Appendices – Congress Planning Guidelines

APPENDIX A1

Society for Range Management

ANNUAL MEETING WORK SCHEDULE TIMELINE

TASKS RESPONSIBILITY MONTHS OUT
Request for bids sent to all Sections in Region rotation from Headquarters Director of Meetings (DM) 59 (MAR)
Deadline for receipt of Section bids to Headquarters Section Officers 57 (MAY)
Request for Proposals (RFPs) sent to selected cities DM 56 (JUN)
Deadline for receipt of RFPs to Headquarters   54 (AUG)
Schedule site inspections/negotiate rates DM/Section Reps 53-51 (SEP-NOV)
Select site and prepare Advisory Council presentation for next Annual Meeting DM/Section Reps 50 (DEC)
Board approval of meeting location @ Annual Meeting SRM Board 48 (FEB)
Complete negotiations to finalize hotel/convention center contracts & have signed by Executive Vice President DM/EVP 47-45 (MAR-MAY)
Select and appoint the Annual Meeting Planning Committee (AMPC) General Co-Chairs Section Officers 44 (JUN)
Select and/or appoint all AMPC Chairs General Co-Chairs (GCC) 43 (JUL)
Select basic members of all committees GCC/Committee Chairs 42 (AUG)
Hold 1 st AMPC meeting at selected site to inspect and evaluate facilities; select theme & logo; finalize committee appointment; begin plan of work AMPC 33-32 (MAY-JUN)
Begin budget preparations for the meeting. GCC/Finance Chairs 30 (AUG)
Assign use of space and equipment by half-day periods during the meeting.   22 (APR)
Plan the publicity notices for each specific audience. Schedule dates for each notice. Decide on use of pre-meeting Trail Boss News. Prepare notices on time. Prepare a budget.   AMD-36
Collect needed information for notices in Rangelands. Prepare and submit texts ahead of deadline dates, as shown for completion of tasks.   AMD-6
Arrange and direct all local publicity in the various media.   PUSP
AMD-0
Determine the exhibit spaces available for commercial booths and for other displays. Assign uses of spaces.   EXLR
AMD-7
Plan the advertising sales campaign, assign responsibilities, and carry out the program.   ADSP
AMD-0
Prepare the “Registration Form”.    
Record the pre-registration data, plan and supervise operation of the Registration Desk.   AMD-0
Prepare a summary of registration numbers and income.   AMD+2
Block hotel rooms for SRM use.    
Negotiate hotel room rates.   AMD-47
Develop a detailed time schedule for all phases of the meeting, including technical sessions, general session, awards ceremonies, membership meeting, SRM business functions, and workshops.   GECH
AMD-36
Decide the meeting “Theme” and develop the General (Plenary) Session. Select the featured speakers and arrange for their attendance.   PRCH, GECH
AMD-36
Plan the Student Sessions.   AMD-23
Plan the SRM business functions.   GECH
AMD-12
Submit “Call for Papers” to Trail Boss News.   PRCH
AMD-12
Receive, review and approve abstracts from authors.   AMD-6
Appoint Session Chairs.   AMD-6
Prepare “Abstracts” in final form for printing.   PRCH AMD-4
Assemble all signs, equipment, and other materials needed for session operations.   AMD-2
Assign personnel for program operation, train them, and supervise the operations.   SODR, PRCH
AMD-0
Supervise operation of the workshops and SRM business functions.   SODR
AMD-0
Plan the overall hospitality effort. Appoint assistant as needed.   AMD-36
For each host event – entertainment features, spouse events, student events, field tours, and shuttle service – prepare a detailed plan. Arrange for facilities, meals, and entertainers; describe each event; determine ticket costs; arrange contracts with commercial companies; obtain needed decoration, “favors,” etc. Prepare an operating budget for each function. Recruit assistants as needed.   AMD-36
Check all contracts with commercial companies for host events. Provide needed advance payments.    
Assign available personnel to the various host functions, and direct the overall hospitality effort.   AMD-0
Provide the needed handout material. Oversee operation of the various “desks,” the shuttle buses, the spouse buses, and the field tour buses.   AMD-0
Prepare a brief report of the meeting. Include statements on major successes and/or problems, and suggested handbook changes. Give facts and figures on subjects, such as advertising sales, hotel room blocking and actual use, registration numbers and income, ticket sales, and the estimated budget and actual expenses.   GECH
AMD+4

 


APPENDIX A2

WORK SCHEDULE TIMELINE

TASKS, RESPONSIBLE PERSONS, DEADLINES

This schedule will be needed at all times by the Chairs responsible for continuous monitoring of progress on all tasks. And all members of the Annual Meeting Committee must check the schedule to determine their specific assigned tasks and deadline dates.
Each task must be assigned well ahead of the date when an initial plan is due. Early review of the plan must be scheduled – to allow adequate time for needed revisions ahead of the deadline date for completion of the task. The planning Team will help make the reviews and revisions.

TASKS PROPOSAL COMPLETION
Select convention city. Section, SRM Planner AMD-58 Council, Board AMD-48
Contract for facilities. Check and list all to be provided each half-day of the meeting. Host Section, SRM Planner AMD-48 SRM Planner
AMD-47
Select and appoint the General Chairs (GECH). Host Section
AMD-45
SRM Planner
AMD-44
Select and/or appoint all Co-Chairs. GECH
AMD-44
SRM Planner
AMD-43
Select basic members of the Annual Meeting Committee. Co-Chairs
AMD-43
GECH
AMD-42
Keep membership informed of Annual Meeting plans. Publicity
AMD-36
AMD-0
Inspect and evaluate facilities. Determine adequacy for each half-day period. Annual Meeting Committee
AMD-45
AMD-30
Prepare an overall plan for the meeting. Planning Team
AMD-43
AMD-36
Prepare an overall budget for the meeting. GECH, FIOF
AMD-36
GECH, FIOF
AMD-30
Prepare a financial summary. SRM Planner
AMD+2
 
Assign use of space and equipment by half-day periods during the meeting. PRCH
AMD-23
AMD-22
Maintain contacts with SRM Officers, SRM Committees, and other groups needing space for offices, workshops, and meetings. Request their early inputs. Keep them informed of assigned spaces. AMD-43 AMD-23
Plan the publicity notices for each specific audience. Schedule dates for each notice. Decide on use of pre-meeting Trail Boss News. Prepare notices on time. Prepare a budget. AMD-36 AMD-36
Collect needed information for notices in Rangelands . Prepare and submit texts ahead of deadline dates, as shown for completion of tasks. AMD-18 AMD-6
Arrange and direct all local publicity in the various media. PUSP
AMD-18
PUSP
AMD-0
Determine the exhibit spaces available for commercial booths and for other displays. Assign uses of spaces. EXLR
AMD-45
EXLR
AMD-7
Plan the advertising sales campaign, assign responsibilities, and carry out the program. ADSP
AMD-43
ADSP
AMD-0
Prepare the “Registration Form”. SRM Planner
AMD-18
 
Record the pre-registration data, plan and supervise operation of the Registration Desk. SRM Planner
AMD-79
AMD-0
Prepare a summary of registration numbers and income. SRM Planner, FIOF
AMD+1
AMD+2
Block hotel rooms for SRM use. SRM Planner AMD-47  
Negotiate hotel room rates. SRM Planner
AMD-58
AMD-47
Develop a detailed time schedule for all phases of the meeting, including technical sessions, general session, awards ceremonies, membership meeting, SRM business functions, and workshops. Planning Team
AMD-43
GECH
AMD-36
Decide the meeting “Theme” and develop the General (Plenary) Session. Select the featured speakers and arrange for their attendance. PRCH
AMD-43
PRCH, GECH
AMD-36
Plan the Student Sessions. SRM Student Affairs Committee
AMD-43
AMD-23
Plan the SRM business functions. EVP
AMD-43
GECH
AMD-12
Submit “Call for Papers” to Trail Boss News. PRCH
AMD-14
PRCH
AMD-12
Receive, review and approve abstracts from authors. PRCH
AMD-8
AMD-6
Appoint Session Chairs. PRCH
AMD-8
AMD-6
Prepare “Abstracts” in final form for printing. PRCH AMD-5 PRCH AMD-4
Assemble all signs, equipment, and other materials needed for session operations. SODR
AMD-78
AMD-2
Assign personnel for program operation, train them, and supervise the operations. SODR
AMD-46
SODR, PRCH
AMD-0
Supervise operation of the workshops and SRM business functions.   SODR
AMD-0
Plan the overall hospitality effort. Appoint assistant as needed. HPLR
AMD-43
AMD-36
For each host event – entertainment features, spouse events, student events, field tours, and shuttle service – prepare a detailed plan. Arrange for facilities, meals, and entertainers; describe each event; determine ticket costs; arrange contracts with commercial companies; obtain needed decoration, “favors,” etc. Prepare an operating budget for each function. Recruit assistants as needed. HPLR
AMD-43
AMD-36
Check all contracts with commercial companies for host events. Provide needed advance payments. FIOF
AMD-36
 
Assign available personnel to the various host functions, and direct the overall hospitality effort. HPLR
AMD-20
AMD-0
Provide the needed handout material. Oversee operation of the various “desks,” the shuttle buses, the spouse buses, and the field tour buses. HPLR
AMD-8
AMD-0
Prepare a brief report of the meeting. Include statements on major successes and/or problems, and suggested handbook changes. Give facts and figures on subjects, such as advertising sales, hotel room blocking and actual use, registration numbers and income, ticket sales, and the estimated budget and actual expenses. GECH
AMD+1
GECH
AMD+4

 


APPENDIX B

Society for Range Management

PROPERTY INFORMATION REQUEST

Property Name
Contact Person
Physical Address
Mailing Address
Phone Fax Email
Web site
Property Information (complete all that apply)
Year Property Built No. of Floors No. Rooms No. Suites
No. Non-Smoking Rooms No. Disability Accessible Rooms
Last Year of Guest Room Renovation Last Year of Public Space Renovation
Any Planned Renovation

Type of Property (check all that apply)

[ ] All Suites  [ ] Corporate Transient  [ ] Meeting/Convention  [ ] Resort
[ ] Extended Stay/Residential  [ ] Conference Center  [ ] Full Service  [ ] Limited Service

Market Tier

[ ] Luxury  [ ] Upscale  [ ] Moderate  [ ] Economy  [ ] Budget

Property Location

[ ] Airport  [ ] Rural  [ ] Suburban  [ ] Downtown/City Center  [ ] Resort

Property Ownership & Management (check all that apply)

Chain owned:  [ ] Yes  [ ] No If no, name of owners
Management Company
Franchise:  [ ] Yes  [ ] No
AAA Diamond 1 2 3 4 5 Not rated
Mobil Stars 1 2 3 4 5 Not rated
Other ratings (specify)

Transportation & Parking (complete all that apply)

Airport #1

Name 3-Letter Code
Distance from property (miles) Travel time/Rush hour Travel time/Non-rush hour
Complimentary shuttle:  [ ] Yes  [ ] No Estimated Cost for Taxi (each way)
Alternative mode of transportation Cost each way
Driving directions
Parking spaces at property Charges for: Self-parking Valet

Taxes, Service and/or Gratuity Charges (check all that apply)

Current room tax is % plus $ occupancy tax. There currently  [ ] is  [ ] is not a ballot initiative in the next election to raise that tax.
There is a  [ ] gratuity  [ ] service charge of % on group food & beverage. This is taxed at %

Facilities/Services on Property (check all that apply)

  • [ ] Cocktail Lounge
  • [ ] 24-hour Room Service or  [ ] Room service start time _____ end time _____
  • [ ] Safety Deposit Boxes/Lobby Area
  • [ ] Express Check In/Out
  • [ ] Video Review Check Out
  • [ ] Full Business Center hours: ____ a.m. to ____ p.m.  [ ] M – F  [ ] 7 Days/Week
  • [ ] Gift Shop/Newsstand hours: ____ a.m. to ____ p.m.  [ ] M – F  [ ] 7 Days/Week
  • [ ] Full Service Health Club hours: ____ a.m. to ____ p.m.  [ ] M – F  [ ] 7 Days/Week
  • [ ] Laundry/Valet Service (check appropriate responses)
        [ ] On-property  [ ] Sent out
        Circle service: 5 days/week   6 days/week   7 days/week   Overnight
  • [ ] Shoe Shine Service
  • [ ] Swimming Pool
        [ ] Indoor  [ ] Outdoor
  • [ ] Airline Desk(s) Please specify: _____
  • [ ] Car Rental Desk(s) Please specify: _____
  • [ ] ATM (Use fee is $___ )
  • [ ] Evening Turndown Service
        [ ] All Guests  [ ] VIPs only
  • [ ] Golf Course
  • [ ] Tennis Courts
  • [ ] Racquet Ball Courts
  • [ ] Other

Guest Rooms (check all that apply)

  • [ ] Safe
  • [ ] Working desks with outlets above floor
  • [ ] Voice Mail  [ ] Personalized Voice Mail
  • [ ] Two-line phones/All Rooms  [ ] Two-line Phones/Concierge or Specialized rooms only
  • [ ] Data Ports on all phones  [ ] Digital or analog phone lines
  • [ ] Phone in bathroom/All Rooms  [ ] Phone in bathroom/Concierge or Specialized rooms only
  • [ ] Access Charges:
        [ ] Local Phone Calls  [ ] Toll-free Calls
  • [ ] AM/FM Radio
        [ ] with cassette player  [ ] with CD player
  • [ ] Color TV
     [ ] Remote control TV  [ ] Cable/Satellite TV
  • [ ] All news cable channel  [ ] Weather channel  [ ] Other special channels _____
  • [ ] In-room movies on demand
  • [ ] In-room VCR
  • [ ] Iron/ironing Board
  • [ ] Mini-bar
  • [ ] Refrigerator
  • [ ] Coffee/Tea Maker
  • [ ] Daily complimentary coffee/tea
  • [ ] Free Daily newspaper delivered to room

Reservations & Check In/Out (check all that apply)

  • [ ] Reservations may be made through toll-free number. That number is _____
  • [ ] Toll-free number is accessible throughout U.S.
  • [ ] Toll-free number to residents of same state. That number is _____
  • [ ] Number for those outside the U.S. That number is _____
  • [ ] TTY/TDD number. That number is _____
  • [ ] Fax number for reservations. That number is _____
  • [ ] Reservations may be made on-line at http://www._____ or via Email to _____
  • [ ] All rooms in a group’s room block are released to the toll-free number.
  • [ ] The property has an in-house reservations department.
  • [ ] The reservations department is located off-site.
  • [ ] Check-in time is_____   Check-out time is _____

Safety & Security (check all that apply)

  • [ ] Smoke detectors in all guest rooms   Hardwired?  [ ] Yes  [ ] No
  • [ ] Smoke detectors in hallways   Hardwired?  [ ] Yes  [ ] No
  • [ ] Smoke detectors in public areas   Hardwired?  [ ] Yes  [ ] No
  • [ ] Audible smoke detectors
  • [ ] Visual alarms for hearing impaired
  • [ ] Sprinklers in all guest rooms
  • [ ] Sprinklers in hallways
  • [ ] Sprinklers in public areas
  • [ ] Fire extinguishers in hallways
  • [ ] Automatic fire doors
  • [ ] Auto link to fire station
  • [ ] Auto recall elevators
  • [ ] Ventilated stairwells
  • [ ] Emergency maps in guest rooms/hallways
  • [ ] Emergency information in all guest rooms
  • [ ] Emergency lighting
  • [ ] Safety chain on doors
  • [ ] Doors with view ports (peep holes)
  • [ ] Deadbolts on all guest room doors
  • [ ] Restricted access to guest room floors
  • [ ] Property has defibrillators
  • [ ] Staff trained to use defibrillators   How many per shift _____
  • [ ] Staff trained in CPR   How many per shift _____
  • [ ] Staff trained in first aid   How many per shift _____
  • [ ] Secondary locks on guest room glass doors
  • [ ] Room balconies accessible by adjoining rooms/balconies
  • [ ] Primary guest room entrance accessible by interior corridor/atrium
  • [ ] Guest room accessible by exterior entrance only
  • [ ] Guest room windows open
  • [ ] Uniformed security
  • [ ] 24-hour security throughout hotel   Number of staff _____
  • [ ] Public address system
  • [ ] Video surveillance in public areas/elevators
  • [ ] Video surveillance at entrances
  • [ ] Video surveillance in hallways
  • [ ] Staff trained in issuance of duplicate keys/cards
  • [ ] Emergency power source _____
  • [ ] SOPs for power outages _____
  • [ ] Emergency call response time in minutes to your property _____
  • [ ] Does property have an emergency evacuation plan   [ ] Yes  [ ] No
  • [ ] How often does property conduct emergency evacuation drills
  • [ ] Nearest police stations (blocks/miles) _____
  • [ ] Does hotel comply with all Country/State/Local fire laws   [ ] Yes  [ ] No

Non-U.S. hotels please complete the following:

  • Address of American Embassy in your city/country _____
  • Phone number for American Embassy _____

Staff and Staffing (check all that apply)

  • Average length of employment at this property:
    Management staff ___ years   Line staff ___ years
  • [ ] Staff organized for purpose of collective bargaining. (Please list unions and staff positions, contract renewal dates on separate sheet.)

Policies and Miscellaneous Charges (check all that apply)

  • [ ] Credit cards are charged when reservation is made.
  • [ ] Guest may cancel guaranteed reservations without penalty charge
    [ ] to 4 p.m. day of arrival  [ ] to 6 p.m. day of arrival  [ ] 24 hours  [ ] 48 hours  [ ] 72 hours  [ ] Other
  • Guest substitutions  [ ] are  [ ] are not allowed without penalty to group and/or individual.
  • [ ] Extended stays (based on availability) are allowed at no additional charge.
  • [ ] The property charges $__ per page for receipt of faxes.
  • [ ] The property charges $__ per page to send faxes.
  • [ ] The property charges $__ for delivery of packages.
  • [ ] The property charges $__ for property to send packages.
  • [ ] The property charges $__ to deliver packages to individual or group.
  • [ ] If a resort, a resort fee of $__ is charged which covers: _____
  • [ ] The property does charge an energy surcharge of $__ per room per night. This charge  [ ] is  [ ] is not taxed.

Environmental Issues (check all that apply)

  • [ ] Our property recycles the following materials:
        [ ] Papers  [ ] Plastic  [ ] Metals
  • [ ] Our property provides a way for guests to recycle.
  • [ ] We ask guests to use their towels and/or have their beds changed every other day.
  • [ ] Other areas we protect the environment are: _____

Other Groups (check all that apply)

  • [ ] During the group’s preferred dates, the other events confirmed in the city are: _____
  • [ ] During the group’s preferred dates, the other events confirmed in the property are: _____

City/County Labor Issues

  • [ ] Note any groups organized for the purpose of collective bargaining in the city or county whose contract deadlines are two (2) months on either side of the preferred dates, and their history of labor actions:

Audio Visual Equipment (check all that apply)

  • [ ] The in-house or recommended company is _____
  • [ ] The facility has the ability to negotiate prices on behalf of the A/V company.
       [ ] Yes  [ ] No
  • [ ] A discount of __% off list prices can be offered for A/V equipment for the meeting.
  • [ ] The service charge is %. It  [ ] is  [ ] is not taxed. If yes, at %.
  • [ ] If an outside A/V company is used, the property  [ ] does  [ ] does not charge a fee. This fee is $_____.

Operations and Technology (check all that apply)

  • [ ] Our sales/convention services staff use _____ word processing software, Version _____.
  • [ ] Sales and convention services personnel use email.  [ ] Yes  [ ] No
  • [ ] Email addresses are:
       Sales: _____
       Convention/Catering Services: _____
       Reservations: _____
  • [ ] Sales and convention services have web access.  [ ] Yes  [ ] No
  • [ ] Reservations are fully automates and can respond by email.  [ ] Yes  [ ] No
  • [ ] Our web site address is: _____
  • [ ] Group/meeting reservations can be made on line.  [ ] Yes  [ ] No

Form completed by:
Signature
Printed Name/Title
Phone: Fax: Email
PLEASE MAIL COMPLETED FORM WITH PROPOSAL TO:

Ann M. Harris Director of Administration/Programs Society for Range Management 445 Union Blvd., Suite 230
Lakewood, CO 80228-1259

 


APPENDIX C

Site Inspection Checklist

Hotel Name:
Address/City/State/Zip:
Contact: Phone: Email:

Rate the PRODUCT:
Physical Plant
Rate the PRODUCT:
Policies & Procedures
Rate the PEOPLE Requirements SPECIFIC to our needs:
[ ] Appearance, renovations? planned ? [ ] Porterage fee: [ ] Appearance, renovations? planned ? [ ]
[ ] Lighting, ventilation [ ] Parking fee or free? [ ] Appearance, renovations? planned ? [ ]
[ ] Condition of elevators [ ] Early arrival check-in? [ ] Appearance, renovations? planned ? [ ]
[ ] Accessibility (general & ADA) [ ] ” Green” policies [ ] Appearance, renovations? planned ? [ ]
[ ] Sleeping room configurations [ ] A/V equipment: internal or external? [ ] Appearance, renovations? planned ? [ ]
[ ] Overall cleanliness [ ] Property technologically equipped? [ ] Appearance, renovations? planned ? [ ]
[ ] Restaurant(s) on site? [ ] Technology available & useful [ ] Appearance, renovations? planned ? [ ]
[ ] Meeting space accessibility/location [ ] Room service hours: _____ [ ] Appearance, renovations? planned ? [ ]
[ ] Separate registration area [ ] Food & beverage: variety [ ] Appearance, renovations? planned ? [ ]
[ ] Break areas [ ] Food & beverage: pricing [ ] Appearance, renovations? Planned ? [ ]
[ ] Sound/lighting/electrical outlets [ ] Liquor service: insured/trained [ ] Appearance, renovations? planned ? [ ]
[ ] Sound proofing [ ] Fees for fitness center: [ ] Appearance, renovations? planned ? [ ]
[ ] Storage [ ] Staff training: issuance of keys [ ] Appearance, renovations? planned ? [ ]
[ ] Restroom locations [ ] Safety training: fire/first aid/CPR? [ ] Appearance, renovations? planned ? [ ]
[ ] Storage capabilities [ ] Union property: Yes/No [ ] Appearance, renovations? planned ? [ ]
[ ] Capacities/dimensions of space [ ] Front office staffing policies [ ] Appearance, renovations? planned ? [ ]
[ ] Overall safety/security [ ] Housekeeping staffing policies [ ] Appearance, renovations? planned ? [ ]
[ ] Guest room safety/security [ ] Oversold policies [ ] Appearance, renovations? planned ? [ ]
[ ] Emergency power sources [ ] Credit card policies [ ] Appearance, renovations? planned ? [ ]
[ ] Smoke detectors/sprinklers [ ] Other groups booked: hotel/city [ ] Appearance, renovations? planned ? [ ]
[ ] Outlets/recreational opportunities [ ] Risk management policies [ ] Appearance, renovations? planned ? [ ]
[ ] Parking [ ] Credit policies [ ] Appearance, renovations? planned ? [ ]
[ ] Airport transportation [ ] Current taxes/surcharges/extra fees [ ] Appearance, renovations? planned ? [ ]

 


APPENDIX D

AGREEMENT BETWEEN “HOTEL” AND SOCIETY FOR RANGE MANAGEMENT
“AMYear”ANNUAL MEETING

INTRODUCTION

The following terms and conditions will serve as the agreement between the Society for Range Management (hereinafter referred to as “SRM”) and the «Hotel» (hereinafter referred to as “Hotel”) for the «AMYear» Annual Meeting (hereinafter referred to as the “Event”).
SRM desired to engage the facilities and services of the Hotel and Hotel agrees to furnish facilities and services as stated in this Agreement to accommodate SRM for the Event.
When signed by authorized representatives of both parties, this Agreement will constitute a firm contract between SRM and Hotel. Any changes to this Agreement must be made in writing and signed by authorized representatives of both parties.

EVENT DATES

Hotel agrees to hold the following dates on a definite basis for the Event:
“MtgDates”

ROOM BLOCK

Hotel has reserved the following sleeping rooms for the event:

DAY FRI SAT SUN MON TUE WED THU FRI SAT TOTAL
DATE                    
BLOCK                    

 
SRM will be due damages equal to the group’s average room rate on the number of rooms taken away prior to the cutoff date. If the Hotel does not provide 70 percent of the contracted room block, SRM may terminate its obligations to the Hotel without liability and hold the Hotel liable for breach of contract.
SRM has the right to cancel this Agreement if the Hotel goes into bankruptcy or creditor reorganization.

GROUP RATES

The sleeping room rates stated below are guaranteed rates for the dates of the meeting in “AMYear”. These rates will apply three days prior and three day immediately following the actual meeting dates.

“MtgDates”

All rates are subject to applicable city and state taxes at the time of arrival; currently “LocalTax”.

SLEEPING ROOM RESERVATION PROCEDURES

Reservations and rooming lists should be directed to the attention of the Hotel’s Housing Directors, at: Phone: “Ph”; Fax: “Fax” or Email: “Email”. Individuals reservations can be made directly with the Hotel’s Reservation Department. For SRM’s convenience, and 800 number has been established for guest reservations at (800) “M_800”.
Hotel agrees to send, at no charge, a confirmation of reservations and/or reservation changes to each registered guest within seven (7) days of receipt of such information.
Name changes to room reservations may be made prior to arrival at no charge, provided there is no change to arrival and departure dates.
A deposit equal to one night’s stay is required to hold each individual’s reservation after 6:00 p.m. on the night of arrival. Personal check, money order, or valid MasterCard, Visa, American Express, Diners Club, Discover or Carte Blanche card number and expiration date are acceptable. Should a guest cancel a reservation, the deposit will be refunded if notice is received at least two (2) business days prior to arrival, and a cancellation number is obtained. SRM is not responsible for any individual sleeping room charges unless agreed upon prior to the Event by SRM.

CHECK IN/CHECK OUT

Check in time is 3:00 p.m. Individuals may be checked in earlier depending on occupancy levels and availability of “ready” rooms. Check out time is 1:00 p.m.
Hotel agrees to hold the block of rooms specified in this agreement until “RmBlkEndDate”. At that time, rooms not covered by a rooming list or individual reservations will be released for sale by Hotel. Hotel will continue to accept reservations from attendees after this date subject to availability, at group rates. Any reservation accepted for the Event after the cut-off date will be credited to the overall room usage.

REVIEW OF ROOM BLOCK

Prior to the Event, SRM and the Hotel reserve the right to renegotiate the room block.

RESERVATIONS/”WALKING”

If the reservations are not honored:

  1. Obligation of the Hotel to obtain, at no charge to the walked guest, a room at an equivalent or better hotel (based on an independent rating system such as the AAA or Mobile Guide) in the closest possible proximity.
  2. Obligation to continue such arrangements for each night the guest’s reservation is not honored.
  3. Obligation to provide at no cost or to reimburse for transportation to/from the substitute hotel and functions and the reserved hotel on demand.
  4. Letter of apology from the general manager and an in-room amenity.
  5. If the reserved room becomes available after more than two (2) days, the walked guest reserves the right to stay at the substitute hotel or go to the guaranteed property at no cost.
  6. An additional complimentary room night will be credited to the SRM Master Account to compensate for the disruption of the meeting caused by the failure to provide the guaranteed room.
  7. The Hotel, if aware of a potential need to walk attendees, is to notify SRM as soon as possible to discuss alternatives and other particulars (i.e., who must not be walked under any circumstances).

 
When guests leave early, Hotel may charge an early departure fee. At check-in, guests may be asked to confirm the date of departure. At that point, they are also informed that if they leave earlier, they must pay a fee. This becomes a contract between the Hotel and the individual guest.
In the event of a no-show, the Hotel will retain the first night’s room deposit.
When a guest stays beyond the scheduled departure, the Hotel may be empowered to change the rate for the room or even evict the hotel from the room.

COMPLIMENTARY ROOM POLICY

One (1) sleeping room will be provided on a complimentary basis for every 40 sleeping rooms occupied on a cumulative basis to be calculated on the Event’s total room nights and divided by 40. Complimentary rooms may be used during the actual event dates, or unutilized rooms may be credited to the SRM Master Account at the single room rate, exclusive of any tax, service or other charges, at the option of SRM.
At SRM’s request, Hotel’s in-house guest list will be compared with SRM’s registration list. Any guest room occupied by an individual on SRM’s registration list, but not coded to SRM within the Hotel’s system, will be credited to SRM’s room pickup. Hotel staff may compare the lists or permit an SRM representative to do so. In the latter case, SRM will maintain the confidentiality of such list.

SPECIAL CONSIDERATIONS

Hotel agrees to offer the following during the meeting dates:

  1. Complimentary Airport Shuttle
  2. Complimentary Valet and Self-Parking
  3. Complimentary First Class Health Facilities
  4. Complimentary Presidential Suite
  5. Three (3) Complimentary One Bedroom Suites

In addition, Hotel will provide 20 complimentary single rooms for use over the course of planning the meeting from <AMD45> through <AMD1>.

REPORT OF EVENT

Hotel agrees to provide a full report of the Event to SRM within thirty (30) days after the conclusion of the event. This report will include, but will not be limited to, room pick-up, cancellations and no-show count.

MEETING/BANQUET SPACE REQUIREMENTS

All meeting room space will be held for SRM during the dates of “MtgDates”. Final agenda is due six months prior to the Event, after which unassigned space will be released to the Hotel.

CATERING

There will be no special labor or service fee(s) for any SRM food and/or beverage function. Attached as Appendix A are Hotel’s food and beverage prices in effect for the dates of the meeting.

MEETING ROOM RENTAL CHARGE

The meeting and banquet space as outlined in this Agreement will be complimentary, including all exhibit booth space.

EXHIBITOR CONTRACT

A copy of SRM’s proposed exhibitor’s contract must be submitted to Hotel’s Convention Services Department prior to its printing and distribution, to ensure that the Hotel is protected and that exhibitors have received complete information and instructions, as well as rules and regulations governing exhibits at the Hotel. The exhibitors contract must include the following “Hold Harmless Clause”:
” The exhibitor assumes the entire responsibility and liability for losses, damages, and claims arising out of exhibitor’s activities on the Hotel premises and will indemnify, defend and hold harmless the Hotel, its agents, servants and employees from any and all such losses, damages and claims.”
Hotel will not be responsible or liable for any loss, damage or claims arising out of exhibitor’s activities on the Hotel premises except any claims, loss, or damages arising directly from its negligence.

AUDIO-VISUAL SERVICES

Audio-visual equipment contracted through the Hotel will be in the meeting room and operative at the start of the meeting, or the rental charge will be waived.

FOOD/ALCOHOL

The Hotel will allow SRM to bring in donated agricultural products for special events.

SECURITY

Should SRM require security, the Hotel’s Convention Services Department will assist in securing these arrangements.

CREDIT ARRANGEMENTS

In order to establish credit with Hotel for the purpose of direct billing SRM shall complete the credit application form enclosed. This application must be completed and returned to the Hotel Credit Manager, no later than 90 days prior to the event.
Any remaining balance on the Master Account will be due upon receipt of an invoice from Hotel. In the event that any charges remain unpaid after thirty (30) days from the date of invoice, SRM agrees to pay Hotel a late payment penalty equal to 1-1/2% per month on the remaining balance until paid in full.

MASTER ACCOUNT

Hotel must be notified in writing at least thirty (30) days prior to arrival of the authorized signatures and the charges that are to be posted to the Master Account.
CANCELLATION
If SRM cancels the Event or moves the Event to another city or facility, such decision shall constitute a breach of its obligation to Hotel. Should the event not be held at Hotel or be cancelled, SRM will pay Hotel, as liquidated damages for the following amount:
More than 24 months 10% of the total room revenue
23 months to 18 months 20% of the total room revenue
17 months to 12 months 30% of the total room revenue
11 months to 7 months 50% of the total room revenue
6 months to 5 months 75% of the total room revenue
4 months to arrival 100% of the total room revenue
In the event of cancellation by SRM, Hotel will use its best efforts to resell the cancelled sleeping rooms and/or function space and credit those revenues against liquidated damages in an amount not to exceed the full amount of such damages. Liquidated damages, it any shall be dues and payable thirty (30) days after the event dates.
In the event of closure or cancellation by the Hotel, the Hotel shall pay SRM the same liquidated damages as stated above and Hotel will pay for all relocation costs including sleeping room and meeting room costs over and above those provided by this Agreement and associated shuttle costs.

CONSTRUCTION

The Hotel shall promptly notify SRM of any construction or remodeling to be performed in Hotel prior to or over the Event dates and Hotel warrants that any such construction and remodeling shall not interfere with SRM’s use of Hotel. Should construction be determined by SRM to interfere with the Event, SRM will be considered to have justifiable reasons to cancel without prejudice or penalty from Hotel and Hotel will incur all cost associated with the change of venue. In addition, should Hotel be sold, this contract commitment will be honored.

CONDITION OF PREMISES

Hotel will insure that the property is in the same or better condition than it was at the time this contract is signed and will maintain its current “star” or “diamond” rating by any specified rating service. Failure to maintain that status is grounds for terminating this contract by SRM.

ADA COMPLIANCE

Hotel represents that the facilities that are the subject of this Agreement comply in every applicable respect with the “Public Accommodations” requirements found in Title III of the American with Disabilities Act (ADA). Hotel facilities including, but not limited to, meeting space, restrooms, dining areas, other common areas and sufficient guest rooms, shall be reasonably accessible and usable by persons with disabilities.
SRM shall take steps to provide a process for determining in advance the need of auxiliary aids and services required by the ADA to be made available to persons admitted to the Event, and shall use its best efforts to make such aids and/or services available in a manner consistent with the ADA. Hotel shall cooperate in making such auxiliary aids and services available at SRM expense.

FORCE MAJEURE

A delay in or failure of either SRM or Hotel to perform its obligations as described herein, shall not constitute default under this Agreement nor give rise to any claim for damage if and to the extent such delay or failure is caused by occurrences, whether direct or indirect, reasonably beyond the control for the party affected, including, but not limited to: acts of God, war, government regulations, disaster, strikes, civil disorder, curtailment of transportation facilities, or other emergency that makes the Agreement inadvisable, illegal or if it is impossible to provide the facility, or hold the event. Termination pursuant to this section shall be by written notice provided thirty (30) days after the Event giving rise to cancellation in accordance with the provision.

INSURANCE AND INDEMNIFICATION

Hotel and SRM each agrees to carry adequate liability and other insurance protecting it against any claims arising from any activities conducted in the Hotel during the Event. Each party hereby indemnifies and holds the other harmless from any loss, liability, cost or damages arising from actual or threatened claims or causes of action resulting from the negligence of such party or its respective officers, directors, employees, agents, contractors, members, or participants as applicable.

ATTORNEY FEES AND INTEREST

If any issue requires an attorney’s involvement, the prevailing party may recover all attorney fees, as well as interest in the contested amount.

THIRD PARTY INVOLVEMENT

Rates quoted by Hotel in this Agreement do not include commissions or fees to any professional meeting planning companies. If SRM intends to contract with a third party, Hotel reserves the right to add commissions or fees to the rates already quoted in this Agreement.
ACCEPTANCE
The outlined format and dates are being held on a First-Option basis until “OptDate”. Upon receipt of this Agreement by Hotel, SRM will be placed on a definite basis and the Agreement will be binding upon Hotel and SRM. If a commitment cannot be made prior to “OptDate”, the Agreement will revert to a Second-Option basis or the arrangements may be released. At such time neither party will have any obligations under the Agreement.

ENTIRE AGREEMENT

This Agreement contains all of the terms and conditions agreed upon by the parties and no other Agreements, oral or otherwise, shall be binding upon said parties.
“Hotel” SOCIETY FOR RANGE MANAGEMENT
Executive Vice President
Society for Range Management
Date Date
 


APPENDIX E

TRADE SHOW (INFORMATION MARKETPLACE) COSTS 2008 IGC IRC

We need to establish three levels:
1. Commercial companies based in China are in a position to benefit financially from being in a Trade Show in China. They should pay a fee for doing so. It seems that the figure of $US 2500 as suggested by Gordon King’s research is adequate.
2. Commercial companies not based in China are not going to benefit financially to the extent that those in China will. There still may be some economic benefit to them by showing that they support the concept of the Congress and thus folks back home might turn their
business towards them. The cost to them to get their materials and themselves to China, however, is considerable. They should pay a fee of no more than they are accustomed to pay at home. In the U.S. this is currently $500. This may still be a bit high realizing their cost to get to China.
3. Then there are the nonprofits and governmental organizations who simply want to showcase their activities. We might call this Publicity and Informational. These folks should pay no more than the cost to occupy the space with no profit to the Congress. Or perhaps they should be subsidized by the congress and pay nothing so as to attract them to the congress where they pay registration, etc.
Maybe we need to change the name of the whole event to “Information Marketplace”. We have found in SRM that it is best to mix the nonprofits with the commercial so that all are in one location. A person looking for information is “forced” to see the commercial exhibits, a fact that commercial exhibitors appreciate.
 


APPENDIX F

The 2008 China (Inner Mongolia) International Grassland Expo conference guidance

REGISTRATION TIMES

Friday 27th June 2008 9:00am-5:00pm

REGISTRATION ADDRESS

Inner Mongolia International Convention Exhibition Center, Hohhot city, China
Address: Eastern end of University east road, Hohhot city

REGISTRATION CS

Exhibitor should obtain their representative card from the Committee.

DISPLAYSETUP TIMES

Friday 27th June 2008 9:00am-5:00pm
Saturday 28th June 2008 9:00am-5:00pm

EXHIBITION DAYS

Sunday 29th June 2008 9:00am-5:00pm
Monday 30th June 2008 9:00am-5:00pm
Tuesday 1st July 2008 9:00am-5:00pm
Wednesday 2nd July 2008 9:00am-2:30pm

EXHIBITION REMOVAL TIMES

Wednesday 2nd July 2008 2:30pm-6:00pm

DISPLAY CONCERS

For the sake of the Exhibitors’ convenience, Exhibitors can drive directly onto unloading area at the rear of the Convention Exhibition Center.

ADMISSION

Exhibitors will be given a representative card to use when entering the Exhibition area for the duration of the Exhibition.

ACCOMMODATIONS

Please contact the Office of 2008 IGC IRC Local Committee
Tel: + 86 471- 4302830
Fax: + 86 471- 4302820
Email: igc_irc2008@188.com

AUDIOVISUALS

If you require hiring any AV equipment for your stand, please contact the Office of 2008 IGC IRC Local Committee

CAR PARKING

There is a limited number of secured Exhibitor parking spots available at the rear of the Exhibition Centre. These spots are available on a first come first served basis and are free parking for the duration of the congress. There is also additional free parking at the front of the Exhibition Centre.

CLEANING OF STAND

All exhibition areas will be cleaned each night and we ask for your cooperation by ensuring that your stand is kept as clean and tidy as possible. At the end of the exhibition day, all rubbish should be placed in the aisle in front of your stand for removal by the cleaners. Any items left after the show will be deemed as rubbish.

TRANSPORTATION

Please contact China outward transport corporation Inner Mongolia branch
Tel: +86 471-2211932
Fax: +86 471-2211253
Contact person: WU Jian-guo
E-mail:wuyuanwen2008@sohu.com
E-mail:lalaku5@yahoo.com.cn

DISPLAY GUIDELINES

Exhibitors are required to ensure attention is given to the overall visual presentation of their display. Any publicity or information will not be permitted except display goods. Stands must not exceed the said dimensions as per your Space Booking Agreement.

MOVE-IN/BUILD-UP

The following dates and times have been allocated for the building and dressing of stands by contractors and for assembling of equipment, products and associated displays by exhibitors.
Friday 27th June 2008 9:00am-5:00pm (All Exhibitors)
Friday 27th June 2008 9:00am-5:00pm (All Exhibitors)
Should exhibitors wish to work outside the hours stated above, they should apply in writing, 30 days prior to the Congress to the organization committee of the Exhibition.

MOVE OUT/DISMANTLING

Stands are NOT to be dismantled or merchandise removed before the official closing of the Exhibition at 2:00pm, 2nd July. Exhibitors are advised to remove all valuable and portable exhibits at the close of the Exhibition.

MOVE-OUT/DISMANTLING TIMES

Wednesday 2nd July 2008 2:30pm-6:00pm

NOISE

Microphones or sound amplification will not be permitted. However machine demonstrations and videos will be permitted where the level of sound causes no annoyances to neighboring Exhibitors. The organization committee of the Exhibition shall be the sole judge as to whether there is any annoyance to the other Exhibitors or the visiting public.

PLANTS/LANDSCAPING/CARPET

Plants, landscaping and carpet can be hired. If you have any needs, please contact the 2008 China (Inner Mongolia) International Grassland Expo Committee.
Tel: +86 471-6563894
Fax: +86 471-6563894
Email:cyblh@126.com

REGULATIONS

No attachments, fittings, fixtures or defacement are to be made to the flooring, roof or the internal or external walls.
Display material
Any material used for stand construction or display purposes must conform to the following standards:

  • Non-combustible materials
  • Inherently non-flammable materials
  • Flame proof fabric
  • Self extinguishing plastic materials
  • Plywood, hardwood, pulpwood or fiberboard rendered flame resistant by a process of impregnation acceptable to the Authorities.

SHELL SCHEME (DISPLAY STAND)

 

Shell scheme specifications
Booth Size
Height:
Stand name: The stand name is uniform uppercase lettering.
Spotlights: Two spotlights are supplied.
Table: One table
Chair: Two chairs

TRAVEL

If you require booking Domestic International Airfares, please contact the Office of 2008 IGC IRC Local Committee.

MANUFACTURE OF TRANSACTIONS

Exhibitors, please send your company’s name, contact address and company’s introduction to the organization committee.
Email:cyblh@126.com

ENTRY CHINA

Please list name and passport numbers for the people coming to China to the organization committee.
The 2008 China (Inner Mongolia) International Grassland Expo Committee
Tel: +86 471-6563894
Fax: +86 471-6563894
Email:cyblh@126.com

REMITTANCE

The beneficiary’s bank information
NAME: BANK OF CHINA INNER MONGOLIA BRANCH
ADDRESS: NO.88 EAST XINCHENG STREET HUHHOT INNER MONGOLIA P.R.OF CHINA
SWIFT: BKCHCNBJ880
ACCOUNT NO. 14058341
The beneficiary’ information
Account No. /ID NO.
140535122908091014 (for American dollar)
Name: The Office of 2008 IGC IRC Local Committee
Address: NO.28, North Hulunber Road, Hohhot,
Inner Mongolia, 010051, P.R. China
Tel: +86 471-4302830
Fax: +86 471-4302820

CONTACT INFORMATION

The 2008 China (Inner Mongolia) International Grassland Expo Committee
Tel: +86 471-6563894
Fax: +86 471-6563894
Email:cyblh@126.com
 


APPENDIX G

(YOUR MEETING LOGO HERE)

(MEETING THEME)

Society for Range Management

____th Annual Meeting

(Dates) ~ (Location)

 
Dear Exhibitor:
The Society for Range Management (SRM) cordially invites you to participate in our <Year> Annual Meeting and Trade Show in <City, State>, <Dates>. The meeting and trade show will be held in the <Location>.
The Society for Range Management is the professional and scientific society whose members are concerned with studying, conserving, managing, and sustaining the varied resources of the rangelands which comprise nearly half of the land in the world. Established in 1948, SRM has over 4000 members in 48 countries, including many developing nations. Its members include ranchers, rangeland managers, scientists, educators, students and conservationists. We anticipate up to 2000 attendees at the meeting.
Exhibit space for <No. of Booths> 10 x 8 ft booths is available at the two-day Trade Show. Set-up starts at <Time> on <Day, Date>, and removal is to be completed by <Time> on <Day, Date>.
Enclosed is detailed information on exhibiting and sponsoring certain services. Please fill out the appropriate application and return by <Deadline>.
Sincerely,
Trade Show/Advertising Sales Chair
Enclosures

EXHIBITOR INFORMATION

Society for Range Management ___th Annual Meeting

<City, State>

<Dates>

Exhibitor Classification and Fees First Booth Additional
SRM Commercial Members $550.00 $350.00
Commercial Non-Members $750.00 $350.00
Non-Commercial (Non-Profit/Affiliate) $400.00 $350.00
University Range Club $60.00 $50.00

Booth Information : Booths will be 10 x 8 ft and will include one 8 ft skirted table, one chair and a sign. Please select for numbered booth locations in order of preference form the enclosed floor plan. Space will be assigned in order of receipt of applications. An application form is attached. Additional equipment and services are the responsibility of the exhibitor and are available from Elite Convention Decorators, as indicated on their attached order form.
Electrical Services : Electrical services are not included in the booth price. To use power, you must order and pay for it in advance. A limited number of telephone and high-speed Internet access lines are available at extra cost. Exhibitors are responsible for making arrangements and payment for these services. Use the attached order form from Elite Convention Decorators to arrange for electrical and phone services.
Installation and Removal : Exhibitors can begin setting up their booths at <Time> on <Day, Date>. Exhibits must be removed by <Time> on <Day, Date>, but no exhibits may be removed prior to <Time> on the <Date>. Exhibitors are responsible for packing and removing or consigning shipment of all items in their exhibit.
Registration for the Meeting : The commercial exhibitor fee includes one free registration to the convention excluding tickets to special events. Additional exhibitor representatives wishing to attend the Society for Range Management meeting and functions must register.
Refund Policy : A $50.00 administrative fee will be assessed for cancellations after <Cutoff Date>.
Exhibit Hours : Trade Show hours will be <Times> on <Day> and <Day>, with an evening Trade Show Mixer to be held from <Time> on <Day> night. Food and beverage services will be available to conventioneers in the Trade Show area.
For Additional Information Contact : <Trade Show Chair).

EXHIBITOR APPLICATION

Society for Range Management ___th Annual Meeting

<City, State>
<Date>
Company Name:
Representative:
Address:
City: State: Zip:
Telephone: Fax:

Email address:

Booth Space Requested : (Indicate the category and number of additional booths)
SRM Commercial Member ______@ $550.00 $________
Commercial Non-Member ______@ $750.00 $________
Non-Commercial (Non-Profit) ______@ $400.00 $________
Additional Booth ______@ $350.00 $________
University Range Club Booth ______@ $60.00 $________
Add’l Range Club Booth ______@ $50.00 $________
Total Booth Space Costs: $________
Indicate first 4 choices (by booth number) for location from attached floor plan: 1 st 2 nd 3 rd 4 th
For additional equipment, electrical, telephone, and computer needs, use the enclosed <Decorating Company> form and mail it directly to them.
Sponsorship of Coffee Break at the Trade Show : I would like to sponsor the following portion of a half-day coffee break in the Trade Show area:
Full coffee break @ $750.00 $________
Half coffee break @ $500.00 $________
Quarter coffee break @ $250.00 $________
Total Sponsorship Costs: $________
Total amount due must accompany this application. Exhibitors wishing to purchase advertising along with booth space may combine the amounts and write one check.
Total Amount Enclosed $________
A $50.00 administrative fee will be assessed for cancellations after <Cutoff Date>.

METHOD OF PAYMENT :

[ ] Check/Money Order#
Please make check/money order payable to “SRM Annual Meeting.” Check must be in US funds drawn on a US bank.
[ ] Credit Card:  [ ] MC  [ ] VISA  [ ] AMEX  [ ] DISC  [ ] DINERS
Name on Card
Card # Exp Date
Signature
PURCHASE ORDERS ARE NOT ACCEPTED
 


APPENDIX H

2008 China (Inner Mongolia) International Grassland/Rangeland

Marketplace and Information Show

Rangelands and grasslands are green belts, the basis of animal husbandry and promising economic sources for tourism within China. With 40 million hectares, or 41.7 percent of the land area, China has the second largest land mass in the world. To highlight this resource the International Grassland Congress and the International Rangeland Congress will be held jointly in Hohhot, Inner Mongolia, from 29 June to 5 July 2008.
In order to demonstrate the achievements and developments of grassland science and industry such as and to popularize new products, new plant varieties and new technologies an International Grassland and Rangeland Marketplace and Information Show will be held from June 29 to July 1, 2008 at the Hohhot International Convention and Exhibition Center, the site of the 2008 International Grassland/Rangeland Congress. This Marketplace and Information Show will improve international cooperation and information exchange for exhibiting products, exchanging industry information and exploring international markets for grass seed, feed and feed additives, machinery, animal health products and processing equipment, as well as cultural and artistic items of interest to international delegates attending the Congress.

Available Space:

Indoor space will be available with an indoor standard booth of 9 sq. m. including one table, two chairs, two lights, three pieces of surrounding boards (3m X 3m X 2.4 m high), 220V/522W power, directory listing and exhibitor badges. The cost for this indoor space is $US2000 for commercial products, which includes two Congress registrations. The cost is $US670 for non-profit organizations such as professional societies or government agencies.
Outdoor space is available with a minimum of 25 sq. m. including one table, two chairs, two lights, 220V/522W power, directory listing and exhibitor badges. Cost for this outdoor space will be $US1,500 for commercial products. Each additional sq m. of space will be $US60 per sq. m.
Cost of space will ensure daily site cleaning daily and 24 hour security.

Available Advertizing:

A Marketplace and Information Show Bulletin, which will be published once prior to the Congress and included in all delegates registration packet. Cost for advertizing in the bulletin are:
Full Back Cover: $US750
Full Inside Front Cover: $US600
Inside Full Color Page: $US400
In addition, there are other advertizing opportunities at a cost of:
Air Balloon throughout the Congress: $US400
Pull Arch throughout the Congress: $US400
Scroll Ad throughout the Congress: $US250
Congress Bag, one side: $US2000

Event Schedule:

28/29 June – Register and set up display
29 June PM – Reception and cocktail party for display personnel
30 June AM – Opening Ceremony of Marketplace and Information Show
30 June – 2 July – Displays and exhibits open
2 July PM – Exhibitors breakdown exhibits and remove from Convention Center
Marketplace and Information Show registration deadline is 28 February 2008. Space will be assigned on a first come, first served basis. Please fill in the Marketplace and Information Show registration form and FAX or mail to the address indicated. Within 15 days of receiving your application you will be advised of cost and mechanism for payment.

Contact Information:

Mailing Address:
2008 International Grassland/Rangeland Congress
Marketplace and Information Show
No. 28, North Hulunbeir Road
Hohhot, Inner Mongolia 010051
China
Telephone:
0471-6512335, 0471-6512325, 13948918816 or 13947124242
FAX:
0471-6512335
Contact: Miss Guo, Mr. Chang or Mr. Wang
Marketplace and Information Show Registration Form
Name (Chinese):
Name (English):
Mailing Address:
Phone Number:
Email Address:
FAX:
Booth Size Desired:
Number of booths:
Location (number of booth space) desired:
Special Requirements (voltage, decorating, extra space, etc):
Brief Description of Display and Contents:
Type of Advertisement Desired:
Arrival Date:
Departure Date:
 


APPENDIX I

Committee and Meeting Request

<Year> Annual Meeting

<Dates>

<City, State>

All Committee and Group Meetings must request a meeting room through the <AM Committee>. Requests must be received by <Date> to insure they will be printed in the program. A tentative listing of committee and group meeting information will be included in the Pre-Convention Trail Boss if received by <Cut-off Date>.
Deadlines:

Committee or Group Name:
Meeting Date Time of day Meeting Length (hours)
<Day, Date> [ ] am  [ ] pm  [ ] eve [ ] 2  [ ] 4  [ ] 6  [ ] 8  [ ] other
<Day, Date> [ ] am  [ ] pm  [ ] eve [ ] 2  [ ] 4  [ ] 6  [ ] 8  [ ] other
<Day, Date> [ ] am  [ ] pm  [ ] eve [ ] 2  [ ] 4  [ ] 6  [ ] 8  [ ] other
<Day, Date> [ ] am  [ ] pm  [ ] eve [ ] 2  [ ] 4  [ ] 6  [ ] 8  [ ] other
<Day, Date> [ ] am  [ ] pm  [ ] eve [ ] 2  [ ] 4  [ ] 6  [ ] 8  [ ] other
Chair Name:
Mailing Address:
Phone:
FAX:
Email:
Number attending:
Special request (time, facilities, A/V equipment, etc.):
List any other committee or group meetings that would conflict with the membership of this meeting:
For inclusion in Pre-Convention Trail Boss <Cut-off Date>
For inclusion in Program <Cut-off Date>
Send request to:
<Name, Mailing Address>
Phone:
FAX:
Email:
 

 


APPENDIX J

CALL FOR PAPERS

___th Annual Meeting

<Dates>

<City, State>

The theme for the <AMYear> Annual Meeting will be <Theme> with scientific and technical programs to enhance our understanding of the history of rangeland ecosystems and contribute to discussions of resource management in the 21 st Century.
For poster or contributed paper presentations, submit your abstract and associated information in one of the following forms:
1. Attach a WordPerfect (. wpd) or MS Word (.doc) file, PC or MAC, to an e-mail message with “SRM ABSTRACT” on the subject line to:
<Program Chair Email>
Note: Special symbols, superscripts, and Greek letters will be more likely to come through in Word or Wordperfect files on disk or attached.

  1. Submit a WordPerfect or MS Word file on a 3.5″ (IBM) diskette to:

SRM 2002 Abstracts
Attn: <Program Chair>
<Mailing Address>
<City, State, Zip>
If there are any problems or questions, or if you do not receive confirmation of your email submission within two weeks, con tact: <Program Chair> @ <Phone>
IMPORTANT:
Submit the abstract and associated information in the same format as the example provided below. Abstracts should be no longer than 250 words. Authors are solely responsible for all editing of abstracts. Authors need to select a Subject Matter Topic Code (Item 2 on Abstract Format) to match their presentation. If in doubt about the appropriate code, select the most appropriate General Topic Code (in bold). If a traditional presentation is to be a preproject proposal, please indicate Code #120 in addition to the Subject Matter Topic Code.
Abstracts should include a statement of objectives, a brief description of methods, a concise presentation of the actual results, and a summary statement or conclusions. Abstracts and titles are due <Date>. Authors will be notified of acceptance or rejection by <Date>.

Subject Matter Topic Codes:

10 Ecology
11 Autecology
12 Synecology
13 Competition
14 Succession
15 Riparian
16 Rangeland Reference Areas
17 Nutrient Cycling
18 Plant-Soil Relations
20 Ecophysiology
21 Photosynthesis
22 Water Relations
23 Carbohydrates and Nutrients
24 Rooting Behavior
25 Allelopathy
26 Plant Defoliation
27 Germination
30 Grazing Management
31 Animal
32 Animal Behavior
33 Plant Response
34 Animal Response (formerly 35 Livestock Nutrition)
36 Plant-Animal Interactions
37 Soil Effects
40 Vegetation Management and Ecosystem Restoration
41 Burning
42 Chemical
43 Mechanical
44 Biological
45 Fertilization
46 Irrigation
47 Reseeding
48 Strategies
49 Excellence in Range Management
50 Inventory
51 Methods
52 Measurements
53 Remote Sensing
54 Landscape Ecology
60 Wildlife
61 Habitat Relationship
62 Predator-Prey Relations
63 Livestock/Wildlife Interrelations
64 Nutrition
65 Recreational Leasing
70 Soils/Hydrology
71 Watersheds
72 Erosion
80 Livestock Production
81 Production systems
82 Research Techniques
83 Supplementation
100 Rangeland Pests
101 Weeds
102 Diseases
103 Insects
110 Rangeland Social Science
111 Economics
112 History
113 Sociology
114 Recreation
115 Education
120 Pre-project Proposal
Posters Only
200 Grazier’s Forum Posters (Rancher’s Forum)
201 Outstanding Rangeland Management

Abstract Format <AMYear> SRM Annual Meeting, <City, State>

1. Author(s) (Author’s Last Name, First MI; separate multiple authors with a semicolon)
2. Subject Matter Topic Codes: First Choice, Second Choice (separated by comma)
3. Presentation Preference: Traditional, Poster
4. Institution:
5. Address: (separate address elements with commas)
6. Phone Number, Fax Number, Email Address: (separate by comma, enter N/A if not available)
7. SRM Membership of Contact Author: Member, Student, Non-member
8. Who will present the paper? (Presenting author must be a paid registrant at the annual meeting.)
9. Graduate Student Competition Category: Masters, Ph.D., N/A
10. Presentation Preference: Traditional, Poster
11. Title/Author information
12. Abstract
13. Special symbols (see previous instructions)

EXAMPLE ABSTRACT SUBMISSION (Remember to include the numbers):

1. Pfister, James A.
2. 36
3. Traditional
4. USDA-ARS Poisonous Plant Research Lab
5. 1150 E. 1400 N., Logan, UT 84341
6. (435) 752-2941, (435) 752-2943, jpfister@cc.usu.edu
7. Member
8. James A. Pfister
9. N/A
10. CATTLE CONSUMPTION OF PONDEROSA PINE NEEDLES IN THE BLACK HILLS. James A. Pfister, USDA-ARS Poisonous Plant Research Lab, Logan, UT 84341.
11. Consumption of ponderosa pine needles by pregnant cattle often causes abortions, and the Black Hills region has a history of serious abortion problems from pine needles. The objectives of these studies were to (1) determine the amount of pine needles eaten by grazing and pen-fed cattle, and relate consumption to weather variables; (2) determine if pine needle temperature (degrees C) influenced acceptability to penned cows. Trial 1 was conducted from December 1991 to February 1992 about 20km west of Pringle, South Dakota, using 8 mature pregnant cows. The winter of 1991-1992 was mild, and cattle averaged < 0.5% of their bites as pine needles. Trial 2 was conducted in the same location from January to March 1993. Six pregnant cows were penned individually, and offered 1 kg/day of fresh pine needles. Six open cows grazed a pine tree infested pasture.
Normal winter weather prevailed, and grazing cattle consumed 20% of bites as pine needles. Cattle selected primarily green pine needles as consumption increased, particularly from small (< 2m) trees. Pen-fed cows ate 438 g/day of nee- dies, but consumption was not related to weather. No abortions occurred. In 2 pen trials using heated and frozen needles, cattle showed no clear preferences. Weather is a major factor influencing consumption of needles by grazing cattle, but needle temperature alone may not be important.
 


APPENDIX K

Call for Special Sessions/Symposia

<AMYear> Annual Meeting

Society For Range Management

<Dates>

<City, State>

The goal of symposia, workshops, and forums are to provide information in formats not appropriate to the Concurrent Sessions normally used at SRM Annual Meetings. We offer the following as guidelines in developing your event.
In recent years, many of the symposia held at the SRM Annual Meeting have been held in the same format as the Concurrent Sessions. No written record (proceedings or summary) have been developed to provide the information beyond the event, thus limiting the effectiveness of the event. In an effort to provide a better format for critical and timely delivery of information or to better define direction and trends in specialized areas, we are requiring certain guidelines be followed in developing your event. Abstracts will be required of all events except the Workshop format which is optional.
We will use the following event guidelines:
Concurrent Session T he normal format that has timed presentations that are made up of volunteered papers from the membership or otherwise. This format would not allow for audience participation unless time is available after a presentation.
Specialized Concurrent Session A set of presentations following the regular concurrent session format covering a specific, narrow topic. This format would not allow for audience participation unless time is available after a presentation or made available as a part of the program.
Symposium 1 A set of presentations covering a distinct topic with discussion periods included for audience participation. A published proceedings or summary of presentations will be provided (preferably at the symposium) to convey the information beyond the event.
Forum 2 A set of presentations covering a distinct topic with discussion periods included for audience participation. No written record of the event is planned.
Workshop 3 A meeting featuring presentations designed to update or educate a specific group for better understanding of a topic, training, or to gain certification or credit on a topic. The participants would reasonably be expected to stay in the workshop and not participate in other events.
Please follow these guidelines in planning your event. A well-planned program will provide a quality event that always does more than is expected.
Complete the form on reverse and mail, fax, or email (in WordPerfect 6 or MS-Word formats) to:
<Program Chair> Phone:
<Mailing Address> Fax:
<City, State, Zip> Email:
1 May include one or more additional organizations or agencies that will partner in developing, promoting, and conducting the event.
2 May be printed or CD.
3 May be sponsored by any organization or agency that partners with SRM without SRM being involved (Forest Service, NRCS, BLM, etc.).

Request for Special Sessions/Symposia

Society for Range Management

<AMYear> Annual Meeting

<Dates>

<City, State>

The Planning Committee invites proposals for the <Year> Annual Meeting to be presented <Dates>. Please use the form below or supply the same information. See instructions on reverse.
Organizer:
Name:
Title:
Phone:
Fax:
Email:

Check one:  [ ] Symposium  [ ] Workshop  [ ] Forum  [ ] Specialized Concurrent Session
Length (hours):  [ ] 4  [ ] 6  [ ] 8
Title of Event:
Objective:
Published record?  [ ] Proceedings  [ ] Summary
Partner Organization(s): (List with contacts)
Deadlines:
Proposal submission: <Date>
Notification of acceptance: <Date>
Abstracts & final program: <Date
Send proposal to:
<Program Chair>
<Mailing Address>
<City, State, Zip>
<Phone/Fax/Email>
Audio/Visual Equipment Needs:

 


APPENDIX L

WHY NOT AN EXCELLENT SRM ORAL PRESENTATION

The Quality Depends on You !
It is an honor to present a paper at Society meetings. The audience expects quality presentations from speakers. Unfortunately, many of us in technical areas are not educated in making concise, effective presentations. We tend to emphasize technical accuracy and detail over the effective presentation of our information. The audience’s opinion of you and your institution depends on both the content and the presentation of your paper. The following suggestions provide information that will aid you in slide preparation and presentation.

Slide Presentations

  1. Convey only one main idea per slide.
  2. Express ideas first pictorially in illustrations, cartoons, photos, or diagrams.
  3. Graphs, charts, or diagrams are preferable over tables and words for understanding complicated data.
  4. If words are necessary, use concise phrases with abbreviated symbols instead of sentences. In a 15-minute talk a good general rule is to plan to present 4 to 5 points.
  5. Instead of one complex slide, make several simplified slides with a conclusion slide describing the over-all concept.
  6. General interest in your talk by:
    1. Using slides with contrasting colors.
    2. Minimize clutter. If you introduce a slide by saying, “You may not be able to read this, but&,” please, do not show it. Get another slide.
  7. An excellent brochure entitled “Effective Lecture Slides” is available from Kodak, Pamphlet No.S-22, Photo Information, Department 84′, Rochester, NY 14650 or phone Ed. Division (716)724-4000 for further information.
  8. Several rehearsals should insure a smooth presentation and made sure the 15-minute time limit is easy to observe. The Society always provides preparation/practice rooms.
  9. Allow time for questions at the end of your presentation, and please restate the question before answering.

REMEMBER TALK TO THE AUDIENCE NOT THE SCREEN!!!

COBBLED UP SLIDES OR OVERHEADS ARE NOT EFFECTIVE.

 


APPENDIX M

GUIDELINES FOR POSTER DESIGN AND PREPARATION

Please consider the following points when planning and preparing your poster.

  1. Keep it simple; stick to key points and essential information, use a minimum of text.
  2. Make it self-explanatory; there will be time when poster is on display without you present, so be sure it tells a logical, coherent story. Remember, excessive detail hurts rather than helps in this regard; interested viewers can ask you about particulars during the formal session.
  3. Make our poster easy to read. Large lettering, bold, but simple figures, and a clear, easy-to-follow layout are essential.

The following guidelines offer some practical suggestions for achieving a well-presented poster.
Contents
Your poster should include the following:

  • Title, followed by name and affiliation of the author(s)
  • Introduction – state the problem or area of investigation
  • Purpose – what you investigated and why you are presenting this information
  • Methods – lab techniques, experimental design, sampling method, etc.
  • Results – graphs, photos, artwork, etc.
  • Conclusion (Always last) – list finding, summary, interpretation, and implications

Legibility and Readability

  1. Title and Headings:
    • Reserve the top 4 inches of your poster for the title, author’s name(s), and affiliation(s).
    • Use letters about 1 inch high (ALL CAPS) for the title.
    • Use letters about ½ to 2/3 inches high for authors and affiliations.
    • Use letters about 3/8 to 5/8 inches high for headings.
  2. Text
    • All text should be legible from 5 feet away. This means a minimum letter size of 3/16 to ¼ inches for all text, including tables, figure captions, and labels.
    • Make text upper and lower case.
    • Use a sans serif typeface (e.g. Megaron, Helvetica, Letter Gothic); they are easier to read and look better.
    • Use all caps, bold or italic lettering to highlight paragraphs.
    • Keep adequate “white” space around statements for easier reading.
    • Remember!! Stick to key points and essential information.
    • Keep text to a minimum.
  3. Figures, Tables, and Photographs:
    • Figures can be understood much more easily and quickly than tables; convert all tables to figures if possible.
    • Keep figures simple. Use bold lines and large symbols for easy reading from a distance. Make lines at least 0/8 mm wide, preferably larger (drawing pen sizes 3-7 make lines ranging from about 0.8 to 2 mm wide). Symbols should be at least 3 mm in diameter.
    • Each figure should be accompanied by a short line of interpretation that summarized the “take-home” message of the figure.
    • Photographs should be clear, and show what they are intended to show. If they don’t, consider artwork instead.
    • If you must use a table, keep it simple – just a few row and columns.
    • Stick to a minimum of 3/15 to ¼ inch lettering in all tables, figure captions, and labels.

Layout and Organization

  • Poster size will be 4×8 feet. Reserve the top 4 inches of our poster for the title, author’s name(s), and affiliation(s).
  • An 8-foot wide poster can accommodate 6 columns 12 to 14 inches wide, or 8 columns of 10 to 11 inches wide. Height of individual panels (e.g. figures, sections of text, etc) do not need to be uniform in size however, keeping column widths the same size will result in a more pleasing layout.
  • Your poster should start with the introduction in the upper left corner and end with the conclusion in the lower right corner.
  • Try to avoid using large paragraphs or blocks of text anywhere on your poster. Separate, individual statements are much easier to read.
  • Do not crowd your poster. Leave space (or colored borders) around individual panels. Be generous with “white” space around text within panels.

Production Methods for titles Heading, and Text

Methods vary widely in cost, availability, and time required, Here are some suggestions:

  • Typesetting produces very high quality results, but is probably the most expensive approach. Smaller type can be used, and then enlarged photographically or by photocopying.
  • Many computers are equipped with plotters and can produce lettering of appropriate size and quality. Some high-quality printers may also give good results. But pay attention to letter darkness and heaviness as well as size; printer output may be light, and plotter lines tend to be narrow.
  • Kroytype machines, which produce various sizes of lettering on clear, adhesive tape, are good for making titles and headings, but not too feasible for large amounts of text. Titles probably have to be enlarged photographically or by photocopying.
  • Press-on lettering can also be used for titles and headings, but extra care is required to achieve proper letter spacing and alignment.
  • If all else fails, you can produce adequate text by using a quality typewriter if you have access to some type of enlargement capabilities (either photographic or photocopy). Always use a new carbon film ribbon and if possible, a bold or multiple strike option.

Use of Color

  • Color can be used to help organize your poster and make it easier to read as well as more attractive.
  • A backing of colored paper for each panel on the poster (extending about ½ inch beyond each edge) is an inexpensive and attractive way to highlight material.
  • Different colors of backing paper or colored bars down the margin(s) can be used for material in different sections (e.g. methods, results, etc.) to help organize the poster.
  • Colored tape or yarn stretched between pins and be used at a “pointer” to connect sections of text with key points of figures.
  • Colored lines or stripes of tape between columns or rows can help guide the viewer through the poster in the proper sequence.

Poster Assembly

Poster can be either mounted or unmounted

  1. Mounted – This gives a neater, more professional look. When mounted, use a lightweight board approximately 1/16 inch thick. A 10″ x 12″ panel will fit comfortably in most briefcases. The title can be cut in 2 or 3 pieces, or scored and folded. You can also mount your whole poster on one full-size foamcore or poster board backing, if you can conveniently transport it to the meeting.
  2. Unmounted – This is lighter, and panels can be rolled up; a reverse roll will usually fix the curl.

Be prepared to assemble and hang the poster yourself. We will be using boards covered with carpet, therefore, you will need an adequate supply of “Hook” tape (Velcro type). Electricity will be available if necessary, but you should bring your own extension cord (at least 25 feet) All poster boards will be numbered. Each participant will be assigned a poster location when they check in to set up the poster.
 


APPENDIX N

Guidelines for authors preparing paper

1. Paper

Typing and style guides: All papers should be sent to the Scientific Committee (2008igc_irc@lzu.edu.cn) in digital form. All text should be singlespaced unless otherwise stated herein. Left and right justified typing is preferred. A4 size paper with the margin of top 25 mm, bottom 25 mm, left 20 mm and right 20mm should be used.
Preparation in electronic form: The authors are requested to provide their papers in MS Word (.doc) format. Do not apply page numbering.
Length and font: All offered papers submitted electronically are limited to a size of no more than one single-spaced pages (A4 size), invited one no more than six single-spaced pages, and plenary paper no more than eight single-spaced pages in the printed version of the proceedings, including key points, figures, tables and references. Times New Roman with a size of 10 points is to be used.

2. Title and key words block

Title:
The title should appear centered in bold letters without underlining, near the top of the first page of the paper. The font type Times New Roman with a size of 12 points is to be used. Use more than one line if you wish, but always use single-spacing. After one blank line, type the author(s) name(s), affiliation, mailing address, e-mail of corresponding author In upper and lower case letters centered under the title. In the case of multi-authorship, group them by organization as shown in the title of these Guidelines.
Key words:
For offered papers: Leave one blank line under the Title. Type “Key words:” flush left in bold capital letters, followed by less than 5 key words
For invited or plenary papers: Leave one blank line under Title. Type “Key points” flush left in bold. Start now with a concise Key points (limited to 150 words) which presents briefly the content and very importantly, the news and results of the paper in words understandable also to nonspecialists.
Type text single-spaced.
Leave one blank lines under the Key points. Type “Key words:” flush left in bold, followed by less than 5 key words

3. Main body of text

The main body should have Introduction, Materials & Methods, Results & Discussion, Conclusions, References sections. Type text single-spaced, with one blank line between paragraphs, and the following headings. Start paragraphs flush with the left margin.

3.1 Headings

Major headings: Major headings or section headings are flush left in bold without underlining and followed by a single line space
Subheadings: Type subheadings flush with the left margin with a bold upper case initial letter and lower case letters. Subheadings are on a separate line between two single blank lines.

3.2 Footnotes

Avoid footnotes, but if you need them, mark footnotes in the text with an asterisk (*); use a double asterisk (**) for a second footnote on the same page. Place footnotes at the bottom of the page, separated from the text above it by a horizontal line.

3.3 Illustrations

Tables: All tables should be produced directly within the text. Each table should have a number and a caption.
Figures: All figures must be in digital form in the appropriate location in the document.
Placement: Tables and Figures must be placed in the appropriate location in the document, as close as practicable to the reference of the figure in the text. While figures and tables are usually aligned horizontally on the page, large figures and tables sometimes need to be turned on their sides. If you must turn a figure or table sideways, please be sure that the top is always on the left-hand side of the page.
Captions: All captions should be typed in upper and lower case letters, centered directly beneath the illustration. Use single spacing if they use more than one line. All captions are to be numbered consecutively, e.g. Fig. 1, Fig. 2, Table 1, Table 2
Copyright: If your article contains any copyrighted illustrations or imagery, please include a statement of copyright such as: (c) SPOT Image
Copyright 19xx (fill in year), CNES. It is the author’s responsibility to obtain any necessary copyright permission. The copyright of your article remains with you.

3.4 Equations, symbols and units

Equations: Equations should be numbered consecutively throughout the paper. The equation number is enclosed in parentheses and placed flush right. Leave one blank line before and after equations. E.g.

(1)
Where c is focal length, x, y are image coordinates, X 0 , Y 0 , Z 0 are coordinates of projection center, X’, Y’, Z’ are object coordinates in ground coordinate system.

Symbols and units: Use the SI (Systeme Internationale) Units and symbols. Unusual characters or symbols should be explained in a list of nomenclature.

3.5 References and/or selected bibliography

References should enable a librarian to supply the quoted paper/book to the reader. References should be cited in the text, thus (Smith, 1987b;
Kawamura et al., 2000), and listed in alphabetical order in the reference section, leaving a blank line between references. The following arrangements should be used:
References from Journals:
Stanford, G., Smith, S.J., 1972.Nitrogen mineralization potential of soil. Science Society America Journal 36, 465-472.
Kawamura, K., Akiyama,T., Watanabe,O., 2000. Estimation of aboveground biomass in Xilingol steppe using NOAA/NDVI. Grassland Science 49(1): 1-9.
Names of journals can be abbreviated according to the “International List of Periodical Title Word Abbreviations”. In case of doubt, write names in full.
References from Books:
Bogdan, A.V., 1977.Tropical Pasture and Fodder Plants. London: Longman,. 205-212.
Robson, M. J., Sheehy, J. E., 1981. Leaf area and light interception . In: Hodgson J, Baker R D, Davies A, et al. Sward Measurement Handbook.
Berkshire: British Grassland Society, 115-139.
References from Other Literature:
Smith, J., 1987.Economic printing of color orthophotos. Arlington, VA, USA: Report KRL-01234, Kennedy Research Laboratories.
Smith, J., 2000.Remote sensing to predict volcano out bursts. In: The International Archives of the Photogrammetry, Remote Sensing and Spatial
Information Sciences Kyoto, Japan: Vol. XXVII, Part B1, , 456-469.
References from websites:
Moons, T., 1999.Report on the Joint ISPRS Commission III/IV Workshop “3D Reconstruction and Modelling of Topographic Objects”, Stuttgart, Germany[EB/OL]. http://www.radig.informatik.tu-muenchen.de/ISPRS/WG-III4-IV2-Report.html.
 


APPENDIX O1 – SUMMARY

Total Income

EXPENSE
Cost Center Description Proposed Revenue Proposed Expenses Net
ADM Administration      
FIN Finance      
HST Host Activities      
LOC Local Arrangements      
PRO Program      
PUB Publicity      
SPO Sponsorship      
STU Student Activities      
TRA Trade Show      
Total Expense        
         
Net Annual Income (Loss)        

 


APPENDIX O2 – Administration

Income Proposed Actual
as of (date)
Sponsorship    
     
Total Income    
     
Expense    
     
Administrative – Office Expenses    
Postage & Shipping    
Telephone & Fax    
Other Misc    
     
Other Administrative Expenses    
Gratuities    
Pre-Conference Planning    
Planning Committee Post-Conference Dinner    
     
SRM Office Equipment & Services    
Computers/Printers    
Copy Machine    
Internet Service    
     
Travel Expenses    
Staff Travel to Meeting    
Meeting Coordinator Pre-Conference Planning    
     
Other Misc Expenses    
     
     
     
     
Sponsorship    
   Postage    
   Telephone    
     
TOTAL EXPENSE    
     
Net Annual Income(Loss)    

 


APPENDIX O3 – Finance

Income Proposed Actual
as of (date)
Seed Money from HQ    
Interest from AM Checking Account    
     
     
Total Income    
     
Expense    
     
Bank Charges/Fees    
     
Contingency Fund    
     
Office Expenses    
   Postage    
   Copying    
   Supplies    
     
Reimbursement of Seed Money    
     
Total Expense    
     
Net Annual Income(Loss)    

 


APPENDIX O4 – Sponsorship

Income Proposed Actual
as of (date)
Copper    
Bronze    
Silver    
Gold    
Platinum    
Diamond    
     
     
Total Income    
     
Expense    
     
Complimentary Booth w/Sponsorship    
     
Complimentary Registration w/Sponsorship    
     
Special Signage    
     
Office Expenses    
Printing    
Postage    
Supplies    
Telephone/Fax    
     
Total Expense    
     
Net Annual Income(Loss)    

 


APPENDIX O5 – Local Arrangements

Income Proposed Actual
as of (date)
Registration Fees    
SRM Member Reg/Life – Early    
SRM Member Reg/Life – Regular    
SRM Emeritus Member – Early    
SRM Emeritus Member – Regular    
Spouse/Guest – Early    
Spouse/Guest – Regular    
Non-Member – Early    
Non-Member – Regular    
Day-Only    
     
Total Income    
     
Expense    
     
Complimentary Registrations    
Affiliated Organizations    
Invited Speakers/Guests    
Staff    
Volunteers    
     
Equipment Rental – Registration Desk    
Server (1)    
Computer Workstations (4)    
Printers (4)    
High-speed Internet Connection    
     
Registration Other    
Computer Network Technician    
Credit Card Processing Fees    
Clerical Services-Data Entry    
Postage    
     
Registration – Promotions    
Lapel Pins    
Tote Bags    
     
Registration Supplies    
Badge Holders/Lanyards    
Badge Stock/Designator Ribbons    
Special Designation Ribbons    
Misc Supplies    
     
Phone-Credit Card Machines    
Miscellaneous    
     
Equipment Rental    
Computers (4)    
Printers (4)    
Photocopier    
Copies    
Radio/Cell Phones    
Scanner    
     
Office    
Postage    
Copying    
Security    
Signs    
Phone    
Misc    
     
Total Expense    
     
Net Annual Income(Loss)    

 


APPENDIX O6 – Host Activities

Income
(Build in 20% profit over cost)
Proposed Actual
as of (date)
Grand Opening Event    
     
Tour Registration Fees    
Technical Tour #1    
Technical Tour #2    
Technical Tour #3    
Companion Tour #1    
Companion Tour #2    
Companion Tour #3    
     
Banquet Fees    
     
Breakfast/Luncheon Fees    
Professional Issues    
Past Presidents/Charter Members    
     
Total Income   $0
     
Expense    
     
Technical Tour #1    
Bus Transportation    
Meals/Refreshments    
     
Technical Tour #2    
Bus Transportation    
Meals/Refreshments    
     
Technical Tour #2    
Bus Transportation    
Meals/Refreshments    
     
Companion Tour #1    
Bus Transportation    
Meals/Refreshments    
Admission Fees    
     
Companion Tour #2    
Bus Transportation    
Meals/Refreshments    
Admission Fees    
     
Companion Tour #3     
Bus Transportation    
Meals/Refreshments    
Admission Fees    
     
Dance    
Entertainment    
Dance Floor    
Cash Bar    
     
President’s Reception    
Cash Bar    
     
Banquet    
Meal Cost/Gratuity    
Table Decorations    
Complimentary Meals    
Entertainment    
     
Breakfast/Luncheons    
Professional Issues    
Past Presidents/Charter Members    
President’s Spouse Tea    
     
Hospitality    
Batteries    
Misc    
     
Total Expense   $0
     
Net Annual Income(Loss)   $0

 


APPENDIX O7 – Student Activities

Income Proposed Actual
as of (date)
Registration Fees    
Student Member – Early    
Student Member – Regular    
Student Non-Member – Early    
Student Non-Member – Regular    
     
Student Conclave Luncheon    
Registration Fees – Student    
Registration Fees – Non-Student    
     
     
Total Income   $0
     
Expense    
Student Conclave    
Food Service    
Business Meeting Refreshments/Gratuity    
Contest Grading Refreshments/Gratuity    
Luncheon Meal Cost/Gratuity    
Tapping the Top Refreshments/Gratuity    
     
Tour    
Bus Transportation    
Meals/Refreshments    
     
High School Youth Forum (HSFY)    
Food Service    
Business Meeting Refreshments/Gratuity    
Professional Interaction Dinner/Gratuity    
Social Refreshments/Gratuity    
     
Tour    
Bus Transportation    
Meals/Refreshments    
     
Other Expenditures    
Awards    
Poster Boards for Employment Office    
Misc    
     
     
Total Expense   $0
     
Net Annual Income(Loss)   $0

 


APPENDIX O8 – Program

Income
(Build in 20% profit over cost)
Proposed Actual
as of (date)
Program    
Advertising    
     
Abstracts    
Advertising    
     
Total Income    
     
Expense    
     
Program/Abstracts    
Abstract Submission Services    
Set-up/Printing    
Searchable CD    
     
Other Expenses    
Poster Boards (40)    
Numbers for Poster Boards    
Plenary Session Room Set    
A/V Equipment    
     
Speakers    
Honorarium/Travel Expenses    
     
Office    
Postage    
Misc    
     
Total Expense    
     
Net Annual Income(Loss)    

 


APPENDIX O9 – Trade Show

Income Proposed Actual
as of (date)
Exhibits    
Commercial Member Booth    
Commercial Non-Member Booth    
Additional Booth    
Government/Non-Profit Booth    
Non-Profit Booth    
Range Club Booth    
Additional Range Club Booth    
     
Sponsorship    
1/4 Coffee Break    
1/2 Coffee Break    
Full Coffee Break    
Trade Show Mixer    
     
Expense    
     
Exhibits    
Booth Setup (pipe/drape/carpet/signage)    
Supplemental Pipe/Drape/Carpet/Signage    
Complimentary Booths    
     
Trade Show Mixer    
Refreshments/Gratuity    
Entertainment    
     
Refreshment Breaks    
     
SRM Silent Auction    
     
Security    
Security Services    
On-site EMS    
Net Annual Income(Loss)    

 


APPENDIX O10 – Publicity

Income Proposed Actual
as of (date)
Pre-Convention TBN    
Advertising    
     
Daily TBN    
Advertising    
     
Total Income    
     
Expense    
     
Pre-Conference Publicity/Advertising    
     
Planning Committee Apparel (shirts/hats)    
     
Logo & Theme    
Artwork    
     
Promotions    
Banners    
Booth Rental    
Brochures/Post Cards    
Postage    
     
Pre-Convention TBN    
Printing    
Postage    
     
Daily TBN    
Printing    
Photography    
Computer/Printer Rental    
Fax/Copy Machine    
     
Rangelands Articles    
Publication (1st 12 pages @ no charge)    
     
     
Total Expense    
     
Net Annual Income(Loss)    

 


APPENDIX P

Purchase/Reimbursement Authorization Form

(Year) SRM Annual Meeting (Location)
PLEASE PRINT LEGIBLY, ATTACH ORIGINAL INVOICE/RECEIPTS
Mail to: Mary Moser, AM Accounting For questions: 303-986-3309
Society for Range Management Email: mmoser@rangelands.org
10030 West 27 th Avenue
Wheat Ridge, CO 80215-6601

(ANNUAL MEETING

LOGO HERE)

Description of Service/Item:
Expected Date of Purchase/Due Date:
Budget Cost Center:
Total Cost/Reimbursement:
Signature of Requestor Date
APPROVED BY:
or
Finance Committee Chair Planning Committee Chair
FOR SRM OFFICE USE ONLY
Payment Date: Check No.
 


APPENDIX Q


 


APPENDIX R

Contributions to the 2008 International Grassland Congress/ International Rangeland Congress in Hohhot, Inner Mongolia Should be Sent To:
Mountain States Bank
1635 E. Colfax Ave.
Denver, CO 80218
Phone 303 – 388 – 3641
ATTN: Society for Range Management Accounts
Routing Number 102000937
Account Number 8055444

 


APPENDIX S1

Washington, D.C. Fundraising IGC/IRC – 2006

Contacts Made as of October 23, 2006
(* Denotes principal contact of O’Rourke in generating letters/contacts)

U.S. Department of Agriculture

Mike Johanns, Secretary of Agriculture
Susan Owens, Dir. Foreign Ag Serv, Res & Scient Exc Div (202-690-4872)
Mark Rey, Under Secretary for Natural Resources and the Environment (Yvette – 202-720-7173, FAX 202-720-0623)
Bruce Knight, Chief, NRCS
* Larry Clark,Dep Chief Science & Technology (202-720-4630)
* Dennis Thompson,Nat Range/Grazing Ecol (202-720-5010)
Pat Shaver (503-273-2407)
Dale Bosworth, Chief, USFS
Joel Holtrop,Dep. Chief Nat For Systems (202-205-1523)
*Janette Kaiser, Nat. Range Leader (202-205-1185)
Anne Bartuska, Research Leader (202-205-1665)
Dr. Chuck Lambert, Under Secretary for Marketing and Regulatory Programs
Jeremy Stump, Act Dep Under Sec (202-720-4256)
Dr. Ron DeHaven, Administrator, APHIS (202-720-3668)
Rick Dunkle, Assoc Admin.
John Payne, Asst Ep Admin (202-720-5601, FAX 202-690-0472, john.h.payne@usda.gov, (Chauncey Robertson)
Paul Eggert, Assoc. Dep Admin (202-720-4441)
Kelly Porter, Intl Programs
Osama El-Lissy, Director Invasive Species and Pest Management
*Alan Tasker, National Noxious Weed Program Manager (301-734-5708)
Dr. Gale Buchanan, Under Secretary for Research, Education and Economics
Merle Pierson, Acting Under Secretary for Research, Education & Economics
Edward B. Knipling, Administrator, ARS -202-720-3656 (Kathy Lonaberger)
Antoinette Betschart, Assoc Admin (202-720-3658)
Pai-Yei Whung, Director Office of International Research Programs (301-504-4545)
* Ev Byington, National Prog. Leader,Rangeland,Pasture,Forage (301-504-4625)
Colien Hefferan, Administrator, CSREES (202-720-4423)
*Dan Kugler,Dep Admin,Natural Resources and Environment (202-401-4555)
Bruce Menzel, Nat Prog Leader, Rangelands (202-401-5016)
Bill Hoffman, Homeland Security Lead (202-401-1112)
*Jim Dobrowolksi

U.S. Department of Interior

Dirk Kempthorne, Secretary of Interior (202-208-3100)
Lynn Scarlett, Acting Secretary of Interior (202-208-3100)
Tom Weimer, Assistant Secretary, Policy, Management and Budget
Acting Assistant Secretary, Indian Affairs
Pat Ragsdale, Director, BIA
Arch Wells, Director of Trust Services
Jeff Loman, Chief, Division of Natural Resources (202-703-8295)
*James Orwin, Soils/Acting as Range representative (202-208-6464)
Mark Limbaugh, Assistant Secretary, Water and Science
Dr. P. Patrick Leahy, Acting Director, U.S. Geological Survey
*Jack Waide, Prog. Cord., Terres.,Freshwater & Marine Ecosys (703-648-4053)
Susan Haseltine, Associate Director for Biology
Dr. Robert C. Szaro, Chief Scientist for Biology (703-648-4048)
Paul Dresler, Program Coordinator, Status and Trends Program
*Dave Pyke (541-750-7334)
Johnnie Burton, Acting Assistant Secretary, Lands and Mineral Management
Kathleen Clarke, Director, BLM (202-208-3801-Lynn Cook)
Ed Shepard, Assistant Director, Renewable Resources and Planning
*Jeff Rawson, Act. Dep.Asst.Dir (202-208-4896)
Rob Roudabush, Acting Div. Chief, Rangeland Resources Division
Jim Hughes, Deputy Director for Policy
*Bob Bolton, Senior Rangeland Management Specialist (202-452-7792)
Matthew J. Hogan, Acting Assistant Secretary, Fish, Wildlife and Parks
H. Dale Hall, Director, U.S. Fish and Wildlife Service
Elizabeth Stevens, Assistant Director, External Affairs
Steven Kohl, Div International Conservation (703-358-1762)
*Phil Million, Chief, Div Conservation Partnerships (703-358-2521)
*Lory Peramore , Div Conservation Partnerships (703-358-2541)

U.S. Environmental Protection Agency

Stephen L. Johnson, Administrator (202-564-1530)
*Jon Scholl, National Agriculture Leader (202-564-7719)
*Tom Wirth, Climate Change Division (202-343-9313)

U.S. Agency for International Development

*Joyce Turk
*Scott Christiansen, Senior Agricultural Development Officer (202-712-4584)
*Dan Miller
Roger Bloom

The H. John Heinz III Center for Science, Economics and the Environment

Thomas E. Lovejoy, President
Anthony C. Janetos, Vice President (202-737-6307)
*Robin O’Malley, Director, Environmental Reporting Program (202-737-6307)

Ecological Society of America

*Katherine S. McCarter, Executive Director (202-833-8773)
Nadine Lymn, Dir Public Affairs (202-833-8773 ext 205)
*Justin Derner, Rangeland Ecology Section Chair (307-772-2433, ext. 113)
Cluff Duke, Dir Sci Programs (202-833-8773, ext 202)

International Association of Fish and Wildlife Agencies

*John Baughman, Executive Vice President (202-624-7890) baughman@fishwildlife.org replaced by Matt Hogan Sept 2006
Donald MacLauchlan, Intl Res Dir (202-624-3600)
Jennifer Mock, Dir Public Affairs (202-624-7890)
Amber Pairis, Science Research Liaison

Wildlife Management Institute

Steve Williams, President (202-371-1808 ext 25)
Dick McCabe, EVP (202-371-1808 ext 24)
Len Carpenter, Western Region Representative, Ft. Collins, CO (970-223-1099)

The Nature Conservancy

Louise Milkman (703-841-7426)
*Susan Hicks (703-841-5336)
*Julie Falkner (703-841-7425, 703-731-3891 cell)
Gary Kania, Senior Advisor, Fish and Wildlife Services (703-841-7426)-Left TNC
Mike Powelson, Director Agency Relations, NW Division (503-230-1221)
Bruce Runnels, Conservation Regional Director, Rocky Mtn. (970-484-2886)
Joni Ward, Director of Research Programs (307-332-2971)
*Bob Unnasch, Sr. Cons. Sci, Glob. Cons. Approach Team(208-343-8826 WW Ext2)

The World Bank

*Chris Finch (202-458-2348)
Jimmy Smith (202-458-7373)

U.S. Department of Defense

Peter Boice, ODUSD (IE) (703-604-0524)
*Tommy Wright (301-904-9450) since moved to U.S. Forest Service

U.S. Department of Homeland Security

(O’Rourke awaiting contact information from Jason Campbell)

GLCI – Grazing Lands Conservation Initiative

John Peterson – (703-455-4387-home: 703-455-6886 office)

National Academy of Sciences – Agriculture and Natural Resources

Robin Schoen – (202-334-2236)

National Science Foundation – Division of Environmental Biology

Penelope Firth, Director – (703-292-8480)

Society for Conservation Biology

Alan Thornhill, Executive Director – 703-276-2384
 


APPENDIX S2

Mark Rey, Under Secretary
Natural Resources and the Environment
USDA – NRE
1400 Independence Ave
Jamie L. Whitten Bldg. Room 217E
Washington, DC 20250
Larry Clark
Deputy Chief Science and Technology
USDA – NRCS
South Ag Building – Room 5006-S
Box 2890
Washington, DC 20013-2890
Bruce Knight, Chief
Natural Resources Conservation Service
USDA-NRCS
1400 Independence Ave
South Ag Bldg. Room 5105 A-S
Washington, DC 20013
Pat Shaver
USDA-NRCS
1201 NE Lloyd Blvd- Suite 1000
Portland, OR 97232 – 1202
Dennis Thompson
USDA-NRCS
National Range and Grazing Lands Ecologist
1400 Independence Ave.
South Ag Bldg – Room 6152
Washington, DC 20013
Joel Holtrop, Deputy Chief
U.S. Forest Service
1400 Independence Ave, SW
Mail Stop 1106
Washington, DC 20250
U.S. Forest Service, C
Dale Bosworth
201 14th Street, SW
Mail Stop 1144
Washington, DC 20024 – 1144
Ann Bartuska
USDA – FS
201 14th St. SW – Room NW
Washington, DC 20250
Janette Kaiser
Director, Forest and Rangelands
U.S. Forest Service
201 14th Street, SW – 3NW
Washington, DC 20250
Jeremy Stump
Acting Deputy Under Secretary
USDA
1400 Independence Ave. SW
Washington, DC 20250
Dr. Chuck Lambert, Undersecretary
USDA
1400 Independence Ave. SW Room 228W
Washington, DC 20250
Rick Dunkle
USDA – APHIS – PPQ
1400 Independence Ave SW Room 302E
Washington, DC 20250
Dr. Ron DeHaven, Administrator
USDA – APHIS
1400 Independence Ave, SW
Room 312E
Washington, DC 20250
John Payne
Assistant Deputy Administrator
USDA – APHIS – PPQ
1400 Independence Ave, SW
Room 302E
Washington, DC 20250
Kelly Porter
USDA – APHIS
1400 Independence Ave, SW
Room 228W
Washington, DC 20250
Osama El-Lissy
Director Invasive Species and Pest Management
USDA-APHIS-PPQ
4700 River Road – Unit 160
Riverdale, MD 20737
Paul Eggert
Associate Deputy Administrator
USDA – APHIS
14th and Independence Ave, SW
J.L. Whitten Federal Building Room 302E
Washington, DC 20250
Dr. Gale Buchanan, Under Secretary
USDA
J. L. Whitten Federal Building
Room 214W
1400 Independence Ave SW
Washington, DC 20250
Alan Tasker
National Noxious Weed Program Manager
USDA – APHIS – PPQ
4700 River Road – Unit 147
Riverdale, MD 20737
Edward B. Knipling, Administrator
ARS – USDA
J.L. Whitten Federal Building
14th and Independence Ave SW
Washington, DC 20250
Merle Pierson, Acting Under Secretary
USDA
J.L. Whitten Federal Building
1400 Independence Ave SW
Washington, DC 20250
Pai – Yei Whung
Director, Office of International Research Programs
USDA – ARS
5601 Sunnyside Ave
GWCC – BLTSVL
Beltsville, MD 20705
Antoinette Betschart
Associate Administrator
USDA – ARS
J.L. Whitten Federal Building
Room 302E
1400 Independence Ave, SW
Washington, DC 20250
Colien Hefferan, Administrator
USDA – CSREES
J.L. Whitten Federal Building
Room 305A
1400 Independence Ave, SW
MS 2201
Washington, DC 20250 – 2201
Evert Byington
National Program Leader – Rangeland, Pasture, Forages
Natural Resources and Sustainable Agricultural Systems
5601 Sunnyside Ave-.Room 4-2278
Beltsville, MD 20705 – 5140
Dan Kugler, Deputy Administrator
Natural Resources and Environment USDA – CSREES
1400 Independence Ave, SW
Washington, DC 20250 – 2210
Jim Dobrowolski
National Program Leader, Rangelands
USDA – CSREES
3212 Waterfront Center
Washington, DC 20250
Bill Hoffman
National Program Leader, Plant and Animal Systems
USDA – CSREES
2424 Waterfront Center
Washington, DC 20250
Anthony Janetos, Vice President
H. John Heinz III Center for Science, Economics and the Environment
1001 Pennsylvania Ave, NW
Suite 735 South
Washington, DC 20004
Katherine S. McCarter
Executive Director
Ecological Society of
America
1707 H. Street, NW – Suite 400
Washington, DC 20006
Robin O’Malley, Program Director
H. John Heinz III Center for Science, Economics and the Environment
1001 Pennsylvania Ave, NW
Suite 735 South
Washington, DC 20004
Matt Hogan
Executive Vice President
Association of Fish and Wildlife Agencies
444 North Capitol St, NW
Suite 725
Washington, DC 20001
Nadine Lymn
Director of Public Affairs
Ecological Society of America
1707 H. Street, NW – Suite 400
Washington, DC 20006
Jennifer Mock
Agriculture Conservation Policy Analyst
Association of Fish and Wildlife Agencies
444 North Capitol St. NW
Suite 725
Washington, DC 20001
Donald MacLauchlan
International Resource Director
Association of Fish and Wildlife Agencies
444 North Capitol St, NW
Suite 725
Washington, DC 20001
Len Carpenter
4015 Cheney Drive
Ft. Collins, CO 80526 – 5332
Steven Williams, President
Wildlife Management Institute
1146 19th Street NW
Suite 700
Washington, DC 20036
Louis Milkman
TNC
4245 N. Fairfax Drive – Suite 100
Arlington, VA 22203
Susan Owens, Director
Foreign Agriculture Service
Research and Scientific Exchange Division
1400 Independence Ave, SW
South Ag Building Room 3229
Washington, DC 20250-1084
Mike Powelson
TNC
821 SE 14th Ave
Portland, OR 97214
Susan Hicks
TNC
4245 N. Fairfax Drive – Suite 100
Arlington, VA 22203
Joni Wood
TNC
258 Main Street – No. 200
Lander, WY 82520
Bruce Runnels
TNC
117 East Mountain Ave – Suite 201
Ft. Collins, CO 80524
  Bob Unnasch
TNC
1109 Main Street, Suite 333
Boise ID 83702
Rob Roudabush
BLM
1849 C. Street NW
MS – LS – 201
Washington, DC 20240
Ed Shepard
BLM
1849 C. Street, NW
MS – LS – 201
Washington, DC 20240
Bob Bolton
BLM
1849 C. Street, NWMS – LS – 201
Washington, DC 20240
Jim Hughes
BLM
1849 C. Street, NWMS – LS – 201
Washington, DC 20240
Dr. P. Patrick Leahy
Acting Director, USGS
12201 Sunrise Valley Drive, MS 301
Reston, VA 20192
Dr. Robert C. Szaro
Chief Scientist for Biology
USGS
12201 Sunrise Valley Drive, MS300
Reston VA 20192
Susan Haseltine
USGS
12201 Sunrise Valley Drive, MS300
Reston, VA 20192
Jack Waide, Program Coordinator
Terrestrial, Freshwater and Marine Ecosystem Program
USGS – Biological Resources Discipline
12201 Sunrise Valley Drive,MS301
Reston, VA 20192
Dave Pyke
USGS, Forest and Rangeland Ecosystems Science Center
3200 SW Jefferson Way
Corvallis OR 97331
Paul Dresler
USGS
12201 Sunrise Valley Drive,MS301
Reston, VA 20192
Chris Finch
The World Bank
1818 H. Street, NW
MC – 9 – 909
Washington, DC 20433
Scott Christiansen
Senior Agricultural Development Officer
USAID/ANE/TS/ENV (AG)
1300 Pennsylvania Ave, NW
Washington, DC 20523 – 4900
Tom Wirth
US EPA
Climate Change Division
1310 L. St., NW (MC 6207J)
Washington, DC 20005
Jon Scholl
Counselor to the Administrator
EPA
1200 Pennsylvania Ave NW,
Suite 2145
ARN MC 1101A
Washington, DC 20460
Peter Boice
DoD Conservation Team Leader
ODUSD(I&E)CO
1225 South Clark Street
Suite 1500
Arlington, VA 22202-4336
Bob Drake
National GLCI Chair
P.O. Box 188
Davis, OK 73030
John Peterson
GLCI Volunteer and Conference Manager
9304 Lundy Court
Burke, VA 22015-3431
Alan Thornhill
Executive Director
Society for Conservation Biology
4245 N. Fairfax Drive
Suite 400
Arlington, VA 22203-1651
Robin Schoen
Director
Board on Agriculture and Natural Resources
National Research Council(Keck 686)
500 Fifth Street, NW
Washington, DC 20001
William Y.B. Chang
U.S. National Science Foundation
Beijing Office
Room 1816 Silver Tower
No. 2, Dong San Huan Bie Lu
Chaoyang District
Beijing 100027
P.R. China
Penelope Firth
Division of Environmental Biology
National Science Foundation
4201 Wilson Blvd., Room 635
Arlington, VA 22230
Sari Soderstrom
Rural Sector Coordinator
The World Bank Office Beijing
Level 16, China World Tower 2
China World Trade Center
No. 1, Jianguomenwai Avenue
Beijing 100004
P.R. China
Montague W. Demment
Director, Global Livestock CRSP
UC Davis
Davis, CA 95616
Irene Bain
Program Officer for Environment and Development
The Ford Foundation
Suite 501
International Club Office Building
21 Jianguomenwai Daije
Beijing 100020
P.R. China
Michael Bandy
AFGC Headquarters
350 Poplar Avenue
Elmhurst. Il 60126
John Bonner
Executive Vice President
Council for Agricultural Science and Technology
4420 West Lincoln Way
Ames, IA 50014-3447
Cal Bagley
Colorado State University
University Mail 1490 – CMML
Ft. Collins, CO 80523-1490
Brant Kirychuk
Beijing Project Office
Agriculture and Agri-Food Canada
Suite 425-426
Grand Pacific Building A
8A Guanghua Road
Chaoyang District
Beijing 100026
P.R. China
Tomi Huszar
Second Secretary (Development)
Embassy of Canada
19 Dongzhimenwai Dajie
Chaoyang District
Beijing 100600
P.R. China
Jason Campbell
Executive Vice President
Society for Range Management
10030 West 27th Ave
Wheat Ridge, CO 80215-6601
Karl Glasenar
Director of Science Policy
ASA/CSSA/SSSA
900 2nd Street, NE
Suite 205
Washington, DC 20002
Ellen Bergfeld
Executive Vice President
ASA/CSSA/SSSA
677 S. Segoe Road
Madison, WI 53711-1086
 

 


APPENDIX S3

AGENDA – IGC/IRC FUNDRAISING, WASHINGTON, DC SEPT. 11 – 16, 2006

(As of Friday, September 15, 2006, 2006)

MONDAY, SEPTEMBER 11

8:00 – JOHN BAUGHMAN – International Fish and Wildlife Agencies, 444 North Capitol Street, NW, Suite 725, 202-624-7890
9:00 – SUSAN OWENS, FOREIGN AG SERVICE, USDA South Bldg Room 3229, 202-690-4872, (Andrew White)
11:00- MARK REY, – J.L. Whitten Bldg Room 217E, 202-720-7173 (Yvette)
1:00 – U.S.F.S. – JANETTE KAISER, 201 14th Street, 202-205-1185
3:00 – EPA – JON SCHOLL, Council to the Administrator/ National Agricultural Leader (Beth is Jon’s Deputy), EPA, 1200 Pennsylvania Ave, NW, Suite 2415, 202-564-1530 (Georgia Bednar 202-564-9816)
4:30 PENELOPE FIRTH (Director) – National Science Foundation – Division of Environmental Biology , 4201 Wilson Boulevard, Arlington, 635N, 703-292-8480

TUESDAY, SEPTEMBER 12

8:00 – LARRY CLARK, DENNIS THOMPSON – NRCS – Deputy Chief Science and Technology and National Range and Grazing Land Ecologist, South Ag Building, Room 5006-S (Larry), Room 6152 (Dennis), 202-720-4630 (Larry), 202-720-5010 (Dennis)
9:30 – GLCI – JOHN PETERSON – MEET AT LARRY CLARK’S OFFICE
11:30 – STEVE WILLIAMS – President, WILDLIFE MGMT. INST. – LUNCH – 1146 19th Street, NW, Suite 700, 202-371-1808 ext 25
1:00 – COLIEN HEFFERAN (ADMIN), DAN KUGLER (Dept. Admin Natural Resources and Environment) and Jim Dobrowolski (National Program Leader for Rangeland/Grassland Ecosystems) – CSREES – J.L. Whitten Room 305-A, 202-720-4423
3:30 – PETER BOICE, Conservation Team Leader – DEPARTMENT OF DEFENSE, 1225 South Clark Street, Crystal City (See detailed instructions on how to get there from Peter’s email with O’Rourke) 703-604-0524

WEDNESDAY, SEPTEMBER 13

9:30 – HEINZ CENTER – ROBIN O’MALLEY, 1001 Pennsylvania Ave NW, Suite 735 South, 202-737-6307
11:00 – Society for Conservation Biology – Alan Thornhill, 4245 North Fairfax Drive, Suite 400, Arlington, 703-276-2384
1:30 – THE NATURE CONSERVANCY – JULIE FALKNER (703-841-7425, 703-731-3891 cell), SUSAN HICKS (703-841-5336), LOUISE MILKMAN (703-841-7426), 4245 N. Fairfax Drive, Suite 100, Arlington
2:15 – NCBA/PLC – Stacey Katseanes, 1301 Pennsylvania Ave., SW, Suite 300, 202-347-0228
3:30 – BLM – KATHLEEN CLARK, Director, ED SHEPPARD, ROB ROUDABUSH, JIM HUGHES, BOB BOLTON – 1849 C St. NW, ROOM 5653, 202-208-3801 (Lynn Cook)

THURSDAY, SEPTEMBER 14

9:00 – ESA – KATHERINE MCCARTER(EVP),CLIFF DUKE(DIR OF SCI.), NADINE LYMM (Dir Public Affairs), JUSTIN DERNER (Chair – Rangeland Section), 1707 H. Street, NW, Suite 400, 202-833-8773
10:00 – UNEP – Clayton Adams (Team Assistant)/ Ashbindu Singh, 1707 H. Street, NW, Suite 300, 202-785-0456
11:00 – CHRIS FINCH – WORLD BANK, 1818 H Street NW Room MC 9-229, 202-458-2348 ( YINGNAN JIA )
1:00 – USAID – SCOTT CHRISTIANSEN, JOYCE TURK, DAN MILLER , Ronald Reagan Building, 14th Street Entrance, 202-712-4584
3:00 – USFWS – STEVEN KOHL (Division of International Conservation), LAURY PERAMORE (Division of Conservation Partnerships) – 4401 North Fairfax Drive, Arlington, ROOM 725, 703-358-1762 (Steve), 703-358-2541 Laury)

FRIDAY, SEPTEMBER 15

8:30 – National Academy of Sciences – Agriculture and Natural Resources – ROBIN SCHOEN (Director) – 500 Fifth Street, NW, Suite 686 – 202-334-2236
11:30 – TRI SOCIETIES – Karl Glasener – met for lunch
1:30 – APHIS – JOHN PAYNE, PAUL EGGERT, ALAN TASKER, OSAMA EL-LISSY, KELLY PORTER , 1400 Independence Ave SW Room 302E, 202-720-5601 (Chauncey Robertson)
3:00 – ARS – DR. ED KNIPLING (Administrator), EV BYINGTON (National Program Leader Rangeland, Pasture and Forages), PAI-YEI WHUNG (Director Office of International Research Programs) – 1400 Independence Ave, SW, ROOM 302A, 202-720-3656 (Kathy Lonaberger)
 


APPENDIX S4

March , 2006
Dear :
In late June – early July, 2008 the International Rangeland Congress and the International Grassland Congress are combining resources to hold the first ever joint Congress between the two organizations. This Congress will be held in Hohhot, Inner Mongolia, People’s Republic of China. We enclose the first brochure announcing this Congress.
This Congress will bring together at least 1000 rangeland/grassland workers from around the world to discuss research, management and policy issues. In addition, we expect at least 500 Chinese grassland/rangeland workers to attend. Pre-congress tours and Mid-congress tours will take Congress delegates into ecosystems very familiar to your employees. The benefit to your organization will be how management systems have changed those vegetation communities and how plants such as crested wheatgrass, native to China but introduced to the U.S., are managed in those systems. The value of the network of contacts your employees can make is without measure.
Professor Hong Fuzeng, the Chair of the Chinese Organizing Committee for this Congress will be in Washington, D.C. the week of June 5 – 9, 2006 and would like to meet with you. Professor Hong is the “grandfather” of grassland management in China. We will accompany Professor Hong and will have Chinese translation available. With these two Congresses meeting together we have considerable need for outside support for publishing of proceedings, conducting mid-congress tours, and assisting as many delegates from developing nations to attend the congress as possible. We do not make a profit on these congresses but rather try to put the majority of the registration receipts and sponsorships into developing country delegate support. Professor Hong would like to visit with you about the assisting in the sponsorship of this Congress. It is worth noting that with these Congresses meeting together it will not be until the year 2011 that the International Rangeland Congress holds its next Congress and 2013 that the International Grassland Congress holds its next Congress.
We look forward to seeing you in early June, , to discuss these possibilities with you. Dr. Karl Glasener, Science Policy Advisor for the Tri-Societies (Agronomy/Crops/Soils), will be calling you soon to set an appointment during the week of June 5 – 9, 2006.
Sincerely yours,
James T. O’Rourke Vivien G. Allen
President, International Rangeland Congress Past Chair, International Grassland Congress
 


APPENDIX S5

July 7, 2006
Dale Bosworth, Chief
U.S. Forest Service
201 14th Street, SW
Mail Stop 1144
Washington, DC 20024 – 1144
Dear Dale:
I want to thank you for the very fruitful meeting you and your staff had with my colleagues concerning support for the International Grassland/International Rangeland Congress to be held in Hohhot, Inner Mongolia, China from June 29 – July 5, 2008. I am deeply sorry that I could not have been with you all. Double abdominal surgeries were not pleasant alternatives.
I understand that there were several questions that could not be answered for you at that time and for that reason I would like to schedule a meeting with you and/or your staff during the week of September 11 – 15, 2006. At that time I will have answers for you on the following issues:

  1. The detailed overall budget for the Congress
  2. The preliminary Program
  3. What various levels of sponsorship “buys” an organization

I would also like to discuss with you and/or your staff what role the Forest Service would like to play in the Congress. I have had discussions with Jannette Kaiser and Dennis Childs from Colorado State University on the interest of holding a symposium/workshop on Sustainable Rangelands. I would also like to include Ann Bartuska in our meetings to determine what level of activity the research branch would like to play. We would, of course, also like to see the Forest Service have a display in the Trade Show.
With a goal of $350,000 that the Chinese Organizing Committee has set for overseas sponsorship, and realistically thinking that over half of this would need to come from the U.S., this leaves us with a goal of approximately $30,000 from each of the seven major agencies playing a role in rangelands/grasslands in the U.S. and with international interests/responsibilities (USFS, APHIS, NRCS, BLM, ARS, CSREES, and USGS). I would like to visit with you and/or your staff about what level of support you might be able to commit to at this time as well as the possibilities of end-of-year 2007 funds and 2008 budgeted monies that we might explore. In the past we have channeled funds from agencies through an account we hold with the Society for Range Management in Denver, Colorado. We can provide those details during our meetings.
Jason Campbell, the Executive Vice President of the Society for Range Management, will be contacting you to set up a meeting date and time for the week of September 11 – 15, 2006. I look forward to visiting with you at that time, hoping to keep the surgeons at bay.
Sincerely yours,
James T. O’Rourke, President
International Rangeland Congresses

  1. Joel Holtrop

Jannette Kaiser
Ann Bartuska
 


APPENDIX S6

James T. O’Rourke, President
International Rangeland Congress
61 Country Club Road
Chadron, NE 69337
Tele: 308-432-5954
FAX: 308-432-6369
Email: jorourke@csc.edu
March 28, 2007
Joel Holtrop, Deputy Chief
U.S. Forest Service
1400 Independence Ave, SW
Mail Stop 1106
Washington, DC 20250
Dear Joel:
I want to thank you for your sponsorship of the 2008 International Grassland and International Rangeland Congress to be held in Hohhot, Inner Mongolia June 29 – July 5. Because of that sponsorship I want to keep you abreast of the activity of the Congress.
I am enclosing a copy of the Second Announcement which, most importantly, includes the Call for Papers. You will also find information on the Trade Show/Exhibits, Tours (Pre-congress, Post-congress and Mid-congress), Workshops and Delegate Sponsorship. You will also find your organization listed in the Sponsoring Organizations.
We would appreciate your bringing this Congress information to the attention of all of your employees. Realizing that this Second Announcement is a bit long to be included in total in a newsletter or other such vehicle you use to send out information to employees of the organization we would appreciate it if you could remind them to look at the website www.IGC-IRC2008.org and if you could also post the summary of that Second Announcement, which I also enclose here, in your newsletter, email flashes, etc., any of which may reach the employees or partners of your organization.
Thanks again for your tremendous support for the Congress. We look forward to seeing you in Hohhot.
Sincerely yours,
James T. O’Rourke
 


APPENDIX S7

September 25, 2006
Janette Kaiser
Forest and Rangeland Management
U.S. Forest Service
1400 Independence Ave., SW
MS 1103
Washington, DC 20250-1103
Dear Janette:
I want to thank you and the Range Management staff for meeting with us on September 11, 2006 concerning the joint International Grassland/ International Rangeland Congress to be held in Hohhot, Inner Mongolia from 29 June to 5 July 2008. I want you to know that yours is the first, and largest, agreement that we have in hand. I would also like to follow up on the conversations that we had to see where we go from here.
Ron Keil had the agreement ready for us before I left town that week, Jason Campbell signed it to allow funds to be transferred to our account at the Society for Range Management in Wheat Ridge, Colorado, and I have a copy of the agreement in hand. When do you expect that transfer of funds to take place?
I also have the draft proposal that you provided for me on the day of our meeting, as well as the earlier abstract of the symposium that Dennis Child prepared some time ago, for the symposium and pre congress workshop that you have in mind. Last week Dennis called me and he brought me up to date on the effort that he has ongoing in Inner Mongolia with range scientists there and the background for the proposed pre congress workshop and symposium. He has a proposal before the World Bank to fund part of his work and as I will be meeting with the World Bank while I am in Beijing in early November he is going to prepare a large packet of information for me to allow me to encourage the Bank to fund this activity, which is the basis, along with the work of the Sustainable Rangeland Roundtable, for your pre congress workshop and symposium. It look to me like the stage is set for a very successful workshop and symposium at the 2008 congress.
Again let me thank you for the enthusiasm you have shown for this event. Please let me know what I need to do next from my end to assist.
Sincerely yours,
James T. O’Rourke
 


APPENDIX S8

Washington DC Hotels – IGC/IRC Fundraising – June 4 – 11, 2006

  1. Days Inn – Silver Spring – 5 blocks from Silver Spring Metro $75.00
  2. Super 8 Washington Downtown DC -10 minute walk from metro ( I think the New York Ave/Florida Ave/Gallaudet College Metro) – $90
  3. Gallery Inn – 3 blocks from Dupont Circle Metro – $90 (Note: I was not very impressed with the manger of the hotel whom I talked to)
  4. Adams Inn – 7 blocks to Woodley Park Zoo Metro – $95
  5. Kolorama Guest House – 4 ½ blocks from Woodley Park Zoo Metro – $120 (Note: This is a guest house which closes its doors at 10:00 PM – She would put us all in one guest house)
  6. Windsor Park Hotel – 1 block from Woodley Park Zoo Metro – $127
  7. Connecticut Avenue Days Inn – 1 ½ blocks from Van Ness/UDC Metro – $139
  8. Channel Inn – 5 blocks from L’Enfant Plaza Metro – 7 blocks from National Mall – $139
  9. Holiday Inn Alexandria Telegraph Hill – 1 block from Eisenhower Metro – $142