WORKSHOP
FORM
2014 Annual Meeting
April 8-12, 2014
Tampa Convention Center  ●  Tampa, FL
PLEASE SUBMIT YOUR COMPLETED FORM AS SOON AS POSSIBLE.
SUGGESTED DEADLINE: October 1, 2013
PLEASE READ THE FOLLOWING GUIDELINES CAREFULLY BEFORE COMPLETING
  • Box lunches provided by hotel should be estimated at $60 per person. This price is fairly high, so you may want to consider offering a break so that attendees may purchase lunch at a nearby restaurant of their choice.
  • Include all expenses possible in the workshop fee. Please indicate if attendees are required to bring special equipment such as laptops.
  • The AAG will not reimburse for travel expenses related to meeting attendance, nor the meeting registration fee. Travel and per diem for workshop organizers are not allowable expenses. AAG will only reimburse for expenses directly related to the workshop.
  • Organizers are responsible for providing registrants with all materials needed for the workshop (including producing and shipping handouts).
  • Reimbursement requests must be made in writing to the AAG office and received no later than 30 days after the workshop is completed. Original receipts for all expenditures are required for reimbursement.
  • AAG is unable to reimburse for expenses not estimated and submitted in advance on the budget worksheet.
  • The AAG office will coordinate workshop registration and fee collection. Names and addresses of workshop registrants will be available one month before the conference. Please note that if your workshop is not filled at that time, on-site registrants may be added.
  • All contracts must be signed by the AAG.
  • Internet is not complimentary in workshop rooms, and is ususally prohibitively expensive. If internet is necessary, it is recommended that you order one connection for an instructor demonstration rather than ordering internet for each attendee. If internet for each attendee is absolutely necessary, please indicate the number of connections in the Per-Person Costs section and AAG will obtain a quote for you.
  • Please keep in mind that cost-effective workshops tend to have better attendance than costly workshops. It is recommended that you plan as affordably as possible.
Workshop Title
As it will appear in all official publications.
Workshop Description
Please provide a description (100 words or fewer) of the workshop content and objectives. Your description will be used for all official publications including the AAG web site and on-site conference program (may be edited for space and content).
WORKSHOP ORGANIZER(S)
Name
Organization
Address
Phone
Fax
Email
INSTRUCTOR(S)
If different from Organizers
Name
Organization
Phone
Fax
Email
TIME
Indicate the amount of time needed for the workshop and the preferred hours.
Actual time and location of the workshop will be determined by space, time, and equipment needs.
For full-day workshops, factor in one hour for lunch.
Hours requested (include 1 hour for lunch)
Preferred hours (e.g. 8am - 4pm)
Preferred date
WORKSHOP CAPACITY
Maximum number of participants
NOTE: The AAG reserves the right to cancel a workshop if the workshop would result in a substantial financial loss to the AAG.
WORKSHOP BUDGET WORKSHEET
Please be as thorough as possible.
AAG is unable to reimburse for expenses not estimated and submitted in advance.
PER-PERSON COSTS
Handouts $
Computer Software $
Computer Hardware $
Coffee/Tea ($15 per person)* $
Pastries (AM)/Cookies (PM) ($10 per person)* $
Soft Drinks/Bottled Water ($10 per person)* $
Boxed Lunch (est. $60 per person) $
Power Strips (if laptops are required, $3 per person) $
Internet (AAG to calculate costs)
Do you require internet?     
If Yes above, indicate the number of connections required.

  
Other Per-Person Costs (specify)  $
Total Per-Person Costs $
*food costs are based on a four (4) hour workshop
FIXED COSTS
35 mm Slide Projector (est. $25 each) $
Screen (est. $25 each) $
LCD Projector (est. $205 each) $
VCR and Monitor (est. $75) $
Supplies $
Photocopying $
Transportation $
Other (specify)  $
Total Fixed Costs $
AAG reserves the right to revise and make final determination on all expenses, budgets and fees.
Questions?
Contact Tara Livingston @ 703-964-1240
tlivingston@conferencemanagers.com