST
Pool
WEST
Broadway
GRAND BALLROOM
I/II/III/IV (ea)
B
II
I
C
BALLROOM LEVEL
Athletic Club
PLAZA FOYER
Banquet
Kitchen
BALLROOM FOYER
PLAZA
SUITE
GALLERIA
NORTH
BROADWAY
IV
III
II
I
III
Windows
SOUTH
II
I
Access to
Exhibit Hall
Grand Ballroom
Galleria
HILTON PORTLAND EXECUTIVE TOWER
EXECUTIVE
TOWER
BOARDROOM
1,070 1,500
III
HILTON PORTLAND EXECUTIVE TOWER
SALON
BALLROOM
II
SALON FOYER
I
- 30-
Boardroom
20 x 17 x 9’6”
400
—
—
12
—
—
—
—
—
Salon Ballroom
74 x 28 x 12’
2,192
230
120
—
180
250
—
—
—
Salon Ballroom I/II/III (ea)
25 x 28 x 12’
740
70
40
25
50
70
25
40
—
Salon Ballroom I/II
50 x 28 x 12’
1,480
140
80
50
130
140
—
80
—
29 x 30 x 12’
870
—
—
—
—
60
—
—
—
Salon Foyer
Function Space Capacities
LxWxH
Square Feet
Theatre
Classroom (3 per 6)
Conference
Banquet (Rounds of 10)
Reception
U-Shape
Hollow Square
Exhibits (8 x 10)
All function space
dimensions and
capacities have
been P.C.M.A verified
Forum Suite
48 x 15 x 8’6”
720
70
48
36
50
70
34
37
—
Council Suite
49 x 15 x 8’6”
735
70
48
36
50
70
34
37
—
Directors Suite
36 x 15 x 8’6”
540
48
36
24
40
50
22
25
—
Studio Suite
36 x 15 x 8’6”
540
48
36
24
40
50
22
25
—
Executive Suite
23 x 15 x 8’6”
345
30
18
18
30
30
18
21
—
Senate Suite
23 x 15 x 8’6”
345
30
18
18
30
30
18
21
—
Cabinet Suite
23 x 8 x 8’6”
260
20
12
12
20
20
15
—
—
Boardroom East
19 x 11 x 8’6”
209
—
—
10
10
—
—
—
—
Boardroom West
22 x 11 x 8’6”
242
—
—
10
10
—
—
—
—
84 x 84 x 16’9”
6,520
600
280
—
480
600
100
120
28
Pavilion East
44 x 84 x 16’9”
3,365
250
110
75
230
300
60
80
—
Pavilion West
42 x 84 x 16’9”
3,106
250
110
75
210
250
60
80
—
104 x 26 x 10’
2,706
260
130
60
220
260
60
90
14
26 x 26 x 10’
676
65
35
24
50
50
24
30
—
Plaza Foyer
—
4,000
—
—
—
—
320
—
—
—
Plaza Suite
31 x 16 x 8’6”
496
—
—
18
—
—
—
—
—
147 x 87 x 18’
12,657 1,150 650
—
—
—
70
I
78 x 87 x 18’
6,786
560
320
—
550
780
—
—
36
II
47 x 87 x 18’
4,089
350
200
—
320
470
—
—
24
GBR I/II
125 x 87 x 18’
10,875
950
575
—
870 1,250
—
—
62
Ballroom Foyer
123 x 26 x 9’
3,198
—
—
—
—
300
—
—
18
Parlor A+B+C
22 x 81 x 9’8”
1,782
180
112
—
140
135
—
—
12
Parlors A/B/C (ea)
22 x 27 x 9’8”
594
50
30
20
40
50
20
26
—
98 x 38 x 9’7”
3,724
300
140
—
300
320
—
—
20
Galleria North
48 x 38 x 9’7”
1,824
175
70
44
150
160
39
48
9
Galleria South
48 x 38 x 9’7”
1,824
175
70
44
150
160
39
48
9
I
33 x 38 x 9’7”
1,254
75
35
22
60
90
—
—
—
II
36 x 38 x 9’7”
1,368
120
60
34
100
110
—
—
—
III
29 x 38 x 9’7”
1,102
75
35
22
60
90
—
—
—
3RD FLOOR
CONFERENCE LEVEL
3RD FLOOR CONFERENCE LEVEL
Windows
BOARDROOM
EAST
DIRECTORS
COUNCIL
FORUM
Windows
STUDIO
BOARDROOM
WEST
SENATE
EXECUTIVE
CABINET
Windows
Windows
PLAZA LEVEL
BALLROOM LEVEL
PLAZA LEVEL
Windows
Pavilion
Windows
PAVILION
PARLOR
A
Windows
Windows
Banquet Kitchen
EAST
Pool
WEST
Broadway
GRAND BALLROOM
I/II/III/IV (ea)
B
II
I
C
BALLROOM LEVEL
Athletic Club
PLAZA FOYER
Banquet
Kitchen
BALLROOM FOYER
PLAZA
SUITE
GALLERIA
NORTH
BROADWAY
IV
III
II
I
III
Windows
SOUTH
II
I
Access to
Exhibit Hall
Grand Ballroom
Galleria
HILTON PORTLAND EXECUTIVE TOWER
EXECUTIVE
TOWER
BOARDROOM
1,070 1,500
III
HILTON PORTLAND EXECUTIVE TOWER
SALON
BALLROOM
II
SALON FOYER
Boardroom
20 x 17 x 9’6”
400
—
—
12
—
—
—
—
—
Salon Ballroom
74 x 28 x 12’
2,192
230
120
—
180
250
—
—
—
Salon Ballroom I/II/III (ea)
25 x 28 x 12’
740
70
40
25
50
70
25
40
—
Salon Ballroom I/II
50 x 28 x 12’
1,480
140
80
50
130
140
—
80
—
29 x 30 x 12’
870
—
—
—
—
60
—
—
—
Salon Foyer
I
- 31-
Business Center:
Full-service Business Center, including stateof-the-art computer work stations for guests,
is staffed Monday through Friday and
accessible 24 hours a day with a room key.
www.portland.hilton.com
921 Southwest Sixth Avenue
Portland, Oregon 97204
Tel: (503) 226-1611
Hotel Fax: (503) 220-2565
Sales Department Fax: (503) 220-2293
Guest Accommodations:
Hilton Portland
Number of rooms: 455 (including 7 suites)
Location:
In the center of downtown Portland’s business
and entertainment districts. Close to the
Portland Center for the Performing Arts, Arlene
Schnitzer Concert Hall, Oregon Historical
Society, Portland Art Museum, Pioneer Place
shopping mall, Nordstrom, Niketown, OMSI
and the Washington Park Zoo. Nine miles from
Portland International Airport
Meeting/Banquet Facilities:
• 40,000 sq. ft. of PCMA verified meeting
space including 30 function rooms and a
26,000 sq. ft. Exhibit Hall can be combined to
a total of 66,000 sq. ft.
• For banquets, meetings, and exhibits, the
Grand Ballroom seats up to 1,070 guests.
• 30 function rooms strategically located
throughout the hotel.
• A full service Business Center is also
available accommodating the FAXing,
laser printing and photocopying needs
of the busy traveler.
Meeting Equipment: Portable staging,
standing and table top podiums, portable
whiteboards, easels, flip charts, audio visual
equipment and services, teleconferencing
capabilities and multilingual translation
capabilities are available in-house.
Hilton Portland Executive Tower
Number of rooms: 327 (including 2 suites)
Total Rooms:
782 (including 9 suites)
Guest rooms and suites feature high-speed
Internet access, the Hilton Serenity Bed, a
coffeemaker with complimentary coffee, two
dual-line phones with voicemail and data ports,
large work desk with desk-level outlets, iron &
ironing board, hairdryer, electronic locks,
Internet access via television, pay-per-view
movies, video games and free HBO.® Executive
Tower rooms & suites also feature bottled
water, robes and umbrellas.
Grand Ballroom
Dining and Entertainment:
Porto Terra Tuscan Grill & Bar: Enjoy Porto
Terra’s eclectic menu created from absolutely
the finest ingredients of the Northwest. From
our Tillamook cheeseburger to our fantastic
risotto with local Dungeness crab, you are sure
to find something simply irresistible.
Guest Services:
• Business center
• Multilingual staff
• Valet and self-parking
• Valet/laundry
• Gift shop
• Concierge staff
• Video checkout – Zip-In Check-In
Athletic Club:
Located on the Plaza Level, our 12,000 sq. ft.
Athletic Club includes an indoor swimming
pool, whirlpool, sauna, steam, cardio-vascular,
free weights and weight lifting equipment.
Licensed massage therapists, registered
dieticians and fitness trainers are available
daily. The Executive Tower also has its own
fitness room on the 11th floor.
Hilton HHonors®
• Hilton HHonors members can earn
both Points & Miles® for the same stay at
most any rate.
• With the Hilton HHonors Event Planner
program, Event Planners can earn Points &
Miles for qualifying events. Ask your sales
person for details.
Bistro 921: On the Lobby Level, this casual
dining restaurant is open daily for breakfast,
lunch and dinner. It features a large selection of
sandwiches, salads, pastas, pizzas and other
popular selections.
Meeting, Convention & Banquet Facilities
Bistro 921 Bar: Open daily with a bar menu of
sandwiches, appetizers and pizzas. Enjoy your
favorite libations, including Northwest wines by
the glass and local microbrews, while watching
our 3 screen video wall.
Room Service: Served 6:00a.m. - 12 midnight
- 32Porto Terra Tuscan Grill & Bar
Hilton HHonors membership, earning of Points & Miles®, and redemption of
points are subject to HHonors Terms and Conditions. 2/07 10M PDXPHHH
Printed in USA. HSM/Swafford&Co 35913. ©2007 Hilton Hospitality, Inc.
Imagine a hotel company dedicated to delivering your success...
The Hilton desire to be the best only can be satisfied by making you the best.
Building on our rich heritage in the meetings business, our goal is simple: lasting
relationships through memorable performances. Trust and integrity are our
commitments while concise understanding of objectives, creative solutions and
technology serve as our platform. Hilton endeavors to be the best to do business
with, and you earn the kudos that come from brilliant delivery!
Personalized Online Group Page
A personalized web page for your attendees to book reservations directly online
• Customize with your program
• Customize with your logo
Interfaces with Guest List Manager, Hilton's proprietary tool that provides you with
24/7 access to manage your block.
Group Code Reservations
Your attendees can make, change or cancel reservations directly from their PC
• Accurate and timely reservations
• Easy for the meeting professional
Interfaces with Guest List Manager, Hilton's proprietary tool that provides you with 24/7
access to manage your block.
RAPID! - Reservations Automated Processing Input and Delivery System
Flawless and expedited reservation processing straight from your rooming list into our system
• Accurate and efficient reservations • Added security with credit card encryption built in
• Eliminates dual entry process
Interfaces with Guest List Manager, Hilton's proprietary tool that provides you with 24/7 access to
manage your block.
G.R.I.P. - Group Reservations Identification Program
The ability to locate all attendees booked outside of the block at Hilton
• Accurate and detailed identification of attendee booking behavior
• Ability to encourage attendees booking outside the block to rebook under the
group code
• Accurate credit for history, comps and in some instances toward attrition
Interfaces with Guest List Manager, Hilton's proprietary tool that provides you with 24/7
access to manage your block.
Post-Event Service Commitment
Timely billing and post-event reporting to help you make future business decisions
• Master account delivered in 5 business days
• Event manager approves accuracy before you receive invoice
• Post-event report delivered in 14 business days
e-Events - www.e-events.hilton.com
Guest List Manager
With e-Events, you can book your event from start
to finish online
• Confirm guest rooms and select meeting space
• Order food and beverage
• Arrange audio/visual equipment
Instant online access to your group reservation details
and guest room information through your Hilton HHonors®
or Fast Reservations profile - visit the Groups and Meetings
page on Hilton.com and select the “Guest List Manager” tab.
• View guest rooms booked for your event
• Reserve rooms on behalf of your guests
• Effectively manage your room blocks
Our ability to achieve success depends on your success. That is why Hilton is committed to be your best resource in meeting
planning. Providing no cost, labor saving tools and services to our valuable group planners at participating Hilton hotels.
We are committed to continuing our development in technology and service standards to help you meet your goals.
- 33-
www.hiltondirect.com
- 34-
- 35-
Getting to Know
Portland, Oregon
- 36 -
Portland Area Attractions
Portland has a wide range of fun and inviting attractions — these are a few of our favorites. All
of these attractions can be reached by either a short walk, a ride on the max-rail, or a short taxi
ride away from the Hilton.
International Rose Test Garden
Portland’s International Rose Test Garden is the oldest official
continuously operated public rose test garden in the United States. Each
year hundreds of thousands of visitors from around the world enjoy the
sights and scents of the gardens. The garden’s spectacular views and
more than 8,000 roses make it one of the city’s most notable signature
landmarks. Located in Washington Park. The best rose-viewing months
are May-September. Open daily; free. 400 S.W. Kingston Ave.
503.823.3636 More info >>
Lan Su Chinese Garden
A year-round wonder, the Lan Su Chinese Garden is an authentically built
Ming Dynasty style garden. Covered walkways, bridges, pavilions and a
richly planted landscape frame a picturesque lake in this urban oasis built by
artisans from Portland’s sister city of Suzhou. Public and audio tours are
available, and the garden’s teahouse serves light snacks and traditional teas.
Lan Su hosts many events, including a two-week Chinese New Year
celebration and summer concerts. Open daily; admission charged. Northwest
Third Avenue and Everett Street 503.228.8131 More info >>
Oregon Zoo
At the Oregon Zoo, you can travel around the world in an
afternoon, observing more than 2,000 animals from around
the world, from agouti (a rainforest rodent) to zebra. This
conservation zoo is renowned for its Asian elephant breeding
program.
The zoo is located in Washington Park, five minutes from downtown on Highway 26 West, or
about 10 minutes via MAX light rail (Blue or Red line, Washington Park stop). Open daily;
admission charged. 4001 S.W. Canyon Road 503.226.1561 More info >>
- 37 -
Pittock Mansion
High in the West Hills of Portland, Pittock Mansion soars 1,000
feet above the city’s skyline. A century-old symbol of
Portland’s dramatic transformation from a small lumber town to
a bustling city, it’s an architectural wonder. With pictureperfect views of rivers, forests, bridges and mountaintops —
and 23 storied rooms teeming with treasures — no other place
in town offers a more breathtaking view or a more revealing glimpse of Portland’s past. Open
daily; admission charged. 3229 N.W. Pittock Drive 503.823.3623 More info >>
Portland Art Museum
Find out why the oldest museum in the Northwest, the Portland Art
Museum, is internationally renowned for exciting art experiences. Located
in the heart of downtown’s cultural district, the museum’s campus
includes an outdoor sculpture court and historical interiors. Tour the world
and travel through history in magnificent permanent collection galleries
(featuring an extensive collection of Native American art), six stories of
modern art and special exhibitions. Each Sunday features activities for
families.
Open daily; admission charged. Children 17 and under free. Admission is free on the fourth
Friday of every month from 5-8 p.m. The museum also offers four free Sundays a year (check
calendar). 1219 S.W. Park Ave. 503.226.2811 More info >>
Portland Farmers Market
Widely considered one of the world’s finest farmers’ markets,
the Portland Farmers Market operates a six weekly markets,
spring through fall. In addition to fresh produce, the market is a
go-to spot for prepared food items, as well as cheeses, meats,
flowers and more.
The flagship market is held on Saturdays in the South Park Blocks at Portland State University,
March-December. On Mondays, the market comes to Pioneer Courthouse Square (JuneOctober), and Wednesday’s market is held in the South Park Blocks of the Cultural District
(May-October). More info >>
Portland Japanese Garden
In the scenic hills above Washington Park, the Japanese Garden
is a haven of tranquil beauty which has been proclaimed one of
the most authentic Japanese gardens outside of Japan.
Encompassing 5.5 acres and five separate garden styles, the
Garden includes an authentic Japanese Tea House, meandering
- 38 -
streams, intimate walkways and an unsurpassed view of Mount Hood. Guided tours are included
with cost of admission. Open daily; admission charged. 611 S.W. Kingston Ave. 503.223.1321
More info >>
Portland Saturday Market
Enjoy a distinctive experience at Portland Saturday Market, the nation’s
largest weekly open-air arts and crafts market. Stroll down row upon row
of unique creations made by the people who sell them, and enjoy live
music and international snacks. Located in Waterfont Park, at the
Skidmore Fountain MAX station. Make a $25 purchase and receive a free
TriMet ticket or a two-hour parking validation at any Smart Park garage.
Open rain or shine, Saturday from 10 a.m. to 5 p.m. and Sunday from 11
a.m. to 4:30 p.m., March through December 24; free. Southwest Ankeny
Street & Naito Parkway 503.222.6072 More info >>
Powell's City of Books
From humble storefront beginnings in 1971, Powell’s has
grown into a Portland landmark and one of the world’s great
bookstores. Covering an entire city block, Powell’s City of
Books contains more than 1.5 million books in 3,500 different
sections. Get a cup of joe at the in-store coffee shop, grab a map
to the nine color-coded rooms, and lose yourself in the largest
used and new bookstore on Earth. Open 9 a.m.-11 p.m., 365 days a year; free. 1005 W. Burnside
St. 503.228.4651 More info >>
Information Courtesy of Travel Oregon. Read more at: http://www.travelportland.com/
- 39 -
Enjoying Dinner (and Shopping!)
in Downtown Portland
So many restaurants, so little time!
Twenty years ago, Portland was no place to go for a
culinary adventure. Now restaurants, microbreweries,
and wineries, along with cooking schools increasingly
dot the landscape. Fresh ingredients play a big role in
Portland, especially fresh catch from the sea or farm
grown produce from fertile surrounding acreage.
Portland's top chefs, often spotted at the Portland
Farmers Market, are forever sniffing out sources for
revitalizing their already fresher-than-fresh menus.
Use the Portland Dining Guide link to Downtown
Portland (http://portland.diningguide.com/dl1dt.htm) to find reviews of restaurants for your
states night out and the Night on the Town. We want you to have time to enjoy Oregon’s major
city! The link provided focuses on restaurants in the areas near our hotel. We’ll provide a list of
restaurants which can handle states night out groups in 2015.
A Portland Streetcar stop is just four blocks west of the Hilton. It can take you to North West
Portland’s famous Pearl District for high end shopping and dining. On the route of the new
Portland Streetcar, BridgePort Brewing Company, Oregon's first craft brewery, is in a building
once housing a factory that made ropes for sailing vessels, and its tasting room overlooks copper
brew tanks imported from Bavaria. Also from the Streetcar you can reach the Deschutes
Brewery Resturant, Seres Restaurant, Bluehour, Henry’s 12 th St Tavern, Irving Street Kitchen,
Metovino and Oba!.
On Saturday and Sunday an amazing open-air Market is located under the west end of the
Burnside Street Bridge in the Old Town neighborhood. The market has food, clothes, art and
pottery. Take the Red or Blue Max at Pioneer Courthouse Square and get off at Burnside.
In the Hilton’s neighborhood you’ll find amazing dining too. Starting with your morning
refreshment needs, there is a Starbucks at 6th and Salmon Streets, across from the hotel. Within
three blocks are the Heathman Restaurant and Bar, Nel Centro, TartBerry Frozen Yogurt, Ruth’s
Chris Steak House, and the Pioneer Place Shopping Center. If you cast your net a little wider,
you’ll find these restaurants within an 8 block walk: McCormick & Schmick’s, Veritable
Quandary (find your inner Portlandia here), Rock Bottom
Restaurant and Brewery, Buffalo Wild Wings, Jakes Grill,
<Moonstruck Chocolate Café, Huber’s and Mother’s Bistro &
Bar.
Whichever restaurants you choose, you’re sure to have a great
time in Portland, Oregon!
- 40 -
Arriving in Portland and getting to the Hilton Portland & Executive
Tower Hotel
Arriving by Plane
Portland International Airport (PDX) is located 10 miles northeast of downtown Portland,
adjacent to the Columbia River. There are information booths in the baggage-claim area where
you can pick up maps and find out about transportation into the city. During peak arrival times
for conference participants there will be NAE4HA 2015 Conference greeting committee
members to assist you with finding your way into Portland.
From the Airport to Downtown and Back
Portland’s light rail, called MAX, has a Red Line station at the
airport. The train operates daily every 15 minutes between 5 AM and
midnight. The trip from the airport to Pioneer Courthouse Square in
downtown Portland takes approximately 45 minutes. The adult fair is
currently (2012) $2.30. The Hilton is just three blocks south of the
MAX stop at Pioneer Courthouse Square on Morrison Street. When
returning to the airport travelers will board the Red Line MAX on the
Yamhill Street side of Pioneer Courthouse Square.
A taxi to downtown costs between $35 and $40 from the airport.
Arriving by Train: Amtrak
The Amtrak is an economical and easy way for our neighbor state members to arrive in Portland.
Amtrak trains stop at the historic Union Station on SW Sixth Street, about 10 blocks from the
heart of downtown Portland. The MAX Yellow and Green lines both run past Union Station and
will take you into downtown Portland. The cross street for the Hilton is Taylor Street. This
MAX trip in the downtown area is in the fare-less zone, where rides are currently free.
Enjoying Portland while you are here
Go to http://www.frommers.com/destinations/portlandor/ for Frommer’s travel
guide slide show of Portland and other great information to plan your trip.
- 41 -
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Budget
- 43-
2015 NAE4-HA Conference Budget Proposal
Hosted by OSUEA4-HA in Portland, Oregon
5110 Speakers - Pamela Rose
Two Speakers + expenses
TOTAL
40,000.00
40,000.00
TOTAL
3,600.00
70.00
3,670.00
TOTAL
3,000.00
400.00
3,400.00
TOTAL
1,500.00
1,500.00
TOTAL
2,000.00
1,600.00
4,000.00
7,600.00
TOTAL
40,000.00
1,000.00
25,650.00
4,750.00
1425.00
1,150.00
73,975.00
TOTAL
1,100.00
400.00
1,500.00
TOTAL
12,692.00
3,750.00
27,847.25
10,000.00
3,750.00
31,663.50
3,750.00
33,250.00
3,000.00
400.00
800.00
61,750.00
200.00
7,792.00
200,644.75
5111 Seminars on Wheels – Lynette Black
Transportation – Blueline Charter, 5 hrs @ $600 (6 seminars)
Snacks/water/printing/misc.
5115 Educational Exhibits - Lynette Black
Poster boards 50 boards @ $60.00 each x (2 days)
Chart paper/markers/printing
5120 Evaluation - Mary Arnold
Instrument/data collection/analysis/report
5130 Media / Printing
Proceedings
Banquet awards booklet (1000 people @ $1.60)
Z-card map/schedule
5200 OPERATIONS DIVISION
5212 Equipment Rental – Amy Derby
Ball room AV & banquet lighting
Swank - other, hang banners, etc.
Room AV – Seminar: 18 seminar rooms, $475/day, 3 days
Room AV- Pre-Conf Education Programs: 5 rooms, $475/day, 2 days
Room AV- NAE4HA Board: 1 room, $475/day, 3 days
Office supplies/misc./copier rental conf. HQ
5215 Signage
OMSI signs/general signage
Bridge Lighting Fee
5220 Meals (inflation + 22% SC included) – Amy Derby
Sunday Welcome Snacks
Monday Business Meeting coffee/tea (50 @ $75/gallon)
Monday lunch (box in Exhibit Hall)
Monday Evening Event Snack Trays
Tuesday Business Meeting coffee/tea (50 @ $75/gallon)
Tuesday regional brunch
Wednesday am break, coffee/tea (50 @ $75/gallon)
Wednesday Luncheon
Wednesday donor reception food
Wednesday donor reception cash bars
Wednesday banquet cash bars
Wednesday awards banquet dinner
Wednesday dance cash bar
Thursday morning coffee, fruit, scones
5230 Special Event Meals (w/SC incl) – Amy Derby
Board Functions
Saturday board breakfast
Saturday board coffee/tea (3 @ $75/gallon)
Saturday board lunch
Sunday board breakfast
Sunday board coffee/tea (3 @ $75/gallon)
Thursday Board Transition meeting Lunch
Conference Committee Functions
999.90
225.00
1,318.50
999.90
225.00
1,318.50
- 44-
Saturday Conference Committee dinner
Sunday Conference Committee box lunch
Thursday Conference Committee 2015-2016 Transition Lunch
Complementary meals for conference dignitaries
Optional Functions tbd – pass through $
First Timer Attendee Orientation snack
Monday past presidents breakfast
Monday Global Citizenship breakfast
Monday Life Member lunch
Monday State Officers Leadership Lunch
Wednesday State & National Staff Breakfast
2,700.00
2,100.00
2,700.00
1,000.00
TOTAL
1,250.00
666.60
3,333.00
879.00
4,175.25
6,666.00
30,556.65
2000.00
2000.00
5,000.00
5,000.00
TOTAL
8,750.00
45,000.00
500.00
4,664.80
58,914.80
TOTAL
2,000.00
3,300.00
1,600.00
795.00
300.00
7,995.00
TOTAL
795.00
2,000.00
200.00
100.00
3,095.00
TOTAL
1,000.00
1,200.00
2,200.00
TOTAL
1,000.00
1,000.00
2,000.00
2,500.00
500.00
500.00
1,000.00
8,500.00
TOTAL
140.00
160.00
150.00
600.00
1,200.00
320.00
2,000.00
1,200.00
500.00
350.00
300.00
6,920.00
TOTAL
5240 Website
TOTAL
5310 Decorations
5321 Opening Event Sunday- Wendy Hein
Oregon Museum of Science & Industry (OMSI) - rent all spaces and exhibit halls
Catering dinner
Cash Bars
Buses R/T Hilton Hotel - OMSI
5322 Wine and Beer Tasting Monday - Wendy Hein
Rosewood Productions - management, tasting
Hilton beer/ wine corkage fees
Souvenir wine glass 800
Music
Printing vendor list
5323 Dance Wednesday - Wendy Hein
DJ
Casino Night
Casino prizes
Cash bar
5324 Other Entertainment - Wendy Hein
Entertainment at opening business meetings
Printing restaurant and sightseeing guides
5330 Awards and Recognition - Carole Smith
Photographer & photos for donors & award winners
Awards banquet emcee or 2, incl. expenses
Awards banquet, stage & table decorations
Awards & postage
Donors' Reception-photographer, photos, decorations
Music
Memorabilia gifts
5340 Hospitality – Jamie Davis and Jeremy Green
Welcome packet for spring board (40 @ $3.50)
Commercial exhibit set-up, welcome packet
First Timer workshop small gift ([email protected]$1.50)
Poster presenter & gift ([email protected]$3)
Workshop presenters ([email protected] $4)
Speaker/expert panel gifts ([email protected]$40)
Hospitality, snacks, beverages
Volunteer Gifts (youth, room host, etc)
Gift Packaging Supplies
Airport greeting station
Airport parking
- 45-
5410 Marketing/ Publicity - Patricia Dawson
Non-profit booth rental - corner slot
Promotional flyers (2,500) - color tri-fold from us
Pop-up Promo banner & backdrop
Save the date freebies with our logo (1500)/postcards
Shipping
Photographer present during entire conference
Video, skit, shirts, balloons, one free registration drawing, etc.
Graphic Artist
TOTAL
700.00
600.00
1,500.00
1,900.00
300.00
1,000.00
800.00
850.00
7,650.00
TOTAL
21,140.00
21,140.00
TOTAL
1,000.00
500.00
1,500.00
5420 Transportation - Maureen Hosty and Mike Knutz- See 5321 or pass thru expense
5430 Tours - Maureen Hosty and Mike Knutz
5440 Volunteers
Volunteer gift [email protected] $5
Volunteer parking
5510 Commercial Exhibits - Carolyn Ashton
Exhibitor lunch ([email protected] $25)
Security Guard Overnight
Rental of space $3,500/day x 2 days incl. 1 draped 6' table/8x10 booth and carpet
Exhibit divider curtains
TOTAL
5520 Donor Support
TOTAL
5530 Registration - Dave White
Printer/Copier (cartridges, paper)
Nametags (1000 @ $4)
Conference Bags - Reusable grocery bag $12 ea (1100)
Gift
Thumb drives
Shipping from Association Source
Rental fee- registration booth structure
TOTAL
200.00
4,000.00
13,200.00
500.00
4,000.00
400.00
1,200.00
23,500.00
100.00
100.00
TOTAL
15,000.00
200.00
12,000.00
20,000.00
2,000.00
4,000.00
22,125.00
2,000.00
7,500.00
600.00
900.00
2,855.45
150.00
104,847.45
TOTAL
5540 Postage / Mailings
5600 Administrative - Virginia Bourdeau & Pamela Rose
5610 Budgeted profit for NAE4HA
5620 Bank fees
5620 Credit card fees
5630 Planning Committee – includes travel to national board meetings
5631 Planning Committee parking Fri-Sat ($20/day/person * 50)
5641 Planner Expenses
5642 Planner Fee
5650 Event cancel insurance
5660 Audit
5670 Music license
5680 Telephone/Postage
5690 Supplies/Miscellaneous
5691 QuickBooks software for treasurer
TOTAL EXPENSES
1,750.00
1000.00
7,000.00
5,000.00
14,750.00
1,000.00
1,000.00
$ 616,441.65
- 46-
INCOME – ESTIMATED
4000 Hotel Room Commission
900 guests @ 2 guests/room = 450 rooms [$149/night (4 nights)]= $268,200 (10%)
26,820.00
26,820.00
TOTAL
4100 Registration: Based on 1000 members
Early (857 @ $425)
Regular (96 @ $475)
Late (47 @ $550)
TOTAL
4400 Donors
4410 National
4420 State/Local
364,225.00
45,600.00
25,850.00
435,675.00
50,000.00
TOTAL
5100
5111 Seminars on Wheels
5130 Conference Proceedings (approx $15 each)
Room AV- Pre-Conf Education Programs: 5 rooms, $475/day, 2 days
4,000.00
2,000.00
4,750.00
6,000.00
TOTAL
5230 Special Event Meals (w/SC incl.) – income
Board Functions
Saturday board breakfast
Saturday board coffee
Saturday board lunch
Sunday board breakfast
Sunday board coffee
Optional Functions tbd – pass through $
Thursday Board Transition meeting Lunch
Monday past presidents breakfast
Monday Global Citizenship Breakfast
Monday life member lunch
Monday State Officers Leadership Lunch
Wednesday State & National Staff Breakfast
999.90
225.00
1,318.50
999.90
225.00
1,318.50
666.60
3,333.00
879.00
4,175.25
6,666.00
20,806.65
21,140.00
21,140.00
25,000.00
1,250.00
26,250.00
25,000.00
25,000.00
TOTAL
5430 Tours – Mike Knutz
TOTAL
5510 Commercial Exhibitors 25 @ $1000 /each 8x10 space
Craft and beer/wine vendors fees, Monday event
TOTAL
5510 Non-profit Exhibitors 50 @ $500/each 8x10 space
TOTAL
5530 Non-member Registration
TOTAL
TOTAL INCOME
$ 616,441.65
INCOME - EXPENSES
$
- 47-
0 - 0