2018 International Council on Hotel,

Restaurant, and Institutional Education

Response to Proposal
Event Management 371

Group 6: Kennedy Core, Michelle Aberle, Lauren McKown, Samantha

Griffiths, Jamie Sorensen

Executive Summary

Ames is located in the heartland of Iowa located only 30 minutes north of the capital city, Des

Moines. ​Ames, is a city that has become a player in developing the world's bio-economic future.

It also offers top-quality education, from kindergarten to graduate school. Well-known bands, as

well as emerging super stars, international symphonies and Broadway musicals also make

appearances giving a larger city feel in a smaller town. Ames also offer hundreds of acres of

parks, 35 miles of bike trails, and cultural festivals and celebrations.

Ames is also the home of Iowa State University of Science and Technology, which was founded

as the first land grant university in the nation. As a public research institution, Iowa States is a

leader in Agriculture, Design, Engineering, and Veterinary Medicine colleges. Discoveries

including the Atanasoff–Berry Computer, the world's first electronic digital computer. With over

108 bachelor’s degree programs, 112 master’s degree programs and 81 at the Ph.D. level, Iowa

State has diverse educational offerings. Including the Apparel, Events, and Hospitality

Management (AESHM) department which we believe will be beneficial in the planning and

execution of this event.

We are providing a proposal to host the 2018 ICHRIE Central Federation annual meeting at the

Iowa State University Campus- Memorial Union. Ames is a centralized location with the Des

Moines International Airport only 40 minutes away. We believe that the vast resources Iowa

State University offers coupled with the ‘Iowa Nice’ culture and people will provide a

memorable and fantastic event for those who attend.The city motto: “Smart Choice” is accurate

when describing the reason this event should be held at Iowa State University in Ames, Iowa.
Section 1. Destination and Hosting Institution(s)

1.1 ​The proposed destination for this event is the Memorial Union at the Iowa State

University Campus located in Ames, Iowa. Location of event is located near by lodging,

restaurants, and entertainment. Attendees will be staying at Hilton Garden Inn. This event will be

held on a Sunday and Monday in April of the year of 2018. To go along with the theme of

sustainability, we have proposed to host the conference over the weekend of Earth Day which

will be April 22-23, 2018.

1.2 ​ The major advantages to the Memorial Union in Ames, Iowa they would be size of

venue, variability between room size options, parking available, and central location on campus

which makes it easy to find. One potential issue is finding the correct rooms within the Memorial

Union. To solve this issue we can have signs and arrows with directions. When going to

breakouts we can also offer guidance to rooms. Another disadvantage would be the distance

from hotels. To solve this issue we would have CIT Signature buses transport attendees to and

from hotels each day.

1.3 ​The conference committee will include members of the Central Federation Executive

Board. Through the executive board we hope to create a conference committee to help make

determinations on the event. Leadership will also come from Iowa State University Memorial

Union Events staff and the Iowa State University Event Management Program. This program

was created in 2011, and would be a great asset to the overall planning process. A class, taught

by one of the Event professors, would help to create the event including: marketing,

organization, and volunteer staff. The use of students, staff, and executive members will create a

one of a kind event for Central Federation.

 1.4​ The event will be hosted by Iowa State University. A potential co-hosting situation

with Des Moines Area Community College is Ames is selected. This would be a benefit because

of location of each college but even without partnership Iowa State University would take full

responsibility of hosting this event.

1.5 ​Attendees can fly in and out of the Des Moines International Airport which is

approximately 36 miles from Ames. Attendees have many options to take either a taxi, rental car,

or shuttle from the airport to ames.

It is also important to note that Iowa State University is within driving distance of many

other colleges. University of Iowa is 2 hours away. Simpson College is about an hour away.

DMACC is also 34 minutes away from ISU. University of Northern Iowa is 1.5 hours away, and

Drake University is 35 minutes away. This is simply some of many colleges and programs that

are close to Iowa State University. To reduce travel costs, students and other attendees would be

encouraged to carpool rather than traveling alone. This would also be a great way to promote a

green outlook at the conference.

Section 2. Previous Conference/Event Experience

2.1 ​At Iowa State University, many events have been hosted at the Memorial Union. The

staff there has experience in both large and small scale events which will greatly benefit the

International Council on Hotel, Restaurant, and Institutional Education (ICHRIE) Central

Federation Conference. Faculty within the Event Management department have also worked with

students and organizations to host events and guide them in this educational experience.
 2.2 ​All conference activities will happen in Ames, IA. These activities include but are not

limited to web registration, name tags, transporting and on site activities. As well as

coordinating with Central Federation ICHRIE board members. Students will handle the entire

day-of coordinating, including registration, directions, and guiding attendees to breakout

sessions.

​2.3​ Conference logistics management activities: such as transportation management,

fleet management, materials handling, order fulfillment, inventory management, supply/demand

planning, and management of service contractors

We will be working with the Ames Convention and Visitors Bureau to coordinate

planning and activities for attendees to do while in Ames. Transportation logistics in Ames for

days of events will be handled by CIT Signature buses. Taxi services will be available for event

attendees after event hours for any extracurricular activities.

Section 3. Pre-Conference Deliverables

3.1​ Produce identification badges and holders for attendees, guests, and other designated

personnel.

3.2​ Provide on-site staff to serve as hospitality ambassadors, hotel and venue

management assistance, attendee’s on-site registration, scheduling, etc. Upper-class Hospitality

Management and Event Management Students will assist in providing excellent service to the

guests in all aspects of their stay. They will also assist in setup and takedown, as well as other

areas where needed.

3.3​ Will provide weekly reports of registrations, exhibit sales and sponsorship sales.
Section 4. Post-Conference Deliverables

4.1​ The attendees will be emailed a link to fill out an online conference evaluation form.

This form will contain the topics of venue, speaker, parking, food, layout satisfaction. There will

also be a section where attendees will have the opportunity to write about what they think can be

improved.

4.2​ All the data from the evaluation will be transferred to a excel document and saved.

This data will then be used when planning future conferences.

4.3 ​A final financial report will be generated that outlines all funds collected during the

conference. This report will be organized and easy to read. It will be distributed to the correct

people once generated.

4.4​ There will be a conference report detailing number of registrants and attendance

broken down geographically. This document could be used when marketing to current and

future attendees.

Section 5. Cost/Financial Terms

5.1​ The Memorial Union, where the event will be hosted, does charge for room rentals.

We will have to reserve the room thoroughly in advance to secure the specific rooms we need.

Other expenses include catering and lodging for the attendees.

5.2​ The proposed hotel is the Hilton Garden Inn. The Hilton Garden Inn is a 120 room

hotel with a bar in the lobby. The hotel is less than ten minutes away from campus. The average

rate for this hotel is $159 a night, however with a negotiated rate for the conference this could be
reduced. The registration fee will cover the costs of food and beverage, general session speaker

fees, printing fees, and other additional expenses. The conference fee will be split into three

different rates. Faculty rates are at $125, secondary instructors at $75, and graduate students at

$50. There will be no price difference for early-bird or day-of-registration rates.

5.3​ All expenses will be covered by Iowa State University with reimbursement from

registration fees. All profits will go the the ICHRIE Central Federation. However, if for any

reasons expenses exceed the registration fee than the additional costs will be covered by Iowa

State University.

5.4​ Iowa State University has been a contributing member to the ICHRIE central

federation. Therefore, the university has paid dues, However, no additional funding has yet to be

provided. Iowa State University offers support by hosting this conference.

Section 6. Strengths

6.1​ Destination Management.

Ames and Iowa State University have plenty to offer, from a wide variety of meeting and

event spaces, to food and activities around the Ames community. There are plenty of Iowa State

games to see while in town. With more than 30 miles of bike and pedestrian trails, and 35

woodland parks which will provide a great time to get outdoors and enjoy nature. There are also

5 different golf courses located in the Ames area. Ames has plenty to offer, and the perfect place

for both business and pleasure. We are sure you will enjoy it just as much as we do!

6.2 ​The Memorial Union Event Management staff is skilled and work hard to help you

host your successful conference. The staff will help to make your event one of a kind. The
AESHM department is also skilled in planning successful event. From those who have interned

at different businesses to the faculty with real world experiences, you will be given a new

perspective on your event.

6.3​ Financial Management.

We plan on having all costs for the event covered by the registration fees. Plans will be

put into place to reduce costs as much as possible to ensure that the registration fees will cover

costs. We plan on negotiating room costs, food costs, and other expenses throughout this event.

If any profits are to be made from this event, they will be donated back to ICHRIE.

6.4​ On-site Registration.

Registration will be held on site in front of the Great Hall, before attendees enter the

conference. Identification Badges will be given out at this time.

6.5​ Sales and Marketing of Meetings and Events

In order to market this conference, the head Marketing Director as well as some of the

students at Iowa State University will be in charge of marketing this conference. They will send

out emails to ICHRIE members, as well as implement other marketing techniques as seen fit.

6.6​ Stakeholders/Sponsorship Management

Stakeholders and sponsorships will be managed by the instructors in the Event

management program at Iowa State University. They will instruct students on how to gain

sponsorships, but will oversee all activity.

Section 7. Additional Information

7.1​ Suggested Timeline

December 5th: Proposal given to (ICHRIE) Central Federation Conference.

January 1st: (ICHRIE) Central Federation Conference informs organization with

accepted proposal.

January 15th: ICHRIE announces call for papers

February 20th: Abstract submissions deadline

March 20th: Abstract decisions – notice of acceptance

7.2​ Suggested Conference Scheduling

April 22nd: Day 1

7AM-7PM: Open Registration

6:45AM- 7:15PM shuttles back and forth from Hilton Garden Inn

7AM-8AM: Light complimentary breakfast.

8 AM-9:30AM: Session

9:45AM-10:30AM: Session

10:45AM-12:30PM: Keynote Speaker

12:45-1:30: Lunch

1:45PM-3PM: Session

3PM-4PM Break

4PM-6PM:Session

6:15PM-7PM: Optional Dinner (additional Cost)

April 23rd: Day2

 7AM-5:30PM: Open Registration

6:45AM- 7:15PM shuttles back and forth from Hilton Garden Inn

7AM-8AM: Light complimentary breakfast.

8 AM-9:30AM: Session

9:45AM-10:30AM: Session

10:45AM-12:30PM: Keynote Speaker

12:45-1:30: Lunch

1:45PM-3PM: Session

3PM-3:35PM: Closing Comments/Conference Ends

4PM-5PM: Complimentary appetizers and Drink

7.3​ Suggested Facilities for Executive Board, general sessions, breakout sessions, and

keynote speaker.

http://www.mu.iastate.edu/meeting-and-events/room-rates--capacities/

Executive Board: Gold Room

The Gold Room can comfortably seat 30 people in an open square layout.
General Sessions and Keynote Speaker: Great Hall

The Great Hall can fit 500 people in theatre style.

Breakout Session: Campaniel and Cardenal Room

The Cardinal Room can fit 100 people theatre style

The Campanile Room can fit 180 people theatre style

 7.4​ Campus town, which is directly across from the Memorial Union, provides a variety

of restaurants and shopping activities for attendees. Also, Historic downtown Ames provides a

variety of restaurants and shops. This area is home to many of Ames beloved businesses such as

Great Plains Pizza, Olde Main Brewing Company and Aunt Maude's restaurant.