PEAK 17 Staff Handbook_FINAL_booklet1FINAL2

2017 PEAK LEADERSHIP
SUMMIT - STAFF HANDBOOK
Hotel Location:
Marriott Wardman Park Hotel
2660 Woodley Rd NW, Washington, DC 20008
(202) 328-2000
Quick Room Reference:
-Conference Office (Staff Only) - Marriott Coat Rm, Lobby Level
-PEAK HQ – Registration/Info Desk & CE/Speaker Info Desk
Marriott Registration Foyer, Lobby Level
-Club Sodexo - Harding Room, Upper Level
-Gold Partner Appointments - Room 8224, Lobby Level
-Leadership Academy -Wilson A (& LeadingAge Main Conf. Rm)
-Record Member Interviews -Room 8228, Lobby Level
-Pod Cast - Room 8201, Lobby Level
-Staff Lounge- Balcony B, Upper Level
-Value First Appointments - Room 8223, Lobby Level
We have put together this handy notebook to make attending the
PEAK Leadership Summit and assisting members easier for you.
Please take the time to read it carefully before going to the event.
ABOUT THE EVENT
PEAK Leadership is the place where like minds and divergent
thinkers come together to ask questions, address issues, tackle
challenges and harness the opportunities of our fast growing
field. It’s 4 days of high level idea exchange with our members,
business leaders, experts and advocates.
Attendance: 1,100
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Table of Contents
About The Event 1
First Things First....Who Does What? 3
Before I Leave for PEAK: What Do I Do? 5
When I Arrive at PEAK: What Do I Do? 7
Onsite Communications & Logistics 8
Financial Guidelines/Expenses 11
Event Happenings – Things to Know! 12
Questions Attendees May Ask 15
Return Shipping Information 18
LeadingAge Security/Crisis Management/
Emergency Plan and Procedures
19
Floor Plans 28
Schedule of Events 32
My PEAK Responsibilities 38
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FIRST THINGS FIRST....WHO DOES WHAT?
There are staff members in charge of several key areas. Please
assist them with any requests they may have for your help. There
is also staff from related service companies such as security and
exhibit operations. Please familiarize yourself with their names.
OVERALL EVENT OVERSIGHT
Sharon Sullivan Overall Event & BaseCamp
Julieta Holguin Overall Education Program
GREAT MINDS GALA
Sharon Sullivan
LOGISTICS TEAM
Linda Zielinski
Heike Spichal
EDUCATION TEAM
Emily Lubin
Meg Ogea
Conference Activities
Conference Activities
Session Host Liaisons
Kirsten Jacobs Session Hosts
Robert Lagoyda
Sharon Parver
Assigned LeadingAge Staff
Regina Brady
(Greenlight CEs)
Kevin Bradley
Wendy Green
CE/Speaker Info Desk
Leadership Academy
ZONE MANAGERS (aka SWAT Team)
Patrick Hunter
Heike Spichal
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2017/2018 SALES AND SPONSORSHIP
Margaret Wanca-Daniels Sales/Supporters/Sponsors
Danielle Gray
Kathy Burke
Amy Stalknecht
Kiosk Expert Host Rel. &
Business Rel.
Freeman
REGISTRATION/INFO DESK
Essie Charles
Amma Addo
Irene Mercer
Marquita Crawford
Andrea Herrick (Vault)
KEY VENDORS
Hotel Staff
Shane Jones
Marriott Conference Svcs
Audio Visual - Hotel PSAV
Responsible for all audio visual needs for concurrent sessions
Raheel Khan
General Session, Caucus and Great Minds Gala Production
Midge Flinn-Yost Creative Director
Brittney Lanni Producer
Showcare Event Solutions
Responsible for registration & CEs
Emily Warner
Lou Tally
Metropolitan Management
Responsible for security
Leslie Warrick Hill
Advocacy Associates - Hill Visit Operations
Kaytee Yakacki
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BEFORE I LEAVE FOR PEAK LEADERSHIP SUMMIT...WHAT DO I
DO?
REVIEW SCHEDULE OF EVENTS AND FLOOR PLANS
The answers to almost anything you need to know to
successfully navigate the PEAK Leadership Summit are in this
staff handbook. Please get familiar with the general information
of the conference so you can answer questions from members.
STAFF ASSIGNMENTS
Review the staff assignments schedule to identify your job
responsibilities and gain an understanding of your co-workers’
responsibilities. If you are unclear about any assignment,
contact Linda Zielinski as soon as possible.
If you cannot fulfill your session host assignment:
It is your responsibility to find a replacement to cover your
assignment
Notify Meg @ (703) 867-3543 of the change as soon as
possible
DOWNLOAD THE MOBILE APP
Stay connected using our PEAK event app! Get quick access to
the schedule of events and room locations, sessions, speakers,
BaseCamp listing and descriptions, presentation material
downloads, floor plans and more. **Online session evaluations
and the PDF presentation files are located directly in the app (on
the session screens).
Download it from the app store. Simply search for LeadingAge
Events or instead, access the app from your device browser
with the quick link: ldng.ag/peak17app. Please familiarize
yourself with the app and the information in it. If a member
needs assistance, be empowered to help them! When onsite,
Registration staff will also be on hand to help with any app
questions attendees may have.
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LAPTOPS
If you need a laptop for a session or meeting:
Requests should be sent directly to Keith
(KTate@LeadingAge.org) in advance
Specify when and for how long you need the laptop as well
as the session# or meeting name
You are responsible for picking-up and dropping off laptops
from/to the Conference Office
CASH ADVANCES
No one should incur additional travel expenses, so cash advances
are not necessary. If you have special circumstances, please see
Burt Hudson.
WHAT TO WEAR
The members and the exhibitors have been informed that the
dress code for the annual meeting is business casual. Attire for
the Great Minds Gala is dressy business. Wearing your
LeadingAge logo shirt makes it easier for members to spot staff
but is not mandatory. Don’t forget your name badge/magnet!
The goal is to dress appropriately - that is, we do not want to
make the members feel uneasy by “overdressing”, but we still
want to show a nice, professional, positive image and look. For
example, “smart casual” attire for men is khaki pants or slacks, a
dress shirt without a tie or jacket; and for women, slacks with a
sweater or blouse. Elegant business is what you’d wear to a
wedding or special occasion.
Important note regarding footwear: Be sure to wear
comfortable shoes. When wearing the same shoes every day,
whether standing and walking, can cause blisters and bruised
soles (ouch!).
OFFICE TELEPHONE/VOICE MAIL
Put a short extended absence greeting on your VMS mailbox.
Please be sure to let callers know your return date to the office.
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OFFICE COVERAGE
Cheryl Jackson in Human Resources will be in the office when
others are not. Ian Longmire will be working at the front desk. If
you have any questions or situations that need to be handled
while you are at PEAK, please contact Cheryl Jackson for
assistance at 202-508-9403.
Keep in mind there will be meetings and functions taking place in
the Main Conference Room and elsewhere at LeadingAge during
PEAK as well. Please make sure Gary Snowden and Ian Longmire
are aware of these in advance to be prepared.
WHEN I ARRIVE AT PEAK....WHAT DO I DO?
IF YOU HEAR OF A MEMBER CHECKING IN THE HOTEL AND
EXPERIENCING PROBLEMS WITH THEIR HOTEL
RESERVATION...Go to the Conference Office in the Marriott
Coat Room, Lobby Level or call Linda Z at (703) 675-0565 and let
her know what the problem is...she will take care of it.
WI-FI
Connect to free Wi-Fi in the Marriott Wardman. Follow these
instructions:
Connect to SSID: Marriott Conference
Launch a web browser
Enter Conference Code PEAK, click submit
EDUCATION OFFICE
We no longer have an education office onsite, direct members
to the CE/Speaker Info Desk at PEAK HQ (Registration desk). The
Conference Office (Marriott Coat Room, Lobby Level) is for staff
only—please do not send members there.
FIRST AID...an aspirin...band aid, etc.
Please do not give out any medication. Even an aspirin when
mixed with other prescriptions, unknowingly can be deadly.
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BUSINESS CENTER
There is a Fed Ex Business Center in the Marriott Wardman,
Mezzanine Level. If anyone need to make copies, please direct
them here – any services would be at their own expense.
BASECAMP BOXES
BaseCamp companies are not permitted to use a HAND TRUCK
to hand carry their boxes inside the hotel. It is against
regulations. They can only hand carry (one trip) or use a small
luggage cart. Anything larger they need to go around to the rear
of the Hotel to the Loading Dock and have Freeman move their
boxes to their kiosk.
MEDICAL EMERGENCIES
In the event of a medical emergency requiring an ambulance,
please dial 0 from a red phone inside the hotel and ask to talk to
Security. The dispatch will call 911 and give exact location within
building/nearest street to ensure the ambulance comes to the
correct area of the building, please assist until the ambulance
arrives and then call Sharon’s cell phone (240) 398-0091.
ACCESSIBILITY ISSUES
Please radio Linda or Essie if any issues come up with
accessibility arrangements; or if someone else needs special
assistance. Elevators are located throughout the hotel, they are
noted on the floor plans on the PEAK event app.
ONSITE COMMUNICATIONS & LOGISTICS
STAFF LOUNGE
Staff meals will be served in the Marriott Wardman, Balcony B
Room beginning on Sunday, Mar. 19 thru Wednesday, Mar. 22.
Breakfast and lunch will be provided for you each day unless you
are scheduled to be in a meeting with a meal (on Wed. it will be
breakfast only).
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PROFESSIONAL DECORUM
As a reminder…please do not eat, put your feet up, take your
shoes off or sit in public areas or at the registration desk.
Please use the staff lounge to take a break. Registration in
particular needs to look clean and orderly at all times and we
could use everyone's help with this. Those of you with
assignments at registration, help by storing boxes behind the
drapes and keeping beverages and food out of sight. Freeman
labor can retrieve boxes as you need them and remove empty
boxes from your area. There is no need to have them stacked up
during the day.
REGISTRATION - DAILY CHECK-IN PROCEDURES
a.) If you are working at registration, check in at the starting
time indicated on your staff assignments.
b.) Let Essie (registration) know if you are taking a break and
when you’ll be returning. Check out with them at the end of
your assignments.
c.) If an emergency should occur that will prevent you from
reporting on time, you must notify Essie (registration) as far in
advance of your reporting to them as possible. You can reach
them by phone on one of the convention phone lines or by
Nextel/walkie-talkie.
NON EXEMPT STAFF CHECK-IN
In order to record total work hours, non exempt staff should keep
track of their own hours. Please inform Linda if you are in danger
of going over 37.5 for the week, she will adjust the master staff
schedule. This procedure will assist the team leader in identifying
any possible staffing shortages and will help us find you if a
problem should arise.
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ONSITE COMMUNICATIONS
Telephones will be located in the following areas (these are also
listed in the on-site program):
Marriott Wardman Park Hotel
(Main Number) 202-328-2000
PEAK HQ – Registration/Info Desk
Marriott Reg Area 202-745-2180
Nextels/Walkie-talkies: We will be using a walkie-talkie system
for direct communications. If you’re assigned a walkie-talkie,
remember to be calm, professional and brief when using them—
there are several of them in use, so don’t tie them up for long
communications. If necessary, call each other back on the phone.
The following people will be on Nextel/Walkie-talkie:
Sharon S Showcare (1) and (2)
Margaret Shane (hotel)
Danielle Julieta
Meg
Emily L
Patrick Heike
Linda Z Essie/Reg Desk
The following staff will also be carrying cell phones if you need
immediate attention:
Sharon Sullivan (240) 398-0091
Julieta Holguin (202) 487-8263
Linda Zielinski (703) 675-0565
Heike Spichal (202) 445-5836
Meg Ogea (703) 867-3543
Katie Sloan (240) 401-4685
Hotel Logistics - Red Coat (202) 359-1916
SOCIAL MEDIA
The PEAK Leadership Summit provides an opportunity to use
social media to receive event updates, join in on trending
conversations and share PEAK experiences. To view what others
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are sharing on Facebook, Twitter and Instagram, search
#PEAK17.
TWITTER. @LeadingAge will be tweeting at PEAK and using the
event’s hashtag. Add #PEAK17 to your tweets so others can
easily follow event-related tweets.
FACEBOOK. Use Facebook.com/LeadingAge to share the PEAK
experience.
INSTAGRAM. Don’t forget to add #PEAK17 to your photos so
other members at the event can enjoy your shots.
COPIER
The Conference Office will NOT have a copier available. If you
have a copy job, please have it copied back at the office. There is
a business center in the Hotel, but it should only be used for
emergencies. In case of emergency, please ask a Conference
staff person (in the Marriott Coat Room, Lobby Level) to approve
copying on the master account. Speakers who need to copy
handouts will need to produce them at THEIR OWN COST in the
Marriott’s FedEx business center.
SIGN MAKING
If you have sign needs on-site, there will be equipment in the
Conference Office/Marriott Coat Room, Lobby Level.
EMERGENCIES
Sharon and Linda are the main Medical Emergency contacts. In
case of an emergency, immediately dial “0”on a hotel phone and
contact the operator. Tell the operator the situation and
location of the emergency. Then call Sharon or Linda. It is
important that LeadingAge maintain contact with anyone who is
hospitalized.
FINANCIAL GUIDELINES & EXPENSES
The Marriott Wardman Park Hotel is only 2 blocks from our
office, so we don’t anticipate any staff incurred expenses for
Washington based employees. If any early morning or late
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evening assignment affects your transportation costs, then you
may expense them.
MEAL REIMBURSEMENTS
For DC Based Employees: Breakfast and lunch is in the staff
lounge, therefore not reimbursable. If you work past 7 pm and
you are not attending a dinner function, you may expense
dinner. Please note that our typical reimbursements policies are
in place. No alcohol will be reimbursed. All meal expense
requests should be accompanied by an itemized receipt and
include who else attended the meal. Please note, no meal should
be more than $50 per person total for each day unless prior
approval was given.
For Remote Employees: Breakfast and lunch is in the staff
lounge, therefore not reimbursable. For dinner, please follow
LeadingAge’s travel reimbursement guidelines, which include the
policies listed above.
EVENT HAPPENINGS - THINGS TO KNOW!
General Session Location: Marriott Ballroom
Club Sodexo: Harding Room
Attendees can stop by to grab a cup of coffee, check email or just
clear their mind in this executive lounge available in the Harding
Room (top of the escalators, Mezzanine Level). Open daily
Sunday-Wednesday; please see the schedule of events on the
event app for hours.
LeadingAge Open House Hours
Members are invited to stop by and see the building during any
of the Open House hours:
Monday - Wednesday, 9:00am – 5:00pm
Please be sure to tidy up your office area.
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PINNACLE
Formerly called CEMO, PINNACLE is taking place on Sunday,
Mar. 19 – this is an event designed for leadership teams of
multisite provider member communities. The event requires a
separate fee and only multi-site provider members can attend.
PINNACLE Schedule:
Sunday, 11:30am
Welcome/Networking Lunch – Marriott, Delaware A
Sunday, 12:30pm
Presentation/Workshop - Marriott –Virginia AB
Sunday, 6:00pm
Networking Reception & Dinner – LeadingAge: Main Conference
Room
GREAT MINDS GALA
The Great Minds Gala will be held on Monday evening, Mar. 20
as a separate ticketed event (reception at 6 pm, dinner program
at 7 pm) in the Marriott Ballroom. If you didn’t RSVP, please let
Sharon Sullivan know asap! Members can buy tickets thru noon
on Monday. Starting 2pm, gala registrants can get their table
assignments at the PEAK HQ - Registration Desk. All gala
proceeds will benefit the LeadingAge Innovations Fund and the
Integrace Institute. Our partner in the Great Minds Gala is
LeadingAge member Integrace. Jackie Harris, President and CEO
and Cindy Yingling, VP of Philanthropy are our main contacts.
BaseCamp
BaseCamp replaces the traditional exhibit hall with a strategic
networking and gathering place for attendees. Attendees can
explore topic-specific BaseCamp zones – including Air Time
sessions and visit 50 experts at their kiosks. A new feature this
year is our Brain2Brain Question where members can share
important data with Kiosk Experts and then receive back how all
attendees answered those same questions.
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BaseCamp Hours:
Monday, 9:30am – 1:00pm
(BaseCamp Open with Lunch 11:30am-12:30pm)
Monday, 4:30 – 5:30pm
(BaseCamp Open with Cocktails)
Tuesday, 9:30am – 12:00pm
(BaseCamp Open with Lunch 11:30am-12:00pm)
LOBBY DAY
Lobby Day is Wednesday, March 22 nd – a NEW day this year.
Hundreds of our members will be visiting their members of
Congress on Capitol Hill and letting their voice be heard. All
lobbying participants will be provided with a personalized
lobbying schedule and lobbying packet complete with issue
briefs and other information. Members should stop by the
registration desk where the Hill Visit consultants will be staffing
an information table, starting on Tuesday. Questions prior to
that should be directed to Niles, Marsha G or Marsha PG
The Capitol Hill Briefing & State Caucus is on Wednesday
morning. The session will be from 8:30 -10:00a.m. After the
Capitol Hill Briefing, states will caucus for 30 minutes to allow
our members to both prepare and to meet as state delegations
and plan their Hill visits taking place this same day. Members will
be served a continental breakfast starting at 8:00 a.m. in the
Marriott Ballroom.
Session hosts can assist with the distribution of materials at the
beginning of the session, including evaluation forms, and session
hosts will need to be at the doors to help members scan their CE
cards at the beginning and end.
Floor (table) plans showing general area assignments for each
state will be posted in the Marriott Ballroom and “state” signs
will be in the vicinity of “their” tables.
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It could be there will be a shortage of seating for some states –
due to encroachment by members from other states – but this
should all even out during the caucus when members can move
chairs to fit their needs. If upon arrival members find their
state’s table(s) full, simply help them find an empty seat at a
table nearby.
ADVOCACY DAY APP
Attendees can get the most out of their congressional visits with
the AdvocacyDay app. Some of the app’s features include:
• Full schedule of visits, push notifications of changes and mapto-meeting
function
• Talking points and electronic leave behinds
• Research on members of Congress and relevant bills
Please direct attendees to the Advocacy Associates staff at the
scheduling table at PEAK HQ, Lobby Level (and on Wednesday
inside the Marriott Ballroom) for all the information they need to
access the AdvocacyDay app.
QUESTIONS ATTENDEES MAY ASK
Metro Farecards to Congressional Briefing Visits:
All PEAK Conference attendees, upon request, will receive a
complimentary at the Caucus or at PEAK HQ- Registration/Info
Desk.
WHERE CAN I EAT AT THE MARRIOTT?
Harry’s is located in the main lobby. Stone’s Throw Restaurant is
located on the level above the atrium. It offers light fare and is
open for breakfast, lunch and dinner.
WHERE CAN I GET A CUP OF COFFEE OR QUICK BITE?
Woodley Park Pantry is the Marriott’s coffee house and cafe –
next to the 24 th Street Entrance. Breakfast Items, sandwiches,
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soup, salads, dessert items, coffee, sodas, soft beverages,
bottled- juices, chocolates, candy bars, ice cream
WHERE DO I PARK?
The hotel has parking for $45 per day, or valet for $50 per day.
NEED A TAXI?
Outside the Main Lobby.
WHERE’S THE ELEVATOR?
There are located off the main lobby between the main entrance
and the 24 th Street Entrance. They are to the left when using the
Main Entrance and to the right when using the 24 th Street
Entrance.
HOW DO I GET TO THE HILL?
METRO RAIL
The Marriott Wardman Park Hotel is conveniently located two
blocks from the Woodley Park/Zoo Metro Station on the Red
Line.
Metro Farecards Available to Congressional Briefing Visits
All PEAK Conference attendees, upon request, will receive a
complimentary Metro farecard at the LeadingAge Registration
Desk. The farecard covers one roundtrip ride to Capitol Hill from
the Woodley Park/Zoo Metro Station, located one block from
the Marriott Wardman Park Hotel. The registrant’s metro stop
will vary depending upon which congressional office they are
visiting.
Please consult the PEAK app for detailed metro directions to
Capitol Hill.
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WHAT ARE THE CONGRESSIONAL OFFICE ADDRESSES?
Senate Buildings:
Russell Senate Office Building – Delaware & C Streets, NE
Dirksen Senate Office Building – 1 st St & Constitution Ave, NE
Hart Senate Office Building – 2 nd St & Constitution Ave, NE
House Buildings:
Cannon House Office Building – 1 st St & Independence Ave, SE
Longworth House Office Building – Independence & New Jersey
Ave, SE
Rayburn House Office Building – Independence Ave & So. Capitol
St, SW
Other Addresses:
U.S. Capitol Police Headquarters – 119 D Street, NE
400 N. Capitol Street, NW
190 D Street, NE
U.S. Capitol Visitor Center – First Street, NE
Ford House Office Building – 300 D Street, SW
Library of Congress (Thomas Jefferson Building) – 10 th First
Street, SE
John Adams Building (Library of Congress) – 110 2 nd Street, SE
James Madison Memorial Building (Library of Congress Annex) –
101 Independence Ave, SE
U.S. Supreme Court – 1 First Street, NE
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RETURN SHIPPING INFORMATION
Color Codes for 2017
You should affix a colored floor label to the top of your boxes so
that they can easily be identified and be delivered to your floor.
P-1 Level = Blue
2 nd Floor = Red
3 rd Floor = Yellow
1. Obtain a return ship log; address label and colored floor
label from the Conference/Education Office (Marriott
Coat Room, Lobby Level).
2. Pack your boxes.
3. Place a LeadingAge return address label AND COLORED
LABEL on the TOP of the box and complete a log sheet
located in the Conference Office (Marriott Coat Room,
Lobby Level).
4. Your boxes must be placed in one of two areas: The
Conference Office (Marriott Coat Room, Lobby Level),
Registration Area (Marriott Convention Registration
Desk, Lobby Level). IMPORTANT: Do not leave boxes in
any location other than the Conference Office and
Registration Area. The boxes will be left behind.
5. Return ship logs must be placed in the tray in the
Conference Office by 11:00 a.m. on Wednesday, March
22. Be sure to indicate TOTAL number of boxes, as well
as which pick up area your boxes are located at.
6. Please see Essie Charles if you have any questions.
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LEADINGAGE SECURITY/CRISIS/EMERGENCY MGMT PLAN
Extra Security Measures Being Taken:
There will be increased security at the hotel. Off-duty
police officers will be stationed in key areas for
additional security.
Strict badge checking will be enforced. All vendors,
service providers, attendees and staff will be required to
have badges and wearing proper identification. Those
who forget or lose their badges will be required to show
photo identification to acquire a replacement badge.
The security company has been contacted regarding
security checks on their personnel.
Authorized paperwork will be checked on all
delivery/exhibitor freight trucks before they are brought
up to the loading dock. Additional security personnel
will be placed at the driveway entrances in both the
front and back sections of the Marriott Wardman Park
Hotel
IF A CRISIS OCCURS….What’s Next?
The Conference should proceed as planned; however, as part of
any good contingency plan, one must be prepared for a serious
crisis situation. The course of action taken varies slightly based
on when the crisis occurs. The following details procedures to
be taken by LeadingAge based on the timing of crisis and the
status of arrivals.
Emergency Leadership Team:
In crisis situations, a small group – Katie Sloan, Burt Hudson,
Sharon Sullivan, Amanda Marr and Julieta Holguin will
determine whether or not the meeting will be canceled and/or
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next steps to be taken. These individuals will confer by
conference call should a decision need to occur prior to
departing for the Summit. If already at the Marriott, this group
should report to the Staff Lounge. Should location or other
arrangements change, Sharon will communicate meeting place
and time via text or email, so please check your phones.
MEETING CANCELLED PRIOR TO THE START OF MOVE-IN
Status: Little to NO staff has arrived, no attendees or
BaseCamp hosts have arrived
Procedures:
A voice telephone broadcast will be made to all registrants and
related groups with a recorded message from the president or
LeadingAge Chair. The service provider is Indatus at
www.indatus.com. Broadcast faxes e-mails will also be sent.
Required: Registration lists will be uploaded by Conference
Services.
www.LeadingAge.org will be updated with cancellation
information and a link to the travel technology for
information on airline schedules and refunds.
A script will be provided to the hotel operators with
cancellation information.--Amanda
All staff will update their voicemail at the office and if
applicable on hotel room telephones with the same
statement.
The hotel and all vendors supplying services to the
meeting will be contacted and financial status will be
determined.
An Emergency Telephone Tree will be put in place by
Cheryl Jackson to contact any staff who has not yet
traveled to Washington (regionals/remote staff).
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We will use the snow emergency LeadingAge call in
number at (202) 508-9491 for staff to get
information. The phone mail will be kept up to date
with the latest information on the status for staff and
staff’s family members to call in.
Policies for refunds of exhibitor and registration fees will
be determined. Written communications to be prepared
and sent out outlining these policies.
In the case that a few key staff may have already left for
Washington-- Linda Zielinski will work with them to
secure transportation home (regionals/remote staff).
MEETING CANCELLED DURING MOVE-IN
Status: Most staff and some registrants have already arrived,
some are still in route.
Procedures:
All vendors and Marriot Wardman Park Hotel senior staff
will meet in the LeadingAge Conference office –Marriott
Coat Room, Lobby Level to review implementation of
cancellation plans.
Amanda Marr will appoint staff to be in charge of
watching the news and reporting back to the rest of the
staff on the actual situation so that decisions can be
based on facts, not rumors.
The hotel will be contacted by Linda Z. Flexible
cancellation policies will be sought.
An Emergency Telephone Tree will be put in place by
Cheryl Jackson to contact any staff who has not yet
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traveled to Washington (regionals and remote staff).
We will use the snow emergency LeadingAge call in
number of (202) 508-9491 for staff to get
information. The phone mail will be kept up to date
with the latest information on the status for staff and
staff’s family members to call in.
Amanda will draft a broadcast message from the
president or Chair. We will also have a voicemail
message on the main LeadingAge number giving all
necessary details to incoming callers. A voice telephone
broadcast will be made to all registrants and related
groups with a recorded message from the president or
LeadingAge Chair. The service provider is Indatus at
www.indatus.com. Broadcast faxes e-mails will also be
sent.
Required: Registration lists will be uploaded by
Conference Services.
Since BaseCamp hosts will be moving in, they will be
contacted on-site and through a call to their home office.
www.LeadingAge.org will be updated with cancellation
information.
A script will be provided to the hotel operators with the
cancellation information—Amanda Marr
All staff will update their voicemail on office and hotel
room telephones with the same statement.
Arrange for personnel will be at entrances to the
Marriott Wardman Park Hotel to let people who may not
have received the message that the meeting has been
canceled. This will also be posted in key locations.
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Meetings with all staff will continue on a frequent basis
as long as necessary. Staff will be kept updated and
assured that everything possible is being done to get
them home safely. To the extent possible if buses can be
used to arrange transportation for any attendees or
exhibitors who have already arrived, that will be done.
Information on rental cars, airlines and carpooling will be
posted on bulletin boards in the Marriott Wardman Park
Hotel lobby. TV monitors tuned to news stations will
also be placed in the lobby.
Policies for refunds of exhibitor and registration fees will
need to be determined. Written communications will
be prepared and sent out outlining these policies.
CRISIS OCCURS DURING MAIN CONFERENCE DAYS
Status: All registrants and related personnel are in
Washington.
If it is determined that the meeting should progress until
conclusion, but transportation home is limited:
Procedures:
Amanda to draft communication to attendees and
delegates, speakers, exhibitors, and related groups.
Information will include hotel policies and information
about airports. All groups will be assured that the most
accurate information available will be provided to them
to assist them in making their plans.
Using the all hotel paging system, we will work with the
hotel on: Announcements to be made in the BaseCamp,
in the education sessions, and in the hotel functions.
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Marriott Wardman Park Hotel management will be
contacted and asked to extend the Conference rate as
long as necessary.
Cell phones may not work. Other communication
vehicles will be sought.
Exhibitors and speakers will be counseled about the
importance of staying the course.
If decision is to continue with the event, continued
communications will assure everyone that the scheduled
events will be held as planned. Televisions will be set up
in key places to provide people with access to national
news coverage so that they can see what is going on and
not feel the need to go to their hotel rooms.
www.LeadingAge.org will be updated with information
and a link to the travel technology for information on
airline schedules.
Building evacuation plans will be on hand should that
become necessary. All staff will have a copy of the
evacuation plan for the Marriott Wardman Park Hotel.
A message board will be set up in the Registration Area
and/or the event app if operational for ride-sharing,
airport and car rental updates.
Updates will also be recorded on message center voice
mail and in hotel operator phones as needed.
Since some members will not attend, policies for refunds
of exhibitor and registration fees will need to be
determined. Amanda Marr to assist with written
communications to be prepared and sent out outlining
these policies.
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EMERGENCIES THAT REQUIRE FACILITY EVACUATION
Procedures:
Copies of the Marriott’s and LeadingAge’s evacuation
plans for major emergencies will be given to staff. In
these cases, it is the Hotel’s decision to evacuate or not.
During regular Conference hours: In the case of
evacuation—ALL LEADINGAGE STAFF should report to
the front grass area turn about by the valet stand of the
Marriott Wardman Park. Linda Zielinski is the main
contact here. Please check in with her
immediately. Staff will be given information and
dispatched into multiple jobs to help us manage the
situation at hand.
Off Hours: In the case of evacuation—ALL LEADINGAGE
STAFF should follow the evacuation instructions of the
hotel, and look for Sharon and Linda at the evacuation
exit. Staff will be given information and perhaps
dispatched into multiple jobs to help us manage the
situation at hand. If you are commuting, please remain
at home and await further instructions.
In the case of a short time frame that the building is not
accessible, the facility staff will communicate with the
people who are escorted outside the building to let them
know when they can return. If everyone has returned to
the hotel, communications will be delivered to the hotel
and to staff.
MEDICAL EMERGENCIES
Medical personnel are available in the Hotel Security
Office. They can be reached by dialing 0 on a hotel house
phone. The location, equipment and the extent of the
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service provided have been reviewed.
In the event of a medical emergency, Sharon Sullivan
and Linda Zielinski should be informed. A LEADINGAGE
staff member will be assigned to follow up with making
sure that family and office have been contacted, and to
monitor the status of the individual’s medical care and
transportation home.
Emergency medical information is printed in the
program.
In the Hotel, emergency care is initiated by calling 0 from
one of the house phones.
DEMONSTRATIONS/CONFRONTATIONS
In the event of a demonstration:
Security will be enhanced to provide additional
protection for meeting attendees.
Local police will be contacted to assure their cooperation
and understanding of the appropriate level of security
measures.
Everything possible will be done to assure that the
demonstration is peaceful.
To the extent possible, meeting participants will be
advised to reduce the element of surprise.
Amanda Marr will be responsible for press contacts to be
certain that the position of LeadingAge is made clear. A
position statement will be prepared and officers/
members identified who are willing to be interviewed on
behalf of LeadingAge should the occasion arise.
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Emergency Team Roles and Responsibilities
Katie Smith Sloan, President/CEO: Liaison to Board of Directors
and LeadingAge Members.
Sharon Sullivan, VP, Conference and Expositions Liaison to
President/CEO, LeadingAge Chair, hotel and Marriott Wardman
Park Hotel management response team and city terrorism task
force. Liaison to insurance company, liaison to board on
financial implications. Communicate with Crisis Team,
Emergency Management Team, and Liaison to all security
personnel. Medical emergency contact.
Julieta Holguin, VP, Education: Communicate with speakers;
assist with delivery of communications to participants already at
the conference. Member of the Emergency Team.
Amanda Marr, VP, Communications: Responsible for content of
voice, e-mail and fax broadcasts. Write communications to
attendees already on-site. Monitor news and communicate with
staff. Distribute press releases. Member of Crisis Team.
Burt Hudson, SVP of Administration and Business Development:
Member of the Crisis Team. Communicate with BaseCamp
companies and sponsors; assist with delivery of communications
to participants already at the conference
Linda Zielinski, Director, Conferences: Account for all staff in an
emergency during conference hours, assist with delivery of
communications to participants already at the conference and
other key vendors. Set up of telephone systems, televisions,
American Red Cross personal counseling desk. Set up travel
services help desk, provide information on airports, car rentals,
trains, buses, ride-sharing. Dispatches information and teams as
determined
All Staff and LeadingAge Board: Assist with the above
communications and procedures where needed and assigned.
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Floor Plans
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Schedule of Events (Saturday/Sunday)
Date/Time Event Location
Saturday, March 18
11:00am - 6:00pm Leadership Academy Meeting (Yellow) Wilson A
Sunday, March 19
8:00am - 5:00pm Registration Open PEAK HQ - Registration, Lobby Level
1:00 - 5:00pm Club Sodexo Harding
8:30am - 12:30pm Public Policy Congress Maryland Room
PPC Breakout Washington 1
PPC Breakout Washington 2
PPC Breakout Washington 3
9:00am - 5:00pm Leadership Academy Meeting (Yellow) Wilson A
10:00am - 7:00pm Exhibitor Set Up Hall A
11:30am Pinnacle Welcome & Networking Lunch Delaware A
12:30 - 5:30pm Pinnacle Keynote & Workshop Virginia AB
1:00 - 4:00pm Leadership Academy Rehearsals Virginia C
1:00 - 5:00pm 40-P. Ageism Workshop Marriott Ballroom, Salon 1
1:00 - 5:00pm 41-P. Philanthropy Workshop Delaware B
2:30 - 6:30pm CAST Commission Meeting Washington 3
5:15pm - 8:15pm Leadership Academy Meeting & Dinner (Blue) Virginia C
6:00pm - 8:00pm Pinnacle Reception & Dinner LA: Main Conference Rm
6:00 - 8:30pm Pre Dinner for Gala VIPs Wilson B
6:30 - 8:00pm CAST Commission Dinner Washington 2
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Monday, March 20
6:00 - 7:00am Morning Exercise - Boot Camp Washington 3
7:00am - 5:00pm Registration Open PEAK HQ - Registration, Lobby Level
7:00am - 5:00pm Club Sodexo Harding
7:00 - 8:00am New CEO Breakfast 8226
8:00 - 9:30am General Session Marriott Ballroom
9:30am - 1:00pm BaseCamp Open with Lunch Hall A, Lower Level
(lunch service 12:00 -1:00)
9:45am - 12:45pm Study Circle (Leadership Academy Yellow/Blue) Washington 5
12:00 - 1:30pm Study Circle Lunch Washington 6
10:00 - 11:00am Budget and Finance Committee 8226
10:00 - 11:00am Managed LTSS Programs Washington 2
10:00am - 12:30pm Value First Board of Directors Meeting Washington 3
1:00 - 4:30pm Leadership Workshop (1-A) Marriott Ballroom, Salon 1
1:00 - 2:30pm Education Sessions (B)
2-B Maryland
3-B Delaware B
4-B Virginia AB
5-B Virginia C
6-B Delaware A
1:00 - 5:00pm Executive Forum Washington 1
2:00 - 7:30pm Great Minds Gala Registration Open PEAK HQ - Registration, Lobby Level
3:00 - 4:30pm Business Strategy Council 8226
Schedule of Events (Monday)
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Schedule of Events (Monday, cont’d)
3:00 - 4:30pm Education Sessions (C)
7-C Maryland
8-C Virginia AB
9-C Delaware A
10-C Delaware B
11-C Virginia C
4:30 - 5:30pm BaseCamp Cocktails Hall A, Lower Level
5:00 - 6:00pm VIP Reception Virginia AB
6:00 - 7:00pm Great Minds Gala Reception Marriott Ballroom Foyer, Upper Level
7:00 - 9:30pm Great Minds Gala Dinner Marriott Ballroom
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Schedule of Events (Tuesday)
Tuesday, March 21
7:30 - 8:30am Value First Owners Meeting Washington 6
7:30am - 5:00pm Registration Open PEAK HQ - Registration, Lobby Level
7:30am - 5:00pm Club Sodexo Harding
8:00 - 9:30am Single Site Life Plan Community (CCRC) Network Washington 1
8:00 - 9:30am Forums (D)
12-D Maryland
13-D Delaware A
14-D Virginia AB
15-D Virginia C
16-D Delaware B
8:00 - 10:00am Workforce Advisory Group Washington 2
8:30am - 4:30pm Leadership Academy Meeting (Blue) LA: Main Conference Room
9:30am - 12:00pm BaseCamp Open (lunch service 11:30am) Hall A, Lower Level
10:00 - 11:30am Membership Network Washington 3
10:00 - 11:30am Gold Partner PointClick Care 8226
10:00am - 12:00pm Executive Committee 8222
10:00am - 12:00pm Policy Wonks Washington 5
12:00 - 3:30pm 18-E. Leadership Workshop Marriott Ballroom, Salon 1
12:00 - 4:00pm Exhibit Hall Tear Down Hall A, Lower Level
12:00 - 5:00pm Board of Directors Meeting Wilson AB
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Schedule of Events (Tuesday, cont’d)
12:00 - 1:30pm Education Session (F)
19-F Maryland
20-F Washington 1
21-F Delaware B
22-F Delaware A
23-F Virginia C
2:00pm - 3:30pm Education Session (G)
24-G Maryland
25-G Delaware B
26-G Virginia C
27-G Virginia AB
28-G Delaware A
2:00pm - 3:30pm Sodexo 8226
4:00 - 5:30pm Education Session (H)
29-H Maryland
30-H Marriott Ballroom, Salon 1
31-H Delaware A
32-H Delaware B
33-H Virginia C
5:45 – 6:45pm Alumni Board Meeting LA: Ivy
6:00pm Board of Directors Meeting offsite: Stoddard Baptist Homes
6:30 - 8:00pm Alumni Network Shared Learning Dinner LA: Main Conference Rm
8:30 - 10:00pm Alumni Fellowship Gathering offsite: Mama Aeysha's
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Wednesday, March 22
7:30 - 10:30am Registration Open PEAK HQ - Registration, Lobby Level
7:30 - 10:30am Club Sodexo Harding
8:00am Lobby Day Breakfast Marriott Ballroom
8:30 - 10:00am Capitol Hill Briefing & State Caucus Marriott Ballroom
10:00am - 4:00pm Group Hill Visits Offsite
5:30 - 8:00pm Leadership Academy Meeting/Dinner (Yellow & Blue) LA: Main Conference Rm
Schedule of Events (Wednesday)
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My PEAK Responsibilities
Sunday, Mar. 19
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Monday, Mar. 20
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Tuesday, Mar. 21
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Wednesday, Mar. 22
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Thank you
for all you do to make
PEAK a success!
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