Jaina Convention Planning Address COVID19 Conundrum CONFIDENTIAL - - PowerPoint PPT Presentation

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Jaina Convention Planning Address COVID19 Conundrum CONFIDENTIAL - - PowerPoint PPT Presentation

Nov 07, 2022 105 likes •394 views

CONFIDENTIAL & RESTRICTED Jaina Convention Planning Address COVID19 Conundrum CONFIDENTIAL & RESTRICTED JAI AINA Con Conventi tion Pla Plannin ing Sp Speci ecial mee eetin ting g Participants JAINA Executive Committee (

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Jaina Convention Planning

Address COVID19 Conundrum

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JAI AINA Con Conventi tion Pla Plannin ing Sp Speci ecial mee eetin ting g

Participants

  • JAINA Executive Committee (Includes YJA, YJP representatives)
  • JAINA Convention Planning Committee
  • JAINA Ombudsmen Committee
  • Florida Convention Local Planning Team

Prior Showcased* to EC, BOD, Convention Planning teams *Continually updating with relevant information

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JAINA 2021 Convention showcase

  • 1. Primary JAINA Focus : Orlando Site
  • 2. Address COVID19 Jitters
  • 3. Convention Options
  • 4. FL team feedback
  • 5. Guidance sought
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JAINA 2021 - Florida Showcase

  • Primary Jain Center/Society Hosts
  • 1. Jain Society of Central Florida (Orlando)
  • 2. Jain Society of Tampa Bay (Tampa)
  • 3. Jain Center of South Florida (Miami/Ft. Lauderdale)
  • JAINA Received intent email from all three sanghs.
  • Florida team continue to fine tune and due diligence
  • Total areas Jain families ~450
  • Will need significant Guidance & assistance from JAINA
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JAINA 2021 : Orlando Site Plan

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JAINA 2021 : Orlando Site Plan

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JAINA 2021 : Orlando Site - Highlight

Convention Site (Photo Album)

  • 1. Orlando Convention center (OCCC) (Site Plan)
  • Main Staged hall (Theatre seating Capacity 7000+)
  • Breakout areas (15 individual areas can be configured per need)
  • Vendor Booths
  • Temple & Staging areas
  • Sky bridge connected to Hyatt Regency
  • Cost 50k (Facility, Chairs, stage) – Reserved for 2-5 July 2021
  • 2. Hyatt Regency (Site Plan)
  • Meals : Banquet facility - Capacity 2500+ with Table chair
  • Hotel – Hyatt Regency 1500+ Rooms (Room Rates - promising outcome)
  • YJA/YJP breakout areas
  • Additional Breakout areas as needed
  • Cost 40k (facility, Food buyout, Chairs-Tables) - Reserved for 2-5 July 2021
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JAINA 2021 : Orlando Site Plan - Hyatt

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JAI AINA 202 2021 : Orla Orlando Sit Site e – OCC OCCC C Logi Logisti tics

Orange County Convention Center – OCCC Center

  • Dates & Facility Blocked – Facility cost 50k
  • Contract being reviewed with FL Legal team
  • Modern Facility
  • Chairs & Tables included
  • Reasonable Day Parking option - $10/day Daytime Only
  • A/V Tap charges
  • Special Registration area
  • All meals planned at Hyatt
  • in-person discussion with Orlando visitor bureau
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JAI AINA 202 2021 : Orla Orlando Sit Site e – Hyatt t Logi Logisti tics s

Hyatt Regency – Meals - Across from Convention

  • Dates & Facility Blocked – Facility & Kitchen Cost 40k
  • Contract Received – Being reviewed with FL Legal & BAPS
  • Modern Ballroom banquet facility
  • Chairs & Tables included
  • No Resort Fee (Normally $30/Night) – On request basis at Check-in
  • Parking - $11/day (Normally $26)
  • Room Rates : Single/Double - $119
  • Three ways to connect between Convention & Hyatt

1. Walk – cross road (Photo 1, Photo2) 2. Covered Skyway/Walkway (Photo 1, Photo 2) 3. Senior Shuttles (Photo)

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JAI AINA 202 2021 : Orla Orlando Sit Site e – Ca Cater erin ing Logis Logistic ics

Meal Catering :

  • Active discussion with BAPS Orlando
  • In-person Visit with Orlando BAPS Catering Team - Feb
  • Preliminary menu based on past conventions for Contract

with built-in Flexibility to make changes at a later stage

  • Catering contract also need to be signed soon
  • The caterer team visit is planned with Hyatt Kitchen

facility manager for synch up.

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JAINA : Convention COVID19 Challenges

  • COVID19 pandemic has challenged regular lifestyle for the all in unprecedented way
  • COVID19 Preventive vaccine v/s Managing sickness solution – still unclear
  • COVID19 Cure timeline, effectiveness are still unclear
  • Normalization timeline is unclear – Cases spiking in FL – First/Second wave ….
  • Recent Headline: Without a predictable avenue to safely bring together thousands .. Cancelling

March 2021 conference… Oscar Awards delayed … Restrictions re-imposed…

  • COVID19 infection is highly infective and affects all; but disproportionately elders (Half of

the Convention attendees)

  • Convention’s main draw is actual in-person physical interactions and of course - good

food, programs, entertainment, costs, proximity

  • Convention is usually major platform for fund raising and JAINA brand
  • Normalization timeline of personal, professional life will be priority
  • Our want, need for quick normalization v/s reality has likely big variance
  • Normalization of Travel is unclear – Domestic and International
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JAINA : COVID ID19 19 Chal hallenges s – Con

  • nvention Options
  • 1. In-Person Convention – July 2021
  • 2. Virtual Event – July 2021
  • 3. Postponed In-Person Convention by 1 year
  • 4. Cancelled Convention

After careful analysis, suggestions and various discussions over last few weeks, we have come up with below list of possible Convention options. Lets go over Pro-Cons of each.

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JAINA : COVID19 Challenges – Physical Convention

Positives

  • In-person Interaction
  • Fund raising platform
  • National & International scholar

participation is big draw

  • Coveted Family/Friends get-to-

gather

  • Entertainment
  • Unique event occurs only

bi-annually

Challenges

  • Social distancing difficult to achieve
  • Health safety measures cost increase
  • Restriction on attendee numbers, additional

volunteers/workers – Raise cost for all

  • Fund raising challenge – Challenging economic

landscape - Prohibitive

  • Difficult to protect Seniors/Elder health wise
  • Unfortunate Covid19 flare-up attributed to

convention – damage to JAINA brand, liability Risk, and leadership wisdom questioned

  • International scholar participation unknown
  • Travel cost higher
  • Cancellation at late stage – Financial burden,

Planning & logistic nightmare,

  • Sponsoring community enthusiasm challenge with

unknowns & uncertainty

  • OCCC hold till Aug end with 72 Hour Notice caveat
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JAINA : COVID19 Challenges – Virtual Event

Challenge

  • Uncharted territory
  • Not the same / not traditional Convention
  • Lack of In-person Interaction
  • Fund raising challenge – Challenging

economic landscape, registration fees

  • Missing Traditional convention catering,

social interactions

  • Raise technical challenge and uncharted IT

cost management – Parallel streams, switching, bandwidth considerations

  • Entertainment is not the same
  • Unique event occurring only

bi-annually – not same

  • Usual technically challenged participants
  • Difficult to expect active & enthusiastic

participation

Positives

  • Social distancing is not an issue
  • No Restriction on attendee numbers,

additional volunteers/workers

  • Seniors/Elders protected from COVID19

from social gathering

  • Reduced – damage to JAINA brand and

liability Risk

  • Facility, Travel & Catering cost non-issue
  • Remote International scholar

participation

  • Cancellation Risk avoided
  • Sponsoring community burden &

enthusiasm managed

  • Possible to raise some funds via Ad-space
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JAIN AINA A : C : COVID VID19 Challe hallenges – Postpon

  • ne Conventi

tion

  • n by

by 1 Year

Positives

  • Substantial possibility of Normalization
  • Unlikely Restriction on attendee numbers
  • Social distancing may be present but likely normalized
  • Health safety measures cost likely non-factor
  • Challenge subsided to protect Seniors/Elder health

wise

  • Traditional Family/Friends get-to-gather
  • Convention after long wait
  • Active & enthusiastic participation likely
  • Sought after major International scholars

participation recovered

  • In-person Interaction
  • Fund raising platform –
  • Most economic models show recovered landscape
  • Health safety measures cost likely non-factor
  • LIVE Entertainment
  • Hosting community enthusiasm elevated due to

significant reduction in uncertainty.

Challenges

  • Angst of postponed Convention
  • New JAINA leadership concept tied to

hosting successful convention

  • Synch with YJA – Concerns raised
  • Need to adopt unprecedented

measures to address complexities

  • By-laws regarding convention in odd year
  • Challenge with next EC cycle
  • Past Commitments
  • Adoption of Tight financial controls

for JAINA for min 1-2 year

  • Financial terms for convention facility

unknown – New landscape

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JAIN AINA A : C : COVID VID19 Challe hallenges – Cance celled led Conventi tion

  • n

Positives

  • COVID19 concern addressed
  • Constitution has provision for

cancellation Challenges

  • Serious breach of Dogma by Cancelled

Convention

  • Serious Financial challenge
  • New JAINA leadership concept tied to

hosting successful convention

  • Unprecedented challenge to address

administrative complexities

  • Leadership capability check (Convention)
  • Past Commitments
  • Will break tradition of having face to face

regularly

  • Gap of FOUR years - Convention will never

be looked at the same way

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JAINA 2021 : Orlando – FL Team Feedback

Reviewed presentation with Local FL hosting team,

  • If challenging viable path for normal convention, prefer to postpone it

and put efforts towards hosting proper convention.

  • Would prefer to avoid doing convention for the sake of doing convention on

smaller scale after going through all the efforts - similar efforts for 1-2k vs 4-5k

  • Would rather prefer, MVP Virtual session in July 2021 as a teaser for the proper

convention later

  • Challenging to keep tempo & enthusiasm up if uncertainty till late

stages.

  • Concerned about financial aspect with market turmoil and job situation
  • Serious concern about volunteers – if social distancing and other safety

precautions will need more volunteers and paid health workers,

  • Undue Risk & Exposure for local volunteers
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JAINA 2021 : Guidance sought

  • Currently looking for feedback & suggestions
  • https://www.jainaconvention.org/
  • Lets brain storm & listen
  • Looking to narrow down Convention options
  • Possible to do NA Jain community survey
  • Participating in various discussions over last 3 months, it seem to boils

down to 3 Basic questions.

  • Is In-Person Convention feasible in July 2021?
  • Is In-Person Convention prior to 2023 required?
  • Can Virtual event in July 2021 count/suffice as Convention?
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JAINA 2021 : Determination Path

START

Is In-Person Convention feasible in July2021? Continue Plan for hosting 2021 Physical Convention.

End

Is In-Person Physical Convention Required prior to 2023? Postpone 2021 convention to 2022 Physical Convention

End

Can Virtual Event Suffice as convention?

Cancel NEXT In-person Convention.

Call & Plan 2021 Virtual Event  Convention.

Form Advance Planning team Focus on 2023 In-Person Convention : Site, Bookings (Offer FL team option to Book) (JAINA need to plan 1-2 convention ahead).

YES NO YES NO YES NO

Review YJA Concerns

Do Virtual event

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JAINA 2021 : Orlando Site – Next steps

  • JAINA EC : Agenda to process
  • Approve In-Person 2021 JAINA Convention Cancellation.
  • Approve Virtual Event for July 2021 Timeframe – Team, Format TBD
  • Propose Convention hosting Advance option to FL team for hosting 2023

convention and pursue booking facilities at favorable terms

  • Visit planned for 8 May – Postponed to later date in July/Aug
  • Final Walk through
  • In-person clarifications
  • Getting ready for Contract Sign Aug End– Received reasonable extension
  • Contracts received - Legal review ongoing
  • FL Sales tax exception application DH5 filed
  • JAINA EC Approvals
  • Convention A/C
  • Initial Funds for Facility deposits & other contracts
  • Convention Board
  • Showcase for JAINA directors
  • Convention Committees
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JAINA 2022 : Convention – YJA Concerns

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JAINA 2022 : Convention – YJA Concerns

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JAINA 2021 : Convention Committees

  • Each Committee will have necessary members with Lead and team members.
  • Makeup of the committee will have experts in the area and local members
  • Local Volunteers should participate in multiple committees per their capabilities
  • As a hosting centers (Orlando, Tampa & Miami), we should have at least ONE or

more member(s) in each committee.

  • Do not be intimidated by someone’s expertise, you do have what it takes;

experts were just like you armature and learned by participating 

  • Most of the committee work is going to be remotely done with use of online

tools and need to be comfortable of working in such distributed environment

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JAINA 2021 : Convention Committees

  • Awards Committee
  • Accommodation (General, Dignitaries,

Sadhu-Sadhvi)

  • Booths and Exhibition
  • Cultural Program
  • Daytime Programming
  • Decoration
  • Diaspora
  • Facility Committee
  • Flow Logistics Committee
  • Food (General, Dignitaries, Sadhu-Sadhvi)
  • Government Outreach
  • Fund Raising
  • Guest Hospitality
  • Hospitality (Sadhu-Sadhvi)
  • Jain Academic Bowl (JAB)
  • Jain Connect
  • Jains Got Talent
  • Kids Club
  • Legal
  • Marketing
  • Medical
  • Multi Media and Technology
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JAINA 2021 : Convention Committees

  • PR and Press Media
  • Prabhavana
  • Procession
  • Program Flow and Stage
  • Publication and Souvenir
  • Pujan Committee
  • Registration and Help Desk
  • Safety and Security
  • Secretary
  • Sign Banners Committee
  • Sponsors Management
  • Steering Committee
  • Temple Committee
  • Transportation
  • Treasurer
  • Update Committee
  • Volunteer Committee
  • Youth Committee(21 & Up, YJP)
  • Youth Committee(Age 6-23)
  • Legal Committee
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