Tagged: bid

Work Day #2

I’m sitting in Starbucks right now.

Normally I’d be surrounded by people wearing thick-rimmed glasses (like myself) who are wearing fancy scarfs even though it is 90 degrees outside (unlike myself).

But it’s empty so nobody is sipping coffee and pondering the meaning of life.

I just finished working for about an hour and a half, working on a presentation to give to the Director of Housing. I need to get her approval to bid for No Frills 2015 before I put my heart and soul into it. I don’t want hours of hard work to go down the drain so it needs to be approved before I start working-working on it.

At this point I’m just working on it. When it gets approved, then I put myself into a different gear, which I like to call “working-working.” See the difference?

The presentation focuses on many different aspects of putting together the bid. I want to make sure I address everything and answer all of her questions before they even come up. When presenting this not only will I have this printed out for her, but also a copy of the bid that won for 2014, which can be seen here.

Here is what I typed up:

No Frills 2015 Bid

What Is No Frills?

“No Frills,” just business. No Frills is a large RHA meeting that only has the Presidents, NCCs, and NRHH Outreach Chairs. These leaders come together to pass legislation for the continuous improvement of the IACURH region. Also, presentations are given and there are elections for next year’s IACURH officers.

Why Should We Host No Frills?

We need to be more active and bring more to the table. We are more than capable of putting on a conference and it would be a great way to show our skills, campus, and state off to the rest of the region.

What Are The Components of Planning and Hosting No Frills?

Making a No Frills bid is basically a big research project on how to sell your University, town, and staff (in a non-human slavery way). We need to prove to IACURH that it would be awesome to have No Frills here.

We do this by researching everything and making sure we have solid numbers when needed. Here are the aspects that need to be researched and/or organized:

  • Lodging & Facilities
  • Dining
  • Transportation
  • Registration/Technology & Public Information
  • Hospitality & Entertainment
  • Philanthropy
  • Safety
  • Budget/Finance
  • Volunteers
  • Graphic Design & Information Assembly

That Is A Lot Of Things!

Yes, but it is manageable when different people work on different aspects. A Bid Team is needed to make sure that all conference bases are covered. The members of this team will be experts in their section, making sure that they are getting the best deal and are doing the best for the University and region. The selection of these members is very important due to the fact that every section of the conference has to work in perfect harmony with the rest of the conference. Every part is vital to the success of the conference.

Sub-Committees will be formed for the following aspects:

  • Lodging & Facilities
    • Hotels
    • Boardroom
  • Dining
    • Work with Sodexo
      • Food for banquet
      • Taos
    • List of other options, such as Frenger, the CCSU Food Court, and local places
  • Transportation
    • Directions
    • Maps
    • Shuttles
  • Registration/Technology & Public Information
    • Website and Facebook page
    • Create email for inquiries and registration
    • Online, mail registration
    • Respond to emails and phone calls
  • Hospitality & Entertainment
    • Activities
    • Check out rooms in Corbett
    • Entertainment for Banquet (Band, DJ, etc.)
  • Budget/Finance
    • Assemble numbers for how much things will cost
    • Determine cost per delegate, per adviser
  • Volunteer
    • Recruit volunteers to run entertainment, etc.
    • Manage volunteers during conference

Overall this will be run and overseen by the Conference Chair. People can be involved in more than one committee if they would like.

Who Will Be Around in 2015?

2015 is a relatively long time from now and many of the people involved in RHA and Housing in general are going to be out of college by that time. When assembling the Sub-Committees that obviously needs to be kept in mind. We obviously need a leader in all of these Sub-Committees who will be around in 2015.

How Much Does Bidding Cost?

When bidding for a conference you are allowed, and encouraged, to bring more delegates. Normally the National Communications Coordinator (NCC), the RHA President, the NRHH Outreach Chair, and Adviser go to No Frills. The delegation is small because it is just business and there are no Programming Presentation or any “fun” things like that. However, when bidding for a conference you get to take more people (capped at a certain number, and for the 2014 No Frills that number is six) to present the bid. These delegates should be experts in their section of planning so when they are asked questions they are able to answer them very clearly and confidently. We will bring three extra delegates to bid for No Frills 2015, which brings us to the maximum amount of people allowed: six delegates and one adviser.

Show Me The Money Numbers!

Per Unit

Quantity

Cost

Shuttle from LC to EL P

$250

1

$250.00

Conference Registration – Delegate

$221.53

6

$1,329.18

Conference Registration – Adviser

$276.46

1

$276.46

Flight (Roundtrip, ELP to SLC)

$700

7

$4,900.00

Travel Agent Fee

$35

7

$245.00

Total Cost

$7,000.64

Work Day

Yesterday I spent about two and a half hours at Starbucks.

I was one of those hipsters who use Starbucks as their office. I have the thick-framed glasses, but I didn’t have a Mac (I have a Dell), and I wasn’t wearing hipster clothing (though I was wearing a Reptar t-shirt). But the point still stands, right?

I have tons of things to do this summer for work. I strive to do the best possible at this job and I guarantee what I do this year will be better than what was done last year.

I’ve already started earning the NMSU RHA banana points. There are emails sent out every Monday where they ask for content to put in that month’s newsletter. This week there were a few things that I wanted to take advantage of:

  • Monkey See, Monkey Do
  • Swinging Scholars

The Monkey See Monkey Do assignment was to “give 3 unique ideas for recognizing at the end of the year.” I wrote up three paragraphs about three ideas: Candy Grams, Study Bucks, and a thing I titled “What Goes Around Comes Around.” I’ll post those paragraphs at the end of this post. By sending these in, it already gives us 5 banana points. Sure, that’s not a lot, but it’s a good start.

Swinging Scholars is where you submit a list of people who got a 3.5 GPA (on a four-point scale) or above to recognize them. I was able to work with our RHA Adviser to get a list of people who had a 3.5 or above. I made a list of active Hall Council and NRHH members, then she went through them and found those names who qualified. I then submitted those names to the website. We will see what comes out of that.

One of my official Summer Projects is to affiliate the NMSU chapters of RHA and NRHH, which can’t be done until NACURH is over, since affiliation goes from NACURH of one year to the next NACURH conference. I want to make sure everything is ready to go before registration opens so that when it does, it will be super easy to do. So, yesterday I was able to compile all of the information I need, just minus the NRHH Constitution, which will be easy enough to get my hands on.

The other (huge) official Summer Project is to get together a bid team for No Frills 2015 and to get everything together and ready to go for that. I already have two people who will be on the team for sure, but the most important step at this point is to give a presentation to the Director of Housing to make sure she is ok with us bidding to hold this conference.

What I am working on now is getting together a plan to plan. Planning a conference is not simple and I want to make sure that everything is great and done correctly. I have figured out how everything needs to be split up so that everyone is able to focus on the one thing they are working on, instead of working on a plethora of things, since that can get confusing. I have been looking at previous No Frills bids to see what sections they had and what some bids look like.

 

I’m on the right path and it’s going to be a great year.

—————-

Unique Recognition Ideas

[Monkey See, Monkey Do]

As you can tell by my humor, I am trying to win over IACURH with my charming personality.

Candy Grams –

Send something sweet to recognize those who have helped out and made a difference. Sure, it isn’t a showy way of recognition, but it is nice to know that people appreciate the contributions you have made. We make a difference because it is the right thing to do, not to get a showy (yet shiny and attractive) plaque!

Study Bucks –

The end of the year is stressful for everyone. People have their heads stuck in books like a bear has his paw in a bear trap, and it is just about as pleasant. But, studying is a necessary part of college and cramming is a tradition that nobody can seem to break, just like a bear trap. Ok, clearly this is an unpleasant time of year. Why not turn that frown upside-down and give an added incentive for studying? Study Bucks is a low-stress program where RHA executives and Hall Council members can go around their community and hand out Study Bucks to people studying. The recipients of these Study Bucks can collect and redeem them for things at the RHA Office for small prizes, such as random snacks or school supplies, like scantrons or pencils. Students get recognized for their hard work and we are able to help ease the pain of the end of the year.

What Goes Around Comes Around –

Nobody knows how much stuff they have until they are moving. Your room may look miraculously clean and organized, but there is still so much extraneous things you have that you don’t even think about. When you have stuff you don’t want or need you tend to throw it out. Unless you’re a hoarder. And if you are, that’s ok, this is a judgment free zone. Why throw out perfectly good things, though? A great way to be productive with unwanted items is to donate them to local charities. RHA can reward people who have donated items with coupons they redeem at the RHA Office. They can redeem these coupons with small prizes such as drinks or snacks that they might crave while moving out.