Host Planning Guide for Flipping Book 8-8-22

Midwestern Legislative Conference

Host Planning Guidelines August 2022

Host Planning Guidelines

Table of Contents

1. Planning Overview – MLC/CSG Factsheet

2. Outline of Responsibilities

3. Host State Timeline

4. Budget/Fundraising

Fundraising Practices Fundraising letters and reply forms MLC Annual Meeting Budget Guidelines MLC Preliminary Budget MLC Attendance & Expenditures

5. Host State Committee

Host Committee Structure

6. Coordinator Responsibilities and Guidelines Host State Coordinator Responsibilities Volunteer Coordinator Guidelines Transportation Coordinator Guidelines

7. Marketing the MLC Annual Meeting Promotional Opportunities Logos

8. Supporting Documents Site visits Service Projects Host State Gift List

Social Event Itinerary and Logistics Meeting Itinerary Sample Vendor Tracking Document Sample Youth Program Schedule Sample Handouts

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Host State Timeline

77th Annual Meeting of the Midwestern Legislative Conference

Detroit, Michigan July 9-12, 2023

April/May 2022

Design/update logo

• •

Design back of onsite printed program

• Decide on onsite promotions (Visit Detroit booth, information table, give-a-way) – this will go in the onsite printed program • Decide who will be host coordinator • Discuss travel for host coordinator and other key staff/legislators that should go to Wichita (Comp reg fees for up to 4 key incoming staffers/legislators/CVB personnel. Can advance travel and build into budget.) • Plan incoming host reception (often includes video of incoming host state highlights/photos, maybe a give-a-way)

June 2022

• Confirm all the onsite details needed for MLC 2022 in Wichita (see list above)

August/September 2022

• Host state to begin selecting venues for main social events • Begin in-state fundraising • Begin working on budget • Host State to decide if doing a gift bag – will get this question as fundraising begins • Host Coordinator to begin tracking vendors used, deposits needed, etc. (CSG to provide a sample document)

Numbers for preliminary planning purposes:

1. Opening night - 400 (includes 40-50 kids for the youth meet and greet If held at the same venue) 2. Family night - 450 3. State dinner - 350 4. Monday and Tuesday daytime programs for spouses and youth: o Spouses - 50-75 o Kids - 50 (including volunteers) 5. Tuesday night youth farewell event - 30-40 kids

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October/November 2022

CSG/Host State to finalize budget

•

• Host State to decide on host committee structure and role • Confirm main social events (Note: CSG to review and sign all contracts). Please have all contracts issued in the following name:

Michael McCabe The Council of State Governments, Ltd 701 E. 22 nd Street, Suite 110

Lombard, IL 60148 Ph: 630.925.1922

December 2022

• Plan for chair to report on progress of MLC Annual Meeting during National CSG meeting • Host state to work with CSG on spouse and youth registration materials (track age, t-shirt size, etc.) • Host State to decide on service project and site visit – CSG to take the lead in coordinating • Secure photos and photo credits for main three evening events • Host state to give 5-6 state and/or city-related topics for CSG to highlight in the brochure (CSG will begin drafting promotional pieces at the end of the year). Please secure photos and photo credits

January 2023

• Host Coordinator to approve text for 1 st postcard • Decide on dress requirements and any other requirements (permission slips, waivers, etc.) for social programs – this will go in the main brochure • Secure all daytime event contracts • Online registration opens January 17

February 2023

• CSG to meet with Host Committee, if necessary • Host State to assign a transportation coordinator (CSG to provide guidelines) – someone to be available on-site at all times • Host State to assign a volunteer coordinator • CSG, Host State coordinator, transportation coordinator and volunteer coordinator to begin meeting biweekly • Review start and end times for all social events – begin working with transportation coordinator and bus company on details

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• Host State to discuss volunteer reimbursement and attendance policy (mileage, meals at MLC functions, overnight stays, parking, etc.) • Brochure (text reviewed and approved) • February 11 th is deadline for sponsors to be in MLC brochure

March 2023

• Host State to begin securing host staff/volunteers for all events (see CSG guidelines) • Host Coordinator to provide updated social event detail, if necessary – this is for the final postcard mailing • Host Coordinator to review materials for the registration confirmation emails that go to all attendees • Review all contracts and include key dates in your vendor document (such as when food and beverage guarantees are due, interim deposits and final payments) • Do a preliminary walk-through of all venues with an eye toward the sequence of events during the conference

April 2023

• Host Coordinator to make sure Host State legislators wishing to attend are registered for the meeting – note cutoff date next month ( early bird cutoff is May 9, regular cutoff is June 6) • Approve final postcard • Begin discussing onsite hosting responsibilities for host legislators (greeting at social events, for example) • Host Coordinator/Transportation Coordinator to outline transportation plan/work closely with bus company (having bus company representative onsite is a huge help) • A car/van and driver should be available for a few speakers and possible VIPs – or we can use a car service. Regardless, the host state should have at least one person/vehicle dedicated to assisting attendees for an urgent need. Some hosts have had a van/driver “trail” the buses on the daytime events to pick up a straggler or in case someone gets sick and needs to leave the event. • Host Committee/Host Coordinator to write promo blurbs/confirm social event details/transportation information for printed program (this will help guide your walk-through of the social program and give us time to make adjustments to bus times, for example, before we start laying out onsite program in a month) • Review list of host legislators registered and do additional outreach as required • Plan to do one, possibly two, site visits to all venues (April and May are good times, the earlier the better, so adjustments can be made)

May 2023

• Decide on hotel rooms needed for host staff (CSG will book rooms and they will be billed to the master account) • Host Coordinator/Host Chair to provide leadership list and Host Committee list for inclusion in the printed program

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• Host Coordinator to review CSG’s sign list and make additions as necessary (CSG has standard signs for all meetings) • Host state to decide on state dinner format (anthems, invocation, color guard, etc.) – need details by late-May to begin laying out

June 2023

• Do a final physical walk-through a month in advance to all venues • Host Coordinator/Host Chair to review draft of printed program (including all social event detail, host committee list, transportation details, dress requirements, sponsors, in-kind sponsors, etc.) • Host staff/Volunteer Coordinator to provide list of volunteer names for badges • CSG/Host Coordinator to review all registration responsibilities, spouse and youth sign ups, site visits, evaluation collection, service project, etc. • Host Coordinator/CSG to determine what information goes into registration packets – CSG provides attendance list, addendum, program and several promotional flyers • Registration cut off is June 6. Early bird discounts are available until May 9 • Discuss reserved seating and special invitation requirements (for lunches and dinners) • State Dinner program to print • Host Chair/CSG to decide on legislators to do various speaker introductions (CSG to coordinate this) • Host Coordinator to review all social events, transportation, etc. Host State point people should reconfirm all details • Confirm hosting roles with legislators attending meeting • Review Host State’s on -site preparations – communication needs, sign-up sheets, registration staff/volunteers, social event staff/volunteers, transportation, etc. • Host Chair to approve “Welcome” letter for printed program (CSG will draft)

July 9-12, 2023 Midwestern Legislative Conference

On-site responsibilities;

•

Host State Office

Registration staffing

o Assisting attendees as needed by answering program and logistical questions

o Transportation (including host staff on all buses), coordinating bus departures/arrivals, loading/unloading

Information Table, if doing

Service Project promotion

o Site visit staffing (on bus, staff as needed)

Spouse and Youth Programs

Youth drop off and pickup

Host State Gift, Gift bag

Host staff/Volunteers

o Opening Reception/Youth Meet and Greet

Monday evening event (Family night)

o Tuesday Night State Dinner and Youth Party

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September 3, 2021

«fname» «lname» «Address_1» «Address_2» «City», «State» «Zip»

Dear «fname» «lname»:

Next summer, Kansas will host the 76 th Annual Meeting of the Midwestern Legislative Conference (MLC) of The Council of State Governments. We look forward to bringing this special event to Wichita on July 10-13, 2022, and we invite you to participate in what promises to be an outstanding conference. The MLC Annual Meeting brings together hundreds of lawmakers and guests, from 11 states and four Canadian provinces, to discuss a wide variety of issues important to our region. It features guest presentations from leading thinkers and policy experts in fields ranging from agriculture, education and economic development to criminal justice, health and fiscal affairs. The conference includes evening social events for all attendees, and a full lineup of activities for spouses, children, and guests. To produce an event like this, the MLC needs your assistance, and I hope we can count on your support. At this time, we respectfully ask and encourage you to set aside funds in your budget to support the 2022 MLC Annual Meeting . Then, in the months to come, we will contact you again, at which time we will ask you to make a formal pledge of support for this event. Because registration fees cover only a portion of the costs of this conference, we rely on the generous support of sponsors like you to provide high-quality programming and events for attendees. In addition to a range of donor benefits reflecting contribution levels, all MLC sponsors are acknowledged in several ways throughout the year and on site during the conference. We will also honor all of our contributors during a special reception that will be held in Wichita during the Annual Meeting. A contribution reply form with additional details about sponsorship levels and benefits is enclosed with this letter for your reference and use. The MLC Annual Meeting rotates to Kansas only once every 12 years. This is the first time the MLC has come to Wichita in 50 years. Our delegation is very excited to showcase the best Kansas, and Wichita, have to offer to neighbors from across the Midwest. A strong public-private partnership is critical to the success of this event, so we appreciate your consideration of this request. We hope you will join us next summer in Wichita!

Sincerely,

Sen. Carolyn McGinn, Kansas 2022 Chair, Midwestern Legislative Conference

Sen. Ty Masterson President of Senate

Sen. Larry Alley

Sen. Dinah Sykes

Senate Majority Leader

Senate Minority Leader

Rep. Ron Ryckman, Jr. Speaker of the House

Rep. Dan Hawkins

Rep. Tom Sawyer

House Majority Leader

House Minority Leader

Enclosure

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KANSAS PARTNERSHIP OPPORTUNITIES 76th Annual Meeting | Midwestern Legislative Conference | Wichita, KS | July 10-13, 2022

LEVELS & BENEFITS All contribution levels receive conference program recognition and acknowledgement in the MLC newsletter Stateline Midwest.

BRONZE CONTRIBUTOR $3,500 • Recognition in the registration brochure for early sponsors* • One complimentary registration to attend the meeting • One invitation to a special reception with the MLC Executive Committee and Kansas Host Committee during the meeting GOLD CONTRIBUTOR $10,000 • Recognition in the registration brochure for early sponsors* • Three complimentary registrations to attend the meeting • Three invitations to a special reception with the MLC Executive Committee and Kansas Host Committee during the meeting DIAMOND CONTRIBUTOR $35,000 • Recognition, including logo, in the registration brochure for early sponsors* • Special signage with logo at MLC Annual Meeting • Six complimentary registrations to attend the meeting • Six invitations to a special reception with the MLC Executive Committee and Kansas Host Committee during the meeting • Acknowledgement (with logo) in the MLC newsletter Stateline Midwest

PLATINUM CONTRIBUTOR $20,000 • Recognition in the registration brochure for early sponsors* • Four complimentary registrations to attend the meeting • Four invitations to a special reception with the MLC Executive Committee and Kansas Host Committee during the meeting

* The brochure will include any companies or organizations that have contributed or pledged their support by February 11, 2022.

Name:

Title:

Company/Organization:

Address:

City:

State:

Zip:

Telephone:

E-mail:

Contribution amount: $

Check enclosed

Send me an invoice

Make checks payable to the “Midwestern Legislative Conference.” Credit card payments not accepted. Federal Identification Number: 36-6000 818

Tax Deductibility of Contributions: All contributions above the fair value of the complimentary registrations received are tax deductible as permitted by law. The Midwestern Legislative Conference will provide a statement of the deductible value to all contributors.

If you plan to attend the meeting, you must complete a separate registration form to attend the meeting. The registration form will available at csgmidwest.org . Page | 11

September 23, 2021

«Prefix» «fname» «lname» «Title»

«Company» «Address_1» «Address_2» «City», «st», «Zip»

Dear «Prefix» «lname»:

Next summer, Kansas will host the 76 th Annual Meeting of the Midwestern Legislative Conference (MLC) of The Council of State Governments. We look forward to bringing this special event to Wichita on July 10-13, 2022, and we invite you to participate in what promises to be an outstanding conference. The MLC Annual Meeting brings together hundreds of lawmakers and guests, from 11 states and four Canadian provinces, to discuss a wide variety of issues important to our region. It features guest presentations from leading thinkers and policy experts in fields ranging from agriculture, education and economic development to criminal justice, health and fiscal affairs. The conference includes evening social events for all attendees, and a full lineup of activities for spouses, children, and guests. To produce an event like this, the MLC needs your assistance, and I hope we can count on your support. At this time, we respectfully ask and encourage you to set aside funds in your budget to support the 2022 MLC Annual Meeting . Then, in the months to come, we will contact you again, at which time we will ask you to make a formal pledge of support for this event. Because registration fees cover only a portion of the costs of this conference, we rely on the generous support of sponsors like you to provide high-quality programming and events for attendees. In addition to a range of donor benefits reflecting contribution levels, all MLC sponsors are acknowledged in several ways throughout the year and on site during the conference. We will also honor all of our contributors during a special reception that will be held in Wichita during the Annual Meeting. A contribution reply form with additional details about sponsorship levels and benefits is enclosed with this letter for your reference and use. The Kansas delegation is very excited to showcase the best Kansas, and Wichita, have to offer to our colleagues and neighbors from across the Midwest. The MLC Annual Meeting wouldn’t be possible without the help of our partners in the private sector, so p lease know that we appreciate your consideration of this request. We hope you will join us next summer in Wichita!

Sincerely,

Sen. Carolyn McGinn, Kansas 2022 Chair, Midwestern Legislative Conference

Sen. Ty Masterson President of Senate

Sen. Larry Alley

Sen. Dinah Sykes

Senate Majority Leader

Senate Minority Leader

Rep. Ron Ryckman, Jr. Speaker of the House

Rep. Dan Hawkins

Rep. Tom Sawyer

House Majority Leader

House Minority Leader

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PARTNERSHIP OPPORTUNITIES 76th Annual Meeting | Midwestern Legislative Conference | Wichita, KS | July 10-13, 2022

LEVELS & BENEFITS All contribution levels receive conference program recognition and acknowledgement in the MLC newsletter Stateline Midwest.

SILVER CONTRIBUTOR $5,000 • Recognition in the registration brochure for early sponsors* • Two complimentary registrations to attend the meeting • Two invitations to a special reception with the MLC Executive Committee and Kansas Host Committee during the meeting PLATINUM CONTRIBUTOR $20,000 • Recognition in the registration brochure for early sponsors* • Four complimentary registrations to attend the meeting • Four invitations to a special reception with the MLC Executive Committee and Kansas Host Committee during the meeting CHAIR’S CIRCLE CONTRIBUTOR $50,000 • Recognition, including logo, in the registration brochure for early sponsors* • Special recognition and logo in conference program • Special signage with logo at MLC Annual Meeting • VIP seating at the MLC State Dinner • Eight complimentary registrations to attend the meeting • Eight invitations to a special reception with the MLC Executive Committee and Kansas Host Committee during the meeting • Acknowledgement (with logo) in the MLC newsletter Stateline Midwest

* The brochure will include any companies or organizations that have contributed or pledged their support by February 11, 2022.

Name:

Title:

Company/Organization:

Address:

City:

State:

Zip:

Telephone:

E-mail:

Contribution amount: $

Check enclosed

Send me an invoice

Make checks payable to the “Midwestern Legislative Conference.” Credit card payments not accepted. Federal Identification Number: 36-6000 818

Please return the completed form to: Ms. Ilene K. Grossman | Assistant Director | Midwestern Legislative Conference 701 East 22nd Street, Suite 110 | Lombard, IL 60148-5095 | phone: 630.925.1922 | fax: 630.925.1930 | email: igrossman@csg.org Tax Deductibility of Contributions: All contributions above the fair value of the complimentary registrations received are tax deductible as permitted by law. The Midwestern Legislative Conference will provide a statement of the deductible value to all contributors.

If you plan to attend the meeting, you must complete a separate registration form to attend the meeting. The registration form will available at csgmidwest.org . Page | 13

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2022 Preliminary MLC Budget as of 4/15/22 Business Program General

Code

Budgeted

Speaker Honoraria

72020 74010 60000 74000 62010 72000 68230 68230 66010 78030 78050 78050 78050 78050 78050 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230 68230

$85,000.00 $21,247.00 $35,000.00 $21,500.00 $7,000.00 $12,500.00 $2,200.00 $3,000.00 $3,600.00

Speaker Travel Expenses

MLC Staff Salaries and Benefits MLC Staff Travel & Expenses

Postage/Shipping Logistics Consultant

Internet/Phones/Flags/Furniture

Meeting App

Equipment Rental -- computers and printers

Printing Graphics

$500.00 $900.00

Stateline promotional inserts/bookmarks

Meeting Announcements

$7,000.00 $3,100.00

Business Programs

Signage

$500.00 $600.00

Onsite/Inhouse Printing

Hotel Charges Hotel Deposit

$0.00

Committee Meeting Breaks/meals CSG/Host State Breaks/meals Buffet Breakfasts/Table Topics

$11,396.94 $7,083.41 $29,083.82 $18,557.73 $7,528.01 $3,000.00 $36,600.00

2 Lunches

Session Breaks Photographer

Audio/Visual/pipe and drape

Hotel Rebates Hotel Credits

$316,896.91

Subtotal Business Program

Social Activities

South Dakota Reception/rooms/promotions

$9,671.46 $20,000.00 $2,899.17 $3,331.96 $35,000.00 $3,331.96 $43,000.00

Sunday Reception - Botanica Newcomers' Reception Sponsors' Reception Monday Family Night - Zoo

BILLD Reception

Tuesday State Dinner

$0.00

Entertainment (if not in event budgets)

Transportation

$18,500.00 $7,000.00 $6,000.00 $5,000.00 $153,734.55 $13,500.00 $1,200.00 $5,500.00 $1,000.00 $40,000.00 $61,200.00

Monday daytime (spouse and youth) Tuesday daytime (spouse and youth) Evening youth events (Sunday & Tuesday)

Subtotal Social Program

Miscellaneous

Host gift

62440 62440 62340 62320 68230

VIP Gifts/Amenities

Credit Card Merchant fees

Miscellaneous

Volunteer/Host State Expenses

Subtotal Miscellaneous

$531,831.46

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MLC Attendance & Expenditures

Spouses/ Guests

Total Attendance

Total Expenditures

Registrants

Youth

2022 Wichita, Kansas

TBD

2021 Rapid City, South Dakota

422

108

591

$387,499

2020 Detroit, Michigan – Canceled

2019 Chicago, Illinois

459

566

$650,444

2018 Winnipeg, Manitoba

295

391

$412,000

2017 Des Moines, Iowa

395

469

$408,599

2016 Milwaukee, Wisconsin

366

461

$430,000

2015 Bismarck, North Dakota

432

535

$548,280

2014 Omaha, Nebraska

395

488

$441,511

2013 St. Paul, Minnesota

517

639

$545,911

2012 Cleveland, Ohio

401

496

$444,861

2011 Indianapolis, Indiana

458

552

$425,700

2010 Toronto, Ontario

343

111

495

$603,194

2009 Overland Park, Kansas

510

104

655

$445,398

2008 Rapid City, South Dakota

517

198

146

861

$463,681

2007 Traverse City, Michigan

542

150

758

$474,267

2006 Chicago, Illinois

531

160

775

$542,450

2005 Regina, Saskatchewan

406

134

595

$356,763

2004 Des Moines, Iowa

459

582

$276,920

2003 Milwaukee, Wisconsin

473

593

$292,693

Host Committee Structure

The incoming Midwestern Legislative Conference Chair, with assistance from legislative leadership as appropriate, should select a Host Committee to assist with planning the conference. The Committee should be comprised of legislators from both chambers and both parties in order to achieve bipartisan support for the conference. Over the years Host Committees have been structured several different ways. In order to assist the incoming Host State with their planning efforts, here are examples of previous Host Committee structures: In 2022 there was an Honorary Host State Committee comprised of six top legislative leaders. The Host State Committee was comprised of six legislators, one staff, and three private sectors. The Host State Planning Committee was comprised of five staff from Legislative Administrative Services, Office of Revisors and Legislative Research.

In 2021 there wasn’t an official Host State Committee. The chair and the Legislative Research Council staff did the majority of the planning.

2020 meeting was Canceled.

In 2019 the Host State Committee was comprised of 14 legislators (including the top four legislative leaders as honorary members) and 5 host planning staff. The majority of the planning was done by the chair’s legislative aid.

In 2018 the Host State Committee was comprised of 11 people including the Speaker, members of the Legislative Assembly, government Appointees and Staff. Two lead staff did most of the planning.

In 2017 the Host State Committee was comprised of the 10 members of the Iowa Commission on Interstate Cooperation. The chair and the Legislative Services Agency staff did most of the planning.

In 2016 the Host S tate didn’t have an official host state co mmittee. The chair and Legislative Council staff of 25 people did the majority of planning. There was also a private sector fundraising committee.

In 2015 the Host State Committee consisted of 6 Legislative leaders, 17 legislative “team chairs” and 12 ho st staff planning members.

In 2014 the Host State Committee was comprised of 34 legislators, including the chair and co-chair of the host committee, 11 host state staff, including the Clerk of the Legislature, and one private sector person.

In 2013 the Host State Committee was comprised of 12 legislators, including all four leaders. The 34 members of the planning committee included 8 legislators, 15 legislative staff, including the Chief Clerk of the House and Secretary of the Senate. It also included private sector members. In 2012 the Host State Committee was comprised of 9 legislators, including all four leaders. The 41 members of the Host Planning Committee included 5 legislators, the Host State Coordinator, private sector fundraisers, the director of the Legislative Service Commission, the chiefs of staffs from all four caucuses and other legislative staff. In 2011 the Host State Committee was comprised of 18 legislators. There was also a Host Planning Committee that was comprised of 5 legislators, the Host State Coordinator and 10 legislative staffers, including the director of the Legislative Services Agency and the chiefs of staffs from all four caucuses. Page | 18

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Site Visits

2022 Wichita, Kansas •

Bombardier U.S. Headquarters Tour

• Spirit AeroSystems and Wichita State University NIAR WERK ’ s Maintenance, Repair and Overhaul Facility Tour • Wichita State University NIAR Aircraft Structural Test and Evaluation Center Tour (open to U.S. citizens only)

2021 Rapid City, South Dakota • No site visit

2020 Detroit, Michigan – Canceled

2019 Chicago, Illinois •

mHUB (innovative center for product development and manufacturing)

2018 Winnipeg, Manitoba •

Innovation Alley’s North Forge Fabrication Lab • Kleysen Institute for Advanced Medicine at the Health Sciences Centre

2017 Des Moines, Iowa •

John and Mary Pappajohn Sculpture Park • Global Insurance Accelerator and the Iowa Agritech Accelerator

2016 Milwaukee, Wisconsin •

School of Freshwater Sciences, UW Milwaukee • SaintA (a family care and educational services provider)

2015 Bismarck, North Dakota •

Pre-MLC visit to Energy Patch (by invitation only)

2014 Omaha, Nebraska •

Union Pacific Railroad’s Harriman Dispatching Center • Gallup’s Omaha Polling and Consulting Office

2013 St. Paul, Minnesota •

District Energy – St. Paul Cogeneration Plant Tour • District Energy – RiverCentre Solar Tour • Mayo Clinic

2012 Cleveland, Ohio •

University Hospitals’ Seidman Cancer Center • Global Cardiovascular Innovation Center • Football Hall of Fame

Page | 28

2011 Indianapolis, Indiana • MISO

2010 Toronto, Ontario •

Ontario Food Terminal Union Station/Metrolinx

• •

Niagara Falls

2009 Overland Park, Kansas •

BNSF Railway Company Technical Training Center tour • Sprint Executive Business Center and Rapid Deployment Solutions event

2008 Rapid City, South Dakota • No site visit

2007 Traverse City, Michigan • No site visit

2006 Chicago, Illinois •

Northwestern Memorial Hospital’s Division of Infectious Diseases

2005 Regina, Saskatchewan •

Petroleum Technology Research Centre

2004 Des Moines, Iowa •

Pioneer Hi-Bred International

2003 Milwaukee, Wisconsin • Miller Park

2002 Fargo, North Dakota •

Northern Crops Institute

2001 Lincoln, Nebraska •

Nebraska Center for Excellence in Electronics

Page | 29

Service Projects

2022 Wichita, Kansas – no project

2021 Rapid City, South Dakota – no project

2020 Detroit, Michigan – Canceled

2019 Chicago, Illinois – no project

2018 Winnipeg, Manitoba – no project

2017 Des Moines, Iowa – no project

2016 Milwaukee, Wisconsin – no project

2015 Bismarck, North Dakota – no project

2014 Omaha, Nebraska – no project

2013 St. Paul, Minnesota – no project

2012 Cleveland, Ohio

Cleveland Food Bank (people assembled meals)

2011 Indianapolis, Indiana

Second Helpings (a nonprofit that fights hunger and empowers people)

2010 Toronto, Ontario

Book sale to benefit youth in local communities

2009 Overland Park, Kansas – no project

2008 Rapid City, South Dakota – no project

2007 Traverse City, Michigan

Book sale to support Parents as Teachers

2006 Chicago, Illinois Georgia Doty Health Education Fund (provides funding to disadvantaged minorities seeking medical professions, also Hepatitis C awareness efforts in low-income communities)

2005 Regina, Saskatchewan

Elaine Barnhart Memorial Foundation (benefiting Aboriginal nursing students) Page | 30

2004 Des Moines, Iowa

Book drive for local school

2003 Milwaukee, Wisconsin

Hunger Task Force of Milwaukee

2002 Fargo, North Dakota Southeastern North Dakota Community Action Agency – solicited contributions for the agency’s English as a Second Language Family Literacy Program 2001 Lincoln, Nebraska Habitat for Humanity – participants assisted with building a home on Saturday afternoon before the conference

2000 Minneapolis, Minnesota

Minneapolis Food Bank – solicited contributions

1997 Overland Park, Kansas

Red Cross – solicited contributions for recent flood victims

1996 Rapid City, South Dakota Blood drive

Page | 31

Host State Gifts

2022 Wichita, Kansas – Backpack, stadium bag and luggage tag 2021 Rapid City, South Dakota – Book on South Dakota 2020 Detroit, Michigan – Travel gift bag planned but not ordered since meeting was canceled 2019 Chicago, Illinois – Stainless steel travel mug 2018 Winnipeg, Manitoba – Essential oil air freshener device and tote bag 2017 Des Moines, Iowa – Wood block cell phone holder

2016 Milwaukee, Wisconsin – Umbrella 2015 Bismarck, North Dakota – Travel kit

2014 Omaha, Nebraska – Canvas tote bag (a few items included, mainly visitor information) 2013 St. Paul, Minnesota – Messenger bag with gift bag items included (pad, paper, bottled water, post-it notes, etc.) 2012 Cleveland, Ohio – Locally carved wood pencil holder, pen and candle, gift bag

2011 Indianapolis, Indiana – Pewter Indianapolis skyline, gift bag 2010 Toronto, Ontario – Silver Loon and/or stained-glass maple leaf

Other gifts have included: Coaster, books about the state, glass paperweight, picture frame, t-shirts, wooden trivet in shape of state, gift bags Incoming host state promotional items have included: Various books related to the particular state or province, refrigerator magnet, candy, lapel pins, pens, t-shirts, Christmas ornaments, pillowcases (with chocolate candy placed on pillowcase in room), various gift bags with local information.

Page | 32

SAMPLE VENDOR TRACKING DOCUMENT

Contract Date

Fully Exec Date

Date Dep Paid

Est Contract Amt

Remaining Est Balance

Payment Due Date(s)

COI Needed/Due

W9 Received F&B Gtds

Counts Due

Day

Vendor

Deposit

Hyatt Regency Wichita , 400 W. Waterman St., Wichita, KS 67202 316-613-6284 Julie Longo / julie.longo@hyatt.com - Meeting Space Lease Botanica Adventure Gardens , 701 Amidon, Wichita, KS 67203 316-264-0448 Laura Allen lallen@botanica.org

Meeting Space

30 days after final invoice

9/30/19

$5,000.00 10/3/19

Upon request

Yes

$50,000 min

Sunday Evening Reception Sunday Evening Reception Sunday Evening Reception Sunday Evening Reception Sunday Evening Reception Sunday Evening Reception Sunday Evening Reception

$800 due 3/1/22 $800 due 6/23/22 $1600 paid 2/24/22

Due by June 9, 2022. Sent.

12/20/21 12/20/21 $1,600.00 12/22/21

$3,200.00

$0.00

Yes

N/A

Botanica Adventure Gardens , Staff

6/2/22

6/10/22

$500.00

6/10/22

$1,000.00

$0.00 Paid in full 6/17/22

Yes

N/A

Carlos O'Kellys, Catering Botanica & Exploration Place

6/6/22

6/10/22

$0.00

N/A

Paid in full 5/19/2022 $6,605.45

5/12/22

N/A

Xclusive Events , Bartender Botanica

5/17/22

$300.00

$0.00

Yes

No contract. Invoice 3/31/22

Pay cash onsite 7/10/22

N/A

Greg Victors, Wichita War Dancer

$500.00

N/A

Exploration Place , 300 N. McLean Blvd, Wichita, KS 67203 316-660-0600 Ashlie Brockleman

Paid in full 12/23/2021

12/20/21 12/20/21

$850.00

$0.00

Yes

N/A

Paid in full 5/19/2022 $3,543.63

5/16/22

N/A

Xclusive Events , Bartender Exploration Place

5/17/22

$300.00

$0.00

Yes

Exploration Place , 300 N. McLean Blvd, Wichita, KS 67203 316-660-0600 Ashlie Brockleman

Monday Daytime Youth

Paid in full 4/28/22

4/18/22

5/16/22

$400.00

7/11/22

Yes

Monday Daytime Youth Boxes lunches

Order online 7/11 or 7/12

N/A

Monday Daytime Spouse Monday Daytime Spouse Monday Daytime Spouse Monday Evening Family

Counter- signed 5/23/22

Paid in full 5/24/22

N/A

Distillery 244 Old Town

4/28/22

$505.00

$1,010.00

$0.00

Yes

N/A

5/23/22

7/1/22

The Kitchen, demo and buffet lunch

5/17/22

$1,300.00

5/31/22

$2,600.00

$1,300.00

7/25/22

Yes

Paid in full 5/19/22

5/3/22

5/31/22

N/A

Jenny Dawn Cellars LLC

$668.14

$0.00

Yes

N/A

Deposit waived 12/15/21

Sedgwick County Zoo , 5555 W. Zoo Blvd, Wichita, KS 67212 316-266-8252 Mariah Regier

Paid in full 6/27/22

Menu and F&B gtds 6/27/2022

12/15/21 12/17/21

$26,230.05

$0.00

6/27/22

Yes

Tuesday Daytime Youth Field Station

Credit card day of event 7/12/22 Credit card on file for payment due following business day - 7/13/22

5/11/22

4/7/22

6/28/22

5/13/22

$100.00

$540.00

$440.00

Yes

Menu 6/28/22 F&B Guarantee 7/5/22

Tuesday Daytime Youth Chicken N Pickle

3/9/22

4/4/22

$1,717.00

Yes

Tuesday Daytime Spouse

Email Confirmation 3/15/22

N/A

Wichita Art Museum

$0.00

N/A

Page | 33

SAMPLE VENDOR TRACKING DOCUMENT

Contract Date

Fully Exec Date

Date Dep Paid

Est Contract Amt

Remaining Est Balance

Payment Due Date(s)

COI Needed/Due

W9 Received F&B Gtds

Counts Due

Day

Vendor

Deposit

Let Brad know about change in numbers or times.

Tuesday Daytime Spouse

Email Confirmation 3/10/22

Payment by credit card or check at or before time of tour. Credit card on file for payment due at the end of the event - 7/12/21

Museum of World Treasures

$430.00

Yes

Tuesday Daytime Spouse

Menu 6/28/22 $300 food min

3/7/22

River City Brewing

$1,354.50

Yes

Tuesday State Dinner

Request check to bring onsite.

6/5/22

6/10/22

6/6/22

N/A

Aerotones Big Band

$500.00

$1,500.00

$1,000.00

Yes

Tuesday State Dinner

Invoice, no contract

Request check to bring onsite.

6/3/22

N/A

Sheila Kinnard - anthem singer

$100.00

Yes

Tuesday Youth Closing Kansas Kids Entertainment

Pay cash onsite 7/12/22

5/20/22

$200.00

Itineraries due 6/24. Change requests due 7/1.

Transportation Village Travel

3/31/22

4/1/22 Deposit waived

6/24/22

$13,415.00

Yes

Payment due upon delivery. Request check to bring onsite. Payment due upon delivery. Request check to bring onsite.

Rent One , 966 S. Oliver Ave, Wichita, KS 67218 316- 201-4700 Mark Williams / 618.422.8779 mwilliams@shoprentone.com - Furniture Rental

Furniture Rental

1/19/22

$1,182.50

Yes

N/A

Short Term Copier, PO Box 651, Crownsville, MD 21032 Kevin McCleaf / 301-617-9696 kmccleaf@stcopier.com - Copier/Printer Rental

Computer Rental

6/2/22

$3,521.00

Yes

N/A

Photographer Caleb McGinn

5/24/22

5/31/22

5/20/22

$1,000.00

$2,500.00

$1,500.00

7/25/22

Yes

N/A

Page | 34

SAMPLE YOUTH PROGRAM SCHEDULE FIELD STATION: DINOSAURS & CHICKEN N PICKLE

Youth Event Tuesday, July 12, 2022 9:10 am – 2:20 pm

Field Station: Dinosaurs 2999 N. Rock Rd. Derby, KS 67037

Chicken N Pickle 1240 N Greenwich Rd Wichita, KS 67206

Field Station Contact Garion Masterson, Park Mgr. (855-833-3466)

Chicken N Pickle Contact Sasha Berg, Event Coord. (316-535-7155)

Youth Event Leads Tamera Lawrence, Youth Programming Lead (cell phone) Gordon Self, Youth Programming Assistant (cell phone) Carly Humes, Youth Programming Assistant (cell phone)

Youth Event Team Members Annette Duffy, Carly Humes, Chris Waggoner, Eli Hoelscher, Iraida Orr, Jenni Hiebsch, Leighann Thone, Missy Lowry, Natalie Nelson, Natalie Scott

Dress Code: Aquatic Blue Youth T Shirt

Additional Information for Field Station: Meeting point outside the fossil dig site.

Additional Information for Chicken N Pickle:

Page | 35

SCHEDULE

9:10-9:25 am

Children checked in and dropped off. Head count.

Walnut Room at Hyatt 208

9:25 am

Board bus. Head count.

Hyatt

9:30 am

Bus departs.

10:00 am

Field Station: Dinosaurs

Arrive at Field Station: Dinosaurs

Live Science Theater

Live Show

11:20 am

Meet at Meeting Point Head Count.

Covered picnic tables outside the fossil dig

11:25 am

Board bus. Head Count.

11:40 am

Bus departs.

12:00 pm

Chicken N Pickle

Arrive at Chicken N Pickle.

12:10 pm

Lunch Adults: Sandwich/chips (Lunch on the Run) Kids: Chicken Tenders/Mac & Cheese Buffet

Be Amazing Room — East Half 2 Servers

12:45- 2:00 pm

Indoor Courts 1-3 reserved from 12-2 pm

Pickle Ball

2:00 pm

Bathrooms etc.

2:25 pm

Board bus. Head Count.

2:35 pm

Bus departs.

3:05 pm

Walnut Room at Hyatt 208

Arrive at Hyatt. — proceed to youth room.

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