VRA Conference Committee Report to the members November 4, 2010

Report on 2010 Conference ExpensesRevenuesProfit/ Loss Facility & Fixed costs $ Sponsors$19,500 $13, Reception$ Exhibitors$1,800 Food & Beverage $11,023.14Registrat’s$12,750$1, Total Expenses $19,040.67Total Revenues $34,050 $15,009.33

2010 Registrations by type Type of RegistrationPrice#Revenue Early-bird Member$20051 $10, Late Member$2506 $ 1, Non-member$2503 $ Speaker extra day$1003 $

Multi-year contracts Based on feedback from attendees, the committee asked the Board for authorization to pursue a multi-year contract with the Wyndham-Va. Beach. –Lock in prices –Build in stability –Facilitate planning –Save time and resources scouting sites –Assure site satisfaction

Multi-year contracts, cont’d Committee negotiated for 2011 & 2013 Price advantages –Tower doubles $139, Oceanfront $159 –20 rooms at the state per diem rate! –10 oceanfront rooms at $139! Absolutely no rooms on the side wing! –F&B $11,000 both years Dates are locked in and guaranteed Never have to use Cape Colony A, B, C

MAY 10 & 11, 2011 MAY 7 & 8, 2013 Wyndham Oceanfront Hotel Virginia Beach

What about 2012? Negotiating with Hotel Roanoke for 2012 & –Currently reviewing a contract –HR has made significant concessions on room rate ($140 doubles, block of 20 rooms at government rate of $99) –Per-person banquet pricing helps with planning the budget –Possibly no F&B minimum –Virginia Green facility

Hotel Roanoke

Conference location qualities We require: Ballroom space to seat 150 – 200 people 3 breakout rooms for people Adjacent lodging Suitable exhibit hall We look for: Virginia Green certification Remarkable reception space Local activities

Fall Meetings in 2011, 2012… Sites under consideration Stonewall Jackson hotel in Staunton George Washington Hotel in Winchester Omni Charlottesville What are we looking for? Banquet seating for 75 – 100 attendees Meal service Virginia Green facility Suitable lodging adjacent or nearby