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;
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Host State Office
o
Registration staffing
o
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
o
Service Project promotion
o
o Site visit staffing (on bus, staff as needed)
Spouse and Youth Programs
o
Youth drop off and pickup
o
Host State Gift, Gift bag
o
Host staff/Volunteers
o
o Opening Reception/Youth Meet and Greet
Monday evening event (Family night)
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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
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 HOST STATE FRIEND $2,000 • Recognition in the registration brochure for early sponsors* • One discounted registration to attend the meeting • One invitation 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
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 | 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
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
* 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
TBD
TBD
TBD
TBD
2021 Rapid City, South Dakota
422
108
61
591
$387,499
2020 Detroit, Michigan – Canceled
2019 Chicago, Illinois
459
67
40
566
$650,444
2018 Winnipeg, Manitoba
295
61
35
391
$412,000
2017 Des Moines, Iowa
395
50
24
469
$408,599
2016 Milwaukee, Wisconsin
366
61
34
461
$430,000
2015 Bismarck, North Dakota
432
54
49
535
$548,280
2014 Omaha, Nebraska
395
61
32
488
$441,511
2013 St. Paul, Minnesota
517
85
37
639
$545,911
2012 Cleveland, Ohio
401
54
41
496
$444,861
2011 Indianapolis, Indiana
458
63
31
552
$425,700
2010 Toronto, Ontario
343
111
41
495
$603,194
2009 Overland Park, Kansas
510
104
41
655
$445,398
2008 Rapid City, South Dakota
517
198
146
861
$463,681
2007 Traverse City, Michigan
542
150
66
758
$474,267
2006 Chicago, Illinois
531
160
84
775
$542,450
2005 Regina, Saskatchewan
406
134
55
595
$356,763
2004 Des Moines, Iowa
459
79
44
582
$276,920
2003 Milwaukee, Wisconsin
473
87
33
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
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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
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
N/A
Carlos O'Kellys, Catering Botanica & Exploration Place
6/6/22
6/10/22
$0.00
$0.00
N/A
N/A
N/A
Paid in full 5/19/2022 $6,605.45
5/12/22
N/A
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
N/A
Greg Victors, Wichita War Dancer
$500.00
$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
N/A
Paid in full 5/19/2022 $3,543.63
5/16/22
N/A
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
N/A
N/A
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
$1,717.00
Yes
Tuesday Daytime Spouse
Email Confirmation 3/15/22
N/A
Wichita Art Museum
$0.00
$0.00
N/A
N/A
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
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
N/A
Sheila Kinnard - anthem singer
$100.00
$100.00
Yes
Tuesday Youth Closing Kansas Kids Entertainment
Pay cash onsite 7/12/22
5/20/22
5/20/22
$200.00
$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
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
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
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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