CONFIDENTIAL & RESTRICTED Jaina Convention Planning Address COVID19 Conundrum
CONFIDENTIAL & RESTRICTED JAI AINA Con Conventi tion Pla Plannin ing Sp Speci ecial mee eetin ting g Participants • JAINA Executive Committee ( Includes YJA, YJP representatives ) • JAINA Convention Planning Committee • JAINA Ombudsmen Committee • Florida Convention Local Planning Team Prior Showcased* to EC, BOD, Convention Planning teams *Continually updating with relevant information
CONFIDENTIAL & RESTRICTED JAINA 2021 Convention showcase 1. Primary JAINA Focus : Orlando Site 2. Address COVID19 Jitters 3. Convention Options 4. FL team feedback 5. Guidance sought
CONFIDENTIAL & RESTRICTED JAINA 2021 - Florida Showcase • Primary Jain Center/Society Hosts 1. Jain Society of Central Florida (Orlando) 2. Jain Society of Tampa Bay (Tampa) 3. Jain Center of South Florida (Miami/Ft. Lauderdale) • JAINA Received intent email from all three sanghs. • Florida team continue to fine tune and due diligence • Total areas Jain families ~450 • Will need significant Guidance & assistance from JAINA
CONFIDENTIAL & RESTRICTED JAINA 2021 : Orlando Site Plan
CONFIDENTIAL & RESTRICTED JAINA 2021 : Orlando Site Plan
CONFIDENTIAL & RESTRICTED JAINA 2021 : Orlando Site - Highlight Convention Site ( Photo Album ) 1. Orlando Convention center (OCCC) (Site Plan) • Main Staged hall (Theatre seating Capacity 7000+) • Breakout areas (15 individual areas can be configured per need) • Vendor Booths • Temple & Staging areas • Sky bridge connected to Hyatt Regency • Cost 50k ( Facility, Chairs, stage ) – Reserved for 2-5 July 2021 2. Hyatt Regency (Site Plan) • Meals : Banquet facility - Capacity 2500+ with Table chair • Hotel – Hyatt Regency 1500+ Rooms (Room Rates - promising outcome ) • YJA/YJP breakout areas • Additional Breakout areas as needed • Cost 40k ( facility, Food buyout, Chairs-Tables ) - Reserved for 2-5 July 2021
CONFIDENTIAL & RESTRICTED
CONFIDENTIAL & RESTRICTED JAINA 2021 : Orlando Site Plan - Hyatt
CONFIDENTIAL & RESTRICTED JAI AINA 202 2021 : Orla Orlando Sit Site e – OCC OCCC C Logi Logisti tics O range C ounty C onvention C enter – OCCC Center • Dates & Facility Blocked – Facility cost 50k • Contract being reviewed with FL Legal team • Modern Facility • Chairs & Tables included • Reasonable Day Parking option - $10/day Daytime Only • A/V Tap charges • Special Registration area • All meals planned at Hyatt • in-person discussion with Orlando visitor bureau
CONFIDENTIAL & RESTRICTED JAI AINA 202 2021 : Orla Orlando Sit Site e – Hyatt t Logi Logisti tics s Hyatt Regency – Meals - Across from Convention • Dates & Facility Blocked – Facility & Kitchen Cost 40k • Contract Received – Being reviewed with FL Legal & BAPS • Modern Ballroom banquet facility • Chairs & Tables included • No Resort Fee ( Normally $30/Night ) – On request basis at Check-in • Parking - $11/day ( Normally $26 ) • Room Rates : Single/Double - $119 • Three ways to connect between Convention & Hyatt 1. Walk – cross road (Photo 1, Photo2) 2. Covered Skyway/Walkway (Photo 1, Photo 2) 3. Senior Shuttles (Photo)
CONFIDENTIAL & RESTRICTED JAI AINA 202 2021 : Orla Orlando Sit Site e – Ca Cater erin ing Logis Logistic ics Meal Catering : • Active discussion with BAPS Orlando • In-person Visit with Orlando BAPS Catering Team - Feb • Preliminary menu based on past conventions for Contract with built-in Flexibility to make changes at a later stage • Catering contract also need to be signed soon • The caterer team visit is planned with Hyatt Kitchen facility manager for synch up.
CONFIDENTIAL & RESTRICTED JAINA : Convention COVID19 Challenges • COVID19 pandemic has challenged regular lifestyle for the all in unprecedented way • COVID19 Preventive vaccine v/s Managing sickness solution – still unclear • COVID19 Cure timeline, effectiveness are still unclear • Normalization timeline is unclear – Cases spiking in FL – First/Second wave …. • Recent Headline: Without a predictable avenue to safely bring together thousands .. Cancelling March 2021 conference… Oscar Awards delayed … Restrictions re - imposed… • COVID19 infection is highly infective and affects all; but disproportionately elders (Half of the Convention attendees) • Convention’s main draw is actual in -person physical interactions and of course - good food, programs, entertainment, costs, proximity • Convention is usually major platform for fund raising and JAINA brand • Normalization timeline of personal, professional life will be priority • Our want, need for quick normalization v/s reality has likely big variance • Normalization of Travel is unclear – Domestic and International
CONFIDENTIAL & RESTRICTED JAINA : COVID ID19 19 Chal hallenges s – Con onvention Options After careful analysis, suggestions and various discussions over last few weeks, we have come up with below list of possible Convention options. Lets go over Pro-Cons of each. 1. In-Person Convention – July 2021 2. Virtual Event – July 2021 3. Postponed In-Person Convention by 1 year 4. Cancelled Convention
CONFIDENTIAL & RESTRICTED JAINA : COVID19 Challenges – Physical Convention Challenges Positives • Social distancing difficult to achieve • In-person Interaction • Health safety measures cost increase • Fund raising platform • Restriction on attendee numbers, additional volunteers/workers – Raise cost for all • National & International scholar • Fund raising challenge – Challenging economic landscape - Prohibitive participation is big draw • Difficult to protect Seniors/Elder health wise • Coveted Family/Friends get-to- • Unfortunate Covid19 flare-up attributed to convention – damage to JAINA brand, liability Risk, gather and leadership wisdom questioned • International scholar participation unknown • Entertainment • Travel cost higher • Cancellation at late stage – Financial burden, • Unique event occurs only Planning & logistic nightmare, bi-annually • Sponsoring community enthusiasm challenge with unknowns & uncertainty • OCCC hold till Aug end with 72 Hour Notice caveat
CONFIDENTIAL & RESTRICTED JAINA : COVID19 Challenges – Virtual Event Positives Challenge • Uncharted territory • Social distancing is not an issue • Not the same / not traditional Convention • No Restriction on attendee numbers, • Lack of In-person Interaction additional volunteers/workers • Seniors/Elders protected from COVID19 • Fund raising challenge – Challenging economic landscape, registration fees from social gathering • Missing Traditional convention catering, • Reduced – damage to JAINA brand and social interactions liability Risk • Raise technical challenge and uncharted IT • Facility, Travel & Catering cost non-issue cost management – Parallel streams, • Remote International scholar switching, bandwidth considerations participation • Entertainment is not the same • Cancellation Risk avoided • Unique event occurring only bi-annually – not same • Sponsoring community burden & • Usual technically challenged participants enthusiasm managed • Possible to raise some funds via Ad-space • Difficult to expect active & enthusiastic participation
CONFIDENTIAL & RESTRICTED JAIN AINA A : C : COVID VID19 Challe hallenges – Postpon one Conventi tion on by by 1 Year Positives Challenges • Substantial possibility of Normalization • Angst of postponed Convention • Unlikely Restriction on attendee numbers • New JAINA leadership concept tied to • Social distancing may be present but likely normalized • Health safety measures cost likely non-factor hosting successful convention • Challenge subsided to protect Seniors/Elder health • Synch with YJA – Concerns raised wise • Traditional Family/Friends get-to-gather • Need to adopt unprecedented • Convention after long wait measures to address complexities • Active & enthusiastic participation likely • By-laws regarding convention in odd year • Sought after major International scholars participation recovered • Challenge with next EC cycle • In-person Interaction • Past Commitments • Fund raising platform – • Adoption of Tight financial controls • Most economic models show recovered landscape for JAINA for min 1-2 year • Health safety measures cost likely non-factor • Financial terms for convention facility • LIVE Entertainment unknown – New landscape • Hosting community enthusiasm elevated due to significant reduction in uncertainty.
CONFIDENTIAL & RESTRICTED JAIN AINA A : C : COVID VID19 Challe hallenges – Cance celled led Conventi tion on Challenges Positives • Serious breach of Dogma by Cancelled • COVID19 concern addressed Convention • Constitution has provision for • Serious Financial challenge cancellation • New JAINA leadership concept tied to hosting successful convention • Unprecedented challenge to address administrative complexities • Leadership capability check (Convention) • Past Commitments • Will break tradition of having face to face regularly • Gap of FOUR years - Convention will never be looked at the same way
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