Site Visit To Norfolk, VA

Earlier this fall I traveled to Norfolk, VA for a site visit for the 2013 Association of NROTC Colleges and Universities’ conference.  Prior to our annual conference each October, I will make a site visit to the school and city that is hosting the following year’s conference.  The site visit is one of my favorite parts of my job, for many reasons.  First, I enjoy visiting new cities and since I have a real passion for higher education, I really enjoy touring different colleges and universities.  However, more importantly, like most event planners I am very anal.  The thought of running a multiple day conference, using different venues, various caterers, transportation, hotels, etc can be a bit overwhelming.  The good news is that this is the point of my site visit.  By the time I return home from my site visit, I am very confident that all of these details will be ironed out.  And my trip to Norfolk, VA did not disappoint.

I have a pretty good checklist of things I need to accomplish when I visit a host city:

Hotel Negotiations and Tour: I ask each host institution to recommend 3-5 area hotels that they think would work for the conference.  A lot of times I will check with the local visitor’s association for their feedback as well.  About 6 weeks or so before I arrive, I will contact these hotels, ask for their bids and arrange for tours.  I use a spreadsheet to make sure I am asking the same exact questions to every hotel; such as “Do you have an airport shuttle?” to make sure all of the hotels are on a level playing field.

After visiting four hotels in Norfolk, I decided on the Sheraton Norfolk Waterside hotel.  The hotel is conveniently located near our host school; Norfolk State, all rooms will have a harbor view, great space for our Executive Committee meeting and New Member Orientation, and the patio of the hotel will be perfect for our Thursday evening welcome reception.

The hotel is also located within walking distance of the Hampton Roads Naval Museum, which I found very interesting.  The Museum is the home of the U.S.S. Wisconsin where Mitt Romney and Paul Ryan made their first public appearance earlier this summer after Romney announcing Ryan as his running mate. 

After touring the hotels, next on my site visit check list is working with the host school.  I will meet with our Association’s representative to discuss Friday’s Navy Day with his NROTC unit, where we can have Saturday’s business meeting, Saturday’s lunch, and Saturday evening’s reception and banquet.  The space that we have at Norfolk State University to work with is absolutely phenomenal, and NSU’s representative Dr. Larry Mattix was a great guide.  He suggested using their Student Center for Saturday’s meeting and lunch, and the atrium of their library for Saturday evening’s reception and dinner.

After returning from my trip to Norfolk State University, I am very excited for next year’s Association of NROTC Colleges and Universities Conference, which will be held October 17-19, 2013.  This happens to me every year….I can never figure out why I get so nervous before my site visit!?  

Does my calendar really say August? How did that happen?!?!

Does my calendar really say August?  How did that happen?!?!

We have had a very busy, productive, and fun summer here in Conference and Events.  I usually mark the summer and fall seasons by Commencement (summer starting) and Orientation (summer ending, fall starting).  So our summer kicked off with the Conference and Events staff and 3,092 of our closest friends (not to mention their families and friends) having their degrees conferred over a three day weekend; May 18-20. 

The weather was absolutely beautiful on Friday for the School of Nursing and School of Medicine and Dentistry’s Commencement Ceremonies at Eastman Theatre and stayed that way the entire weekend.  On Saturday, the Doctoral and Warner Graduate School of Education Commencement Ceremonies were held at Eastman Theatre, with the School of Medicine and Dentistry Master’s degree ceremony in Kilbourn Hall.  We capped the weekend off on Sunday with the College Commencement ceremony on picturesque Eastman Quad on the River Campus.  Ruth Simmons, president of Brown University, delivered the Commencement address to 1,200 graduating students, their families, and friends.

Many people at the University of Rochester think of Conference and Events, and think “Commencement”…..and rightfully so!  After Commencement, we will often here “I bet it will slow down for you all now”.  Well, not so much.  Our office oversees the Conference Summer Housing process for visiting summer guests.  We work with the Office of Residential Life to make the process smooth for our residential visitors in the summer.  We will coordinate efforts with Security, the ID Office, the Athletic Center, Parking and Transportation, and the Post Office to make sure our summer guests have a memorable experience while on campus.  Summer housing guests started checking in the week after Commencement and we still have a few stragglers on campus that are checking out this week.  Our residence halls were pretty much at a maximum capacity this past summer.

We also put the “Conference” in Conference and Events this past summer.  From May 30 to June 3 we worked on the 2012 International Viola Congress.  This was the 40^th annual Congress, and the first time a school had hosted it twice, as the Eastman School had previously hosted it in 1977.  The Congress featured concerts, a banquet, exhibitor space, and lectures.  It truly was an event to see! 

On Sunday, June 10 it was back down at Eastman Theatre for another Commencement ceremony.  The Simon Graduate School of Business has their annual Commencement in June, as they are on the quarter system.  However, two of us were on campus that day working with the Biostatistics Department.  The Sunday through Thursday conference brought students from all over the world to the University of Rochester for an introduction to mathematical and computational modeling techniques and their applications to problems in immunology. 

Following the Summer School, a two day Symposium was held in the Class of ’62 Auditorium, which was open to both Summer School attendees and the University of Rochester community.  The Symposium focused on the use of computational modeling approaches in immunology research and the exchange of research ideas and information on computational immunology between the Modeling Immunity for Biodefense network and other networks and investigators. 

After two very large conferences, combined with Conference Summer Housing, we are knee deep in billing right now.  But we are also looking towards one of my favorite seasons in fall.  I work very heavily with a group called the Association of NROTC Colleges and Universities in the fall, and I promise to write about it more in the upcoming months.  We also have a lot of exciting things planned for our Facebook fans and readers of our blog.  Events, giveaways, and more.  Stay tuned!

-Scott 

Photos from our recent events!

Here are some photos of a few of our recent events - for more pictures, visit our Facebook page!

-Kaitlin

The annual signing of the Freshman Class Roll, held on August 25, 2010.

The YellowJackets at the Simon School Convocation, September 23, 2010.

Simon School Convocation in the Interfaith Chapel, September 23, 2010.

The 2010 Benefits Expo held in the Flaum Atrium on September 28, 2010.

Energy for the 21st Century Conference 2010

The Conference & Events Office is happy to be involved once again with the Energy for the 21st Century Conference on Monday, October 11, 2010. This is the second symposium sponsored by the University of Rochester’s Energy Research Initiative.

The event, held in the Robert B. Goergen Hall for Biomedical Engineering and Optics, will have many specialized speakers and University of Rochester scientists and engineers will present research posters and will be available for discussions. A buffet lunch and wine and cheese reception will also provide time for networking and conversation.

This event is free and open to the general public. Online registration will be available until Thursday, October 7 at 10am. On-site registration will also be available. For more information, including the day's agenda, please visit the conference website. A listing of the day's speakers is also available.

The 2009 Energy for the 21st Century Conference.

For questions regarding the conference, please contact Ms. Vicki Heberling at heberlin@ece.rochester.edu.

We hope to see you there!
-Kaitlin & Erica

Some Upcoming Events

I wanted to update you on some events the Conference and Events Office will be working on over the next couple of weeks:

The 4th annual Simon School Convocation will be held on Thursday, September 23 at 4:30 p.m. in the University of Rochester’s Interfaith Chapel. Convocation is the official kickoff to the academic year at the Simon School of Business. Remarks will be given by Chairman Emeritus G. Robert Witmer, University President Joel Seligman, Simon School of Business Dean Mark Zupan, and Sarah Pare, Simon School Class of 2011 and President of the Graduate Business Council. Joseph Abrams ’74, co-founder of MySpace and a member of the Simon School National Council and Executive Advisory Committee, will give the Convocation Address. Simon School faculty, staff, and students are invited to a reception in the Eisenberg Rotunda in Schlegel Hall immediately following the Convocation ceremony.

Make sure you plan on attending the 2010 Benefits EXPO, held September 28-30. This event gives University of Rochester employees a chance to speak with representatives from carriers, third-party administrators, and investment companies under the University’s various benefits plans. In addition, employees can receive information regarding health and wellness initiatives, tons of freebies and handouts, as well as raffle prizes!

Some of the participants include:
Retirement Companies
TIAA-CREF, Fidelity,
T. Rowe Price, Vanguard
Health Care Plan Administrators
Aetna, Excellus
Dental Plans
Excellus
Flexible Spending Accounts Administrators
Life Insurance
Securian Life
Auto and Home Insurance
MetLife
Home Ownership Programs
Advantage Federal Credit Union,
Bank of America,
Canandaigua National Bank,
Chase, City of Rochester,
HSBC, M&T, NeighborWorks Rochester
URMC Fitness & Wellness Center
River Campus Athletic Facilities
Employee Assistance Program
Well-U
. . . and many more!

Tuesday, September 28, Medical Center
Arthur Kornberg Medical Research Building
(Sarah Flaum Atrium), 10 a.m. to 4 p.m.

Wednesday, September 29, Medical Center
Arthur Kornberg Medical Research Building
(Sarah Flaum Atrium),10 a.m. to 4 p.m.

Thursday, September 30, River Campus
Wilson Commons (May Room), 10 a.m. to 3 p.m.

Hope to see you at some point over the next few weeks!

-Scott

A Couple of Upcoming August Events

We have some exciting events coming up in August I wanted to share with everyone.

Our office has been involved with the planning of the 4th Annaul CEIRS (Center of Excellence for Influenza Research and Surveillance) Network Meeting that will take place August 3-5. This meeting brings together representatives of the CEIRS network, including research scientists, public health experts, government representatives, wildlife biologists and veterinarians from all over the world to exchange and discuss critical scientific information on influenza virus infection in animals and humans.

The business meeting will take place at the Woodcliff Hotel and Conference Center. On Wednesday evening, conference attendees will attend a dinner outing at Pier 45 on the shore of Lake Ontario.

One of the many traditions at the University of Rochester starts at Freshman Orientation. All incoming freshmen sign the “Freshmen Roll.” Once all of the signatures are collected, our office has the book professionally bound, and then it is sent to the University Archives at Rush Rhees Library to be stored forever!

Each year our office oversees the College Commencement Rehearsal the Friday of Senior Week. This gives graduating seniors an idea of what to expect come Commencement Day. Following Commencement Rehearsal is a champagne toast and lunch. Each year the graduating class’ freshman roll is signed out of Rush Rhees Library and on display for the students to look at. I always get a kick out of the graduating seniors scurrying to the scroll to find their John Hancock.

This year’s signing of the Freshman Roll will take place on Wednesday, August 25 from 5:45pm to 6:30pm on Meliora Plaza, right outside of Rush Rhees Library.

-Scott

Summer Update!

It looks as though it has been awhile since we have updated our blog, so I thought I would give you an update on what has been happening in Conference and Events this summer.

The academic year officially closes with Commencement Weekend. While other campus departments are winding down, Conferences and Events is just gearing up! Between Friday, May 14 and Sunday, May 16 our office oversees a total of seven degree conferral ceremonies: School of Nursing, School of Medicine and Dentistry, the Doctoral Ceremony, School of Medicine and Dentistry, Warner Graduate School of Education and Human Development, the College and the Eastman School of Music. The Simon Graduate School of Business Administration is our eighth degree conferral, which takes place in June due to their quarter system.

In additional to the seven degree conferrals taking place that weekend, there are also close to 30 diploma ceremonies (ceremonies where the students will physically receive their diplomas), receptions, dinners, and awards ceremonies. If you have never witnessed Commencement Weekend at the University of Rochester, you are missing out on quite an event. Mark your calendars for next May 13-15, 2011. Our office is always looking for ushers during the College Commencement that takes place on Sunday morning. Ushers assist with passing out programs, giving directions and seating families and friends.

Right after Commencement Weekend, our office’s attention focuses on Conference Summer Housing. Conference and Events oversees housing for close to 30 groups who spend the summer in the residence halls on River Campus. These groups range from academic groups coming to campus to take classes on River Campus, conduct medical research at Strong Memorial Hospital, or sports camps run through the Athletics Department. Conference and Events facilities the groups check-in and check-out dates, contracts, invoices, and works with offices such as Residence Life, Athletics, the Post Office, ID Office, Campus Dining and University Information Technology to make sure our guests’ stay is as smooth as possible.

While we are still a few weeks away from wrapping up another year of Conference Summer Housing, I think it is safe to say this summer has been one of the most successful summers we have ever had. The College made a push this year to make the summer vibrant and alive for our guests. The Office of Residential Life combined many programs into closer proximity to each other, creating a “community feel” which was sometimes missing during the summer months. Campus Dining offered extended summer hours and very flexible meal options and packages. The Student Activities Office offered a variety of events from movies, to shuttles to local festivals and events, to many recreational activities. A new initiative from the Student Activities Office I heard great feedback from was their weekly “Summer Weekend Highlights” email that went out to summer guests, noting what was taking place not only on campus but in the community.

Has your office thought about housing guests in the summer, whether it is for research, an internship, or community work? Feel free to contact me at 585-273-1765 or at scott.verrenti@rochester.edu and we can discuss what options would work best for your group.

In the next blog entry I will be talking about how Conference and Events is planning some very interesting events within the next couple of months. Stay tuned!

-Scott

Monroe County Math League: Part Two

On Tuesday, March 9, 2010 over 35 schools from all over Monroe County came together for the annual Monroe County Math League competition. The event featured over 600 high school students, along with approximately 70 teachers in the day-long math contest.

Students started the day at Strong Auditorium for a welcome. From there, they broke off into over 30 classrooms all over the River Campus. Lunch was served in Douglass Dining, and then the students were back into their classrooms for their afternoon competitions. While the judges were calculating their scores, the students participating in math contests in Strong Auditorium.

The top three large school winners were Brighton, Fairport and Penfield High Schools, while the top three small school winners were Pittsford Sutherland, Honeoye Falls-Lima and Wayne County High Schools.

Congratulations to all of the area high school students, and we hope to see the Monroe County Math League back at the University of Rochester next year!

-Scott

Monroe County Math League

On Tuesday, March 9 the University of Rochester will host the annual Monroe County Math League. This day long event brings together over 500 high school students in a day long mathematics competition in various classrooms across campus. The winners will advance to a final round that will take place in Strong Auditorium later that day. The top competitors from this event will move on to a state wide competition later this spring.

Be sure to check back next week for a post-event write up and pictures!

-Scott

Getting ready for NROTC 2010

Earlier this month I traveled to Lexington, Virginia to discuss plans for this October’s Association of NROTC Colleges and Universities’ Annual Conference. Virginia Military Institute will be this year’s host and retired Colonel and Association representative Woody Sadler met with me to discuss logistics.

The Holiday Inn Express-Lexington will be our hotel for Association members during their stay, as well as Thursday evening’s Executive Committee Meeting, New Member Orientation and Welcome Reception.

Yes, that’s snow you see in the picture! Actually, when I left Lexington there was more snow on the ground there than when I returned to Rochester. And they were expecting two more feet that coming weekend!

Usually Saturday’s main business meeting is held at the hotel where our Association members stay, however VMI is able to do something different this year. The Naval ROTC department has a new building on campus, and is willing to have our Saturday meeting on campus this year. One of their state of the art classrooms will perfectly accommodate our Saturday business meeting.

Because we will be meeting on a traditional college campus this year on Saturday, our lunch plans will change as well. VMI has agreed to have us eat in their mess hall on campus, with cadets as our lunch hosts. I ate lunch on campus with Woody while I was there and it was very good!

Lastly, Woody and I met with VMI’s Alumni Office to discuss plans for Saturday evening’s cocktail reception and dinner. Both will take place in Moody Alumni Hall, a very historic building with a lot of character.

 

 

There’s still much planning that needs to be done for October, such as catering, transportation, Navy Day, etc. but I think we are in very good shape for this year’s conference. Special thanks to Woody Sadler at VMI for being my tour guide during my stay. Woody gave me a great tour of both Lexington and VMI, and access to areas not many “civilians” would be able to see.

And a very special thank you to Tom Osella, general manager of the Holiday Inn Express-Lexington. Tom brought me to the Radford-VMI basketball game while I was there. Fun game to watch but not a lot of defense as Radford downed VMI; 111-84.

-Scott

C&E and NROTC

One of my favorite parts of my job in the Conference and Events Office is working with the Association of NROTC Colleges and Universities.

The Association of NROTC Colleges and Universities was formed shortly after the end of World War II. Dr. Frederic L. Hovde, then President of Purdue University, took the lead in forming the Association, whose goal would be “to encourage the exchange of information and opinion between member institutions, and between these institutions and the United States Navy, looking toward the greatest possible success in the operation of the NROTC program.” This remains the goal of the Association to this day.

As Administrator to this professional society, I oversee their annual budget, invoicing of annual dues, publication of their annual report and their annual conference. I am currently going on my third year as working as the Association’s Administrator, and the annual conference is the highlight of the year for me.

The annual conference includes discussion of Association affairs (budgets, elections of officers and members of the Executive Committee, venues for future meetings). Though Association representatives are encouraged to submit agenda items, the focus of each meeting has typically been a Situation Report from a member of the Naval Service Training Command (NSTC) staff. The Situation report – followed (or, often, interrupted) by questions and discussion – presents an overview of the NROTC program (deemed helpful for new representatives) as well as updates on current issues facing or initiatives contemplated by NSTC and/or the Department of the Navy. Upon request, NSTC staff include in the Situation Report discussion of concerns identified by representatives prior to the meeting.

Our annual conference, usually held in October, rotates to a different host-school each year. The past two years I have been fortunate enough to work with Embry-Riddle Aeronautical University in Daytona Beach, Fl and the University of South Carolina in Columbia, SC.

While I enjoy all parts of the annual conference, the best part to me is our annual Navy Day that takes place on Friday of the conference. This gives Association members an up close look at some of the newest advances in Navy training. Two years ago our Navy Day was a trip to Kennedy Space Center in Cocoa, Fl, and this past year Navy Day was held at the Navy Nuclear Power School and Patriot’s Point in Charleston, South Carolina.

Pictures I have taken at the past two annual conferences can be found here and here.

2009 Association of NROTC Colleges and Universities Conference

I am currently planning the 2010 annual conference, which will take place in Lexington, VA. Virginia Military Academy will be the Association’s host this year. Next week I am flying down to Lexington to meet with the representative from VMI, as well as local hotels for a site visit. I’ve never been to Lexington before, and am looking forward to my visit there.

We will discuss contract negotiations with the area hotels, bus schedules and contracts, meal logistics, audio/visual needs, and hopefully I will have enough time to squeeze in time for a VMI vs. Radford basketball game on Tuesday night! I will be sure to post a blog when I get back telling you all about my trip.

A lot of people I talk to are surprised to hear our office works with a professional society, but it is just one of many services our office can provide. Are you looking for someone to help you with a professional society that you are a member of? Feel free to call me at (585) 273-1765 or drop me an email at scott.verrenti@rochester.edu. 

-Scott

Riverview Apartments

Riverview Apartments, located on South Plymouth Avenue, are now available to accommodate your department’s conference groups. We also welcome community groups.

The apartments are easily accessible to the river campus via a pedestrian bridge and provide an affordable alternative to hotel accommodations.

This new facility offers amenities such as air conditioning and separate living rooms and kitchens and there is ample parking available to guests. There are a combination of two and four-bedroom units which provide increased options for conference attendees or extended stay groups. In addition, each building has laundry and vending facilities available.

For further information on summer conference housing, please contact the Conference and Events Office at (585) 275-4111.

Photos courtesy of Res Life. 

In the works: COSYNE 2010

Denise is well under way with preparations for COSYNE 2010, another event our office assists in planning. If you're looking for assistance planning your next conference, contact Scott Verrenti at (585) 273-1765.

-Kaitlin

_ _ _ _ _ _

A little bit about the COSYNE conference (from cosyne.org): 

The first Cosyne meeting, held in 2004 at Cold Spring Harbor Laboratory, drew over 350 participants. Since 2005, the meeting has been held in Salt Lake City, Utah. It has attracted a growing number of participants, from nearly 400 in 2005 to over 500 in 2009.

Cosyne topics include but are not limited to: neural coding, natural scene statistics, dendritic computation, neural basis of persistent activity, nonlinear receptive field mapping, representations of time and sequence, reward systems, decision-making, synaptic plasticity, map formation and plasticity, population coding, attention, computation with spiking networks.

UR New Hire Orientation at Staybridge Suites

Did you know the University of Rochester New Hire Orientation takes place at the Staybridge Suites on Mondays and Tuesdays?

Just another great location for your next meeting, training or reception! Call Conference and Events at (585) 275-4111 for more information or email Kaitlin Gray, Event Assistant.

For more photos, visit our Facebook page! And don't forget to become a fan by December 15 to be entered into our iTunes giftcard giveaway!

-Kaitlin

Looking for space for your next event?

The Munnerlyn Atrium in the BME Optics Building is a great location on campus for receptions, presentations, informational fairs and more! The University's student-run Swing Club even meets in Munnerlyn! For more information on utilizing this great space, call the Conference & Events office at (585) 275-4111 or email Kaitlin Gray, Event Assistant.

For more photos of the Atrium, visit the Conference & Events Facebook page! Become a fan by December 15 and be eligible to win a $25 iTunes gift card!

-Kaitlin

3rd Annual Simon School Convocation

The 3rd Annual Simon Graduate School of Business Convocation was held on Thursday, September 24, 2009 in the Interfaith Chapel. The annual Convocation kicks off the new Simon School academic year.

This year’s Convocation included remarks from Robert Witmer, Jr.; Chair Emeritus of the University of Rochester’s Board of Trustees, Ralph Kuncl; University of Rochester’s Provost and Executive Vice President, Mark Zupan; Dean of the Simon Graduate School of Business, Ricardo Medeiros; President of the Simon School Graduate Business Council and a Convocation Address by Gino Santini; Senior Vice President of Corporate and Business Development at Eli Lilly and Company and Simon School Class of 1983.

Following the academic ceremony, a reception was held in the Rotunda in Schlegel Hall.









For video footage of Convocation, visit the C&E YouTube page!

-Scott

Welcome to the new academic year Simon students!

Please join us on Thursday, September 24 to celebrate the opening of the 2009-2010 academic year at the third annual William E. Simon Graduate School of Business Administration Convocation. This wonderful tradition welcomes the newest students to the Simon School, while celebrating the student and faculty interests that make the Rochester experience so unique.

Convocation will take place at 4:30pm in the Interfaith Chapel. The ceremony will feature remarks by Gino Santini, '83 , the Senior Vice President of Eli Lilly & Company, as well as Ricardo Medeiros, '10, president of the Simon School Graduate Business Council.

We encourage you to attend the Convocation ceremony to welcome our newest students and reacquaint yourself with the Simon community. We hope to see you there!

2009 Health and Wellness Fair

Next week, The University of Rochester is making their employees’ health a priority.

On September 22, 23 and 24, the U of R Human Resources Benefits Office invites U of R employees to take a break from their busy schedules and learn how to get fit, eat more healthfully and reduce their stress at the 2009 Health and Wellness Fair.

Conference and Events has been assisting to make sure the fair will be a success and an opportunity for employees to educate themselves and learn how to improve their health.

It’s been an eye-opener assisting HR with their fair; the U of R offers a wide-variety of programs and information aimed at keeping their employees healthy – some we didn’t even know about! Everything from yoga classes, assistance quitting smoking, mapped out walking paths and weight management support is available to employees.

Information at the fair will be provided from vendors such as Aetna, Excellus, WELL-U, URMC Fitness and Wellness Center, the American Heart Association, the Eye Institute and the City of Rochester Fire Department, to name a few (for a full list of vendors, please visit the WELL-U website).

Raffle prizes, giveaways and free biometric screenings (for employees, spouses and domestic partners covered by the University Health Care plans) are just a few things to expect at this year’s fair.

The fair will be held in two different locations around the University.

September 22, 2009
10am – 4pm
Medical Center, Arthur Kornberg Bldg. (Atrium)

September 23, 2009
10am – 4pm
Medical Center, Arthur Kornberg Bldg. (Atrium)

September 24, 2009
10am – 4pm
River Campus, Wilson Commons (May Room)

The Benefits Office and WELL-U are happy to sponsor this event. Please visit the WELL-U website for more information.

-Kaitlin

C&E Video

Did you know that the Conference and Events Office has a YouTube Page? Clips from past events can be found at www.youtube.com/user/URConferenceEvents.

Energy for the 21st Century

The Conference and Events Office planned the 1st-ever Energy for the 21st Century Conference that took place on Thursday, April 30, 2009 in the Robert B. Goergen Hall for Biomedical Engineering and Optics. Over 200 conference attendees heard experts within the field of energy from around the world during this all-day symposium.

During lunch, remarks were made by University of Rochester President Joel Seligman, New York State Senator Joe Robach, and New York State Assemblyman David Koon.

For video footage, visit the C&E YouTube page!



More pictures from the event can be found at: http://energyforthe21stcentury.shutterfly.com.

-Scott