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University of Missouri Extension
County Program Director Conference
April 23-24, 2008
Stoney Creek Inn and Conference Center
Columbia, Missouri
2008 County Program Director Conference Information
About Participation, Lodging and Travel Policies, and Ordering Promotional Items
The County Program Director Conference Planning Committee is working hard to plan a successful conference. It is important for everyone (participants, presenters, speakers) to register through the official registration process to determine room sizes, meal attendance and other key factors that make a conference successful.
Participation:
Q: Who can attend the annual conference?
A: Conference registration is required for County Program Directors who have five years or less experience in the CPD role. Attending the conference is optional for CPDs who have more than five years of experience in the CPD role. Also, the conference is for individuals who anticipate or have interest in becoming a County Program Director or are directly involved in the supervision and/or administrative and program support of the County Program Director role (this includes Regional Directors, Program Directors and members of the Vice Provost and Director of Extension staff). Regional specialists who do not have the County Program Director title will need the approval of their regional director, and campus-based administrative staff will need the approval of Beverly Coberly, Director of Off-Campus Operations before registering. If you have questions about your eligibility to participate consult your supervisor.
Q: What is considered appropriate attire for the conference?
A: This is a professional conference and will include university officials as presenters and visitors who may be wearing formal business attire. Attire should reflect a professional image as well as be comfortable for traveling and conducive to a learning environment. The term “business casual” best describes the type of attire for the conference.
Travel and Meals:
Q: Do I have to carpool to the conference?
A: Carpooling and group travel is expected to save on travel expenses. Persons who are not able to carpool for legitimate reasons should request prior approval from the appropriate Regional Director or campus-based supervisor.
Q: Which meals will be covered as I travel to and from the conference?
A: The University will pay for dinner on the night of April 22 for those who are approved for an overnight stay prior to the start of the conference (traveling more than 4 hours) and leaving for Columbia by 7:00 pm. Breakfast, on April 23, will be provided by Stoney Creek Inn as part of the room fee. Requests for meal reimbursement during travel to and from the conference should be submitted only where travel time and conference business necessitates a meal on the road that is consistent with University travel reimbursement policies.
Q: What about meals during the conference?
A: On April 23, the conference includes lunch and a break. On April 24, breakfast (provided by the Stoney Creek Inn as part of the room fee), a break and lunch will be provided. Dinner on the evening of April 23 will be "on your own" so that CPDs and other conferees may network in small groups at the restaurant of their choice. Each conferee will be reimbursed up to $21.50 (including tips) for the April 23 dinner. Requests for dinner reimbursement should be submitted on a University travel voucher using the codes that will be provided in the conference program booklet.
Hotel:
Q: How do I arrange for my hotel stay?
A: We have blocked a number of rooms at Stoney Creek Inn Conference Center located at 2601 S. Providence Road, Columbia. All room reservations will be made by the MU Conference Office with information provided by Ruth Jeffries, NE Region Administrative Associate. To make your hotel reservation, complete the CPD Conference Housing Request form and email or fax it to Ruth Jeffries, jeffriesr@Missouri.edu; 573-769-2071 by April 11. When completing the Housing Request form, you will be asked to submit the name of your chosen roommate. All room reservations are on a dual-occupancy basis unless there is a reason in keeping with the American Disabilities Act that requires one to room alone. Those who want to request single occupancy based on this Act should complete and send the Special Travel and Housing Request form to their supervisor for approval. Also, those traveling a distance of more than four hours may request approval for lodging on April 22 by sending the Special Travel and Housing Request form to their supervisor for approval. The Regional Director or campus-based supervisor will submit the request form to Ruth Jeffries by April 11 indicating approval for your single occupancy lodging and/or approval for lodging on April 22. Special Travel and Housing Request form.
Q: What if I don't select a roommate?
A. If you do not select a roommate on the online registration form, or type in “single room request submitted” a roommate may be assigned to you. Hotel rooming lists will be reviewed so that direct-billing information is accurate.
Q. I am a fairly new employee and I don't know many people yet. Is there a way that I can learn of others who are looking for a roommate?
A. If you need to find a roommate, contact your regional director or supervisor. This person may be able to assist you. Or, complete the Housing Request form, except for roommate’s name, county and region. At the bottom of the form, check the following statement “I do not have a roommate at this time. Please give my name to other conferees who are seeking a roommate.” Send this form to Ruth Jeffries as soon as possible. Your name will be shared with other conferees who checked the same statement at the bottom of the Housing Request form.
Q: Which nights will be covered for attending the conference?
A: Hotel bills will be paid by direct-billing for conference participants for the night of April 23th. Those traveling a distance of more than four hours may request approval for lodging on April 22. Those who want lodging on April 22 should send the Special Housing Request form to their supervisor for approval. The Regional Director or campus-based supervisor will submit the form to Ruth Jeffries by April 11 indicating approval. Approval must be secured before hotel reservations are made. Special Housing Request form
Q: Can I make charges to my hotel room?
A: The hotel rooms will be direct billed to the University. Guests should provide a credit card at the time of registration to pay for any additional expenses charged to their room. Accounts should be settled before leaving the hotel.
Q: I live in Columbia. Should I plan to stay in a hotel for the conference?
A: Those residing in Columbia or the surrounding area that do not usually stay overnight in Columbia when traveling here on University business will not be expected to spend the night in Columbia during the County Program Director Conference. They would be expected to commute as usual. Specific questions about this should be discussed with your supervisor, who will make recommendations for exceptions.
Ordering Promotional Items
Q: Will Extension Publications offer a discount on promotional items for CPD conference attendees this year?
A. Extension Publications will offer a 10 percent discount on promotional items ordered via e-mail before 2 p.m. Tuesday, April 22, and also during the CPD conference on April 23. A table with samples featuring marketing items will be on display and orders will be taken during registration between 10 am and 11:30 am. All orders can be picked up between 9:30 am and 12:30 pm on Thursday, April 24. Payment must be made with a MoCode or a check, or be billed to the county office.
Extension Publications will send order forms via e-mail soon after conference registration opens. If you have any questions, please contact Andy Emerson at emersona@missouri.edu
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