Fall 2014

A Word About Signing on the Dotted line: Don’t.

Did you know… only K-State President Kirk Schulz and university officers designated by him, as certified to the General Counsel for the Board of Regents, are authorized to execute contracts on behalf of the university? For contracts related to conferences and noncredit programs, Sue Maes, dean of K-State Global Campus, and Jeff Wolfe, director of conferences and noncredit programs at K-State Global Campus, have signing authority.

Did you know… contracts must be with the university and not individual colleges, departments or divisions—and certainly not individual faculty or staff?

Did you know… a contract is defined as any agreement or promise that obligates K-State in some way, including action, payment, performance of services, or liability? Contracts can take many forms, including memoranda of understanding or agreement, rental agreements, personal services agreements (such as speaker contracts), licensing agreements, and so on. The term “contract” also includes any amendment or modification to a contract.

Did you know… the dean of K-State Global Campus and the director of the conference services office work with the university Office of General Counsel to ensure contracts that are negotiated and signed on behalf of the university are in compliance with state law as well as Kansas Board of Regents and university policies?

Did you know… the State of Kansas Contractual Provisions Attachment (DA-146a) must be incorporated into all contracts with the university? And did you know there was such a thing as the DA-146a?

Finally, did you know the conferences services office at K-State Global Campus is here to help you? Our conference professionals are highly trained and have expertise in negotiating hotel, catering, venue, transportation and other contracts that are cost-effective and legally responsible for your program and for the university.

Leave the wherebys, therefores, heretos, and addendums to us. And remember, don’t sign on that dotted line!

For more information about university contracts, go to http://www.k-state.edu/policies/ppm/3000/3070.html.

Selecting the Right Venue–A Critical Planning Decision

When you partner with our conference services team to select a venue for your event, we consider all aspects of your meeting and ask detailed questions to help you make informed decisions. Selecting the right venue is critical to the success of your meeting!

Site selection considerations include:

  • Event profile. Is this a one-time or recurring event? What is the event type (conference, workshop, seminar, etc.)? Is it local, regional, national or international in scope? If it’s been held in the past, when and where was it held and what was the attendance?
  • Dates and times. What are the start and end dates? Are there pre- or post-conference meetings and activities? Are exact dates known? What dates are desirable? What dates should be avoided?
  • Attendee profile. What is the expected attendance? Where will they be coming from and how will they get to the meeting venue?
  • Accommodations. How many sleeping rooms are needed and for what days? What rate will attendees be willing to pay? When will they be arriving? Departing? Will attendees share rooms?
  • Meeting space. How many meeting rooms are required for general sessions and breakouts? What is the projected group size for each? Can the rooms adequately accommodate group size and room setup? What audiovisual equipment is necessary and who provides it?
  • Food and beverage. How many meals and breaks? What are the average costs? Is the food and beverage minimum quoted by the venue affordable and attainable? How are dietary requests handled?
  • Transportation. Does the hotel offer shuttle service? Is there a cost? What type of service is available (e.g., airport shuttle, transportation to venues within a certain radius of the hotel, etc.)?
  • Concessions. Is internet complimentary in guest rooms? Meeting rooms? Can we get complimentary sleeping rooms based on the total number of rooms sold? What about complimentary or reduced-fee parking for meeting attendees? What else can be negotiated to maximize the benefit to your event?
  • Contractual issues. Can the hotel negotiate on contractual issues pertaining to attrition, cancellation, payments, and other clauses so the contract complies with State of Kansas policies and regulations and mitigates risk to the university?
  • Shipping, security, safety, emergency procedures, accessibility and a multitude of other considerations.

Our job is to oversee the site selection process and other conference logistics so you can focus on the conference program. We desire to work on your behalf to represent the university professionally and responsibly.


Nelson Joins K-State Conference Services Team

Brandi-Nelson_Pro-picThe Conferences and Noncredit Programs team at Kansas State University Global Campus has welcomed a new program coordinator, Brandi Nelson. Originally from Salina, Kansas, Nelson will primarily focus on conferences and programs for the College of Architecture, Planning and Design and the College of Arts and Sciences.

Nelson earned a bachelor’s degree in political science with a secondary major in natural resources and environmental sciences from K-State, and a master’s in resource policy and behavior with a specialty in environmental justice from the University of Michigan.

Before accepting the conference coordinator position at K-State Global Campus, Nelson worked as an evaluations program coordinator in the Office of Educational Innovation and Evaluation at K-State. She also spent two years working for K-State Research and Extension in the communications and agricultural education department as coordinator of the Kansas Environmental Leadership Program.

Nelson said her love for event planning and knowledge of academic services is what drew her to the coordinator position at K-State Global Campus.

“I’m excited to be able to further develop my event planning skills and learn more about the industry,” Nelson said. “I’m looking forward to learning from other members of the team, and hopefully bringing on some new programs and conferences.”

With her extensive background in the environmental industry, Nelson believes she can help the conference team branch out to this area.

“I’m more familiar with the sciences, so I’m able to add a new and different perspective to the team,” Nelson said. “I’ve also worked in extension before, so I feel that my experience here will be a benefit as well.”

Callahan Becomes International Program Manager

james-callahanThe Go Teacher program recently welcomed a new international program manager, James Callahan.

After earning his bachelor’s in secondary education with an English focus from Kansas State University, Callahan worked as an eighth grade language arts teacher in August 2005 and then a high school English as a Second Language teacher in July 2008.

He decided to return to school to earn a master’s in curriculum and instruction, specializing in ESL, where he worked as a graduate teaching assistant in the K-State College of Education before becoming an instructor in the K-State English Language Program in August 2011.

Callahan began his position at K-State Global Campus in August and is currently working toward a doctorate in educational leadership.

Callahan said his work with Go Teacher while being employed by the English Language Program is what drew him to the international program manager position.

“I felt that my experience with both the English Language Program and College of Education could be an asset to Go Teacher,” he said. “I was also excited about the opportunity to develop as a leader while finishing my doctorate.”

Callahan loves living in Manhattan and shows his Wildcat pride by attending K-State baseball, football and basketball games.

The Go Teacher program is a partnership between K-State and the Ecuadorian government. Since 2012, more than 400 Ecuadorian teachers have come to the K-State campus for English language development and strategies in teaching English as a second language. Upon completing the program, teachers return to Ecuador to teach English to students in their own country.

K-State Conference Coordinator Wins Event Planning Award

ballardTony Ballard, program coordinator for Conferences and Noncredit Programs at Kansas State University Global Campus, recently received the Rising Star Award from the Kansas City chapter of Meeting Professionals International.

This award recognizes a chapter member of less than three years who has contributed extraordinarily to the organization with dedication, vision, enthusiasm, willingness to participate, volunteer efforts and commitment. In addition to his position at K-State Global Campus, Ballard teaches an event planning course in the Department of Hospitality Management and Dietetics.

“Meeting Professionals International is the largest global organization for meeting professionals of all types,” Ballard said. “As a member of the organization, I have access to some of the premier industry talent in all aspects of meeting planning. Organizations such as Meeting Professionals International help organizations like ours stay ahead of the rapid changes taking place in the meetings and events industry.”

Skilled meeting professionals like Ballard help conference organizers use their time and financial resources efficiently and aid in accomplishing the event objectives in the most effective way.

“At the university level, a meeting professional allows each college to focus their resources on the education of participants, while the meeting professional focuses on the logistical aspects of producing a great event,” he said.