mobile workshop handbook 17 - amazon web services · 2017-03-29 · bicycle rental ... at any time...

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Mobile Workshop

Organizer Handbook

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TABLE OF CONTENTS

Thank You! .................................................................................................................... 3

2017 Mobile Workshop Committee Chair .................................................................. 3 Quick Reference .................................................................................................................................................... 3

Important Dates ............................................................................................................ 5

Organizer Responsibilities ........................................................................................... 6

Frequently Asked Questions ....................................................................................... 8 What can I expect the day of my mobile workshop? .............................................................................. 8 What do I need to bring with me to my mobile workshop? ................................................................. 8 Where is the Mobile Workshop departure area? ...................................................................................... 8 Do I need to collect tickets? .............................................................................................................................. 8 If I am a speaker, should I buy a ticket to the mobile workshop? ....................................................... 9

Mobile Workshop Pre-Conference Webinars .......................................................... 10

Registration ................................................................................................................ 10

Budgets ...................................................................................................................... 11 What is a budgeted item? .............................................................................................................................. 11 Food and Beverage ........................................................................................................................................... 11 Public Transportation Costs........................................................................................................................... 12 Bicycle Rental ...................................................................................................................................................... 12 Alternative Transportation ............................................................................................................................. 12

Transportation/Motorcoach ..................................................................................... 12 Large Motorcoach (50 passenger) ............................................................................................................... 13 Small Motorcoach (23-40 passenger) ........................................................................................................ 14 Helpful Hints for Motorcoach Use ............................................................................................................... 14

Mobile Workshop Logistical Materials .................................................................... 16 How to Submit:................................................................................................................................................... 16

Advance or Reimbursements ................................................................................... 16 Requesting an Advance .................................................................................................................................. 17 Expense Reimbursement/Reconciliation Forms .................................................................................... 17

Last Minute Details .................................................................................................... 18

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THANK YOU!

Thank you for agreeing to participate in APA’s NPC17 in New York City, May 6-9, 2017.

The mobile workshop program, one of the most popular aspects of the conference, gives

conference attendees an opportunity to see planning projects by making site visits to

locations throughout the region. Your expertise and insight into the field of planning are

highly valued and we look forward to working with you.

Should you need any assistance regarding your workshop, please don’t hesitate to contact

me. I look forward to working with you!

Sincerely,

Alena M. Frey, CMP | Meetings and Conferences Manager

American Planning Association

205 N Michigan Ave, Suite 1200

Chicago, IL 60601

312-786-6397 direct | 312-786-6727 fax

[email protected]

2017 MOBILE WORKSHOP COMMITTEE CHAIR

Donald Burns, AICP

[email protected]

Quick Reference

Participant Dashboard—an online resource for speakers and organizers of the 2017 National

Planning Conference. Add your bio here!

https://planning.org/conference/speakers/

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Conference Registration—the spot to complete registration, purchase additional mobile

workshops or tours, and review the conference program.

http://www.planning.org/conference

Questions—send all questions, comments, or concerns to: [email protected]

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IMPORTANT DATES

April 10, 2017 Pre-NPC Mobile Workshop Logistical Webinar – Option #1

3:00 p.m. ET


12:00 p.m. ET


9:00 a.m. ET

April 24, 2017 Deadline to submit turn-by-turn directions, itinerary, and

workshop map.

May 6-9, 2017 2017 National Planning Conference in NYC

June 6, 2017 Deadline for all reimbursement requests. Please note that

your check will arrive approximately 3-4 weeks after your

request is filed, please plan accordingly.

No reimbursements will be processed after this date.

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ORGANIZER RESPONSIBILITIES

As a mobile workshop organizer you are responsible for making all arrangements for this

mobile workshop. Each workshop is different and unique, so the type of arrangements you

make will depend on your needs. APA will reimburse you for costs associated with this

workshop, so long as they have been budgeted for in the proposal process. These costs could

include snacks, lunch, entry fees, bicycle rental, room rental, photocopying and any other

costs associated with the workshop.

At any time you can request your budget from APA by e-mailing [email protected].

Program Guidelines

The Local Host Committee Mobile Workshop Committee has been tasked with organizing

between 45-55 mobile workshops for the 2017 National Planning Conference. The number

and scope of workshops may vary from city to city according to the places of interest within

the area and the scheduling of other conference activities. In this case quality is much more

important than quantity.

Key Individuals

APA Staff (Alena Frey, Meetings and Conferences Manager) – Oversees the entire Mobile

Workshop (MW) program, is the main liaison with the Local Host Committee chairs, and all

individual mobile workshop organizer. APA staff coordinates and manages all on-site (Javits

Convention Center and NY Marriott Marquis) departure logistics and handles all motorcoach

arrangements. Additionally, APA manages all ticket sales and budgeting for the mobile

workshops.

LHC Mobile Workshop Co-Chairs (Don Burns, AICP)– Solicits MW committee members and

MW Organizers, selects and approves all mobile workshops, determine locations, topics, and

content of mobile workshops, and liaise with APA staff regularly. Additionally, the LHC co-chair

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is asked to step in and assist mobile workshop organizers with any issues or questions that

arise.

Mobile Workshop Organizers (You! )– Responsible for overall implementation of workshop.

Organizers arranges all logistics pertaining to the mobile workshop (i.e. locating speakers,

securing locations, ordering food & beverage, providing a map, itinerary, and turn-by-turn

directions, and if applicable, ordering alternative transportation (bicycles, boats, canoes,

horses, etc).

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FREQUENTLY ASKED QUESTIONS

What can I expect the day of my mobile workshop?

Anyone who is leading a mobile workshop (guides or speakers) are required to check in at the

Mobile Workshop departure area (either Javits Convention Center OR New York Marriott

Marquis, depending on assignment) and be ready to depart 30 minutes prior to the scheduled

departure time. To assist you in planning please use the suggested timeframes below to plan

enough time. It’s wise to arrive about an hour prior to your scheduled departure time to allow

for parking, and materials drop off.

Be sure to bring your registration materials with you. All materials will be mailed to your

preferred mailing address prior to the conference.

What do I need to bring with me to my mobile workshop?

A copy of your turn-by-turn directions

A copy of your workshop map

A copy of your itinerary

Phone numbers of all additional speakers on your tour

Phone numbers of any locations that you will be stopping

Handouts for participants

Food and beverage (if you are providing)

Where is the Mobile Workshop departure area?

There are two departure areas for NPC17. Most workshops depart from the 1E Concourse of

the Javits Convention Center. A select few depart from the 3rd floor of the New York Marriott

Marquis. Please be sure to meet at the correct location.

Do I need to collect tickets?

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Nope! APA staff is there to help you manages the departure of your mobile workshop. We will

be there to help check in your attendees, answer any questions they have, and sell any last

minute tickets.

If I am a speaker, should I buy a ticket to the mobile workshop?

Nope! Speakers do not need to purchase a ticket to the mobile workshop they are

participating in. If you would like to participate in another mobile workshop as a guest, you

are welcome to purchase a ticket.

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MOBILE WORKSHOP PRE-CONFERENCE WEBINARS

APA will host a preconference webinar for all mobile workshop organizer and speakers. During

this call we will go through this handbook, talk about how departure day will work, and

answer any burning questions. We are offering three different times for this webinar, however

you are only required to attend one of these slots.

To join the meeting:

https://planning.adobeconnect.com/mobileworkshops/

If you have never attended an Adobe Connect meeting before test your connection:

https://planning.adobeconnect.com/common/help/en/support/meeting_test.htm

The system will then allow you to use your computer audio speakers and microphone, or call

you to connect to audio.


3:00 p.m. ET


12:00 p.m. ET


9:00 a.m. ET

REGISTRATION

Workshop organizers and speakers are required to register for the conference. Registration

guarantees that workshop organizer and speaker names will appear in the online final

conference program. There are two registration options:

Full Conference Registration:

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If you would like to participate in the full conference, please register at

www.planning.org/conference. Full conference registration includes all conference sessions,

the Exhibitors’ Meet and Greet, and the Awards Luncheon.

Mobile Workshop Only: FREE

Speakers who are only participating in their mobile workshop and do not wish to attend any

other conference events will be registered as a "guest registrant." APA will supply a link to

register as a guest.

BUDGETS

What is a budgeted item?

On your original proposal you included the cost of things that you are planning to provide

during your workshop. If you need an extra copy of this budget, please send an e-mail to

[email protected] with the name and function code of your workshop. APA will reimburse

you for the expenses that are listed as a budgeted expense, but not anything above and

beyond this cost. Keep in mind that your budgeted expenses only make up a portion of the

overall cost to attendees, so it’s imperative to make smart spending decisions.

Food and Beverage

APA will reimburse for food and beverage costs which were included in the original budget.

It is the responsibility of the organizer to order the lunch (if budgeted) for all attendees. The

cost for this meal will be reimbursed by APA. APA staff does not arrange the lunch for your

workshop. Contact APA if you require an advance for payment. We suggest trying to secure a

cater who will direct bill APA for the food/beverage.

Outside food and beverage is prohibited inside the Javits Convention Center and the New

York Marriott Marquis– any food or beverage you intend to provide must be provided outside

of these buildings. We suggest arranging for your food and beverage to be delivered to a

convenient location for your group to meet, rather than trying to bring it with you to the

convention center.

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Public Transportation Costs

APA is providing every conference attendees with a 7-day unlimited Metro Card. If your

workshop is using transportation that requires an additional ticket, you must purchase these

for your attendees ahead of time. Please be sure to obtain a receipt so that we can provide a

reimbursement. If no receipt is provided, please make a note of the final out of pocket

expense, and provide documentation of the cost per ride.

Bicycle Rental

Bicycle mobile workshops are very popular and tend to sell out quickly. The workshop

organizer is responsible for making all arrangements with the bike rental company, securing

an adequate number of bicycles for attendees, and making payment for rentals. This cost will

be reimbursed by APA. You can request an advance or reimbursement for this.

Please consider the mode of transportation participants will take to get to the bike rental

office, or have the bikes delivered to the convention center just prior to the workshop

departure time. If attendees will be required to fill out any waivers prior to rental, please be

sure to alert APA.

Alternative Transportation

If requested in your proposal, APA will arrange and provide a motorcoach for use throughout

your workshop as long as this motorcoach is picking participants up outside of Manhattan. If

your workshop will be using any other type of alternative transportation (e.g., rental van,

donated busing, public transportation, train, trolley) you must make all arrangements for

transportation.

TRANSPORTATION/MOTORCOACH

As mentioned above, if requested, APA will arrange for a motorcoach to transport your mobile

workshop group as long as pickup is scheduled outside of Manhattan. If this was included on

your original proposal, you do not need to arrange this. Please review all documents from

APA to ensure that a motorcoach is being ordered for the correct pickup location.

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Large Motorcoach (50 passenger)

Large motorcoaches have a capacity that ranges between 47 and 52 seats. APA will sell up to

50 tickets (or your maximum capacity based on the size coach assigned) and save 2 seats for

speakers. Please alert APA if you intend to have more than 2 speakers riding the bus at any

given time. If you will participate in this workshop, please include yourself in this number.

Width: 102” or 114”

Clearance: 12’ 6” (this is a company policy)

Length: 46-48’

Large Coach Restrictions

The 55-seat motocoach, because of its length, must be especially careful to avoid hills because

of the possibility of bottoming-out. Most motorcoach companies have restrictions on the type

of road that the buses may travel on, and gravel is almost always not permitted.

Drivers are not allowed to back up unless it is the only option. If a turn is missed they will

generally go around the block.

In residential areas it is almost impossible to make turns. Avoid streets that are narrow and

have cars parked on either side of the road. Coaches CANNOT go around traffic islands

(concrete circles in the middle of intersections built to slow traffic).

If you are unsure if the coach can travel your route, send it to [email protected] with details

on which parts you have questions about. We will work with the motorcoach company to

determine if it is feasible or not.

Finally, if permits are required for motorcoachs to travel on certain roads, it is the responsibility

of the mobile workshop organizer to obtain these permits.

Standard Large Motorcoach Features

Microphone

Restroom

Some large motorcoaches have a DVD player. You may request a coach with a DVD player by

e-mailing [email protected].

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Small Motorcoach (23-40 passenger)

A small motorcoach generally seats between 22-40 passengers. APA will save 2 seats for

speakers based on the capacity of the bus, and your requested max number of attendees.

Please alert APA if you intend to have more than 2 speakers riding the bus at any given time. If

you will participate in this workshop, please include yourself in this number.

The width, clearance, and length of the smaller motorcoach vary from coach to coach. If you

have questions about clearance, and you have requested a small motorcoach, please direct

them to [email protected].

Helpful Hints for Motorcoach Use

Arrive early and introduce yourself to your bus driver.

Treat him/her with respect at all times.

Plan to include your driver in all meals/snacks. APA will reimburse for this cost.

Don’t touch the driver, particularly while the motorcoach is in motion.

Reserve seats by placing extra coats or bags on first few seats for you and your

speakers. Participants don’t enjoy being asked to move to a new seat once they

board.

Test your microphone, video, etc. prior to loading the bus—this will help adjust

the volume to a reasonable level prior to attendees boarding.

There should never be an altercation with a driver. If there is, please alert APA and

CJ & Associates staff upon your return.

If the bus breaks down the driver will contact dispatch area. It is your responsibly

to contact APA staff. You will be provided cell phone numbers 1 week prior to

your workshop, and emergency contact information when you check in for your

workshop.

Keep your workshop on schedule. If you are running late, refrain from telling

participants what they are missing. Instead suggest things they may want to tour

on their own.

Returning to the Phoenix Convention Center on-time is imperative so that your

motorcoach may be used in another workshop, or so attendees can make other

scheduled activities.

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Have fun, engage in conversation with attendees, speak from experience, and

share what you are proud of. Attendees will appreciate open, honest and real

conversation above all else.

Obtain a head count before departure, and count each time participants re-enter

the bus so you don’t leave anyone behind.

Provide attendees with your cell phone number in case they accidently get left

behind. Remind them that they are responsible for their own return

transportation if they choose to stay behind.

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MOBILE WORKSHOP LOGISTICAL MATERIALS

Deadline: April 24, 2017

Each mobile workshop organizer must prepare a set of logistical materials for their workshop.

These materials include a set of turn-by-turn directions, a detailed itinerary, and a map. This

step is required for all mobile workshops. Failure to turn in materials in a timely fashion may

result in cancellation of your workshop. It is imperative that you complete these documents.

APA uses these documents to review to answer questions from attendees about your

workshop, and to aid participants who may arrive to late the day of the workshop and miss

your departure, and to ensure we know where your workshop is at any given moment. These

are critical to the success of your workshop.

We strongly encourage you to conduct a final run of the workshop two weeks in advance. This

will ensure road construction or other changes do not impact the route. Bring a final updated

copy of your directions when you arrive on-site in New York.

How to Submit:

Included with your welcome e-mail was a copy of the template. Or, you can download a copy

here: https://www.planning.org/media/document/9122279/

Fill in the required information as detailed as possible, and save the file with your workshop

function code. It really helps APA staff keep all logistics organized if they are labeled clearly.

ADVANCE OR REIMBURSEMENTS

Deadline: June 6, 2017

If your workshop has budgeted expenses (that have been approved by APA), you may send a

request for an advance or reimbursement—see detailed instructions for both methods below.

Plan ahead. If you will need an advance or reimbursement prior to the conference you must

submit your request by April 10, 2017. All requests submitted after this date will be processed

beginning May 15, 2017.

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Checks will not be issued on-site at the conference for advances or reimbursements. Please

read the instructions below.

The final deadline to submit a request is June 6, 2017. Please note, APA’s check cycle requires

all check requests to be submitted by Wednesday of each week, to receive a check the

following Tuesday. Checks take about 4 weeks to arrive, please plan accordingly.

Requesting an Advance

Please be aware that advances/reimbursements are issued in the form of a paper check only.

If you haven’t made any purchases toward your mobile workshop and need a check from APA

to do so send an e-mail request for an advance to [email protected] with the

following information:

Payee name – Who is the person or agency to whom the check should be written?

Attention - Who should the check be directed to upon receipt?

Street Address

City, State Zip

Phone number

Advance Amount (APA will review this amount. A final authorized advance will be

allocated based on registration pick-up at the time of the request)

Expense Reimbursement/Reconciliation Forms

Once you make purchases toward your mobile workshop, you must submit your receipts to

APA.

To request a reimbursement use the form attached to the original welcome e-mail, or

download it here: https://www.planning.org/media/document/9122280/

On the form, fill in the requested information (same as listed above). Please list your itemized

costs incurred – This amount cannot exceed the amount you listed on your proposal form.

Sign the form to certify expenses incurred, and write your Mobile Workshop Number in the

space provided. Please attach the original receipts and check the box to indicate that you

have included them. Mail them to:

Alena Frey

American Planning Association

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205 N Michigan Ave

Suite 1200

Chicago, IL 60601

If you received an advance, and you do not spend the entire amount allotted, then you must

also include a check for the difference. All expense reimbursement and reconciliation reports

are due to APA by June 6, 2017. Organizers who request an advance and do not submit

receipts received by this date will be invoiced for the total amount. Please send your

receipts to APA promptly.

LAST MINUTE DETAILS

Organizers—confirm your speakers/guides two days prior to the workshop. You cannot

confirm enough and you will be grateful when things run smoothly. If your speaker/guide

does not confirm, please contact Alena Frey immediately to determine if a replacement

speaker/guide is necessary.

Some speakers will only meet the group at the mobile workshop site, and not at the

convention center. This is ok. Registration options can be found above.

All speakers/guides must arrive at the Mobile Workshop Departure Area at least 30 minutes

prior to their workshop scheduled departure time. Your workshop will not be cleared for

departure until all of your guides have arrived.

LASTLY, THANK YOU

APA appreciates the time spent organizing this workshop and your willingness to share local

planning initiatives with conference attendees. Thank you and good luck!

mobile workshop handbook 17 - amazon web services · 2017-03-29 · bicycle rental ... at any time...

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