[Evergreen-governance-l] FW: Summary of 2010 conference report from ICM Events

[Amy Terlaga]

I checked with Coleen Neary and she was fine with my forwarding on this
recent post on a SirsiDynix list.

 

I think this is a good example of what can happen contractually if a
conference does not have as good a turn-out as one had hoped.

 

Something to consider when we’re setting up our governance infrastructure 


 

Amy

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Amy Terlaga

Assistant Director, User Services

Bibliomation

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Middlebury, CT  06762

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From: Unicorn Special Topics discussion list
[mailto:SPECIAL at LISTS.COMMUNITYEMAIL.ORG] On Behalf Of Coleen Neary
Sent: Monday, June 28, 2010 3:13 PM
To: SPECIAL at LISTS.COMMUNITYEMAIL.ORG
Subject: Summary of 2010 conference report from ICM Events

 

This year’s COSUGI Conference, held at the Disney Coronado Springs Resort,
was quite successful despite a challenging economic climate.  Though total
attendance was down slightly (761 in 2010 versus 836 in 2009), the number of
room-nights filled was greater than in 2009, likely due to the location on
the Disney property. 

Twenty-eight companies were represented in the Exhibits Area.  COSUGI is
appreciative of all of the exhibitors, and especially the sponsoring
exhibitors:  SirsiDynix, EnvisionWare, Integrated Technology Group, Sentry
Technology Corporation, and Unique Management Services.  EnvisionWare, as
always, sponsored the Internet Café and print services.  SirsiDynix
sponsored the conference-wide party and several smaller receptions.  The
remaining three vendors sponsored breaks.  The expenses for parties,
receptions, and breaks all contributed to the contractual obligations for
food and beverage, so COSUGI is particularly grateful for these
contributions from our vendor/sponsors. 

The contract for the conference was negotiated well before the economic
downturn.  ICM did negotiate on behalf of COSUGI to release meeting and
sleeping rooms back to the hotel for resale.  This helped with the bottom
line, but the conference still fell short of contractual obligations.  ICM,
on behalf of COSUGI, negotiated with the hotel post-conference to reduce the
attrition penalties significantly.  COSUGI has agreed to return to Disney in
May 2012, in exchange for an approximate reduction of 64% of attrition
penalties.  As a result, the conference budget should close slightly in the
black. 

COSUGI is deeply indebted to ICM events, in the persons of Pia Jones and her
staff.  Ms. Jones is a shrewd negotiator, and has twice now helped the
users’ group to avoid substantial losses on the conference.  She and her
staff are skilled professionals who assure that the conference runs
smoothly.  Frances Orton, COSUGI’s Executive Assistant, is also
indispensible at the conference and throughout the year.  The COSUGI Board
is grateful for everyone who contributed to make the conference a success. 

Contractual obligations for the 2011 conference are in line with the lower
attendance numbers of this year.  COSUGI should therefore be able to meet
2011 contractual obligations without further negotiations. 

See you in Phoenix  in April! 

  _____  


Coleen Neary
COSUGI Chair 2010/2011 


Office (804) 697-8128 ·  Fax (804) 697-8134
 <mailto:coleen.neary at rich.frb.org> coleen.neary at rich.frb.org
 <http://www.richmondfed.org/> www.richmondfed.org 

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