[Board] Fwd: Evergreen Conference Cancellation / Renegotiation

[Terran McCanna]

As I said yesterday, this decision cannot be made in a vacuum.

But, frankly, I don't think it's really a matter of canceling the
conference or not. I think it's really a question of how to lose the least
amount of money. If the contract negotiator is successful in convincing the
hotel to let us reschedule for 2022, that would most likely be the best
option financially.





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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On Fri, Mar 13, 2020 at 12:23 PM Tiffany Little <
tlittle at georgialibraries.org> wrote:

> I also agree that an emergency meeting is best. As soon as we have enough
> info, I think we should meet. I don't think it should wait until Thursday.
>
> I've heard gossip that Trump may declare a national state of emergency
> later today, which may put us in a better position as well.
>
> Tiffany Little, PINES Services Specialist: Acquisitions
>
> ------------------------------
>
> Georgia Public Library Service | University System of Georgia
>
> 2872 Woodcock Blvd, Suite 250 l Atlanta, GA 30341
>
> (470) 512-1454 | tlittle at georgialibraries.org |
> help at help.georgialibraries.org
>
> <https://www.facebook.com/georgialibraries>
> <https://www.twitter.com/georgialibs>
>
> Join our email list <http://georgialibraries.org> for stories of Georgia
> libraries making an impact in our communities.
>
>
> On Fri, Mar 13, 2020 at 12:10 PM 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
>>
>> <https://www.facebook.com/georgialibraries>
>> <https://www.twitter.com/georgialibs>
>>
>> Join our email list <http://georgialibraries.org> for stories of Georgia
>> libraries making an impact in our communities.
>>
>>
>>
>> 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
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>>>
>>> *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
>>>
>>>
>>>
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>>>
>>> *Join our email list* <http://georgialibraries.org> *for stories of
>>> Georgia libraries making an impact in our communities.*
>>>
>>>
>>>
>> _______________________________________________
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>>
>
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