schedule

APASO 2008 – Schedule

Wednesday, February 27^th
Conference Hotel:
Millennium Biltmore Hotel Los Angeles 506 South Grand Avenue Los Angeles, CA USA 90071-2607
T: +1 (213) 624 1011 F: +1 (213) 612 1545

Pre-conference

9 a.m. Bus leaves the Biltmore for Culver City
The Actors' Gang at The Ivy Substation 9070 Venice Blvd. Culver City, CA 90232
9:30-10 a.m. Breakfast
10 a.m. - 12 Pre-conference Session: Making the Case - A Pitch Free Zone!!!

How do we as arts service organizations continue to make strong and compelling cases for support of our organizations and our member organizations in the arts and culture sector with more media and public attention being paid to global social and green issues?

A panel of funders will discuss how service organizations are viewed from their perspective, how arts and culture fits into the large scheme, how decisions are made to support our sector, how the case is made to senior staff, boards and other key constituents, how we can better help make the case for arts and culture's ongoing support and what it takes to be seen as a partner is supporting their desired outcomes.

A frank discussion from their point of view of what we’re doing well, what we’re not doing well and what we should be doing.

Gregory Rowe from The Pew Charitable Trusts

Ted Russell from The James Irvine Foundation

Olga Garay, previously from the Doris Duke Foundation and current Executive Director of the Dept. of Cultural Affairs for the City of Los Angeles

Moderated by Elizabeth Ondaatje – Co-author of the RAND research publication:

Arts and Culture in the Metropolis: Strategies for Sustainability

12 -1:00 p.m. Lunch

1 – 2:30 p.m. State your case….An interactive discussion moderated by Terence McFarland

Participants will share their case and positioning statements, language from final reports, and examples of successful tracking of service delivery to constituency

A discussion of what’s working, what could use some help, how we can incorporate what we learned in the morning session to strengthen our case statements.

2:30-3 p.m. Pre-conference Progress report

Facilitator Summary, Action Items, Next Steps

3p.m. Reception provided by the Culver City Department of Cultural Affairs

4:30pm Bus departs for return to Biltmore hotel

Thursday, February 28^th

Conference Hotel:

Millennium Biltmore Hotel Los Angeles 506 South Grand Avenue Los Angeles, CA USA 90071-2607
T: +1 (213) 624 1011 F: +1 (213) 612 1545

9 a.m. Bus leaves Biltmore for Warner Grand Theater 478 West 6th Street San Pedro, CA 90731

9:30-10 a.m. Breakfast at location

10.-12:30 p.m. Round-Robin Discussion – facilitated by Terence McFarland & Wyn Wilson

12:30 -1:30 Lunch

Angels Gate Cultural Center 3601 South Gaffey Street, San Pedro, California 90731

Optional break out group topics:

co-op ad programs/ list trades

group auditions/production staff

discount programs: materials and supplies

newspapers/critics

1:30-2:15 Tour

Watts Tower Art Center 1727 E. 107th St., Los Angeles 90002

2:15-2:45p.m. Travel to Downtown Los Angeles:

The NEW LATC 514 South Spring Street Los Angeles, CA 90013

2:45-4:45p.m. Job Title Breakouts: ED | Facilitated by Wyn Wilson

Programs & Membership | Facilitated by Terry Wolverton

Ops & Finance | Facilitated by Karen Constine

Marketing & Communications | Facilitated by Cynthia Campoy Brophy

Ticketing | Facilitated by Allison Sampson

Discussion to include needs and requests for revised APASO Directory

4:45-5:00p.m. Snack/Break

5:00p.m. Day One Progress report

6:15p.m. Walk back to hotel

7:40p.m. Meet in Lobby to walk to dinner (2.5 blocks from hotel)

8pm Dinner at Ciudad : 445 S. Figueroa Street Los Angeles, CA 90071 (Between 4^th and 5^th streets)

Hosted Bar with Mojitos, Piscorita, Sangria, Wine and Beer Minty Lime coolers, Iced Tea and Soda

Experience the bold and seductive flavors of the Latin world at Ciudad, the Downtown restaurant of Chefs Mary Sue Milliken and Susan Feniger, Food Network’s “Too Hot Tamales”. Featuring adventurous cocktails, tapas-style appetizers, homemade desserts, and authentic and new dishes from South America, Central America, Cuba, Spain, and Portugal.

2/29 Friday

Conference Hotel:

Millennium Biltmore Hotel Los Angeles 506 South Grand Avenue Los Angeles, CA USA 90071-2607
T: +1 (213) 624 1011 F: +1 (213) 612 1545

8:45 Meet in lobby to walk to venue (appx. 5 blocks)

9:00 Make our way by foot to

REDCAT Roy and Edna Disney Cal Arts Theater in Walt Disney Concert Hall

631 W. 2nd St. Los Angeles CA

9:30-10 a.m. Breakfast at REDCAT

10--12:30 Research report – report out from attendees, Online APASO directory conversation, collaborative APASO action Facilitated by David Plettner & Terence McFarland

12:30-1:30 Lunch: Walt Disney Concert Hall Garden, Music Center Plaza

Optional break out group topics:

Facilities |job boards/ group auditions |Volunteer programs

Award programs

1:30-2:30pm New & alternative revenue streams – facilitated by Matt Lehrman

Topics to discuss include: Gift Cards, Corporate Sponsorships, Fiscal Receivership, Re-Granting, City Contracts

2:30-4pm Concurrent session:

Catherine /Brad Chris Shuff/TCG

Ticketing Professional Dev/Workshops

booths/online Trends

discount ticket sales nat’l vs. local

full price ticketing

white paper: promotions

4:00-5:00 Technology moderated by Doug Smith/TDF

Topics to discuss include: web 2.0 opportunities, wikis, Google ad words,

online "content"

5-6 p.m. Day Two Progress Report: 2009 & 2010 Conference Location submissions

6 p.m. Return to hotel

3/1 Saturday

Conference Hotel:

Millennium Biltmore Hotel Los Angeles 506 South Grand Avenue Los Angeles, CA USA 90071-2607
T: +1 (213) 624 1011 F: +1 (213) 612 1545

9:00 a.m. Walk to Pershing Square Metro Station

Red Line from Pershing Square to Union Station

then transfer to Gold Line to Lake Ave/Pasadena stop

Walk to: Boston Court Performing Arts complex

70 North Mentor Avenue Pasadena, CA

10-10:30 a.m. Breakfast
10:30-12:00 Presentations from national programs:

Free Night of Theater/TCG

Actors Fund

Fractured Atlas

Artsopolis

New program Speed Round:

Accessibility database

Promotions

CVB Tourist professionals promote ticket sales

12-12:15 Break

12:15-12:45 Outro – discussion of Big Hairy Audacious Goals for each organization

12:45-1:15 APASO 2009/2010 - End of conference progress report

1:30 Reception/Lunch

Conference End

Take Gold Line back to hotel at Lake Street exit

Almost here

Hello all,
We’ll be seeing you in a few short days.

Weather.com tells me that you’ll be enjoying highs near 70 and lows of 47 in the evenings with sun all week.

Apparently, Mother Nature will also be finished with the rain for the week once the red carpets get rolled up tonight. Fingers crossed on that front.

If you haven’t filled out the form regarding break out groups – please do, we’d like to get a sense of attendance numbers to book the appropriate sized areas. Thanks.

http://spreadsheets.google.com/viewform?key=pWi3kEgewJObgZBiemv8rWg

If you are attending the pre-conference: Please take a look at the description of the afternoon session.

We need for you to bring with you your case statements and language you use for grants.

The more prepared you are to share with the rest of the group; the better the session will be for everyone.

I’m also pleased to announce that Liz Ondaatje, formerly of RAND, will be joining us to moderate the funder session.

If you didn’t submit your Brag, Bitch, Brain info yet please try to do so by end of the day Monday so that we may include it in the materials for distribution on Thursday.

Thanks for your patience and participation.

We’re trying some new formats for the conference this year and hope that we can leverage the knowledge in the room and make this super productive for everyone.

Safe travels.

Terence

homework

Hello all,

Looking forward to seeing you all next week.
Working out all the final details and will have a complete schedule to you within the next few days.
In an effort to have the round robin session on day one of the conference be the most effective use of everyone’s time, I’d like you to provide the following information by this Friday 2/22:
We’re looking for this information from each attendee, not one per organization for those sending more than one person.
BRAG:
Your biggest success in the last year – (for example, eliminated long term debt, major corporate sponsorship, operated in the black, added 3 staff, launch of a new program, etc)

BITCH:
Your biggest failure or shortcoming in the last year (be frank here, this is where we can best learn from one another)

BRAIN:
One program, idea or success of ours that could be replicated by other APASO organizations

We will send this information to everyone on 2/25 so that they have a chance to give it a glance before the conference begins…then we can spend time at the round robin drilling down into specifics with each organization rather than simply reporting out.

Additionally,

If you would like to share any of the following information with the group, please send attachments to this email address and we will distribute to the other attendees.
(a secondary goal is to house this information online so that other APASO organizations can access it electronically, but we’ll discuss this during the conference)

Budget
Budget Narrative
P&L
Balance Sheet
Financial dashboard
Annual report
Audit
By Laws
Committee List
Dues Structure
Organizational Membership Benefits
Individual Membership Benefits
Membership Renewal Letter
Membership Directory
Membership Report
Sample Weekly email
Sample newsletter
Sample magazine
Sample Calendar/Mailer/Direct Mail
Awards program rules/manuals
Co-op ad reservation/participation forms
Job Boards

If you are sending collateral material in advance of the conference please send to:

Millennium Biltmore Hotel Los Angeles
c/o APASO conference
attn: Poleng Hong

506 South Grand Avenue
Los Angeles, CA
USA 90071-2607

More soon,

Terence

Attendee List - updated daily

Join this growing list of colleagues joining us in Los Angeles:
updated daily!!!

Alliance for Audience (Phoenix): Matt Lehrman, Margaret Hobbs, Randy Montgomery
Alliance of Resident Theatres/New York: Mark Rossier
Arts Boston: Catherine Peterson, John Beck, Joe Donlavey
Artsopolis Marketing Partnership (San Jose): Jeff Trabucco, Roland Valliere, Ron Evans
Arts Orange County: Bonnie Hall, Pat Wayne
Austin Circle Of Theaters: Latifah Taormina, Bonnie Drenik
Fractured Atlas(NYC): Adam Natale, Arwen Lowbridge
Greater Philadelphia Cultural Alliance: Tom Kaiden, John McInerney, Kendra Lawton, Len Neely
Greater Vancouver Alliance for Arts & Culture: Andrew Wilhelm-Boyles
LA Stage Alliance: Terence McFarland, Douglas Clayton, Darren Schroader, Julie Briggs
League of Charleston Theaters: Emily Wilhoit, Keely Enright
League of Chicago Theatres: Ben Thiem
League of Washington Theatres: Nicola Daval
New Jersey Theatre Alliance: John McEwen, Maris Smith, Robert Carr
NowPayingNashville.com : Jennifer Schwartzenberg
StageSource(Boston): Jeff Poulos
Theatre Alliance of Greater Philadelphia: Karen DiLossi, Natalee Hill, Stepahnie Kish, Margie Salvante
Theatre Bay Area(SF): Brad Erickson, Cara Chrisman, Jamye Divila, Trevor Allen, Karen McKevitt, Dale Albright, Rebecca Novick
Theater Communications Group(NYC): Chris Shuff, Phil Matthews
Theatre Development Fund(NYC): Victoria Bailey, Douglas Smith
Theatre Puget Sound(Seattle): Karen Zeller Lane, Megan Smithling, David Miller
Tourism Vancouver/Tickets Tonight: Paul Sontz

Hotel reservation deadline extended to 2/8

The Millennium Biltmore has extended the deadline to reserve discounted rooms until 2/8/2008.
Book now!!!

Hotel: Millenium Biltmore
506 South Grand LA, CA 90071
Special APASO rates available through Friday, February 1:

Click here to reserve hotel rooms(discount code auto-populates - no need to re-enter it)
or call 213.612.1575 (mention code: LASA8)

Classic Room $129 +14.05% hotel tax = $147/night (Standard rate $199+tax)
Club Room $179 +14.05% = $204/night (Standard rate $250+tax)
Club Rooms include access to the exclusive Club Lounge, serving complimentary continental breakfast and evening hors d'oeuvres and beverages. All rooms offer high-speed internet access, bathrobes and slippers, bottled water, in-room safe, two telephones and turndown service. Use of the full service fitness centre, shoeshine and clothes-pressing services are also complimentary. Other room amenities include satellite TV, pay per view movies, upgraded bathroom amenities, desk, iron/ironing board and hairdryer.

Additional person $30/night
Roll away charge $20/night
Internet access $9.95/night

Gym:
Health Club with steam room, Jacuzzi™ and sauna, as well as cardiovascular and weight equipment is complimentary to all guests and accessible by room key only.
Hours: 24 hours
Indoor Roman-style pool open from 6:00AM - 8:00PM

Parking:
Overnight parking is $40.00/day.
$14 parking is available one block away at Pershing Square Park

APASO rates are available for February 24th through March 4th

Online Hotel reservations

https://reservations.synxis.com/lbe/rez.aspx?hotel=11535&arrive=02%2F26%2F2008&nights=4&adult=1&group=lasa8&promo=&iata=&step=1

I’ve heard from folks that they’ve had trouble with the promo code for the hotel reservation.
If you follow the link above, the lasa8 code is filled in automatically for you as our group code.
Entering it again as he Promo code will generate an error message.
You only need to choose your dates.
Hope this helps.
Please let me know otherwise

APASO 2008 schedule-draft

The basic schedule (subject to change):

2/27
Pre conference:
9:30-10 breakfast
10am-3pm Making the case with funders - an open dialogue with lunch and recpetion included
3pm Reception

2/28 Thursday
Conference:
9:00 bus leaves for location
10:00am-12:30 What we know about ourselves: Bitch, Brag, Brain session
12:30 -2:00 Travel/Lunch/Tour
2:00-4:00 Facilitated Job Title Breakouts
4:00-4:30 Snack/Break
4:30-5:30 Day One Progress report
5:30 Travel back to hotel
Evening reception
Hospitality suite

2/29 Friday
8:15 bus leaves for location
9:00-10:30 Outside speaker
10:30-11:15 Tour/Break
11:15-12:30 Special topic breakout sessions
12:30-2:00 Travel/lunch/tour
2:00-4:00 Special topic breakout sessions
4:00-5:00 Day Two progress Report
5:00 - Travel back to hotel
Evening Dinner for all attendees
Hospitality suite

3/1 Saturday
9:00 - Metro to Pasadena
10:00-11:00 Ongoing collaboration opportunities session
11:00-11:15 break
11:15-12:00 APASO directory
12:00-12:30 APASO 2009/2010 - End of conference progress report
12:45-1:45 Lunch/tour
Conference Ends


Be sure to fill out the survey to help us flesh out the content for the conference:

Click below:
http://www.zoomerang.com/survey.zgi?p=WEB227CUK32JAY