September 2025 ACCESS Quarterly Meeting - Planning

Contents:

Dates

• Tuesday, September 9, 2025 (Full day)

• Wednesday, September 10, 2025 (Half day)

Location

• The conference will be held at The Center for Tomorrow - University at Buffalo

• FYI: Parking does not require a hang tag pass for the lot (if you are driving your own vehicle to the conference).

Hotel Information

Here's your reservation link you can use to make reservations:

Book your group rate for UB Office of President Research Sep2025

You will find the information for your online reservation link below. If you have questions or need help with the link, please do not hesitate to ask. We appreciate your business and look forward to a successful event.

Event Summary:

UB Office of President Research Sep2025

Start Date: Monday, September 08, 2025

End Date: Wednesday, September 10, 2025

Hotel(s) offering your special group rate:

• Buffalo Marriott Niagara for 126.00 USD per night - Last Day to Book : Thursday, August 21, 2025

Book your group rate for UB Office of President Research Sep2025

The hotel is just across the street from the Center for Tomorrow

Open

Flight Information

Where should people fly into? Buffalo Niagra International Airport

Airport in Cheektowaga, New York

https://www.buffaloairport.com

The hotel is only about 20 mins from the airport

Open

Local Opportunities for Entertainment

Niagara Falls:   This state park is only 30 minutes from the meeting location! This is something you may want to build into your travel plans either the day before the meeting starts, or Wed afternoon before catching your flight back home.   

The Niagara Falls State Park provides super close views of the rapids of the Niagara River just before the falls as well as the Niagara Falls itself.   

The Maid of the Mist is a really cool boat ride to the very base of the Falls that is a must do if you visit.   You can take in much of the falls including the Maid of the Mist easily within 2 hours once you get there.

https://www.niagarafallsstatepark.com/

https://www.maidofthemist.com/tour-video/

Zoom Information

• Zoom Coordinates Day 1 - Join Zoom Meeting

• Zoom Coordinates Day 2 - Join Zoom Meeting

Meeting Materials

• Google Folder to store presentations: ACCESS Quarterly Meeting September 2025

  • Link to temp Google Drive: https://drive.google.com/drive/folders/1DTlfGyxPgAAGieOSePRvPiwulDBlxPPp?dmr=1&ec=wgc-drive-globalnav-goto

     

Preparation

• Please contact Shannon Bradley or your area project manager for testing prior to the quarterly meeting.

• You may only connect with an external microphone (puck, headset, microphone and speaker combo, earbuds etc.). Internal laptop microphones are discouraged, as they cause echo during calls and at times disable the call entirely. You may be asked to leave the web version if you join via an internal microphone; you may instead join via a telephone or cell phone. Please make arrangements to ensure you have an external microphone.
  
  

Planning

In case of any issues, please reach out to Shannon Bradley (sbrad77@illinois.edu), Tom Furlani or Cindy Wong.

Participants

• Attendees: The ACCESS Quarterly Meeting will be attended by all staff members from each of the service teams.
  
  

Agenda

The agenda planning group is currently finalizing the agenda and will be sharing the information soon.

• Planning Agenda: https://docs.google.com/spreadsheets/d/15JuArAlmUCfFBBrG2rgKN0Epl2_oDGm2hWH7TezkYB0/edit?gid=8631833#gid=8631833

• Remember: We need to make sure that the topics and interactions are scheduled so we don’t cause people to have to wait outside in a hallway before they can go in and participate in a meeting or a session.

• Notes https://docs.google.com/document/d/1LMz6TBbTUsLnOzK5jkHYNZrDR0aS_d7eyrhX9O6XmO8/edit?usp=sharing

Tuesday, Sep 9, 2025 - Day 1 (Full-day)

Wednesday, Sep 10, 2025 -Day 2 (Half-day)

Actions

Lessons Learned:

• it does work best to have a central computer with all the power points in one spot instead of swapping laptops at the presenter podium (would have been easier if we had access to our regular Google Drive)

• Hosting center should provide either a spare laptop or have AV technicians who operate a primary computer and control the presentations

• Aim for more interactive sessions and demos if we can

Actions: need target dates - EC will collate action items

• Should we survey each institution and find out what is approved - and make a list of the approved tools and find out where we intersect and use that to make the policy.

• How should we make the data we create (data exercise) and have on individual teams available to all teams

  • make a catalog of this data: https://docs.google.com/document/d/1LMz6TBbTUsLnOzK5jkHYNZrDR0aS_d7eyrhX9O6XmO8/edit?tab=t.0#heading=h.7xo6cly8tp8

• make sure all action items are captured from the

Cindy - agenda planning committee

• Call for new members

• Current team has been involved for many meetings - we need new people

Laura H - starting new form of RAC

• New people will be starting this fall

• Looking for topics for the agenda - what would you like to know from the researcher perspective- you would have about 20 mins with Q&A

References

Drop dead information

Based on budget to determine virtual or in-person

• Meeting space at University of Buffalo - 2 weeks notice - August 25, 2025

  • Contact: Kristina Hasseler | Catering Sales Manager | Campus Dining & Shops

    University at Buffalo

    146 Fargo Quad, Buffalo, New York 14261

    P: 716.645.1378  E:kchassel@buffalo.edu

• Marriott Hotel - 30 day notice needed for full refund, after that we would only receive a partial refund - August 8, 2025

  • Contact: REANNA SAWNING | CONVENTIONS SALES COORDINATOR 

    Marriott Buffalo Niagara
    1340 Millersport Highway, Amherst, NY  14221

    T: 716.689.6900 Ext. 244

• Mariott Hotel Rooms:

  • For the group reservations made through the link, individual guests must cancel at least 48 hours prior to their arrival date to avoid any charges.

    • September 6, 2025

• Flights

• Anything else?

Contact Shannon Bradley (sbrad77@illinois.edu) with any questions.