Table of Contents Letter of Introduction... 3 Conference Committee... 4 Conference Planning Schedule... 5 Tentative Conference Schedule... 6 Conference Registration... 7 Conference Theme... 7 Budget Review... 7 Proposed Budget... 8 Facilities... 9 Accessibility... 10 Technology Access... 10 Dining... 11 Hospitality... 13 Transportation... 13 The Davenport Campus... 14 The Grand Rapids Area... 15 Directions... 16 Bid for No Frills 2012 2
Letter of Introduction March 7, 2011 Great Lakes Affiliate of College and University Residence Halls Regional Board of Directors and National Communication Coordinators Dear Regional Board Members and National Communication Coordinators: It is my pleasure write to introduce the proposal for No Frills 2012 being submitted to GLACURH by our Residence Hall Association at. Here at Davenport we learn to make the best of any situation. As a school that is still new to GLACURH, Davenport offers a meeting place and resources that are new. Our school features new buildings including the Robert W. Sneden Center and the more recently built South Residence Hall. With the support of our professional staff and Housing and Residence Life, Davenport is able to put on one of the best No Frills ever. Sincerely, Brandon Redmond Brandon Redmond Michigan Organization Communications Coordinator and Conference Chair Hall Advisory Team MOCC Bid for No Frills 2012 3
Conference Committee The conference planning committee incorporates a cross-spectrum of highly motivated, involved, and creative students from a variety of disciplines. Brandon Redmond: Conference Chair RHA Exec, MOCC Sarah Gombar: Hospitality Chair Past RHA President Alan Herriman: Food & Accommodation Chair NRHH Vice President, Resident Assistant Shane Britz: Transportation and Logistics Chair Davenport Student Erinn McCullick: Registration & Volunteer Chair Resident Assistant Jason Lheureux: Conference Advisor Residence Hall Coordinator Bid for No Frills 2012 4
Conference Planning Schedule Bid Process Start Committee Chair Selection March 11-13, 2011 Present Bid at WMU March 23, 2011 Confirm Reservation and Contract September October 2011 Volunteer Recruitment GLACURH 2011 Registration Reminder and Update December 18, 2011 Registration Begins February 17, 2012 Registration Deadline February 21, 2012 Late Registration Due ($5 fee/per delegate) February 23, 2012 Registration Confirmations Sent* Wrap-Up Report *Monthly Progress Reports 15 th of each month Bid for No Frills 2012 5
Tentative Conference Schedule would like to propose two tentative dates for No Frills 2012. Either the weekend of: March 16, 2012 March 18, 2012, or March 23, 2012 March 25, 2012. Friday March 16 / Friday March 23 Time Event Location 4:00pm 7:00pm Registration Hotel Lobby Arrival-7:00pm Dinner on your own See map for available locations 7:00pm-1:00am Call to Order Sneden Center Saturday March 17 / Saturday March 24 Time Event Location 9:00am-10:00am Continental Sneden Center Breakfast 10:00am-12:00pm Business Sneden Center 12:00pm-1:00pm Lunch South Hall Dining Hall 1:00pm-5:30pm Business Sneden Center 5:30pm-7:00pm Dinner South Hall Dining Hall 7:00pm-1:00am Business Sneden Center Sunday March 18 / March 25 Time Event Location 7:00am - 9:00am Continental Breakfast Hotel Lobby Before Noon Hotel Checkout Hotel Lobby Bid for No Frills 2012 6
Conference Registration In order to save costs, registration will be online. The only paper resources we will accept will be checks and the completed waiver forms found on the registration site submitted via US Post Office. We will open registration December 18, 2011 and registration will be due February 17, 2012. Delegates may cancel at anytime but after February 6, delegates will still be responsible for paying any and all per delegate conference costs. Late registration will be accepted until February 21 at a cost of $5.00 per late registrant. The registration cap is 3 per school, but may be extended to 6 if a school is bringing a bid team. The hotel can fit a maximum of 4people, per room with 2 roll in beds per room. The hotel will also provide us with as many rooms a necessary. The registration form will be nested on the Housing Website located at: www2.davenport.edu/housing-and-residence-life/student-groups/no-frills Conference Theme With the opening of the Majors right around the corner from No Frills 2012, our conference theme will be Major League Baseball. We plan on using incorporating the theme into the conference by using different baseball themed decorations. We will also use the theme to separate transportation groups for easier shuttle service. By using different teams from each region we will be able to separate groups for smoother check-ins and check-outs as well as using the team on conference name tags in the form of baseball cards. There may even be some major league competitions and activities! Budget Review The proposed budget for No Frills 2012 features some great savings. Every effort has been made to create a cost effective budget which incorporates the lowest possible cost to individual delegates. The price of housing was offset by reducing unneeded allocations to dining and printing services. Final Cost per Delegate: $113.98 per delegate (For a 100 Delegate Conference) Room rates can be further cut if delegates are willing to double up in queen beds. This will create a $37 reduction in delegate cost. We will provide a checkbox on application stating willingness to increase to a quad occupancy room. This will make the doubled up rate $76.98 per delegate. Bid for No Frills 2012 7
Proposed Budget Bid for No Frills 2012 8
Facilities The new Sneden center features an extremely large meeting room called only meeting rooms 1 through 3. This room will be reserved and available for the main business meeting. This room is configurable with long tables and chairs which will allow for adequate workspace including laptop access, lcd projectors and A/V access. This beautiful space will be available to us for the NRHH meeting. More effective for this type of meeting this brand new facility features beautiful seating with an over 200 person capacity. Room also includes 2 drop down projection screens equipped with LCD projectors and A/V access. Wired for microphones and with a variety of lighting options, pull out desks and power outlets this room will showcase the Davenport quality. *Technology assistance will be available for both areas. is proud to bid to host this conference. Should the need for other spaces arrive rooms in the Sneden center and in the adjacent academic building will be reserved including storage, meeting spaces and a coat room. Snack Time: Downstairs in the academic building just a very short walk from the meeting spaces is the Panther Den which offers juices, soda, snacks and grill items a-la-carte which will be open to delegates to purchase items. Bid for No Frills 2012 9
Accessibility The Fairfield Inn which is providing accommodations for this event offers ADA compliant housing options including service animals and wheelchair access. Room assignments will be made by delegate request and options for GLBT friendly housing and gender neutral housing will be made available. s campus is fully ADA compliant and features wheelchair access ramps, elevators, and special seating options for those with special considerations. dining is pleased to accommodate dietary restrictions such as food allegories and vegetarian options. Delegates will have the option to provide special needs or considerations on the conference registration. is committed to recycling and will provide appropriate receptacles for paper and bottle recycling for the duration of the event. Technology Access s campus is almost fully wireless accessible. Information regarding accessing the Davenport computer network and wireless internet system will be provided in registration materials and it will of course be expected that these services are used appropriately. The Fairfield Inn advertises in-suite wireless internet for use by hotel guests. Any needs of the No Frills 2012 conference can be met by s technology support. All meeting rooms are internet accessible and incorporate LCD projectors with internet capable PC computers and A / V features. All possible accommodations will be made in regard to technology including as much access to device charging locations in the Sneden center. Bid for No Frills 2012 10
Dining is pleased to offer delegates arriving on campus between the hours of 5:00pm and 7:00pm dinner in the dining hall at a cost of $7 dollars per delegate. Maps will also be available to many area restaurants within 10 miles of campus including: Applebee's Neighborhood Grill Arby's Big O Smokehouse Biggby Coffee Blue Dragon Restaurant Buffalo Wild Wings Cabana Tres Amigos Restaurant Cobblestone Restaurant & Banquet Essential Bean LLC Fortune Chef Hungry Howie's Pizza Jet's Pizza Kava House Krispy Kreme Doughnuts Logan's Roadhouse Mc Donald's Mike's Pizza & Subs of Alto Monterey Grill New Beginnings P J's Gourmet Pizza Palermo Pizza Pizza Hut Pizza Hut Uccello's Pizza Restaurant Qdoba Mexican Grill Quiznos Romano's Macaroni Grill Sam's Joint Restaurants Sam's Joint Restaurants Shanghai Ichiban Chinese Starbucks Steak 'n Shake Subway Suki Hana of Woodland Taco Bell Bid for No Frills 2012 11
The Fair Field Inn, Grand Rapids MI Air-conditioned This room is non-smoking Hi Speed Internet Access Free Parking Cable Television Luxury Queen Sized Beds This room type offers ADA accessible rooms Service Animals allowed Coffee in lobby Coffee/tea in-room Continental breakfast Housekeeping service daily Local restaurant dinner delivery Vending machines Check-in available at 3:00pm Check-out by 12:00pm Conference Hotel Rates: $74 per night per room (Anticipated) Each room features 2 queen size beds with for an occupancy of two persons per suite. Cost saving double up options will be provided which can decrease the per delegate cost by $37 if option is taken. Each delegation will submit room requests as needed. A cancelation fee will apply. Bid for No Frills 2012 12
Hospitality A staffed table in the lobby of the hotel will be staffed on the morning of each conference day as well as in the evenings. This table will be available to provide information and assistance as well as: Registration and check-in Late night snacks on Friday and Saturday Shuttle information (if applicable) Driving directions to campus Maps of local area and attractions Games and fun! General information and assistance A staffed table will be provided on campus in the Sneden center for each day of the conference during business. This table will be available to provide information and assistance as well as: Registration and check-in Coat check Snacks and goodies Shuttle information (if applicable) Driving directions to hotel Maps of local area and attractions Fun! General information and assistance Housing and Residence Life will be offering all delegates a FREE DU flash drive which will contain pre-loaded conference information to help go GREEN and it also makes a great gift item! Transportation between the Fairfield Inn and will be handled via delegation. Free parking is available at both the hotel and on campus. A more detailed driving direction will be given to delegations in registration packets and signs will direct delegations to parking locations. As needed will offer a shuttle bus to transport delegates from the hotel to campus. This bus will be made available following an assessment of delegate requests and needs. The registration paperwork will include a checkbox indicating the desire for transportation in which case the bus will be reserved. Should the decision be made to incorporate the shuttle into the transportation plan information will be distributed to delegates and a sign up will be made available at registration and the hospitality tables. The additional cost for this service will be negligible to the overall cost per delegate. Bid for No Frills 2012 13
The Davenport Campus The Davenport Campus offers ample space for this conference. Nestled quietly outside Grand Rapids, Michigan the Lettinga Campus of offers the main academic building, 3 on campus residence halls, a Student Activity Center, 3 dining areas, as well as the brand new Robert W. Sneden Center which will feature the meeting spaces for the No Frills 2012 conference. The Davenport campus, while compact, offers all the amenities of larger campuses. With a walkway between the main academic building and the Sneden Center walking times are drastically reduced. Even the walk to the dining hall is less than a 2 minute transition time. Bid for No Frills 2012 14
The Grand Rapids Area Bid for No Frills 2012 15
Directions Kent County International- Turn right/north on Paterson Road to 28th Street. Turn left/west on 28 th Street and proceed to East Paris. Turn right/north onto East Paris from 28 th Street, just around the corner is Stahl Dr. only goes to left. From US 131-South: Follow US 131-South towards Grand Rapids. At exit 89A, take ramp on right for I-96 East/M- 37 South toward Lansing. Stay on this to exit 40A, then take ramp on right and follow signs for Cascade Road West. Bear right onto Cascade Road SE, and then immediately turn left onto East Paris Ave SE. Follow this for 2.4 miles, then turn right onto Stahl Drive SE. From I-96 East: follow I-96 East/M-37 South toward Lansing. Continue to exit 40A, then take ramp on right and follow signs for Cascade Road West. Bear right onto Cascade Road SE, and then immediately turn left onto East Paris Ave SE. Follow this for 2.4 miles, then turn right onto Stahl Drive SE. From I-196 East: Follow I-196 East/Gerald R Ford Freeway towards Grand Rapids. At exit 70A, take ramp on right for M-11 East toward Wyoming/28 th Street. Continue on M-11/28 th for 10.1 miles. Turn left onto East Paris SE. Turn left onto Stahl Drive SE. From US-131 North: Follow US-131 North to exit 81, take ramp on right for M-11/28 th Street toward Wyoming. Turn right onto M-11/28 th Street SW, continue 5.5 miles. Turn left onto East Paris Ave SE. Turn left onto Stahl Dr SE. From I-96 West: Continue on I-96 West towards Grand Rapids to exit 43A. Take exit ramp 43A on right and follow signs for 28 th Street. Bear right onto M-11/28 th Street SE and continue 1.5 miles. Turn right onto East Paris Ave SE, turn left onto Stahl Drive SE. Gerald R. Ford International Airport: The Airport in Grand Rapids is conveniently located 7 miles from campus just off of Patterson Avenue. The airport code is GRR and airline rates are available online. Bid for No Frills 2012 16
Appendices Bid for No Frills 2012 17
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