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Jaina Convention PlanningFlorida Convention Showcase

(Combined Orlando, Tampa & Miami Hosted)

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JAINA 2021 - Florida Showcase

•Primary Jain Center/Society Hosts1. 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

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JAINA 2021 Convention showcase

1. Primary JAINA Focus : Orlando Site

2. Address COVID19 Jitters

3. Convention Options

4. FL team feedback

5. Guidance sought

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JAINA 2021 : Orlando Site Plan

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JAINA 2021 : Orlando Site Plan

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JAINA 2021 : Orlando Site - HighlightConvention Site

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)

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)

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JAINA 2021 : Orlando Site Plan - Hyatt

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JAINA 2021 : Orlando Site – OCCC Logistics

Orange County Convention Center – 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

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JAINA 2021 : Orlando Site – Hyatt Logistics 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)

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JAINA 2021 : Orlando Site – Catering Logistics 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.

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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• Recent Headline: Without a predictable avenue to safely bring together thousands .. Cancelling

March 2021 conference… Oscar Awards delayed …

• 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

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JAINA : COVID19 Challenges – Convention Options

1. Physical Convention – July 2021

2. Virtual Event – July 2021

3. Postponed Physical Convention by 1 year

4. Cancelled Convention

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.

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JAINA : COVID19 Challenges – Physical ConventionPositives

• In-person Interaction

• Fund raising platform

• National & International scholar participation is big draw

• Coveted Family/Friends get-to-gather

• Entertainment

• Unique event occurs only bi-annually

Challenges• Social distancing difficult to achieve

• Health safety measures cost increase

• Restriction on attendee numbers, additional volunteers/workers – Raise cost for all

• Fund raising challenge – Challenging economic landscape - Prohibitive

• Difficult to protect Seniors/Elder health wise

• Unfortunate Covid19 flare-up attributed to convention – damage to JAINA brand, liability Risk, and leadership wisdom questioned

• International scholar participation unknown

• Travel cost higher

• Cancellation at late stage – Financial burden, Planning & logistic nightmare,

• Sponsoring community enthusiasm challenge with unknowns & uncertainty

• OCCC hold till Aug end with 72 Hour Notice caveat

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JAINA : COVID19 Challenges – Virtual EventChallenge

• Uncharted territory

• Not the same / not traditional Convention

• Lack of In-person Interaction

• Fund raising challenge – Challenging economic landscape, registration fees

• Missing Traditional convention catering, social interactions

• Raise technical challenge and uncharted IT cost management

• Entertainment is not same

• Unique event occurring only bi-annually – not same

• Usual technically challenged participants

• Difficult to expect active & enthusiastic participation

Positives• Social distancing is not an issue

• No Restriction on attendee numbers, additional volunteers/workers

• Seniors/Elders protected from COVID19 from social gathering

• Reduced – damage to JAINA brand and liability Risk

• Facility, Travel & Catering cost non-issue

• Remote International scholar participation

• Cancellation Risk avoided

• Sponsoring community burden & enthusiasm managed

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JAINA : COVID19 Challenges – Postpone Convention by 1 YearPositives• Substantial possibility of Normalization

• Unlikely Restriction on attendee numbers• Social distancing may be present but likely normalized• Health safety measures cost likely non-factor• Challenge subsided to protect Seniors/Elder health

wise• Traditional Family/Friends get-to-gather

• Convention after long wait• Active & enthusiastic participation likely• Sought after major International scholars

participation recovered

• In-person Interaction

• Fund raising platform –

• Most economic models show recovered landscape• Health safety measures cost likely non-factor

• LIVE Entertainment

• Hosting community enthusiasm elevated due to significant reduction in uncertainty.

Challenges• Angst of postponed Convention

• New JAINA leadership concept tied to hosting successful convention

• Synch with YJA

• Need to adopt unprecedented measures to address complexities • By-laws regarding convention in odd year• Challenge with next EC cycle• Past Commitments

• Adoption of Tight financial controls for JAINA for min 1-2 year

• Financial terms for convention facility unknown – New landscape

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JAINA : COVID19 Challenges – Cancelled Convention

Positives

• COVID19 concern addressed

• Constitution has provision for cancellation

Challenges• Serious breach of Dogma by Cancelled

Convention

• Serious Financial challenge

• 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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JAINA 2021 : Orlando – FL Team Feedback

Reviewed presentation with Local FL hosting team,• If challenging viable path for normal convention, prefer to postpone it

and put efforts towards hosting proper convention.• Would prefer to avoid doing convention for the sake of doing convention on

smaller scale after going through all the efforts - similar efforts for 1-2k vs 4-5k

• Would rather prefer, MVP Virtual session in July 2021 as a teaser for the proper convention later

• Challenging to keep tempo & enthusiasm up if uncertainty till late stages.

• Concerned about financial aspect with market turmoil and job situation

• Serious concern about volunteers – if social distancing and other safety precautions will need more volunteers and paid health workers,• Undue Risk & Exposure for local volunteers

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JAINA 2021 : Guidance sought

• Currently looking for feedback & suggestions

• https://www.jainaconvention.org/• Not looking for Decision today

• Looking to narrow down Convention options• Suggestion is to do NA Jain community survey

• Have planned Combined brainstorming meeting • EC, Convention Planning, Ombudsman council & FL pre-convention team

• Date: 27 June 1PM EST – 3PM EST

• Venue: Webex

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JAINA 2021 : Orlando Site – Next steps

• Visit planned for 8 May – Postponed to later date in July/Aug• Final Walk through

• In-person clarifications

• Getting ready for Contract Sign Aug End– Received reasonable extension

• Contracts received - Legal review ongoing

• FL Sales tax exception application DH5 filed

• JAINA EC Approvals• Convention A/C

• Initial Funds for Facility deposits & other contracts

• Convention Board• Showcase for JAINA directors

• Convention Committees

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JAINA 2021 : Convention Committees

• Each Committee will have necessary members with Lead and team members.

• Makeup of the committee will have experts in the area and local members

• Local Volunteers should participate in multiple committees per their capabilities

• As a hosting centers (Orlando, Tampa & Miami), we should have at least ONE or more member(s) in each committee.

• Do not be intimidated by someone’s expertise, you do have what it takes; experts were just like you armature and learned by participating

• Most of the committee work is going to be remotely done with use of online tools and need to be comfortable of working in such distributed environment

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JAINA 2021 : Convention Committees• Awards Committee

• Accommodation (General, Dignitaries, Sadhu-Sadhvi)

• Booths and Exhibition

• Cultural Program

• Daytime Programming

• Decoration

• Diaspora

• Facility Committee

• Flow Logistics Committee

• Food (General, Dignitaries, Sadhu-Sadhvi)

• Government Outreach

• Fund Raising

• Guest Hospitality

• Hospitality (Sadhu-Sadhvi)

• Jain Academic Bowl (JAB)

• Jain Connect

• Jains Got Talent

• Kids Club

• Legal

• Marketing

• Medical

• Multi Media and Technology

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JAINA 2021 : Convention Committees• PR and Press Media

• Prabhavana

• Procession

• Program Flow and Stage

• Publication and Souvenir

• Pujan Committee

• Registration and Help Desk

• Safety and Security

• Secretary

• Sign Banners Committee

• Sponsors Management

• Steering Committee

• Temple Committee

• Transportation

• Treasurer

• Update Committee

• Volunteer Committee

• Youth Committee(21 & Up, YJP)

• Youth Committee(Age 6-23)

• Legal Committee

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