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Preliminary Proposal to Host the

2001 International Conference of the System Dynamics Society

Atlanta, Georgia

Nathan B. Forrester, A.T. Kearney

Introduction:

The 2001 conference will be held in Atlanta, Georgia with dates tentatively set for July 24-27th. We have reserved conference space for 250-350 people at the Emory Conference Center Hotel (ECCH), located on the campus of Emory University near downtown Atlanta. The site is small enough that we can reserve all the meeting space and all the rooms in the main hotel for the duration of our conference. The facility is very pleasant, having numerous places for people to meet and mingle outside the formal sessions.

Traveling to Atlanta is very easy, with non-stop flights from all major US cities, most major European cities, and many capitals throughout Latin America. We are working with Delta Airlines to provide specially discounted fares to Atlanta, which is the airline's primary hub and headquarters city. Transportation from the Atlanta airport to the conference site is easy and costs from $24-$70 per round trip depending on whether you take an airport shuttle bus or a taxicab. Although Atlanta is normally hot during July (consistently 90-95F and moderately humid), air conditioning is ubiquitous and dress will be informal.

Conference Site:

See the attached folder from the Emory Conference Center Hotel (on file with the Society Secretary and Executive Director). Enclosed is a CD-ROM tour of the facility that highlights some features of the site. In addition to the usual assortment of meeting facilities, the site has a pool, steam room, sauna, whirlpool, tennis courts, volleyball and basketball courts, and a fitness center.

The site is lovely and professionally managed. Its size and amenities are excellent. Everything is provided onsite, including food, A/V equipment, recreation opportunities, and places to socialize. Because of the nature of the site and the relative difficulty of moving large numbers of people to areas with abundant restaurants, room rates for the conference will include all meals, breaks, and meeting space charges. The meal plan will also encourage mingling amongst the participants. We may arrange an evening function offsite, but details have not been confirmed at this time. Those who choose not to stay at the hotel may purchase meals as desired.

Family members may stay free of charge in the rooms of participants so long as they are not participating in meals or the conference activities. Extra meals can be added to the room bill as desired. Rooms at the adjacent Emory Inn (a slightly older facility under the same management) are $30/night less expensive than the Hotel. Emory University dorm space MAY be available for attendees on a budget, but arrangements are NOT confirmed at this time.

Estimated Budget

Income Quantity Price Extension
Full-Price Registrants 275 $300.00 $82,500.00
Student Registrants 30 $100.00 $3,000.00
Conference Sponsorships 8 $1,000.00 $8,000.00
Sponsored Functions 2 $1,000.00 $2,000.00
Extra Banquet Tickets 40 $50.00 $2,000.00
Total Income $97,500.00
Expenses
Banquet (add to cost of buffet) 350 $35.00 $12,250.00
Welcome Reception 300 $20.00 $6,000.00
SUNY Albany Administration $25,000.00
Credit Card Fees $2,000.00
Proceedings $8,000.00
Misc Transportation $2,000.00
Other Printing, Postage, Travel, etc $5,500.00
Onsite Expenses $2,000.00
Total Expense $62,750.00
Projected Net Income to Society $34,750.00
Cost to Participants:
Total Cost per Registrant (single)
Room Including:
Breakfast, Lunch, Buffet Dinner,
Breaks, Meeting Space 4 $205.00 $820.00
Conference Registration 1 $300.00 $300.00
Airport Transportation 1 $24.00 $24.00
Airfare 1 ? ?
Total $1,144.00
Total Cost per Registrant (w/ non-participant Spouse)
Room Including:
Breakfast, Lunch, Buffet Dinner,
Breaks, Meeting Space for registrant 4 $205.00 $820.00
Conference Registration 1 $300.00 $300.00
Extra cost of Spouse in room 1 $0.00 $0.00
Spouse Banquet Ticket 1 $50.00 $50.00
Spouse Breakfasts @ site ala carte 4 $10.00 $40.00
Spouse Lunches in Atlanta 4 $15.00 $60.00
Spouse Dinners @ site ala carte 3 $20.00 $60.00
Airport Transportation 2 $24.00 $48.00
Airfare 2 ? ?
Total $1,378.00

Division of Responsibilities:

As Conference Chairman, I propose that most tasks related to the organization of the conference program be delegated to the Program Committee Chairman (President Elect?) with assistance from the core group of SD professionals in and around the Boston/Albany area. I also propose that most of the administrative details be handled out of the Society Office in Albany. Specifically:

Program Committee Chair will assume responsibility for:

Receiving and selecting all abstracts and papers

Preparing and maintaining the conference program

Publishing abstracts

Producing proceedings on CD-ROM or other medium

Posting proceedings (or abstracts) to Society web site

Scheduling parallel and plenary sessions, moderators, etc.

Society Office will assume responsibility for:

Printing conference brochures

Mailing brochures and registration materials

Registering participants

Soliciting conference sponsors

Collecting and disbursing funds

Advancing any deposit required to reserve conference space

Retaining all profits and financial liabilities for the conference

Conference Chairman will assume responsibility for:

Negotiating with conference facility managers

Preparing copy for conference brochure and registration materials

Arranging conference functions and activities in Atlanta

Arranging for onsite administrative assistance (family, friends, students, other)

Serving as local host

Overseeing all aspects of conference planning (ultimate decision authority)

Deposit:

The Emory Conference Center Hotel will require a deposit of less than 25% of anticipated revenues from the conference. I am negotiating a staged deposit of 10% or less ($10-15,000). The Society will need to advance the deposit as finally negotiated.

Dates:

February 1999 - Vote by Policy Council for approval or contingent approval

July 1999 - or sooner. Final approval of 2001 Conference Site.

August 1999 - Announce and post 2001 conference site selection

July 2000 - First mailing of conference brochure and call for abstracts

February 2001 - Deadline for abstracts

May 2001 - Deadline for full papers

July 2001 - Conference in Atlanta

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Last modified: November 02, 2000