TO: 2010 CYY Presenter

FROM: Sheila Hirsch, Supervisor
             Early Childhood Education Section, DESE

RE: 2010 Conference on the Young Years
       March 11-13, 2010

DATE: January, 2010

Thank you for agreeing to present at the 37th Annual Conference on the Young Years. The theme of the conference is The More We Know, the More They Grow! Planting Seeds for Success, and we are extremely excited about this year’s line-up of keynote speakers and presenters.

Remember that all correspondence is being made through you as the lead presenter, so please share the information with your co-presenter, if applicable.

The conference registration fee (Friday and Saturday) for the presenter (and one co-presenter, if indicated) and one night’s lodging at Tan-Tar-A will be complimentary. If you are presenting on Friday and/or Saturday and plan to attend Thursday’s Pre-Conference, the registration fee is $70.00. Due to budgetary constraints, we ask that you share a room when possible as we can only furnish one night’s lodging expenses for one sleeping room. Room reservations will be made by Custom Meeting Planners under the presenter’s name. We will reserve extra nights at your request with the understanding that you will be responsible for payment.

This year our presenters are able to register, request lodging, and request audio visual needs on-line. Please click on the link listed below, and mark “Lead Presenter” or “Co-presenter” as your registration type (only one lead presenter per presentation). Please complete the registration process on-line, and you will receive an immediate confirmation message with your presentation choices. Should you need to make any changes or additions, or have any questions regarding the on-line process, please contact Custom Meeting Planners at (573) 445-2965 or by email at Jamie@custommeetingplanners.com. The conference registration deadline is February 19, 2010.  If you need to cancel your registration, you will need to submit a request in writing.  The refund deadline is February 11, 2010.  No refund requests will be granted after February 11, 2010, but substitutions will be allowed

You will be contacted one week prior to the conference with your presentation room assignment, maximum number of participants the room will hold, and the number of participants registered for your presentation. Please keep in mind this number can change due to the ticket trading option participants have at the conference. If you have questions after reading it, please feel free to contact our office at (573) 751-2095.

Please complete the on-line registration process as soon as possible, but no later than February 1, 2010 at 12:00 noon. Any cancellations in room reservations need to be made 72 hours in advance to Jamie Schieber at Custom Meeting Planners at (573) 445-2965 or by email at jamie@custommeetingplanners.com. Room reservations that are not cancelled within 72 hours will be billed directly to the assigned occupants by Tan-Tan-A Resorts.

In an attempt to provide Tan-Tar-A and the conference planners with the necessary information for planning a successful conference, your timely response is required. The Early Childhood Education section would like to thank you in advance for your quick attention to this request. If we have not received a response from you by February 1, 2010, we will assume that you do not want lodging or conference registration.

Again, thank you for your participation in the 2010 Conference on the Young Years!

ONLINE REGISTRATION IS NOW CLOSED. Please contat Jamie Schieber with Custom Meeting Planners, Inc at (573) 445-2965

Guidelines for Presenters at Conference on the Young Years 2010

At the Conference:

  • A planning committee member will check with you at the beginning of your presentation to make sure that everything is set up correctly. The planning committee member will be glad to be of assistance, but since they will be busy collecting tickets for the presentations, please have someone available to distribute handouts, etc. We also ask that due to the limited amount of time between sessions, you need to plan the set up and clean up of your presentation accordingly and leave the meeting room in a timely manner so that the next presenter may set up.

  • You are asked to make your own introduction and to begin and end your presentation on schedule. Your presentation must fill the entire time allotted for the session in which it is scheduled.

  • Avoid reading and lecturing to conferees. Repeat questions from audience members before giving the answer, as the rooms are large and it may be hard for other to hear them without the use of a microphone.

  • If you have any questions or concerns during the conference, please contact us at the conference registration table located in the Grand Ballroom foyer.

Materials and Equipment:

  • Do not sell a product or service. If you have a product or service that you would like to sell, you will need to purchase booth space in the exhibit hall.

  • A podium, microphone and 2 tables will be provided. Please use the microphone, even in small rooms.

  • A screen will be provided upon your request only. Any special room requests must be requested during the registration process.You will be responsible for all other audio/visual equipment including extension cords, tv/vcr, data / video projectors and adapter plugs.

  • If you decide to bring handouts, be sure to bring sufficient copies. The average CYY presentation draws at least 250 people.

  • If you are using photos of children in your handouts or power point presentation, it is your responsibility to obtain the appropriate photo release from each child’s parent or guardian.