COMM 399
Assignments
30% |
|
10% |
|
Site Proposal (Regional) (Group Presentation) |
20% |
20% |
|
| Participation & In-Class Assignments | 10% |
| Peer Evaluation | 10% |
- You must be available to work all days of the convention. While you will not be working 24/7 the way Dr. Lont and Dr. Wright will, you must clear these days from your calendar now. If you are unable to clear all the days necessary, you will need to drop the class. If you have a job, need babysitters, or have any other issues, you must make sure you notify the necessary people that you will not be available to them during these days. This is a large part of your grade and if you are unable to perform the required duties, you will more than likely fail this class.
- Convention work will be frenetic. Your professionalism will be required at all times. This is not a dry run for a class; this is an actual event where people have high expectations from you. All attendees know prior to arrival that you represent ECA, GMU, Drs. Lont and Wright, and most importantly, yourself. A survey will be going out to all convention attendees at the conclusion of the event. We need to hear that our students went above and beyond. The group of students from Stevenson University who worked the convention last year was excellent, organized, and helpful. They set a very high standard that we expect you to meet and exceed. While we would love for you to remain in the class, if you do not feel you can do this, please reconsider taking the class.
- The class will be broken up into several different groups and you will work in and among 2-3 groups as days, events, and needs fit. You will be partially able to choose in which groups you participate, however there may need to be some shuffling around to fit the needs of the whole.
- Groups will be discussed in class. As it comes closer to the event, groups will shift according to needs. If you get moved from one group to another, it is for the good of the convention, it is nothing personal :o)
- You can get voted out of a group and reassigned. This, naturally, will effect your final grade so you do NOT want for this to happen.
- We value your input, your ideas, and recommendations. You will no doubt see things that we do not. Please do not be afraid to mention things to us, no matter how small or “dumb” they may seem. Brainstorming often produces silly ideas that later work into something amazing!
- For the convention, you will be provided with your own shirt, however you will need to wear black jeans/black slacks/black khakis and tennis shoes in order to be most comfortable. All of us will be on our feet constantly.
- Please make sure you have a working, fully charged cell phone for the times you are working. There will be a master list that Drs. Lont & Wright and Prof Willett will have so that we can contact you when we need to promptly.
- It would be nice if you could create a business card with your contact information especially your cell phone so you can give it to people who might need your assistance (for example, if you are overseeing the technology in the convention presentation rooms). Not only will the cards serve as ways for people to contact you, but if the panelists keep your cards and if they were satisfied with your service, they might be more likely to mention your name favorably on the end-of-convention survey. See Dr. Wright for guidance.
- Although it might sound daunting, these conventions are a lot of fun and you will meet some great people! While it will be work, we expect that you will have a lot of fun doing it.
- Lastly, those students who earn a 90% or higher in the class will receive a letter of excellence in participation signed by both Dr. Lont and Dr. Wright. This should be placed in your portfolio and made available for future employers.
Site Visit (LOCAL) – Operations Audit
- This assignment is to get you to think about the questions you need to ask when considering a hotel or conference center for a convention.
- We expect you to meet with a event manager or planner at a hotel in the local area to get answers to the key questions one needs to ask when you searching for a location for a convention.
- Each group must work with a different hotel/venue. First come, first served. Make sure that you check with Dr. Lont, Dr. Wright or Prof. Willet to see if your location/venue is still available.
- You report should include the following information:
- Who is the main contact person you met? What role does this person play in the organization?
- What types of people generally use this conference facility? What is the average group size?
- What is the nature of the types of conferences held at this hotel? Business, academic, athletic, etc.? Are there general characteristics identifiable for these groups, particularly in terms of expectations?
- What is the largest and smallest number of people this facility can hold?
- Is there a set price or range? Is it negotiable? Are there complimentary rooms provided for those who plan a convention at this hotel?? Half price rooms? Concierge? Other?
- What types of internet and technology arrangements are available? Costs? Can you bring in your own equipment? Is the hotel unionized? Why does it matter?
- Logistics:
- Transportation to and from hotel? Airport location?
Major businesses or restaurants within walking?
Where can receptions be held? Where are restrooms in relationship to registration?
- Transportation to and from hotel? Airport location?
- What would be the biggest challenge to plan a conference at this hotel?
Site Proposal (Regional) (Group Presentation)
- Dr. Lont, as the President of ECA (2011-2012), will need to recommend a place for the 2016 convention to be held. Part of your grade will be a group presentation where you pitch to the class, Prof. Willett, and Drs. Lont & Wright, a location where the 2016 convention should be held.
- Each group must work with a different hotel/venue. First come, first served. Make sure that you check with Dr. Lont, Dr. Wright or Prof. Willett to see if your location/venue is still available.
- Students will learn through class, speakers, the book readings, research, and the Site Visit assignment what it takes to find an acceptable location for a convention. Every speaker who attends should be asked questions that will help you determine what you should look for when choosing a location for this assignment.
- This proposal will be comprehensive in terms of hotels, costs, location, tourist possibilities, and cost to travel there.
- For example, going to NYC would be wonderful, but it is way too expensive. So, seeking out a convention hotel in NJ or CT with easy access to NYC would be an option.
- ECA runs the second or third week in April from Thursday through Sunday.
- Hotel rooms for each night (minimum)
- Wednesday night - 77 Rooms
- Thursday night 177 Rooms
- Friday night 202 Rooms
- Saturday night 152 Rooms
- Wednesday night - 77 Rooms
- Hotel rooms for each night (minimum)
- Ethics: If you contact a hotel directly, it is important to identify yourself as a student in a class and do not officially represent any academic association.
PURPOSE: Develop a report on a city for the 2016 ECA conference.
- Procedure: Identify a city (somewhere close to or in the East) and contact the convention or regional bureau to identify three properties that could host ECA. Part of your report should include:
- Transportation
- Potential convention activity (entertainment)
- Local attractions for non-convention activities
- Distinctive aspects for food and entertainment for members on their own.
- Hotel costs (room rates, catering services, rental costs
- Technology costs and arrangements, reception set ups
- Potential themes connected to the city
- Potential speakers who live in the area.
- Transportation
- REPORT: Please include:
- Description of city and each property
- Supporting details for each element above (phone numbers, names, etc.)
- A recommendation among the properties
- Perceived strengths and weaknesses of this city for convention.
- Power point presentation for the class.
- Description of city and each property
Step by step guide for meeting planning
Portfolio Analysis and Reflection
This portfolio will be both personal and professional in nature.
- Personal
- You are required to keep a weekly log about your efforts in this class. This includes readings, work on various assignments, and reflection on questions raised in class. These entries may be handwritten or written on computer (do not wait and enter them the week before this is due). If handwritten, please make sure it is legible. The most important part is the on-going report of your activity for the class, your group work and your experience during the convention.
- Professional
- You are asked to keep a folder with convention information, contacts made, and things accomplished so that when you are interviewing for a job, you will be able to provide a future employer with an indication of what you are capable.
- Final Wrap Up – Answer 5 of the 8 questions. You must answer questions 1, 2 , 8 and two others you select.
- Describe ECA. Purpose? Mission? Governance structure? Frequency of conventions. Who attends?
- What are two professional associations you might join in the future? Why these two?
- Attend two presentations while at ECA. What were they and what did you learn?
- Attend one social gathering at ECA. What was your reaction? What did you learn?
- Interview two people who attended the convention. Not GMU people. What did they come to the convention, their interest and the activities they participated in. Why is ECA important to their professional growth.
- Identify the best moment during convention planning class. The most challenging part of this class. How were problem solving skills used to manage difficult moments in the actual convention?
- How did technology enhance the convention? What ways would you used technology in the future when you work on a convention?
- Discuss what you have learned in this class. What main ideas will you remember and use?
Participation & In-Class Assignments
- We will work in our groups every week accomplishing certain tasks. It is imperative that you are here to work with your group. This is one way we see how things are flowing and will be able to make any adjustments necessary.
- We cannot be everywhere and therefore we will not necessarily know how things are going outside of class time. This convention is not simply a class project; it is a real-life event.
- You will be graded by your peers in an end-of–semester evaluation. These will be anonymous and confidential and will only be reviewed by Dr. Lont, Dr. Wright, and Prof. Willett.
- You may be evaluated by the convention attendees. Your goal is to exceed their expectations so they will remember your name (with the help of a business card) and will mention your name in the post-convention evaluation.
- These evaluations are worth 10% (a full letter grade) of your final grade.