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Birmingham Mini, April 23-27, 2013
After Action Report
We commenced planning in October 0f 2010, two years and six months prior to the reunion. The first order of business was establishing the reunion dates. Ideal temperature dictated the April-May time frame. Within that period it was necessary that we avoid conflicts with Easter, Passover, the Talladega spring event, and graduations. Per advice of Jack Campbell (Austin 2008 Mini), we selected a Tue-Sat period. With the dates set, our next decisions were what kind of group outings to have and which hotel to use.
The nature of the available sites of interest suggested several small group tours as opposed to two or three all-attendee tours. We identified 12 possible tour destination sites. The decision to opt for small tour groups dictated that we contact a bus company that had a fleet of small buses. We selected Rare Transportation. The selection of a reunion hotel was not initially unanimous, but the Wynfrey located in the middle of the Southeast's largest enclosed indoor mall eventually prevailed.
In January of 2011 we sent out a Class feeler announcing the dates of the Mini and requesting responses of intention to attend. Sixty-five percent of the Class responded, with 23% indicating they would attend, 14% that they might attend, and 28% that they would not attend. Using a factor that 80% of those who indicated that they intended to attend would do so and that 20% of those who indicated that they might attend would do so, we arrived at an estimate of 120 attendees. Hindsight reveals that we would have had a more accurate projection of attendees if we had projected that 75% of those who said that they would attend would do so, and that none of those who said they might attend would do so.
We followed that mailing with a second mailing to those who indicated they would attend or might attend. In that mailing we asked that they indicate their first three choices from among the 12 tentative tours. The responses allowed us to identify the 5 most desired tour destinations. Our mailings in #10 envelopes were personalized and included a #9 stamped and addressed return envelope.
From March of 2011 to August of 2011 we visited the selected tour destinations, signed the contract with the Wynfrey, firmed our intent with Rare Transportation, put together the detailed reunion schedule, and did a cost analysis of all events. In September we mailed out reunion registration forms stressing the desirability of registering NOW (one year & 6 months prior to the reunion) along with our pledge that cancellations for any reason received by March 1, 2013 would receive a full refund and that cancellations for emergency reasons received up to the reunion date would receive full refunds.
In arriving at attendee cost for the registration fee and optional tours, we again relied on advice from Jack Campbell. The registration fee was designed to cover the Hospitality Suite, two group social hours, two dinners, and administrative costs. Our initial figure suggested that $155 would cover those costs. Jack said that the Austin registration fee of $170 per attendee received no objections, and he advised that we charge $175 per attendee, which we did. In arriving at optional tour costs we assumed that the buses would be at 80% capacity and then prorated the bus fee (to include driver tip) and added 10%. To that we added the per person lunch cost plus 10%.
Registration forms returned with checks supported our earlier estimation of 120 attendees. Early commitment was necessitated by the nature of small tour bus reservations. April is a popular month for family reunions and weddings, and the small tour buses are normally fully reserved 18 months in advance of the events. Based on the paid reservations, we signed a firm contract with Rare Transportation the first week of October. The following 15 months was a period during which we refined details. Also during that period, the Drummonds committed to providing a luncheon at their home for both Hyundai tour groups.
In early January of 2013 we did a detailed analysis of all known future expenses and determined that we had sufficient cash in-hand to add some amenities. We added continental breakfasts for four days to the Hospitality Suite ($1,000). We decided to rent a van to pick up at and return to the airport those that flew ($1,000). The van was also slated as transportation for the Marion Military Institute tour. Since we had no entertainment for the Friday night banquet, we decided, upon the recommendation of the Michalove's, to hire the Four for Time Musical Comedy group ($1,200).
As of December 31, 2012, we had 132 fully paid and registered attendees. Then around mid January the cancellations commenced arriving. On April 23, the opening day of the reunion, we were down to 97. That 30% reduction was a major financial blow. Eventually, because of last minute guests, our final attendance was 112. But, most of the guests were charged for meals only, which was a break-even exchange.
To control costs we placed a limit on the number of bottles of wine that could be opened by the hotel serving staff during each of the two banquets. Using six glasses of wine per bottle, we determined how many bottles it would take to give each attendee one glass. We then multiplied that number by 1.25, and that became the maximum number of bottles that the serving staff could open. To compensate for that action, we left the cash bar open during the banquets and post-banquet entertainments.
To facilitate a smooth and hassle-free attendee arrival, we provided specific instructions for those driving, and personalized reception and transportation for those flying. We asked all attendees who were flying to provide the airline, flight #, and arrival time of their flights. VP Ed Anderson wore USMA easily identifiable clothing and was stationed in the airport baggage room. President Charlie Johnson, with the van, was stationed in the cell phone waiting lot. When an attendee's baggage arrived, Ed called Charlie who proceeded to the pickup area, loaded the attendee and his (her) baggage, and drove him (her/them) to the Wynfrey. On Saturday Charlie with the van drove those flying out to the airport. If the number of arrivees/departees at a given time exceeded the van capacity, we scheduled the Wynfrey bus to assist us in transportation. Saturday departure times by name were posted in the Hospitality Suite.
It has been customary to have a table near the hotel registration desk as a reunion check-in station. Rather than doing that, we had a sign at the hotel registration desk directing attendees to check in at the Hospitality Suite, room 2012. That change proved to be extremely effective on two counts. First, all attendees had a reason to go to the Hospitality Suite. Second, check-in was much more relaxed and easier than it would have been in the hotel lobby. Rather than using a roster to check people in, we simply put the name tags out on the information table. That method proved to be quite acceptable in determining who had and had not arrived.
Knowing that cadet companies and other identifiable groups like to have group dinners on nights when no reunion activities are planned, we located restaurants that had private dining rooms and made it known in advance of the reunion that we could make reservations for groups who desired group dinners. Four cadet companies asked us to do so, and they reported being quite pleased with the arrangements that we made.
Cadet Company H-2 had customarily held annual or semi-annual company reunions. Those reunions, which ran from Thursday through Sunday, resulted in the H-2 Classmates not attending the Class reunions. By working with H-2, we were able to combine their Thursday through Sunday schedule with the Birmingham Mini reunion.
The Hospitality Suite was a favorite gathering place for attendees. We provided a daily complimentary continental breakfast consisting of pastries, orange juice, and coffee (several choices including decaf). The daily per-attendee consumption was as follows:
Pastry--.8;
Orange Juice-1.3 oz;
Coffee-7 oz
During the day we had wine, beer, soda, and snacks (peanuts, trail mix, etc) available. The daily per-attendee consumption was as follows:
Wine-4.7 oz (.18 bottle);
Beer-1/3 can;
Soda-1/2 can
We used Panera Bread to cater the continental breakfasts, and we were quite pleased with their service and the quality of their products. We should have had a microwave in the Hospitality Suite commencing at day one. The coffee was hot for the early risers, but luke-warm for the late comers.
We used open seating for the opening night banquet, and seating by cadet company for the closing night banquet. We initially planned to have opening night seating by service and branch, but that arrangement proved to be unwieldy. At the opening night banquet, our master of ceremonies was Mark Prater, the local CBS chief meteorologist and son of Classmate Dick Prater. Mark was well received. The post meal program was a presentation by two cadets from Marion Military Institute, both of whom would be entering West Point with the Class of 2017 in July. Their presentations were followed by questions from the audience. The cadets and their LTC assistant commandant were present during the social hour and were sought out by attendees.
President Charlie Johnson was the closing night's MC, which allowed him to pass on any decisions made by the EXCOM in their meeting earlier that day. The entertainment by the Four for Time group received numerous accolades. Most of their pieces were from the 50's and hence quite popular with the attendees. They brought the attendees to their feet with their concluding America the Beautiful. The evening and reunion concluded with Jim Ryan directing former members of the glee club and the various chapel choirs as they lead us in singing the Alma Mater.
Our schedule called for the evening to terminate at 9:00 p.m. in order to provide sufficient sleep for early departees. Unfortunately, we did not conclude until 9:20. The Four for Time group performed for 45 minutes precisely as scheduled. But, after dinner remarks commenced 10 minutes late and were 10 minutes longer than scheduled.
Despite the frequently published announcement that refunds for post March 1 cancellations would be made only for emergencies, we decided to refund every cancellation regardless of the reason. We emailed a known refund list to all attendees and asked for appropriate additions. The email also gave persons on the refund list the option of declining the refund and having us donate that amount in their name to the class fund. Nineteen attendees qualified for refunds totaling $5405; subsequently, nine of the nineteen attendees opted to have their refunds totaling $1,440 go to the Class Gift Fund. Had all of those eligible for refunds accepted the refund, our ending surplus would have been $351.54. That amount was donated to the class fund, resulting in our maintaining $100 in the checking account, the amount that was therein when we started planning for the reunion.
The following are lessons learned that may assist future class reunion planners:
1. Add 10% to all computed costs
2. Expect at least 30% who have registered to cancel in the last 90 days
3. Providing transportation from the airport to the reunion hotel & detailed driving instructions are well received amenities that positively influence reunion attendee attitudes
4. Small group tours facilitate interaction between attendees. Be prepared, however, and sufficiently flexible to make tour switches the day of the tour to accommodate the desires of Classmates who desire to tour with friends.
5. Providing continental breakfasts in the Hospitality Suite is a very popular reunion amenity. Have a microwave available to warm coffee for late arisers
6. Entertainment to which the attendees can relate at the closing banquet is enthusiastically accepted. The concluding banquet, to include entertainment should, however, terminate not later than 2100 to permit early departees a reasonable amount of sleep
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William E. Haas
Reunion Chairman
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DDD's Dispatch from Birmingham
Well, so far I haven't seen a write-up of the Mini-Reunion, so here goes a shot from our perspective:
Bernadette and I arrived in Birmingham about 10:00 PM on Tuesday night. A Winfrey Hotel van was waiting for us as arranged by Bill Haas. We went right on up to the room and noted that we were just a couple of doors down from the hospitality suite on the 12th floor. There had been a Class dinner that night, which we missed. The next morning we had a 9:45 start for a trip South to tour the Hyundai plant with a luncheon hosted by Jeanne Drummond. There was a continental breakfast served every morning in the hospitality suite which was opened at 6:30 AM by Buddy Roberts - along with the Michaloves, and Bill Haas for the early risers - the Dugans not being among those since we were two hours earlier in California. Besides, the adjoining room was occupied by the Baker's and they made so much noise at night! Geeeez! You'd think that they were newlyweds or something. Reminded me of that scene from 'Sleepless in Seattle,' I tell you.
Anyway, we got on the 'bus with no shocks' for the trip down South towards Montgomery. The driver had a hard time driving a straight course, it seemed - weaving about and those aft of the CG really felt it. We eventually arrived at the Drummond's residence where we all were greeted by lots of nice people including Jeanne herself. The luncheon was outstanding - grits and all - and great little desserts to include little pecan pralines - Yum! We said our Goodbyes and went on to the Hyundai plant.
That was a very impressive operation. I now realize that Hyundais are a very well built cars. We toured all phases of production in trolleys and saw how they stamp out their own parts, make their own engines, use robots in all phases, yet still employ a couple of thousand people working three shifts. They produce about 1500 cars/day and 97% of these pass final inspection with no gigs. Impressive. This particular plant produced two models - the Elantra and the Sonata (why do so many cars that came from Japan and Korea have names that end in 'a' ?) - think about it. Anyway, they had all models on display in the lobby to include their luxury model, the Equus (sticker price at $60K). And, the company has now acquired Kia.
The trip back was a bit worrisome because I could swear that our driver was falling asleep and nodding off. That evening a number of us went to Ruby Tuesday's for dinner in the Mall adjoining the Winfrey. Rich Cardillo was supposed to 'host' Bernadette and me, but he whined a lot and wouldn't step up - as required in the Welter-Cardillo-Dugan Hosting Charter which was promulgated in Vietnam back in 1968-69. Oh, well, one of these days.
The next day was an 8:30 departure North toward Huntsville to tour the Space Museum. It was very interesting, but of course, Space only and no Aeronautics. Lots of rockets, space capsules, astronaut stuff, a film on our race to the moon headed by Werner von Braun, and such. They did have a nice V-2 and V-1 on display. I used to see those V-2s being launched out of White Sands when I was a teenager in El Paso. One did go astray one day and landed in a cemetery in Juarez, Mexico. It blew the crap out of and disinterred a lot of corpses, bones, and such. Some International Incident, for sure. We had lunch in the Museum cafeteria and an uneventful trip back to Birmingham. That evening we joined Don and Carla Hilbert in the bar for dinner.
Friday it was time to see the Botanical Gardens and the Vulcan Museum there in Birmingham. The botanical gardens were very lovely with all of the flora. Big carp in the pools, and a Japanese Tea House designed and constructed to be authentic by a famed Japanese architect. One of our guides had been in Japan - Tokyo and Yokohama - with his parents. We were treated to another outstanding luncheon at the Gardens in an outdoor pavilion. The food and service were great. Then it was time to go to the nearby Vulcan Museum and tower. The museum had a pictorial history of the iron and steel industry which once flourished in Birmingham. It got started not long after the Civil War because Birmingham had all of the key ingredients for that industry - coal, iron ore, and coke. The industry was revived by WWII after the Depression had caused massive layoffs and poverty. Something like 100,000 men were laid off prior to WWII which caused miserable conditions for all and their families.
It was then time to go to the top of the tower which supported the massive iron sculpture of Vulcan - the God of Fire. It was said to be the largest metal sculpture in the world (recall that the Statue of Liberty is clad in copper sheeting - not cast). Most took the elevator to the viewing platform beneath Vulcan. I chose the steps - 159 of them - but managed to beat the second elevator load, including Bernadette, to the top. The bus driver went with me on the stair descent which was much easier. Gravity was with us.
Friday evening was the final Class dinner and we sat by Company. In our case, E-1, G-1, and Jeanne Drummond from D-1. The entertainment was loud, jazzy, but heard to hear lyrics because of poor acoustics and loud accompaniment. At our table, we had one exciting event - Carl McNair dumped his mousse dessert on his lap and onto the floor. It took an Army Aviator like me to manage that. E-1 had Carl, the Stratis, and the Dugans. Marcia Cathey had departed before the dinner.
So, I'm sure that others have additional information and tales to relate, so let's hear about it!
All of our thanks go out to the organizers, movers, and shakers who made this a memorable event. I hesitate to mention any more names for fear of leaving some hard workers out.
DDD
Dan Dugan
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