Annual Conference Schedule
Download Annual Conference Schedule
Annual Conference Preliminary Report and Legislation Information
Hosting an Event or Meeting.
Annual Conference Information
The 2010 Annual Conference is quickly approaching. If you are planning to host an event or meeting at the 2010 Annual Conference in Redlands, please consider the following information with your group or committee and complete the steps below. Your pre-planning is essential to making the event successful.
AGENDA INFORMATION
There are significant schedule changes to the Annual Conference agenda in 2010, including the beginning and ending times. Please read carefully and consult with your organization before contacting the Space Use Coordinator (who is also new, see below) to finalize spaces and times. You can view a preliminary agenda (MS Word is required) on the conference website here:
http://www.cal-pac.org/news/detail/240
Highlights from the schedule as suggested by the Design Team include:
Thursday AM 6/17: Orders & Lay Orientation
Thursday PM 6/17: Executive Clergy Session and Executive Lay
Session
Thursday dinner 6/17: Lay Ministry Academy Dinner
Thursday night 6/17: Plenary 1, Opening Worship, District Meetings
Friday 6/18: Plenary 2, Learning Circles, Legislative
Sections, Memorial & Communion Service, Plenary 3, Mission Concert
Saturday 6/19: Youth Day All Day! + Plenary 4, Table
Discussions, Learning Circles 2, Plenary 5, Youth Service, Laity Dinner, Retirement Service
Sunday 6/20: Plenary 6, Naming & Appointing Service,
Plenary 7, Ordination Service ending at 5:30 PM THE ANNUAL CONFERENCE IS NOT EXPECTED TO CONCLUDE UNTIL SUNDAY EVENING AT 5:30 PM.
Please note this moves the entire Annual Conference schedule forward one day, ending Sunday evening. Committee meetings will be expected/scheduled on Wednesday, and housing will be available until Monday morning for those who need to stay Sunday night (including the Hawaii district). Because this schedule is significantly altered, please be sure to think about how your event will fit into the schedule and/or conflict with other ongoing business before requesting time & space.
Lunchtime is scheduled to be held daily from 12:00 to 2:00 and dinner from 5:30 to 7:30, as it was in 2009. Please do not announce any meal times at lunch prior to 12:00 noon or at dinner prior to 5:30 PM, as Annual Conference worship services are likely to last until 5:30 and business is expected to last until 12:00. Special events attracting conference-wide participation are expected for meal times beginning Thursday dinner through Sunday lunch. Some groups may hold special events earlier if your target attendees are expected to be on campus by the time of your event.
SCHEDULING
EVERYONE: You need to reserve a space, day and time for your event or meeting. Your reservation and meeting arrangement in 2009 does NOT constitute space or time in 2010. As soon as possible, please contact our new Space Use Coordinator, David McGlocklin, to request time & space for your event or meeting. Rev. McGlocklin is appointed at St. Paul's UMC of San Bernardino. He can be reached by e-mail at davidm@facesofgraceumc.org or by phone at 909-889-3609. If you will need any special equipment for your meal, including AV equipment, microphones, speakers, disco balls or pipe organs, you must make these requests in advance through the Space Use Coordinator.
IF YOU ARE HAVING REFRESHMENTS OR A MEAL: You need to make menu arrangements with the University’s caterer, Bon Appetit.Rev. McGlocklin will give you the phone number for the caterer once the space use reservation has been completed. Please do not make catering arrangements without first reserving a space for your meal.You do not want to have a meal prepared and find out later there is no place to serve it! For catered meals, you will discuss room set-up and schematics with the caterer and maybe the Space Use Coordinator.
If you DO NOT wish for the Registrar to sell tickets for your event through the registration process, you’re done with the initial arrangements. For non-catered events, you will later be asked about room configurations, schematics and equipment needs.
IF YOU WANT TO SELL TICKETS OR PUBLICIZE YOUR EVENTS THROUGH THE REGISTRAR, contact the Annual Conference Registrar Jennifer Gaylord to discuss ticket prices and other arrangements by March 18, 2010. You can reach her at
626-755-5751 or by e-mail (preferred) at jgaylord@cal-pac.org. Jennifer will need information regarding the time and place of your event, as well as a copy of your contract with Bon Appetit. She can help determine the amount necessary for each ticket to cover the total cost of your meal as well. Please remember that you will pay sales tax on each reservation, so include that in determining your actual cost of the event. Groups having special events on campus during Annual Conference are ultimately responsible for their own expenditures. The Registrar will facilitate collecting funds to pay for these meals, but after the event has concluded and the invoices processed, if funds collected do not meet expenses, the sponsoring organization will be billed for the balance through the Accounting Department.
TO INCLUDE INFORMATION ABOUT YOUR SCHEDULED EVENT IN THE PRELIMINARY REPORT, please provide the necessary information to the Conference Secretaries, Leanne Nakanishi and/or Rev. Dan Lewis, at secretary@cal-pac.org or 909-624-9021 and the Conference Agenda Chair, Karen Ristine, at karenristine@yahoo.com or 619-296-1243. Please be aware that there will be no distribution of Arrival Packets, reams of paper thrown in the trash, and forests destroyed this year, so it is very important that you schedule your event ahead of time and have it listed in the agenda and Preliminary Report. There will be an opportunity to distribute information on flyers in the booths area at Annual Conference.
Look for upcoming information through e-mail distributions from the Registrar, in Cal-Pac Update, and on the Cal-Pac website.
Look for more information in Cal-Pac Update and in other publications for information on how to distribute information about your event.