PRESENTER RESOURCE GUIDE

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1 PRESENTER RESOURCE GUIDE Thank you for your participation in the Americans for the Arts Half-Century Summit, our 50 th anniversary convention! We are busy putting the final touches on plans and are very excited about attendance and overall enthusiasm. Please refer to this document as a resource when planning your session, travel, and onsite experience. Contact Project Director, 50 th Anniversary Conference Jamie Boese with any questions or concerns by telephone at or by at jboese@artsusa.org. DEADLINES Deadline Due Date Details Presenter Registration Ongoing Complete the registration form attached to your confirmation , include payment and fax attn: Jamie Boese, Early Bird Registration Friday, March 19, 2010 Last day to purchase a registration and receive $75.00 off a second registration.* Advance Registration Monday, April 26, 2010 Last day to purchase a registration and receive $50.00 off a second registration.* Roommate Referral Program Monday, June 4, 2010 Last day to request inclusion on the roommate referral list. (Check this box on the Presenter Registration form if you are interested.) Housing deadline for discounted room block Friday, June Presenters are strongly encouraged to book their housing arrangements early to guarantee a reservation. Session handouts Friday, June 4, up to five PDF handouts per session to Jamie Boese at jboese@artsusa.org to be posted on our website in advance of the convention. Shipping materials (handouts, etc.) to Baltimore Presenter Prep Room 24 hours in advance of your session Onsite: Baltimore Marriott Waterfront, 4 th Floor You should plan to have any packages arrive in Baltimore 24 hours in advance of your session. More information in Session Materials Section of this handbook. All main convention session presenters are required to check in to this room no later than 2 hours before their scheduled session. * More details available on the Americans for the Arts Convention website under the Registration tab. 1

2 HOTEL INFORMATION: Housing Reservation Deadlines and Information Unless otherwise directed via your speaker agreement, presenters are strongly encouraged to book their hotel rooms early to ensure you are appropriately accommodated. The booking deadline for all convention attendees is Monday, May24, After this date, the convention block rate may no longer be available. To make your reservation, contact the hotels directly. Please note that you must mention Americans for the Arts when making your reservation in order to qualify for the convention block room rate. Additionally, all reservations are subject to a 12.5 percent tax charge, and any reservations not cancelled 72 hours prior to the check-in date and time will be charged first room night and tax. Hotel Locations and Contact Information Baltimore Marriott Waterfront (Headquarters hotel) 700 Aliceanna Street Baltimore, VA To reserve, call Room Rates: $189/$219 single/double occupancy, per night Hilton Garden Inn Baltimore Inner Harbor 625 S. President Street To reserve, call Room Rates: $179 double occupancy, per night Marriott Courtyard Inner Harbor/Downtown 1000 Aliceanna Street To reserve, call Room Rate: $179 single/double occupancy, per night Baltimore Marriott Inner Harbor at Camden Yards 110 South Eutaw Street Baltimore, MD To reserve, call Room Rates: $165 single occupancy, per night AUDIO VISUAL: Americans for the Arts works to honor A/V requests as noted in your Presenter Agreement. Most rooms at the Baltimore Marriott Waterfront Hotel will be outfitted with an LCD projector, screen, and laptop. Please notify Americans for the Arts in advance if your presentation is on a Mac and/or contains sound. Your appointment in the Presenter Prep room is an opportune time to meet with your panelists and consolidate your presentations. All presentations MUST be formatted for a PC. Due to budget considerations, last minute or onsite requests for A/V, including additional microphones and flipcharts, will not be accepted. Please check your A/V requests listed on your agreement against your actual needs and alert Jamie Boese (jboese@artsusa.org) if they are not in line. Internet services cannot be provided in any session rooms, so please structure your session accordingly. ONSITE PROCESS: All conference sessions except for day one of the Public Art Preconference will take place at: Baltimore Marriott Waterfront Hotel 700 Aliceanna Street Phone:

3 Registration Preconferences: Preconference attendee and presenter registration materials will be located near your session rooms: Public Art Preconference: MICA: Atrium Arts Education Preconference: Baltimore Marriott Waterfront: Convention Registration C, 4 th floor Preconference presenters will be contacted separately with individual sound and AV check instructions. Registration Main Convention: Please pick up your registration materials in CenterStage in advance of your session. There may be timely information included such as schedule or room changes. In addition to registration, CenterStage is the nexus of activity for the convention and will include: the Cyber Café, table top exhibits, the Americans for the Arts Store, continental breakfasts, networking breaks, and more! Hours of operation: Thursday, June 24 Friday, June 25 Saturday, June 26 Sunday, June 27 6:00 p.m. 9:00 p.m. 8:00 a.m. 6:30 p.m. 8:00 a.m. 6:00 p.m. 8:00 a.m. 2:00 p.m. Presenter Prep Room: All main convention presenters are required to check-in to the Presenter Prep Room at least 2 hours in advance of their scheduled session. This appointment will enable you to meet with the audio-visual technician, review your presentation, and gather with your session panelists. Please be sure to bring a copy of your presentation on CD or a USB jump drive. This appointment is mandatory because we pre-load all presentations onto the session room laptops for your convenience. Also, if you have not already submitted your presentation to be posted online, the A/V tech will request your permission to take the presentation you load for your session for this purpose. Presenter Prep Room is located on the 4 th floor of the Baltimore Marriott Waterfront at Convention Registration C Hours of operation: Friday, June 25 8:30 a.m. 4:30 p.m. Saturday, June 26 8:00 a.m. 4:00 p.m. Sunday, June 27 8:00 a.m. 9:30 a.m. In addition to this appointment, it is critical that you arrive at your session 15 minutes in advance for set-up. You will be greeted in your room by convention staff or volunteers to check last-minute details. Please don t be late! TRAVEL INFORMATION: Air Travel Americans for the Arts has made it easy for you to come to the 2010 Annual Convention. Contact Diplomat Travel Services for discounts and special fares: telephone (daytime) or (after hours), , katies@diplomattravel.com. Identify yourself as an Americans for the Arts Annual Convention attendee and have your preferred arrival, departure and payment information ready. Diplomat Travel charges a $32 booking fee on all airline reservations and $10 fee for car or hotel booking if air travel is not reserved through them. Diplomat Travel is unable to assist with travel complications that arise with services booked directly through airline websites. Train Travel Amtrak offers service to Baltimore. The station closest to convention headquarters is Baltimore Penn Station, located at 1515 North Charles Street, Baltimore, MD Baltimore Penn Station is approximately 2 miles from all of the conference hotels. Schedules and ticket purchase information can be found at Ground Transportation: Baltimore-Washington International Airport (BWI) is located 12 miles from downtown Baltimore where the convention is located. There is a variety of ground transportation to get you to the hotel and back to the airport. Shuttle Service 3

4 Super Shuttle provides service to all downtown hotels, including the Marriott Waterfront, Hilton Garden Inn, Marriott Courtyard, and Marriott Inner Harbor. Reservations can be made in advance by calling Super Shuttle at BLUE.VAN, reserving online or at the Super Shuttle counter at the airport. Charm City Circulator: Orange Line A recent addition to Baltimore s public transit system is the Charm City Circulator. It runs every 10 minutes and is completely free! For attendees staying at the Baltimore Marriott Inner Harbor at Camden Yards, the Charm City Circulator can connect you with the Summit's three other hotels, located in Baltimore's Inner Harbor. For more information, go to Hours of Operation Monday - Thursday 6:30am-9:00pm Friday 6:30am-Midnight Saturday 9:00am-Midnight Sunday 9:00am-9:00pm Light Rail The Light Rail Service (above ground subway system) is provided by the Maryland Transit Administration (MTA) to and from BWI Marshall Airport. Light Rail service is available to downtown Baltimore from BWI Marshall Airport. To go to Baltimore Penn Station, please exit the train at Mt. Royal Avenue, and take the Penn Station Light Rail. There is only one fare, $1.60, for both trains each way. For schedules call or go to Hours of Operation Monday - Friday 6:00 a.m. 11:00 p.m. Saturday 7:00 a.m. 11:00 p.m. Sunday and Holidays 11:00 a.m. 7:00 p.m. Bus Service The Maryland Transit Administration (MTA) offers bus service from BWI Marshall Airport connecting to Parkway Center, Arundel Mills Mall, Airport 100 Park, and the Patapsco Light Rail Stop. Fares are currently $1.60 one-way, $3.20 round trip, and $3.50 for a Day Pass, which entitles you to unlimited rides for one specific day. Fares can be purchased online at For complete fare, schedule, and other MTA information, call or log on to Train Service MARC Trains (Maryland Transit Authority Public Transportation) provide service to the BWI Marshall Rail Station, where free shuttles serve the airport terminal. Shuttle stops are located on the lower level terminal roadway in between door numbers 1 & 2, 8 & 9, 14 & 15, and 17 & 18. The BWI Rail Station is located one mile from the terminal building. To contact the BWI Marshall Rail Station, please call The MARC Train will stop at the Inner Harbor at Baltimore Camden Station. This station is approximately one mile from the convention hotels. For MARC schedules or to purchase fares call RAIL or go to Taxi Service Estimated one-way service is $30 and will take approximately minutes. This cost is per car each of which can fit four people. Taxis are located outside of the baggage claim area at BWI. Car Rental There are eight rental car companies represented in BWI Marshall Airport s spacious rental car facility which are located off-site at Stoney Run Road and New Ridge Road. Free shuttle service carries customers to and from the 4

5 airport. Passengers arriving on flights should take the free shuttle from the lower level terminal for a 10-minute ride to the new facility. When returning a vehicle, look for highway directional signs to the facility. The car rental facility is located at 7432 New Ridge Rd., Hanover, MD The eight car rental companies available at the rental car facility are as follows: Avis: Alamo: Budget: Dollar: Enterprise: Hertz: National: Thrifty: Parking Hotel parking is available on a daily basis as follows: Baltimore Marriott Waterfront: On-site parking fee: $7 hourly, $25 daily Valet parking fee: $38 daily Parking garage does not accommodate oversized vehicles. Marriott Courtyard Inner Harbor/Downtown: On-site parking fee: $22 daily Baltimore Marriott Inner Harbor at Camden Yards: On-site parking fee: $24 daily Hilton Garden Inn Baltimore Inner Harbor: On-site parking fee: $25 daily SESSION MATERIALS: Handouts: In an effort to reduce waste, Americans for the Arts will not provide or reproduce paper handouts for sessions. Instead, we invite presenters to send handouts for each session to be posted to the convention website in advance. Attendees will be encouraged to print out only the handouts they need in advance. Printers will not be available onsite. Handouts will also be available on the website following the convention for a limited time. You may send up to five handouts in PDF format to jboese@artsusa.org by Friday, June 4, Handouts received after this deadline will be posted after the convention concludes. By sending these handouts, you affirm that you hold the copyright for the materials and give permission to Americans for the Arts to post them to our website for educational purposes only. Please note that these handouts will be posted to the main convention website and will be available to the public. If you decide to distribute handouts during your session, please note that you will be responsible for printing, shipping, receiving, and returning all session materials. Hotel Business Center: The convention s headquarters hotel, the Baltimore Marriott Waterfront, has a small business center. It includes three computers, three printers, a fax machine, a copier, and a shredder. The rate for computer use is $3 per hour. The first 20 black and white copies are free with your computer use. Color copies ate $1.50 per page. Please note that for security and liability purposes, a $70 hold will be placed on your credit card for the 48 hours following your use of the business center. POST-CONVENTION EVALUTAIONS: The convention evaluation will be administered online immediately following the event and evaluation analysis will take place over the summer. Though we do not collect quantitative data on each session, we are happy to provide feedback collected by room attendants and program staff if requested. Please contact leadership@artsusa.org for these details after the convention. 5

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