This document provides logistics and guidelines for FFA facilitators working on the 212o and 360o conference programs. It includes contact information for program specialists, expense reimbursement timelines and specifics, travel arrangements including flights, rental cars, and hotels, dress codes, and expectations around communication and missing conferences. Facilitators are expected to follow reimbursement, travel, and communication policies to ensure a successful conference season.

1. 212º and 360º
Logistics:
2014-2015
®

2. National FFA Contact Information
Austin Large, 212º & 360º Education Specialist
Conference Questions/Comments
Facilitation and Coaching
Office: (317) 802-4226 Cell: (559) 696-4718
Email: alarge@ffa.org
Kim Henry, 212º & 360º Program Manager
Travel , Expense Reports, Payroll and Supplies
Office: (317) 802-4362 Cell: (317) 441-4729
Email: khenry@ffa.org

3. Pay and Reimbursement Timeline
2014 Pay Dates
 You will be paid during the pay period that
coincides with your first date of travel.
 You will receive an updated list for 2015
conferences.
Updated Expense Report
 All expense reports must be mailed to Kim
within 30 days after the conference.
 Expense reports will be processed 7-10 days
after they are received.

4. Expense Report
Reimbursement Specifics
National FFA will pay for:
 Transportation to and from the airport
($0.56/mile or cab fare if necessary)
 Parking at the airport (economy only)
 Baggage fees (up to one checked bag,
not responsible for overage charges)
 Meals during travel times (max $40--
includes appetizers, soft drinks and tip)
National FFA will not pay for:
 Alcoholic purchases and/or tobacco
purchases
Please remember to…
 Fill out expense reports
chronologically and
electronically. Any handwritten
reports will be returned.
 Sign your expense reports. Any
unsigned reports will be
returned.
 Enter all meals for one day on
the same line. The worksheet will
do the math for you, capping the
expense at $40/day.

5. Receipt Specifics
 Itemized receipts are required for all expenses. (Note that
credit card statements are not valid receipts.)
 Mark out any non-reimbursable items on your receipts. Write
the total amount for reimbursable items at the bottom.
 In the rare event that you need to expense a group meal, list
first and last names of each included person on the back of
the receipt. (Group meals must be entered as a
“miscellaneous” item on the expense report.)
 Staple all receipts in chronological order to the back of your
expense report and mail to Kim.

6. Flight Arrangements
 You will need to fly in one day early for your first assigned conference in
order to adequately prepare for the season with your facilitation
partner. Please work with Kim to confirm lodging.
 You must book airline tickets directly through Carefree Travel at (800)
528-4557 at least 25 days in advance.
 Please be a good steward of sponsor dollars by booking the most
affordable flight (while still considering time constraints).
 Tickets over $650 will need special approval.
 If you need to return to a different location than your departing city for
personal reasons, note that you will be responsible to pay the difference
in ticket cost.
 Once Kim receives all facilitators’ ticket confirmations, she will send a
group email with arrival/departure times and rental car information.

7. Driving Arrangements
 If driving to a conference with a personal vehicle, mileage will be reimbursed up
to, but not exceeding, an airline ticket purchase.
 One team member will be responsible for booking rental cars for your
conferences (if needed). Please discuss within your team who will be responsible
for this. (Must be 21).
 Note that upgrades and GPS rentals are prohibited unless previously approved by
Austin or Kim.
 National FFA’s insurance will be used in lieu of the rental company’s insurance. (See
Auto Insurance Card)
 All rental car expenses should be paid out of the organization’s corporate account
(already on file). If there are any issues in using this account number, please contact
Kim immediately.
 If you are driving to the conference with a personal vehicle, we ask that you plan to
pick up all additional facilitators at the airport. If this is not possible, please notify
Kim no later than 25 days before the conference start date.

8. Hotel Arrangements
 Each state is responsible for booking facilitators’
hotel rooms. If the state does not leave a credit
card on file, please contact Kim immediately.
 Other hotel rooms to be expensed must be given
prior approval by Austin or Kim.
 When possible, rooms should house 2-4 same-
gendered staff members each.
 Rooms should not exceed $150/night.

9. Emergency Travel Contacts
 If there is an issue with your flight, please
contact:
 Travel Leaders of Indianapolis during office hours at
(800) 528-4557.
 Travel Leaders Emergency after hours at (888) 844-6304.
If the agent asks for a VIT code, please use L2P.
 For all other travel issues, please contact:
 Kim Henry during office hours at (317) 802-4362 or after
hours at (317) 441-4729.
 Austin Large during office hours at (317) 802-4226 or
after hours at (559) 696-4718.

10. Pre-Planning
 One facilitator is assigned for each conference responsible for
the following before each assigned conference:
 Initial Email: Brief Introductions
 Initial Phone Call: Registration Information
 30-Day Phone Call: Specific Conference Information
 10-Day Phone Call: Travel Plan Confirmation
Pre-Planning Call Sheets
Please keep notes during all phone calls. You are required to confirm the
conversation and email all information to the conference teams within 24
hours of the call. Please copy Austin and Kim on these emails.
Conference correspondence should ONLY take place between the
designated facilitator and the state staff. If you are contacted about the
conference—and you are not the designated facilitator—please
immediately direct questions/comments to the designated facilitator.

11. Designated Facilitator: During Conference
 It is the responsibility of the designated facilitator to ensure
that all teams send the following back to FFA before
departure from the conference:
 Evaluations (Student and State Staff)
 Sponsor Thank You Cards
 Any Unused Supplies – Student Packets & conference supplies
Please use the shipping labels (shipped in the supply boxes) for
delivery. The address for the National FFA Merchandise Center is
5155 Technology Way, Indianapolis, IN 46268.
Designated Facilitator: Post-Conference
 Formally introduce the facilitation teams to the state leader(s)
 Formally introduce the facilitation teams to the present state
officers

12. Supplies
 All conference supplies will either be shipped to the
conference or provided in your trainer bag.
 If you run short on supplies in your training bag, please
contact Kim before making new purchases, as we may have
the extra items on hand.
 If it is necessary to make a purchase, please note that all
conference materials are the property of National FFA. These
purchases must be sent to National FFA following your final
conference.
 Left over supplies from each conference should be shipped
back using the return shipping label. Please be sure to
organize these supplies before mailing back.

13. Dress
 States select participant
attire during conferences
(verified by the team
captain).
 If students will be in
official dress, facilitators
will wear business
professional attire.
 If students will be in
casual dress, facilitators
will wear business casual
attire.
Business Professional General Guidelines:
 Male – (1) Suit with dress shoes. (2) Sports coat,
slacks, tie, dress shirt and dress shoes.
 Female – (1) Pants suit and dress shoes. (2) Suit
jacket with dress and dress shoes. (3) Suit jacket
with dress blouse/sweater, skirt/slacks and dress
shoes.
NOTE THAT A SPORTS COAT OR SUIT JACKET IS
REQUIRED FOR BUSINESS PROFESSIONAL ATTIRE
OPTIONS.
Business Casual General Guidelines:
 Male – Slacks, collared shirts, sweaters, loafers
or leather deck shoes.
 Female – Slacks, blouses, sweaters, skirts,
dresses, loafers, flats.
Prohibited Items:
Jeans or “jean-type” pants, shorts, sleeveless
shirts/dresses, flip-flops, tennis shoes, clothing with
offensive logos/graphics, revealing clothing.
If applicable, please ensure that facial hair is
professional and well-groomed. Note that any visible
tattoos or piercings should be covered or taken out
while at the conference. (Some exceptions may
apply; please contact Austin for approvals.)

14. Missing a Conference
 Remember that in agreeing to facilitate 212º & 360º
conferences, you have committed to making student
growth a top priority this season. We will work with you
individually to provide explanation letters to
professors/employers who indicate scheduling
conflicts.
 If you absolutely cannot attend an assigned conference,
it is essential that you contact Austin or Kim
immediately with an explanation of your scheduling
conflict. If the conflict cannot be resolved, Austin or
Kim will identify a replacement facilitator.
 Please note that if your airline ticket has already been
purchased, you may be responsible for the $150 change
fee and/or the cost of a new airline ticket.

15. Communicating with National FFA
 You are expected to check email and voicemail daily.
 All communication from National FFA must be returned
within 24 hours of receipt.
 If you will be on vacation, without cell/internet service, etc.
for a period of time, please notify Kim and Austin prior to
this occurrence. Please also set an automatic response on
your voicemail/email for the sake of state staff.
 Please note and meet any action item deadlines within
emails.
Failure to abide by these guidelines may result in disciplinary
action from FFA and may negatively impact future
employment opportunities through the organization.

16. Thank you for helping us
ensure that this is a successful
212◦ & 360◦ conference season.