[Board] Fwd: Evergreen Conference Cancellation / Renegotiation

Fri Mar 13 12:18:22 EDT 2020

It really seems to hinge on what the hotel will allow us to do. When do we
expect a response from them?

On Fri, 13 Mar 2020 at 12:10, Terran McCanna <tmccanna at georgialibraries.org>
wrote:

> I'm sorry I was not clear - I am just working something up in preparation
> for when the decision is made.
>
> I still want an official recommendation from the Board, but I don't think
> it can wait until next Thursday. Can you call an emergency meeting or do a
> vote by email by, say, Monday?
>
>
>
> Terran McCanna, PINES Program Manager
> ------------------------------
>
> Georgia Public Library Service | University System of Georgia
>
> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
>
> (404) 235-7138 | tmccanna at georgialibraries.org
>
> http://help.georgialibraries.org | help at help.georgialibraries.org
>
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> <https://www.twitter.com/georgialibs>
>
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>
>
>
> On Fri, Mar 13, 2020 at 11:54 AM Goben, Anna <AGoben at library.in.gov>
> wrote:
>
>> I had planned for the board to make an official recommendation next week
>> at the EOB/TEP meeting as we have only had unofficial discussion so far.
>> Do you no longer wish an official opinion of the board on this matter?
>>
>>
>>
>> -Anna
>>
>>
>>
>> Anna Goben
>>
>> Evergreen Indiana Coordinator
>>
>> Indiana State Library
>>
>> 140 N Senate Ave
>>
>> Indianapolis, IN 46204
>>
>> 317-234-6624
>>
>> Fax: 317-232-1925
>>
>>
>>
>> *From:* Board [mailto:board-bounces at list.evergreen-ils.org] *On Behalf
>> Of *Terran McCanna
>> *Sent:* Friday, March 13, 2020 10:46 AM
>> *To:* evergreen-conference at list.evergreen-ils.org;
>> board at list.evergreen-ils.org; Donna Bacon <donna at mobiusconsortium.org>
>> *Subject:* [Board] Fwd: Evergreen Conference Cancellation / Renegotiation
>>
>>
>>
>> **** This is an EXTERNAL email. Exercise caution. DO NOT open attachments
>> or click links from unknown senders or unexpected email. ****
>> ------------------------------
>>
>> Good morning, I sought out Beverly Arnold's advice (the Director of
>> Conference and Meeting Services for the Board of Regents of the University
>> System of Georgia) and the message below is the follow up which summarizes
>> what we discussed. She will be bringing in their contract expert, Christine
>> Campbell, who has extensive experience in conference contract negotiations,
>> to reach out to the hotel.
>>
>>
>>
>> Please let me know if you have any further questions at this time. I will
>> be sending out a message to the Evergreen list and to all attendees shortly.
>>
>>
>>
>>
>>
>>
>>
>> [image: Image removed by sender.]
>>
>> *Terran McCanna, PINES Program Manager*
>> ------------------------------
>>
>> *Georgia Public Library Service | University System of Georgia*
>>
>> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
>>
>> (404) 235-7138 | tmccanna at georgialibraries.org
>>
>> http://help.georgialibraries.org | help at help.georgialibraries.org
>>
>>
>>
>> [image: Image removed by sender.]
>> <https://www.facebook.com/georgialibraries> [image: Image removed by
>> sender.] <https://www.twitter.com/georgialibs>
>>
>> *Join our email list* <http://georgialibraries.org> *for stories of
>> Georgia libraries making an impact in our communities.*
>>
>>
>>
>>
>>
>> ---------- Forwarded message ---------
>> From: *Terran McCanna* <tmccanna at georgialibraries.org>
>> Date: Fri, Mar 13, 2020 at 10:35 AM
>> Subject: Evergreen Conference Cancellation / Renegotiation
>> To: Beverly Arnold <beverly.arnold at usg.edu>, <Sherea.Frazer at usg.edu>
>>
>>
>>
>> Hello Beverly and Sherea,
>>
>>
>>
>> As we discussed on our call this morning, the Evergreen Conference
>> Committee, The Evergreen Project Board, and MOBIUS (the contract signatory
>> for the conference) agree that due to the serious nature of the COVID-19
>> pandemic, we must cancel this year's Evergreen Conference.
>>
>>
>>
>> In addition to our duty as responsible citizens, most of the attendees of
>> this conference are government employees who have received directives this
>> week to cancel all non-essential travel, so even if we were to attempt to
>> continue with the conference, we would have negligible attendance.
>>
>>
>>
>> However, The Evergreen Project does not have the funds to cover the
>> contract cancellation fee of approximately $125K (the organization has
>> under $40K in assets). MOBIUS is the conference insurance holder (through
>> Hartford) but have been informed by Hartford that the pandemic does not
>> constitute an "act of god" but rather a "communicable disease" which is not
>> covered by the insurance. We are hopeful that the hotel will be willing to
>> waive the cancellation costs if we agree to hold the conference there in
>> 2022. (We cannot schedule it for 2021, as we already have a contract to
>> hold the 2021 conference in Missouri.)
>>
>>
>>
>> Once this year's conference is cancelled, we will need to refund attendee
>> and exhibitor fees, minus the merchant funds (which we will pay out of The
>> Evergreen Project's funds).
>>
>>
>>
>> I am attaching the hotel and AV contracts here for easy access. It is my
>> understanding that we can cancel the AV contract with no fee if we cancel
>> it prior to March 20th.
>>
>>
>>
>> Thank you for assistance with this process,
>>
>> Terran McCanna / The Evergreen Conference Committee
>>
>>
>>
>>
>>
>> [image: Image removed by sender.]
>>
>> *Terran McCanna, PINES Program Manager*
>> ------------------------------
>>
>> *Georgia Public Library Service | University System of Georgia*
>>
>> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
>>
>> (404) 235-7138 | tmccanna at georgialibraries.org
>>
>> http://help.georgialibraries.org | help at help.georgialibraries.org
>>
>>
>>
>> [image: Image removed by sender.]
>> <https://www.facebook.com/georgialibraries> [image: Image removed by
>> sender.] <https://www.twitter.com/georgialibs>
>>
>> *Join our email list* <http://georgialibraries.org> *for stories of
>> Georgia libraries making an impact in our communities.*
>>
>>
>>
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-- 
Chris Burton
*Technology Coordinator** @*
*Niagara Falls Public Library*
4848 Victoria Avenue, Niagara Falls, ON  L2E 4C5
Tel 905-356-8080 x 267 cburton at nflibrary.ca <cdunn at nflibrary.ca>
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