Annual Conference
    September 18th-20th 2009
    Hilton Logan Hotel
    Boston, Massachusetts




Group 11     Andrew Ma...
   150 guests
   Weekend convention
   Focus on education of new fitness technology
   Attendees will be members of fi...
   One of the first steps in the event production
    process
   Event website designed for ease of use of
    attendees...
 We will be renting out the
Hilton Logan Boston Airport
Ballrooms, specifically the
New England Ballroom,
which comes wit...
   The Hilton will be
    providing us with overhead
    projectors for each room,
    as well as pull down
    screens, ...
   Goody Bag: We will be giving away a with the Pro
    Fitness Association Logo emblazed on the front,
    and will incl...
   Target market: all active association members
    in the United States
     Invitational emails
     Website
     S...
   Sponsors will be given opportunities to chose a package
    that fits their promotional and budgeting needs. The
    A...
Benefits include:
                          4 complimentary tickets to attend
 Custom sponsorship sign and product place...
Benefits include:
               3 complimentary tickets to attend
  Custom sponsorship sign and product placement at pe...
Benefits include:
                           2 complimentary tickets to attend
              Custom sponsorship sign and...
   $1,750/booth
   Opportunity to sell their
    products/services at a
    discounted price
   Increase brand awarenes...
   Close Grip
   Power Plate
   GNC
   Robeks Fruit
    Smoothies
   Nike Clothing and
    Apparel
Peninsulas (spots 1, 2)  12’ x 7’  84 sq ft
                     Spots 3, 4, 5, 6, 7, 8  6’ x 7’  42 sq ft




       ...
   Event Planners
   Fitness
    Instructors
   Guest Speakers
   Hotel Staff and
    Security
   Volunteers
Crisp Romaine and Herbed Croutons,Shredded Parmesan Cheese Classic Caesar Dressing




   All meals will offer a selectio...
   Hors d’Ouevres
     Portobello Mushrooms with Sun-
        dried Tomato, Goat Cheese and
        Pesto
       Crispy...
   Breakfast Buffet
       Chilled Orange, Grapefruit and Cranberry Juices
       Farm Fresh Scrambled Egg, Country Sau...
   Lunch Buffet
       Gulf Shrimp and Mango Salad with Spicy Lilikoi
        Vinaigrette
       Grilled Chicken and Pi...
   Afternoon Breaks
     Vegetable Crudités with Creamy
        Peppercorn Dipping Sauce
       Sliced Fresh Fruit and ...
   Formal Dinner
     First Course
        ▪ Maine Lobster Bisque
        ▪ Tomato Basil Bisque
     Salad Course
     ...
   2 workshops will be held: Nutrition &Wellness
    and Building a Business
   Prominent members of PFA chosen to speak...
 Jackie Warner and David Zinczenko
 Benefits
     Boston Limousine Service
     Round trip first class tickets
     S...
   Meal and security staff provided by the Hilton
   A detailed emergency plan is located in each of the
    convention ...
 Volunteers will be recruited from the Carroll
  School of Management at Boston College
 There will be 15 volunteers
 E...
   Greet convention guest speakers and attendees at
    the airport
   Check in and registration
   Facilitate the move...
   Emergency Procedure
     24 hour hotel emergency response team ready for
      any potential emergencies or problems
...
   All participants will sign a waiver in case of injury
   Injury potential is low because attendees have a
    lot of ...
Venue Rental - $30,000 budget
 Includes:
   ▪   Hotel Security and Staff
   ▪   Audio Equipment
   ▪   Tables and Chairs
 ...
Key Note Speakers                   Marketing
    Speaker fees: $40,000              Email: Free
    Travel: $1,018       ...
   Registration Fees
     $310 (Early Bird)
     $350 (Regular Registration)
     $400 (Day of)
   Sponsorships
    ...
Total Income: $82, 250

Total Expenses: $77,718

                    PROFIT = $4,532
   Goal of Organization is not to ma...
Thank You
Professional Fitness Association
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Professional Fitness Association

  1. 1. Annual Conference September 18th-20th 2009 Hilton Logan Hotel Boston, Massachusetts Group 11 Andrew Manguart Daniel Werner Davita Mabourakh Julia Levy Marguerite McNulty Morgan Lindsay
  2. 2.  150 guests  Weekend convention  Focus on education of new fitness technology  Attendees will be members of fitness community: gym owners, personal trainers, and wellness professionals of high caliber  1 of 2 conventions put on by PFA yearly  Chance to meet other fitness professionals and learn about business opportunities
  3. 3.  One of the first steps in the event production process  Event website designed for ease of use of attendees  Will have access through website to general info about event, conference schedule, registration, guest speakers, workshops, hotel info, cuisine choices, contact information, and sponsors PFA Annual Conference 2009
  4. 4.  We will be renting out the Hilton Logan Boston Airport Ballrooms, specifically the New England Ballroom, which comes with the option of several smaller rooms for use and well as the International Rooms, and Middlebury Banquet Hall.
  5. 5.  The Hilton will be providing us with overhead projectors for each room, as well as pull down screens, microphones, and podiums. Their staff will be responsible for set up in each room and will also be on hand if there are any electrical problems that we need help fixing.
  6. 6.  Goody Bag: We will be giving away a with the Pro Fitness Association Logo emblazed on the front, and will include  sample Nano Vapor supplement: provided from our Gold Sponsor, Muscle-Tech  PFE product info/coupon packet: from our Silver Sponsor, Precision Fitness Equipment  2 free passes to FitCorp: compliments of our Bronze Sponsor, FitCorp  We will be responsible to purchasing the bags to hold all the materials, and also will be producing our own product information packet to have available to take during registration and checkout.
  7. 7.  Target market: all active association members in the United States  Invitational emails  Website  Small ad in National Fitness Trade Journal ▪ 6 monthly issues ▪ Ad placement includes: attention-grabbing headline, copy no more than seven (7) lines, contact info on the 8th line, and 64 characters per line
  8. 8.  Sponsors will be given opportunities to chose a package that fits their promotional and budgeting needs. The Audience is very specific and likely to respond well to face time with businesses that are present at the convention. Therefore we will be offering 3 different sponsor packages:  GOLD $10,000  SILVER $7,500  BRONZE $5,000
  9. 9. Benefits include: 4 complimentary tickets to attend  Custom sponsorship sign and product placement at front entrance of the venue (product distribution/sales opportunity)  Informational booth set up outside convention room during registration  Logo placement as a sponsor of the event in all publications and advertisements for the Fitness Convention  A large logo on the sponsorship board of the event  The Pro Fitness Association website  The logo on all event banners, posters, and promotional items
  10. 10. Benefits include:  3 complimentary tickets to attend  Custom sponsorship sign and product placement at peninsula position during expo  Informational booth set up outside convention room during registration  Logo placement as a sponsor of the event in some publications and advertisements for the Fitness Convention  A logo on the sponsorship board of the event  The Pro Fitness Association website  The logo on all event banners, posters, and promotional items
  11. 11. Benefits include:  2 complimentary tickets to attend  Custom sponsorship sign and product placement during expo  Informational booth set up outside convention room during registration  Logo placement as a sponsor of the event in some publications and advertisements for the Fitness Convention  A logo on the sponsorship board of the event  The Pro Fitness Association website  The logo on all event banners, posters, and promotional items
  12. 12.  $1,750/booth  Opportunity to sell their products/services at a discounted price  Increase brand awareness  Expo:  Location: International Ballroom A & B ▪ 1,848 sq ft ▪ 61.92’ x 31.83’ ▪ Max Capacity: 250 people
  13. 13.  Close Grip  Power Plate  GNC  Robeks Fruit Smoothies  Nike Clothing and Apparel
  14. 14. Peninsulas (spots 1, 2)  12’ x 7’  84 sq ft Spots 3, 4, 5, 6, 7, 8  6’ x 7’  42 sq ft 12’ 7’ 1. Muscle-Tech, 2. Precision Fitness Equipment, 3. FitCorp, 4. Nike Clothing and Apparel, 5. GNC, 6. Robeks Fruit Smoothies, 7. Close Grip, 8. PowerPlate
  15. 15.  Event Planners  Fitness Instructors  Guest Speakers  Hotel Staff and Security  Volunteers
  16. 16. Crisp Romaine and Herbed Croutons,Shredded Parmesan Cheese Classic Caesar Dressing  All meals will offer a selection of both meat and vegetarian plates.  Alcoholic beverages will not be included in the event fee  Onsite - Berkshires and Connolly’s Pub  Several bars and pubs within walking distance  Coffee and juice will be served in between workshops and sessions during breaks  Water coolers will be readily available during workshops
  17. 17.  Hors d’Ouevres  Portobello Mushrooms with Sun- dried Tomato, Goat Cheese and Pesto  Crispy Shrimp Tempura with Chile and Soy Dipping Sauce  Roasted Tomato Bruschetta with Cilantro Pesto  Mini Chicken Saltimbocca Bites  Fresh Mozzarella and Roma Tomato with Basil
  18. 18.  Breakfast Buffet  Chilled Orange, Grapefruit and Cranberry Juices  Farm Fresh Scrambled Egg, Country Sausage, American Cheese on a Flaky Croissant  Farm Fresh Scrambled Eggs, Bacon, and Cheddar Cheese Burrito  Fresh Fried Egg, Canadian Bacon and Melted Cheese on a Toasted English Muffin  Selection of Kellogg Cereals  Sliced Fresh Seasonal Fruit and Mixed Berries  Assorted Dannon Yogurt  Freshly Brewed French Roast Coffee and  Assorted Bigelow Teas
  19. 19.  Lunch Buffet  Gulf Shrimp and Mango Salad with Spicy Lilikoi Vinaigrette  Grilled Chicken and Pineapple Lo Mein Salad with Sesame Soy Dressing  Vine Ripened Tomatoes, Fresh Mozzarella and Basil  Roasted Sirloin of Beef with a Wild Mushroom,  Dried Cranberry and Cannelloni Bean Ragout  Baja Grilled Chicken with Fresh Avocado, Caramelized Shallots and Melted Gruyere Cheese  Sun Dried Tomato Beurre Blanc  Saffron Basmati Rice, Asparagus and Red Pepper with Lemon Herb Butter  Warm Artisan Baguettes, Ficelles and Rolls  Gourmet Pastries
  20. 20.  Afternoon Breaks  Vegetable Crudités with Creamy Peppercorn Dipping Sauce  Sliced Fresh Fruit and Mixed Berries with Dannon Yogurts  Assorted Granola, Nutrigrain and Power Bars  Assorted Juices and Tropicana Fruit Smoothies,  Poland Spring Waters
  21. 21.  Formal Dinner  First Course ▪ Maine Lobster Bisque ▪ Tomato Basil Bisque  Salad Course ▪ Mixed Greens with Shredded Carrots, Kalamata Olives, English Cucumbers, Red Peppers - Raspberry Vinaigrette ▪ Ceaser Salad Crisp Romaine and Herbed Croutons,Shredded Parmesan Cheese Classic Caesar Dressing  Entrée Options ▪ Balsamic Grilled Filet Mignon of Beef with a Cabernet Reduction ▪ Shrimp Sorrento with Chervil Roasted Garlic Butter ▪ Chicken Duxelle en Croute ▪ Porcini Mushroom and Ricotta Ravioli  Dessert ▪ Individual Tiramisu with Raspberries and Chocolate Sauce ▪ Individual New York Cheesecake with Raspberry Sauce
  22. 22.  2 workshops will be held: Nutrition &Wellness and Building a Business  Prominent members of PFA chosen to speak each year with new ideas and successes they have had personally  3 fitness instructors chosen from members of PFA and convention attendees for group fitness  Each will lead a group fitness training class  Pilates, cardiovascular training, strength training  Will pay a discounted price
  23. 23.  Jackie Warner and David Zinczenko  Benefits  Boston Limousine Service  Round trip first class tickets  Suites  Gift basket  Dinner at Berkshires
  24. 24.  Meal and security staff provided by the Hilton  A detailed emergency plan is located in each of the convention attendees rooms as well as the conference space
  25. 25.  Volunteers will be recruited from the Carroll School of Management at Boston College  There will be 15 volunteers  Each volunteer will receive credit for volunteering at the Professional Fitness Association Annual Conference and will receive a certificate of participation
  26. 26.  Greet convention guest speakers and attendees at the airport  Check in and registration  Facilitate the movement to and from guest speaker sessions, workshops, meals, and vendor expositions  An informational session detailing these responsibilities will be held before the event at approximately 2:30pm  Volunteers must arrive at 2:00 pm the day of September 18th  When they arrive they must first check-in and then they each will receive a volunteer shirt
  27. 27.  Emergency Procedure  24 hour hotel emergency response team ready for any potential emergencies or problems  Hotel emergency # 66  Paramedics, fire department and police are located within 4 minutes of the hotel  PFA Employees are CPR/First Aid certified
  28. 28.  All participants will sign a waiver in case of injury  Injury potential is low because attendees have a lot of experience with fitness equipment and proper safety techniques  Hotel is in compliance with American with Disabilities Act (ADA) but must notify 1 week in advance of any extra needs  Hotel security and first aid is on hand at site and is included in our convention fees and costs
  29. 29. Venue Rental - $30,000 budget Includes: ▪ Hotel Security and Staff ▪ Audio Equipment ▪ Tables and Chairs ▪ Catering Staff ▪ Food (2 breakfasts, 2 lunches, 1 reception, 1 dinner) ▪ Hotel rooms for staff
  30. 30. Key Note Speakers Marketing Speaker fees: $40,000 Email: Free Travel: $1,018 Website: Free Hotel: $880 Trade Journal Ad: $1,800 Staff Miscellaneous Travel: $3,120 Registration Packets: donated by Transportation: Shuttle sponsors Staff/Volunteer Apparel: $250 service Stationary Supplies: $150 Liability Insurance: provided by hotel Taxes Service and State Tax: $4,000 Administration Fees: $2,400 Contingency: $500
  31. 31.  Registration Fees  $310 (Early Bird)  $350 (Regular Registration)  $400 (Day of)  Sponsorships  $10,000 (Gold)  $7,500 (Silver)  $5,000 (Bronze)  Vendors  $1,750 (5) = $8,750
  32. 32. Total Income: $82, 250 Total Expenses: $77,718 PROFIT = $4,532  Goal of Organization is not to make large profits. Mostly just educational and professional. Profits are helpful to put towards other organizational ventures and future convention budgets.
  33. 33. Thank You
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