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| FAQ: NAI NATIONAL WORKSHOP |
| Ever
wonder what it really takes to put on an NAI National
Workshop? Each year, NAI’s workshop hosts about 1,200
people. Dedicated volunteers and NAI staff provide an enormous
amount of
behind-the-scenes work to ensure that the workshop runs smoothly.
Constructive comments on evaluations completed at the workshop
help improve the event from year to year, but some things are the
way they are for reasons that are unlikely to change. This article
contains some of the most commonly asked questions received at
the office. We hope that reading the answers will help you understand
and enjoy your workshop experience even more. If you have additional
questions, please feel free to contact Lisa Brochu at naiprograms@aol.com or
call 866-326-4642. Why are registration fees so high? The NAI National Workshop is one of the best bargains you’ll find among professional workshops considering the number of sessions, keynote speakers, refreshment breaks, meals and free special events. Each year, the workshop registration fee increases only about five percent to cover increased costs of running the event. Special events and off-site sessions not included in the basic fee are priced to cover direct costs and overhead expenses associated with specific events or sessions. Why the early-bird deadlines and late fees? The NAI National Workshop provides a hefty cash influx to the organization, but not until registration fees begin to come in. NAI must make commitments and pay workshop suppliers (hotels, transportation, food, etc.) as early as August. Providing an early deadline with a price break gives us an early indication of how many people will attend the workshop and provides a much-needed cash flow boost to the organization. Late fees encourage people to register early and help them get their first choice of off-site sessions and preworkshops. Why aren’t there more concurrent sessions that deal with my particular interest area? Each year, the program committee strives to achieve a balance of sessions in each of the interest areas listed on the call for presentations. The committee reviews and selects presentations based on a number of criteria, but striking a balance is definitely one of them. Sometimes titles are misleading and it may appear that there are fewer of one type of program than another, but that is rarely the reality. NAI offers the Interpretive Management Institute and a variety of preworkshops prior to the workshop to provide opportunities for special interest areas. How are workshop locations selected? The workshop takes place in a different region each year according to a rotation schedule determined by the NAI Board of Directors. Each summer, NAI staff sends out a request for proposals to cities that are capable of hosting the workshop within the region where the workshop will be held in five years. Based on the proposals received, staff members visit two to four sites. Final proposals are reviewed, then staff makes a recommendation to the board based on criteria such as sense of place, room rates, suitability of space, potential for off-sites and special events, potential for sponsorships and accessibility. The board votes on the recommendation at the fall board meeting and staff negotiates the final contract. With workshop participation at the 1,200 to 1,500 mark, there are few affordable places that can accommodate our group. Why are rooms so expensive at the host hotel when there are cheaper hotels down the street? Room rates are negotiated with host hotels to include extras that everyone benefits from (shuttle transportation, reduced rates on food/beverage, use of meeting room space, etc.). When people stay at other hotels, they are essentially letting those who stay at the host hotel subsidize their participation at the NAI National Workshop. It is critical to fill our room block at the negotiated rate or NAI is charged substantial penalties. Why does the hotel fill up so fast? Many people make a habit of the NAI National Workshop and make reservations early. Registering for the workshop does not guarantee a hotel room, so you must call the hotel to make a reservation. If you think you’ll attend, it’s a good idea to call the hotel and book a room as soon as you receive your registration packet even if it will be a while before you have approval to go. Because attendees frequently stay at surrounding hotels, the room block that NAI negotiates with the host facility is smaller than the anticipated workshop attendance. Attendees are responsible for their own accommodations and NAI will not get involved if the host hotel mishandles reservations. Why do you schedule popular sessions in small rooms? It is impossible to anticipate the popularity of sessions. Room sizes are always a challenge, but local fire ordinances require that once a room achieves capacity, it must be closed. NAI can be cited for failure to comply if people squeeze in or flow over into hallways. Why do presenters have to pay for registration? Over 100 concurrent sessions are scheduled each year. The cost implications of providing free or discounted registrations to presenters would create an exorbitant registration fee for all other participants. Presenters must register in order to attend the workshop unless they only plan to attend during their presentation. Wouldn’t it be cheaper if there weren’t so many meals and breaks included in the registration package? Actually, probably not. With a large food/beverage contract, the hotel/convention center lowers room rates and often provides free or discounted meeting space, so without meals and breaks, the cost for meeting space would go up. Also, there are often not enough restaurant venues to serve everyone in the time allotted, so providing a meal or break ensures that attendees have the opportunity to eat. The number of meals and breaks offered is a function of budget based on projected attendance, and varies from year to year. Why can’t the food be better at breakfast and breaks? To keep registration reasonable, food choices are somewhat limited. When tax and service charges are added on, one 12-ounce can of soda may cost as much as $3.00. Continental breakfasts are relatively inexpensive and allow the opportunity for “grazing” while visiting the exhibit hall. NAI is as health-conscious and creative as the budget allows in any given year. Why do we have to have breakfast and breaks in the exhibit hall (or, alternatively, why can’t we have more time in the exhibit hall)? When exhibitors pay for booth space, they are paying for a reasonable amount of time to make contact with workshop attendees. The schedule is already packed to provide over 100 concurrent sessions, so using meal and break time is the only reasonable option for getting the coverage required by exhibitors and allows those who do not want to be in the exhibit hall to grab their food and network with colleagues elsewhere. How do I know if NAI received my registration? Confirmation letters come from the national office. You should look at the letter as soon as it is received to make sure it is correct. Report any discrepancies immediately rather than waiting to do it on-site, particularly if it involves a special event or off-site session. If you are certified, be sure to keep that confirmation letter as documentation of continuing education. Are scholarships available for the workshop? A limited number of student scholarships are available each year. Some regions and sections also offer scholarships, so check with your region/section leadership to see what’s available. Information on national scholarships is posted in InterpNews and on the website. Why don’t you station NAI staff in every room and at every special event? NAI simply does not have the staff needed to run a workshop this size efficiently so it relies on volunteers (literally hundreds of them) each year. NAI brings as many staff members as possible to the workshop; however, each staff person has specific duties that must be attended to throughout the workshop. Staff members work 12- to 14-hour days at the workshop and are encouraged to take breaks whenever they can. You can find NAI staff at the registration desk and at the association store. How can I get involved as a volunteer? Contact Lisa Brochu at naiprograms@aol.comor the workshop chair for the workshop you would like to help with if you’re interested in doing work before the workshop. For volunteering during the workshop, go to the website to sign up. Volunteers do not receive discounted registration but your donation of time is greatly appreciated. Why is NAI staff “taking over” the workshop from volunteers? Since 1995, NAI has begun to shift more responsibilities for workshop management duties to paid staff. With the addition of the new sales/event manager position, all logistical support for the workshop (arrangements for food, scheduling, registration, AV and transportation) will be handled in-house. While a volunteer committee will still be very much a part of the planning and delivery of the workshop itself, staff will be responsible for all financial and logistical aspects of the workshop. It is hoped that committees will find they have more creative input and enjoyment out of the process instead of having to put in hundreds of hours on the more frustrating planning and management tasks that take time away from regular full-time jobs. |
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