Professional Fitness Association

Annual ConferenceSeptember 18th-20th 2009Hilton Logan Hotel Boston, Massachusetts

Group 11 Andrew Manguart Daniel WernerDavita Mabourakh Julia LevyMarguerite McNulty Morgan Lindsay

150 guests Weekend convention Focus on education of new fitness

technology Attendees will be members of fitness

community: gym owners, personal trainers, and wellness professionals of high caliber

1 of 2 conventions put on by PFA yearly Chance to meet other fitness professionals

and learn about business opportunities

One of the first steps in the event production process

Event website designed for ease of use of attendees

Will have access through website to general info about event, conference schedule, registration, guest speakers, workshops, hotel info, cuisine choices, contact information, and sponsors

PFA Annual Conference 2009

We will be renting out the Hilton Logan Boston Airport Ballrooms, specifically the New England Ballroom, which comes with the option of several smaller rooms for use and well as the International Rooms, and Middlebury Banquet Hall.

The Hilton will be providing us with overhead projectors for each room, as well as pull down screens, microphones, and podiums. Their staff will be responsible for set up in each room and will also be on hand if there are any electrical problems that we need help fixing.

Goody Bag: We will be giving away a with the Pro Fitness Association Logo emblazed on the front, and will include

sample Nano Vapor supplement: provided from our Gold Sponsor, Muscle-Tech

PFE product info/coupon packet: from our Silver Sponsor, Precision Fitness Equipment

2 free passes to FitCorp: compliments of our Bronze Sponsor, FitCorp

We will be responsible to purchasing the bags to hold all the materials, and also will be producing our own product information packet to have available to take during registration and checkout.

Target market: all active association members in the United States Invitational emails Website Small ad in National Fitness Trade

Journal▪ 6 monthly issues▪ Ad placement includes: attention-grabbing

headline, copy no more than seven (7) lines, contact info on the 8th line, and 64 characters per line

Sponsors will be given opportunities to chose a

package that fits their promotional and budgeting

needs. The Audience is very specific and likely to

respond well to face time with businesses that

are present at the convention. Therefore we will

be offering 3 different sponsor packages:

GOLD $10,000 SILVER $7,500 BRONZE $5,000

Benefits include: 4 complimentary tickets to attend

Custom sponsorship sign and product placement at front entrance of the venue (product distribution/sales opportunity)

Informational booth set up outside convention room during registration Logo placement as a sponsor of the event in all publications and

advertisements for the Fitness Convention A large logo on the sponsorship board of the event

The Pro Fitness Association website The logo on all event banners, posters, and promotional items

Benefits include: 3 complimentary tickets to attend

Custom sponsorship sign and product placement at peninsula position during expo

Informational booth set up outside convention room during registration

Logo placement as a sponsor of the event in some publications and advertisements for the Fitness

Convention A logo on the sponsorship board of the event

The Pro Fitness Association website The logo on all event banners, posters, and

promotional items

Benefits include: 2 complimentary tickets to attend

Custom sponsorship sign and product placement during expo Informational booth set up outside convention room during registration

Logo placement as a sponsor of the event in some publications and advertisements for the Fitness Convention

A logo on the sponsorship board of the event The Pro Fitness Association website

The logo on all event banners, posters, and promotional items

$1,750/booth Opportunity to sell

their products/services at a discounted price

Increase brand awareness

Expo: Location: International

Ballroom A & B▪ 1,848 sq ft▪ 61.92’ x 31.83’▪ Max Capacity: 250

people

Close Grip Power Plate GNC Robeks Fruit

Smoothies Nike Clothing and

Apparel

1. Muscle-Tech, 2. Precision Fitness Equipment, 3. FitCorp, 4. Nike Clothing and Apparel, 5. GNC, 6. Robeks Fruit Smoothies, 7. Close Grip, 8. PowerPlate

Peninsulas (spots 1, 2) 12’ x 7’ 84 sq ft

Spots 3, 4, 5, 6, 7, 8 6’ x 7’ 42 sq ft

7’

12’

Event Planners

Fitness Instructors

Guest Speakers

Hotel Staff and Security

Volunteers

All meals will offer a selection of both meat and vegetarian plates.

Alcoholic beverages will not be included in the event fee Onsite - Berkshires and Connolly’s Pub Several bars and pubs within walking

distance Coffee and juice will be served in between

workshops and sessions during breaks Water coolers will be readily available

during workshops

Crisp Romaine and Herbed Croutons,Shredded Parmesan Cheese Classic Caesar Dressing

Crisp Romaine and Herbed Croutons,Shredded Parmesan Cheese Classic Caesar Dressing

Hors d’Ouevres Portobello Mushrooms with

Sun-dried Tomato, Goat Cheese and Pesto

Crispy Shrimp Tempura with Chile and Soy Dipping Sauce

Roasted Tomato Bruschetta with Cilantro Pesto

Mini Chicken Saltimbocca Bites

Fresh Mozzarella and Roma Tomato with Basil

Breakfast Buffet Chilled Orange, Grapefruit and

Cranberry Juices Farm Fresh Scrambled Egg, Country

Sausage, American Cheese on a Flaky Croissant

Farm Fresh Scrambled Eggs, Bacon, and Cheddar Cheese Burrito

Fresh Fried Egg, Canadian Bacon and Melted Cheese on a Toasted English Muffin

Selection of Kellogg Cereals Sliced Fresh Seasonal Fruit and Mixed

Berries Assorted Dannon Yogurt Freshly Brewed French Roast Coffee and Assorted Bigelow Teas

Lunch Buffet Gulf Shrimp and Mango Salad with Spicy

Lilikoi Vinaigrette Grilled Chicken and Pineapple Lo Mein

Salad with Sesame Soy Dressing Vine Ripened Tomatoes, Fresh Mozzarella

and Basil Roasted Sirloin of Beef with a Wild

Mushroom, Dried Cranberry and Cannelloni Bean

Ragout Baja Grilled Chicken with Fresh Avocado,

Caramelized Shallots and Melted Gruyere Cheese

Sun Dried Tomato Beurre Blanc Saffron Basmati Rice, Asparagus and Red

Pepper with Lemon Herb Butter Warm Artisan Baguettes, Ficelles and Rolls Gourmet Pastries

Afternoon Breaks Vegetable Crudités with

Creamy Peppercorn Dipping Sauce

Sliced Fresh Fruit and Mixed Berries with Dannon Yogurts

Assorted Granola, Nutrigrain and Power Bars

Assorted Juices and Tropicana Fruit Smoothies,

Poland Spring Waters

Formal Dinner First Course

▪ Maine Lobster Bisque▪ Tomato Basil Bisque

Salad Course▪ Mixed Greens with Shredded Carrots, Kalamata Olives, English Cucumbers,

Red Peppers - Raspberry Vinaigrette▪ Ceaser Salad Crisp Romaine and Herbed Croutons,Shredded Parmesan

Cheese Classic Caesar Dressing

Entrée Options▪ Balsamic Grilled Filet Mignon of Beef with a Cabernet Reduction▪ Shrimp Sorrento with Chervil Roasted Garlic Butter▪ Chicken Duxelle en Croute▪ Porcini Mushroom and Ricotta Ravioli

Dessert▪ Individual Tiramisu with Raspberries and Chocolate Sauce ▪ Individual New York Cheesecake with Raspberry Sauce

2 workshops will be held: Nutrition &Wellness and Building a Business

Prominent members of PFA chosen to speak each year with new ideas and successes they have had personally

3 fitness instructors chosen from members of PFA and convention attendees for group fitness

Each will lead a group fitness training class Pilates, cardiovascular training, strength

training Will pay a discounted price

Jackie Warner and David Zinczenko Benefits

Boston Limousine Service Round trip first class tickets Suites Gift basket Dinner at Berkshires

Meal and security staff provided by the Hilton

A detailed emergency plan is located in each of the convention attendees rooms as well as the conference space

Volunteers will be recruited from the Carroll School of Management at Boston College

There will be 15 volunteersEach volunteer will receive credit for

volunteering at the Professional Fitness Association Annual Conference and will receive a certificate of participation

Greet convention guest speakers and attendees at the airport

Check in and registration Facilitate the movement to and from

guest speaker sessions, workshops, meals, and vendor expositions

An informational session detailing these responsibilities will be held before the event at approximately 2:30pm

Volunteers must arrive at 2:00 pm the day of September 18th

When they arrive they must first check-in and then they each will receive a volunteer shirt

Emergency Procedure 24 hour hotel emergency response team

ready for any potential emergencies or problems

Hotel emergency # 66 Paramedics, fire department and police

are located within 4 minutes of the hotel PFA Employees are CPR/First Aid

certified

All participants will sign a waiver in case of injury

Injury potential is low because attendees have a lot of experience with fitness equipment and proper safety techniques

Hotel is in compliance with American with Disabilities Act (ADA) but must notify 1 week in advance of any extra needs

Hotel security and first aid is on hand at site and is included in our convention fees and costs

Venue Rental - $30,000 budgetIncludes:

▪ Hotel Security and Staff▪ Audio Equipment▪ Tables and Chairs▪ Catering Staff▪ Food (2 breakfasts, 2 lunches, 1 reception, 1

dinner)▪ Hotel rooms for staff

Key Note SpeakersSpeaker fees: $40,000

Travel: $1,018

Hotel: $880

MarketingEmail: Free

Website: Free

Trade Journal Ad: $1,800

Staff Travel: $3,120

Transportation: Shuttle

service

MiscellaneousRegistration Packets: donated by sponsors

Staff/Volunteer Apparel: $250

Stationary Supplies: $150

Liability Insurance: provided by hotel

TaxesService and State Tax: $4,000

Administration Fees: $2,400

Contingency: $500

Registration Fees $310 (Early Bird) $350 (Regular Registration) $400 (Day of)

Sponsorships $10,000 (Gold) $7,500 (Silver) $5,000 (Bronze)

Vendors $1,750 (5) = $8,750

Total Income: $82, 250

Total Expenses: $77,718

PROFIT = $4,532 Goal of Organization is not to make

large profits. Mostly just educational and professional. Profits are helpful to put towards other organizational ventures and future convention budgets.

Thank You