Date: Saturday, June 7: Conference email #2: Orchestra Reports/Settlement Bulletins
Hi, all – a few conference reminders this afternoon:
Important Links:
(by July 3) Book your room at the Sonesta Philadelphia HERE
(by July 3) Register for the Conference HERE
NEW: Conference Information Page HERE
1) Write your Orchestra Report
An important part of conference preparation for us is the submission of Orchestra Reports from each orchestra, so we can compile them and share with delegates prior to conference. The Orchestra Reports are important historical documents that help us keep track of the status of our orchestras over the years.
I’m attaching a sample report to this email as well. There is no set format, but do your best to keep it to one side of one page – a 1-page summary of how your orchestra did this year. You might want to check with your Orchestra Committee chair for information to include.
If you are a delegate but someone else will be attending conference, please get a hold of your sub and see which of you will be writing the report.
Please submit reports to me via my ROPA Secretary gmail account (ropasecretary@gmail.com) rather than to the whole list. Do this by July 3, please.
As reports come in, I will compile them into a single document and a link will be posted on the http://ropaweb.org/news/2025-annual-conference/ Substitute delegates, you will have access to the delegates portion of the site so you can view these and other documents you should have access to at conference.
Please don’t wait for the last minute to file your report. It takes time to process and compile nearly 100 orchestra reports, so do me a favor and try to get yours in by July 3.
2) Settlement Bulletins
If your orchestra settled contracts this past season and you have not yet sent in a settlement bulletin, please do so, so they can be shared with other delegates and posted on the website. This can be done one of two ways:
- Link to the Google Form: http://tinyurl.com/Settlement-Bulletin-Form
- Link to the Settlement Bulletin Template: https://tinyurl.com/Settlement-Bulletin-Template(download, complete, and submit to ROPA Secretary
Thanks! Karen Sandene
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Date: Monday, May 19 / Conference Email #1a: revised reservation cut-off date
Hi, all – Conference email #1 had an incorrect room reservation cut-off date. The actual cut-off date is July 3rd. Have your reservations made before the 4th of July weekend. Thanks again! Karen
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Date: Monday, May 19/ Conference Email #1: Conference Info Page, Registration and Hotel Links Ready to go / Who is Attending? / Book Your Transportation / Talk to your Local
Good morning, all!
Conference information is now up on the website. Info can be found via links on the homepage.
1) Conference Information Page: http://ropaweb.org/2025-annual-conference/
All information as it comes in will be posted there, including agendas, Delegate and Local responsibilities, speaker info, etc. An archive of Conference Emails will also be found there so you don’t miss anything.
2) Conference Registration Page: http://ropaweb.org/ropa-join/ropa-conference-registration/ Please register by July 5. Let me know if you have any difficulties. You should receive a confirmation email after you register.
3) Hotel Registration Link: (Deadline for the ROPA discount rate: July 5): https://book.passkey.com/go/ROPA2025
Hotel rate per night is $179 (+ whatever taxes). The hotel is:
- Sonesta Philadelphia Rittenhouse Square
- 1800 Market Street
- Philadelphia, PA 19103
- 215.561.7500
The conference info page has more details about the hotel. It also gives you options for transportation to/from the hotel, including SEPTA and Amtrak.
4) Make sure your orchestra has a delegate who will be attending the Conference. If you are unable to attend the conference yourself, make sure there is someone available to attend. Please let your MAL and me know who will be attending, and if it’s someone else, please let us know right away and direct them to the ROPA website so they can get information, register and book a hotel room.
5) Start looking for transportation to Philadelphia. Many delegates are within driving distance or have train access to Philadelphia, as well as flying in. Regardless of how you choose to get there, your Local is required to reimburse you for travel expenses, as well as per diem and hotel expenses.
6) Communicate with your Local about your plans for attending the conference. The Local covers your expenses, so come to an agreement on how and when this will be handled. You will also be reporting back to the Local after the conference, so be prepared to take good notes!
That’s all for now – please let me know if you have any problems accessing the pages or registering. Please remember that July 5 is the deadline for hotel room, conference registration, and orchestra reports (more about them in a future email). Register for the Conference and book your room early if you can – it will help us plan efficiently.
More later – Thanks! Karen Sandene