President's Message
By Diana Demetrius

The survey says . . . well, before divulging the convention survey results, let me just say as your president, I appreciated the feedback. It is one of the ways the executive board begins to plan the next convention, not to mention that it provided the focus for this article! Thus, thank you to the 20% of those in attendance that took the time to complete and submit the survey.

Categorically, all areas scored a 3 or higher (out of 4). Just to review, the categories included Pre-convention Advertising, Registration, Facilities, Programming, Exhibits, PDP Organization, Other Events, and MAHPERD Mania (the new raffle), and the option to record your comments. In reviewing the comments, this is (in some instances) what helps create change for future conventions.

No matter the situation, I am inclined to want to educate and the convention scene is no different. I have had the fortune to serve in just about all capacities of convention planning, including management at all levels from state to national. I also can speak from both the perspective of being a presenter as well as the programming of a convention. It is my goal to share with you from all of these perspectives in hopes that you will become more educated about our convention process.

The Pre-Convention advertising begins in the spring. If you hit the website, www.ma-hperd.org, you’ll see preliminary details in July and August. As the program is brought to the printer, it appears in the Fall and Convention Newsletters as well as the website. Keep in mind, the on-site program booklet you receive at the convention is the final draft. The best way to stay up-to-date with MAHPERD in between the four newsletters is the website. It is also the connection to communicating with your board members. As for the Registration gift, it is a budgeted line item. Occasionally, we secure a sponsor to absorb costs . . . which at $6.00 per person for 1000 people (including screen charges, shipping, etc.) the gift choices become limited. We invite anyone who may have a possible sponsor to send us the contact info – we also get tired of bags, water bottles, etc.

While on the subject of costs, the survey comments requesting ‘free coffee and bottles of water’ warrant some education. Free isn’t free. Coffee for attendees would cost us $3000 (the rate 2 years ago) translating to an additional $10 each in the registration. The board decided that members would rather bring their own or purchase per cup through the DCU Center on site. We had a sponsor donate bottled water a couple of years ago — and came close to having our contract voided on site — we were in violation of union regulations with the DCU. We either purchase water on site or invite members to bring their own. We opted for the same plan as the coffee (and likewise with the cost of lunch).

Facilities: Location, location, location. Everyone wants the convention close to home . . . this is an annual request — to move the convention. Along with geography, the board must choose a facility that has registration, program (meeting and activity), and exhibitor space under one roof. The Worcester DCU meets those needs. In meeting those needs, we must also consider costs including program support (audio visual, tech support, etc.) on site. MAHPERD has long outgrown the current hotel venues in the state that host smaller events/ conferences. To this extent, the facility often drives the availability/dates for the convention — similar to renting facilities for a wedding reception. Popular week days are difficult to book – thus Monday and Tuesday have been the choice.

Programming will never meet 100% of the needs of all. In reviewing comments, we were a bit shocked by this one: “As a veteran P.E. teacher of 30 years, I have seen a decline in the MAHPERD Convention” – going on to suggest programming thoughts/speakers, etc. Quite possibly, if you’re reading this now, we invite you to present in 2008. In fact, I’ll be bold and issue the invitation to present early . . . to 100% of our members, consider this the first Call to Present at the 2008 Convention. From my presenter perspective, it was one of the greatest things I chose to do . . . some 20 years ago and continue to do so. Presenting to my peers opened up another level of networking that is unlike any other network level I’m involved with. Speaker recruiting is a 12-month process — ask any of the board members. We recruit from the pool of National, District, and State Teacher of the Years as well. From the management and leadership perspectives, we can do all the presenter recruitment there is to do. In the end, it’s up to the individual whether they feel they have something worth sharing. I submit that everyone has something to share – it’s the challenge of identifying what and then how to do it.

Specific programming requests also get reviewed. We will attempt to recruit speakers in the area of educational gymnastics. If you have contact info for anyone, email it my way. Keep in mind the state Frameworks indicates that grade 5 students will be able to perform a dance OR gymnastics sequence. I have gone the route of dance with my students as I suspect many have. The educational gymnastics may be a rare curricular unit now. We hear the cry for more health — and will work on that. We also need more districts to maintain the health curriculum. The health presentations may be proportional to program cuts across the Commonwealth.

One overwhelming request from the survey comments was to bring back the handout booklet. I can tell you from the variety of hats I’ve worn, beginning with presenter to the other end of the spectrum (president — responsible for maintaining a balanced budget), the hard copy-paper version of the handouts is cost prohibitive. However, we are looking at bringing the idea to fruition electronically direct from the presenters themselves via email addresses. It would be based on direct attendee-to-presenter email communication. The wheels are in motion already on this one.

A year does not go by when exhibitors/set-up isn’t scrutinized by your executive director and each president. The exhibitors are also given an exhibitor survey to complete. They love their location because they get the foot traffic before/after every session. The vendor recruitment is also a 12-month process. Similar to presenter recruiting, vendors are visited at the district and national conventions. If you have any leads, send contact information to our executive director. She is tenacious about following through! Much like presenter recruitment, in the end it’s up to the vendor whether or not our venue will be worth their time.

Lastly, in the spirit of preparing you for next year’s Convention, here’s a suggested ‘packing’ list: coffee, water, and a note pad/ pen. Also, a reminder that while the program is put on-line and printed in the newsletters, the final on-site program booklet will contain the most accurate program information. As for changing the start time, we would love to begin at 8:30-9 a.m. The reality is that to provide all with 6 possible PDP hours, the 8 a.m. start time is the standard. True to form, the wheels are already in motion for Convention ’08. We urge you to step up to present, preside, or help at registration. We encourage you to send us contact information for potential speakers and exhibitors. Finally, I tip my hat to the MAHPERD Executive Board for bringing together an amazing 2-day convention for our membership! “It takes a village . . .”