The American Association

of Glass Artistry (AAGA)

Convention
By Kyrie Smith & Jacob Shrum

The American Association of Glass

Artistry (AAGA) Convention
Three day convention
1,000 members expect 300 attendees
Location in Tulsa in early June

Meeting Purpose
To allow members of the AAGA to learn different techniques on glass artistry, as well as
building relationships with other artisans across the country via networking, workshops,
and exchanging of business cards.

Meeting Objectives
After the AAGA convention member will:
Have better knowledge of the different varieties
of glass blowing techniques.
Have gained at least 5 new contacts at the
vendor trade show.
Learn how to create and better maintain a
website.
Learn at least 5 tips on how to better manage
their time.
Gain 3 CEUs for their continuing education.

Marketing Efforts

Email to all members with link to convention website

Provide a discount for early registration
Social Media: Youtube videos from the keynote speaker--Dale Chihuly
Ask vendors to sponsor different parts of the conference

Host City
Tulsa, OK

We chose Tulsa, OK as our city of choice as it is located centrally

in the United States. Even though we have about half of our
attendees northeast of this location, the other half are scattered,
and it is not far from where the majority of members are located
in the midwest.
It is a riverside city, making it very nice to attract attendees as
they are able to relax and have a little fun while at the
convention.

Meeting & Sleeping Facilities

DoubleTree by Hilton Tulsa Downtown

We chose the DoubleTree by Hilton Tulsa Downtown because of

its location and amenities offered.
They have 16 different ballrooms/meeting rooms, with the largest
being able to hold 1000 people, and overall having over 15,000
sq/ft of space!
The hotel is close to the airport, making it convenient for
attendees that fly in. They also offer a complimentary shuttle for
transportation to and from the airport, and even into the
downtown areas for some time on the town!
This hotel also provides on site catering, making it simpler for us
as meeting planners to plan out the convention.
Due to large group booking, hotel providing four comp

Agendas Explained

Each breakout session is an hour long. Attendees will be in color

groups and rotating between breakouts, exhibits, and meeting
space to make new contacts each 50 minutes, with 10 minute
breaks between sessions.
Each day, new color groups will be assigned to each person so
that attendees can meet new contacts for each group.

Agenda for the Meeting

Friday:
Start Time

End Time

Function

Room

Setup

7:00am

8:00am

Breakfast

Council Oak Ballroom

Rounds of 10

8:00am

5:00pm

Introduction/ Meeting Space/ Closing

International Ballroom

Classroom

10:00am

5:00pm

Shipping Produces

Remington

Theatre

10:00am

5:00pm

Website Design and Maintenance

Philbrook

Theatre

10:00am

5:00pm

Demonstration: How to Mirror Glass

Dover

Theatre

10:00am

5:00pm

Etching Glass

Gilcrease

Theatre

10:00am

5:00pm

Vendor/Exhibitor Tables Open

International Foyer

6 Tabletop Exhibits

12:00pm

2:00pm

Lunch

Out of House

N/A

Agenda for the Meeting Cont.

Saturday:
Start Time

End Time

Funtion

Room

Setup

7:00am

8:00am

Breakfast

Council Oaks Ballroom

Rounds of 10

8:00am

5:00pm

Stained Glass

Gilcrease

Theatre

8:00am

5:00pm

Time Management

Remington

Theatre

8:00am

5:00pm

Demonstration: Working by Feel

Philbrook

Theatre

8:00am

5:00pm

Demonstration: Inside Sculpting

Dover

Theatre

12:00pm

2:00pm

Lunch

Out of House

N/A

10:00am

5:00pm

Vendor/Exhibitor Tables Open

International Foyer

Agenda for the Meeting Cont.

Sunday:
Start Time:

End Time:

Function:

Room:

Setup:

8:00am

5:00pm

Pre-Closing Meeting & Meeting Space

International Ballroom

Classroom

8:00am

5:00pm

Demonstration: Coldworking past

Tradition

Gilcrease

Theatre

8:00am

5:00pm

A Unique Way of Cutting Glass

Remington

Theatre

8:00am

5:00pm

Historic Methods of Mold Blowing

Philbrook

Theatre

8:00am

5:00pm

Hot Printing on Glass

Dover

Theatre

7:00pm

10:00pm

Dinner & Closing Ceremonies

International Ballroom

Crescent Rounds

12:00pm

2:00pm

Lunch

Out of House

N/A

Vendors

Sand blaster suppliers

Polish suppliers
Furnaces and Kiln manufacturers
Mold materials manufacturers
Adhesive manufacturers
Glass cutter manufacturers
Glass rod manufacturers
Hand tools suppliers

In-House Services Offered

The hotel offers a variety of in-house services. Due to this fact, all
services were taken care of through the hotel itself.
Audio/Visual Rental.
Catering for Breakfast/Lunch/Dinner.
Transportation to & from Airport.
In-house pool and jacuzzi for guests.
Downtown shuttle available upon request and availability.
Banquets services & personnel.

Meeting Budget
Charge Type:

Amount:

Service Charge:

Totals:

Taxes:

Grand Totals:

International
Ballroom Rental

$2,000.00

$0.00

$2,000.00

$170.34

$2,170.34

Meeting Rooms
Rental

$3,600.00

$0.00

$3,600.00

$306.61

$3,906.61

Council Oaks
Ballroom Rental

Comp per
Contract

N/A

$0.00

N/A

$0.00

A/V Rental (InHouse)

$1,195.00

$262.90

$1,457.90

$124.17

$1,582.07

Catering

$38,400.00

$8,448.00

$46,848.00

$3,990.04

$50,838.04

Totals:

$44,625.00

$8,585.50

$53,210.50

$4,531.94

$57,742.44

Registration Fees
Our decided Registration Fee will be $700.00. This includes the following:

Two night accommodation at the DoubleTree by Hilton Tulsa

Downtown for checking in on Friday, Saturday, and checking out
on Sunday on a rate of $149.00 per night.
Registration Fees that cover breakfast for two days, break
stations throughout the weekend, and one final gorgeous plated
dinner.
Parking for all hotel guests.
Members have the option to receive a discount for early
registration which is between November 4-8, 2013.
If members book early enough, the cost will be discounted to
$500.00.

Floor Plan & Layout

Floor Plan & Layout Cont.

Floor Plan & Layout Cont.

Floor Plan & Layout Cont.

Food & Beverage Plans

Breakfast Day 1: Classic Breakfast

3-Egg Scramble, Applewood Smoked Bacon or Sausage Links, Crispy Hashbrowns,

Breakfast Baskets per table, Orange Juice, & Coffee.

Breakfast Day 2: Bagel, Bagel

Sliced Seasonal Fruit, Fresh Bagels, Whipped Cream Cheeses, Accompaniments,

Chilled Fruit Juices, & Coffee

Dinner Day 3: Dual Entrees

Beef Short Rib w/ truffled mushroom ragout, Seared Scallops, Potato Risotto,
Rainbow Carrots, & Seared Rapini
Pecan Crusted Chicken w/ honey butter cream, Shrimp Scampi w/ garlic butter,
Boursin Mashed Yukon Potatoes, Summer Squash, & Pearl Onion.

All guests are advised to go out on the town for lunch. All hotel
employees can give great recommendations and directions to local
establishments of all kinds!

Food & Beverage Plans Cont.

Break Tables Day 1: Chips & Dips

Hand Cut Tortilla Chips, Queso Fundido, Salsa Fresco, Cilantro Lime Guacamole, Soft
Drinks, & Bottled Water

Break TablesDay 2: Ball Park

Mini Corndogs, Soft Jumbo Pretzels, Stone Ground & Yellow Mustard, Assortment of
Chips, Soft Drinks, & Bottled Water

Break Tables Day 3: Small Cakes

Cupcakes w/ red velvet, double chocolate, white birthday, Soft Drinks, Bottled
Water, & Fresh Brewed Coffee

Audio/Visual Plans
Due to the fact that we have 300+ attendees
coming to our meeting, the hotel suggests we use
their Dual Projection Package, as it is the only
package that can handle that many people. It
includes:

2 LCD Projectors
2 9x12 Screens with Dress Kit
Skirted A/V Tables
Power Strips

Package Price: $1,195.00

Transportation
The hotel already offers a complimentary shuttle
from 5:00am until 12:00am each day. It goes to
the airport at the top of every hour for departing
guests, and picks up upon demand for arriving
guests. It also does downtown runs in their down
time from going back and forth to the airport!

Works Cited

Chapter
Chapter
Chapter
Chapter
Chapter
Chapter
Chapter
Chapter

4, page 23
5, page 27
11, page 73
12, page 87
21, pages 220, 224-227
26, pages 302 -307
29, page 342
30, page 359