ARES Program Chair Guidelines - American Real Estate Society

ARES Program Chair Guidelines: A Primer for Conferences Michael J. Seiler

Abstract. Understanding how a major academic conference is organized is essential to leaders and scholars in academia. In this paper, I outline how the American Real Estate Society organizes its annual meeting. Application can be to any academic conference.

If you are reading these guidelines, then you have been elected (or hope to be elected) vice-program chair with progression to program chair responsible for the American Real Estate Society’s (ARES) Annual Meeting. Whether you have a difficult time telling people ‘‘no’’ or just horribly underestimate how long a task will take, once elected there is no turning back. If the last sentence did not make you smile, relax. You will need a sense of humor as you go through this process. This guide is designed to be as succinct as possible. It is also applied as a process for other academic meetings and conferences. A rough schedule of key dates is provided in Exhibit 1. Each academic conference has a group of decision-makers and support participants. Some are volunteers while others are paid. For ARES, the key people are:

Title

Duties

Contact Details

Executive Director

Manages ARES operations and Annual Meeting.

Steve Pyhrr; [email protected]

Assistant to Executive Director

Works with officers and sponsors on Annual Meeting matters and events.

Melissa Miller; [email protected]

ARES Meeting Planner

In charge of all things hotel related: meeting rooms, meeting times, breaks, luncheons, etc.

Art Schwartz; [email protected]

Desktop Publishing Contractor

Create all ARES brochures and mailings; helps assemble the printed program.

Cathy Coleman; [email protected]; a.k.a. Cathy Lynn; [email protected]

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Title

Duties

Contact Details

Doctoral Student Organizer

Evaluates submissions from doctoral students to determine who receives ARES funding to present their dissertation.

Elaine Worzala; [email protected]

E&T NetPubs, Inc.

Provides the software used for paper submissions to ARES.

Evelyn Gosnell; [email protected]

Chair of the Education Committee

Is tasked with assembling all the education track sessions.

Tom Geurts; [email protected]

ARES Manager of Member Services

Handles ARES membership activities and dues / registration matters.

Diane Quarles; [email protected]

Creating the Annual Meeting Brochure The first task for a program chair is creation of the brochure or brochures for the next Annual Meeting. The venue has already been selected, so the goal is marketing and promotion. You can start this task as soon as the prior meeting is completed. There’s no real hurry, but there’s certainly no reason to wait either. The meeting planner will provide you with information on the next meeting location, a description of the property, and photos of the venue/past events that you will want to include in the brochure. Using the prior year’s brochure as a guideline, you will have Cathy Coleman assemble the photos and new text in a visually appealing way. The meeting planner and executive director need to approve what you send out. They have incredible institutional knowledge and can help you avoid mistakes. It is common to use both an abbreviated brochure and a full brochure. These follow different distribution paths. Once ready, the brochures will be created as pdf files allowing for distribution. Electronic versions of the brochure will be emailed to the ARES membership list by the manager of member services. Additional email lists and distribution channels are also used. You can send the brochures to past attendees. The program chair should be pro-active in distribution. With regard to hard copies, it is the responsibility of the program chair to direct and pay for the mailing of the primary brochure to ARES members. Costs for the two waves of mailings are approximately $3,500 (including printing and postage costs). Several options exist for making this happen. The program chair can have her/his university print and mail the brochures based on the files provide by Cathy Coleman. Or, if the university does not have this function, or you want to outsource this activity, Cathy is willing to handle this for cost plus a fee. Make sure you have institutional support for these costs as they historically have been from funds sourced by the program chair.

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Exhibit 1 General Timeline of Events July 1

Annual Meeting email brochure completed. First email blast with program chair’s cover letter. Copies sent to all ARES members, IRES sister society members, AREUEA members, FEN, and other prospective attendees. Also, this is the first day of office for all newly elected officers, directors, and appointed position holders.

August 15

Send request to all individuals who provide materials for fall newsletter.

September 1

First mailing of Annual Meeting hard copy brochure to ARES members and all other mailing lists.

September 15

Deadline for all newsletter submissions to be received by the newsletter editor.

October 1

Second email blast. Update July 1 email material as necessary and send to all mailing lists.

October 11

Quarterly Board Teleconference Meeting for all ARES leadership, officers, and board of director members.

October 15

Newsletter sent to all ARES members (hard copy).

November 15

Second mailing of hard copy Annual Meeting brochure.

November 15

Deadline for paper submissions, panel submissions, etc. for consideration at the ARES Annual Meeting. At the end of each week, send out acceptance emails to all papers deemed acceptable to provide as much advance notice as possible. Encourage all participants to send in Registration / Membership form. Have the vice program chair identify probable panel sessions for ARES meeting.

January 5

Complete preliminary program schedule and send to Executive Committee for review.

January 10

Send request to all individuals who provide materials for spring newsletter.

January 15

Send third email blast to all mailing list participants.

January 25

Finalize program schedule, chairs, panel sessions, etc. send completed copy of program to the newsletter editor.

February 1

Deadline for paper presenters, panelists, chairs, etc. to submit Registration / Membership Dues form.

February 9

Quarterly Board Teleconference Meeting for all ARES leadership, officers, and board of director members.

February 10

Deadline for all newsletter submissions to be received by newsletter editor.

February 15

Send fourth email blast to members and other participants encouraging attendance / participation at Annual Meeting.

March 1

Newsletter sent to ARES members via email.

April mid

ARES Annual Meeting is held.

May mid

Final Quarterly Board Teleconference Meeting for all ARES leadership, officers, and board of director members.

June 30

Final day of office for all officers, directors, and appointed position holders whose terms expire.

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Advertising the Annual Meeting Once the basic marketing material has been created, the goal is to promote the meeting. Although the ARES Annual Meeting has a 301 year track record, promotion and advertising are necessary. The fall issue of the ARES newsletter is a great place to advertise to current members about the upcoming meeting, but should not be your first promotion of it. In the summer of the year prior to the meeting, promotion should start. Have the manager of member services send out periodic/monthly email blasts starting in July to the ARES membership. You will also want to post a notice of the meeting on the American Real Estate and Urban Economics (AREUEA) website (www.AREUEA.org website). Liz Laffitte ([email protected] or [email protected]), the administrator for AREUEA, will post a one-page notice at no cost. You will also want to post an ad for the Annual Meeting on the Financial Economics Network (FEN) at http://www.ssrn.com/update/fen/fenann/FEN ja pricing.html or [email protected]. Current (2013) prices are $400 for the first placement of the ad and $200 for each renewal. Ad placements are for six months. Next, contact the presidents or executive directors of all the ARES Sister Societies (facilitated by our IRES representatives and the director of international liaison) and ask them to send the brochure to their respective organization’s members and constituents. These organizations may not always carry a formal roster, but instead tend to have contact details from their last meeting or two. Then, send an email to the heads of all affiliate professional organizations and ask them to send the Annual Meeting notice to their email lists. Finally, send out personal emails to your friends and contacts. This can go a long way in making people feel welcome. Exhibits 2–9 are actual correspondence that has been used to promote the meeting.

November 15 Submission Deadline E&T NetPubs is willing to open the program site for author submissions as soon as you are ready to call for papers. This normally happens in early September. But, November 15 marks the official deadline for authors to submit papers for the Annual Meeting to ARES. In reality, most people treat this as a soft deadline. You will get submissions continuing over the entire month and even into December. The program chair is responsible for going through submissions, assessing quality, and sending out decision letters. This can all be done using the E&T NetPubs software program. Weekly output should include submission review and sending out acceptance emails to the authors of papers deemed worthy of presentation. The program chair can use ARES experts to help evaluate submissions. The actual methodology is determined by the program chair. When you receive a paper or abstract that is difficult to assess based on topic or fit, contact the



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Exhibit 2 ARES Flyer to Promote the Annual Meeting American Real Estate Society’s Annual Meeting April 9–13, 2013 on the Big Island of Hawaii www.ARESnet.org http: / / www.maunalani.com /

ARES meetings are renowned for their diverse offerings of interesting papers and panels and the Big Island of Hawaii meeting will be an exceptional intellectual experience. Academic and professional thought leaders from throughout the world will gather to present cutting edge research as well as to discuss timely current real estate issues in one of the most beautiful meeting locations in the world. Be a part of this memorable event. Large contingents of participants are expected from throughout the Pacific Rim as well as from Europe and North America. ARES is actively engaged with our sister IRES societies to develop a very broad lineup of papers and panels. This meeting will be incredibly comprehensive in its research paper and panel offerings and will provide you with the opportunity to interact with scholars and professionals from all across the globe. ARES’ mission is to offer a supportive atmosphere for researchers. This promises to be the most unique ARES meeting ever. Our meeting venue is the newly renovated, deluxe, ocean-front Mauna Lani Bay Hotel, Kohala Coast, Island of Hawaii. It was recently ranked the tenth best luxury resort in the USA. It features lovely rooms, most with ocean views, interesting fresh cuisine, highly ranked golf courses and a local staff filled with the spirit of Aloha. You can swim with sea turtles in front of the hotel. Great snorkeling amongst colorful coral and tropical fish is a ten-minute walk from the meeting rooms, and you’ll see Haleakala on Maui from the beach. ARES social events will be at spectacular beach front sites. You will be 20 minutes by helicopter (www.bluehawaiian.com) from the very active Kilauea Volcano. You can drive to the top of 13,803’ Mauna Kea, the tallest mountain in the world when measured from the ocean floor, for the most memorable sunset or sunrise of your life. Hawaii Forest and Trail (www.hawaii-forest.com) has numerous adventures available throughout the Big Island for you at special ARES rates. The total package of unparalleled professional opportunities and interaction coupled with unique world class scenery makes ARES, 2013 the academic meeting that you must attend! Program Chair, Michael J. Seiler welcomes your ideas regarding panel sessions as well as other meeting related items now. He will be accepting completed papers and abstracts after September 1, 2012. Please contact Mike at [email protected].

author and ask them how their paper relates to real estate. Do not hesitate to reject a paper when it does not meet our standards of rigor. While ARES wants to be inclusive, we also want to maintain a level of paper and presentation quality that reflects the many globally recognized scholars and researchers that make up our membership. It’s a delicate balance to support researchers in different phases of career development.

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Exhibit 3 FEN Advertisement Promoting the ARES Annual Meeting American Real Estate Society (ARES) 29th Annual Meeting Big Island, Hawaii, April 9–13, 2013 Paper submission deadline is December 1, 2012 ARES meetings are renowned for their diverse offerings of interesting papers and panels and the Big Island of Hawaii meeting will be an exceptional intellectual experience. Academic and professional thought leaders from throughout the world will gather from April 9–13, 2013, to present cutting edge research as well as to discuss timely current real estate issues in one of the most beautiful meeting locations in the world. Be a part of this memorable event. Submit your papers for consideration: Please go to http: / / www.etnpconferences.net / ares / ares2013 / and upload your papers for consideration. Register for the conference now online (www.ARESnet.org). You will then receive your ARESID#. Travel support from the James R. Webb ARES Foundation is available for those Ph.D. students participating in Saturday’s Doctoral Seminar. For further information, contact Professor Elaine Worzala at: [email protected]. Hotel room rates start at $240 / night plus 13.4% HI tax for a standard (mountain view) or a garden room. To get the most out of your Big Island experience, book an ocean view room at $295 / night plus tax. Oceanfront rooms are $350 / night plus tax. The latter are in short supply and should be booked immediately. It will be much easier to organize this meeting if you make your reservation immediately. Book your room today using the following link: http: / / booking.ihotelier.com / istay / istay.jsp?groupID5693681&hotelID513074 or email Wayne Obina at: [email protected] or use the ARES website link. Participation at ARES takes many forms: Present a research paper; participate in a panel discussion; organize and chair a panel; chair a paper session; be a discussant; help run ARES by being on the board or participating on a committee. In short, get involved and learn why ARES (and Hawaii) is the place to be! For questions contact this year’s program chair: Dr. Michael J. Seiler Founder and Director, Institute for Behavioral and Experimental Real Estate (IBERE) Professor and Robert M. Stanton Chair of Real Estate and Economic Development Old Dominion University 2154 Constant Hall Norfolk, VA 23529-0223 [email protected] 757.683.3505 phone 757.683.3258 fax www.bpa.odu.edu / bpa / faculty / seiler.shtml

It is best to limit one person’s research agenda. While some senior researchers work with a number of coauthors, the program chair needs to look at each coauthor’s contribution. This is an issue at many conferences. ARES is an open organization that wants to hear from many different constituents. Having one person coauthor too many papers reduces the breadth of the scholarship being presented. One possible exception is the ‘‘unique registrant rule.’’ This simply means that for each paper accepted, at least one author must be a paid registrant and the same author cannot count as the paid registrant for a second paper. In practical terms, this helps encourage either more coauthors to attend the



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Exhibit 4 List of Organizations to Whom to Promote the ARES Annual Meeting Organization

Contact

Contact Email

Shared By

PPRES

David Parker (executive director) Clive Warren Eamon D’arcy Eliane Monetti Claudio Alencar Akin Olawore (executive director) Francois Viruly (president) Safinaz Roshdy (staff) Mahmoud Hesham El Burai Tyler Yang Tyler Yang Roby Simons Karen Gibler

[email protected]

Graeme Newell

[email protected] [email protected] [email protected] [email protected] [email protected]

Graeme Newell Elaine Worzala Karen Gibler Karen Gibler Karen Gibler

[email protected]

Karen Gibler

[email protected]

Karen Gibler

[email protected]

Karen Gibler

[email protected] [email protected] [email protected] [email protected]

Tyler Yang Tyler Yang Roby Simons Many international organizations only have email contacts for their people from the prior year.

PPRES ERES LARES LARES AfRES AfRES MENARES MENARES AsRES GCREC CRES IRES

Industry Contacts CCIM Doug Sawyer AI Terry Duncan NAR Peter Burley and Jonathan Salk RICS Neil Shah ICSC Mike Niemira ULI Rachelle Levitt

[email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]

meeting and/or fewer redundant author (research team) submissions. Restricting redundant authors is also helpful when it comes time to preventing scheduling conflicts. Example acceptance letters are found in Exhibit 10. Many of the Annual Meeting’s international participants will require a personalized invitation letter in order to obtain a visa (similar to the regular acceptance letter). Send these letters to participants in PDF format as soon as possible since visas can take a long time to process (Exhibit 11). FORMATTING

THE

SUBMISSIONS

At a much later date, the program will have to be formatted in a very precise way before it can be printed and distributed at the meeting. While the

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Exhibit 5 Sample Email to a Major Industry Group to Promote the ARES Annual Meeting RE: 2013 ARES’ Annual Meeting Announcement: April 9–13, 2013 Hi Doug, As the program chair for next year’s American Real Estate Society (ARES) Annual Meeting in Hawaii from April 9–13, 2013 (www.ARESNET.org), it is my job to promote the meeting by sharing the details with as many interested parties as possible. This is most cost effectively done by emailing the attachment to members of various organizations who might be interested in attending the event. Would you please request that the following attachment be sent to all members of the CCIM Institute? While Hawaii is an attractive draw, its distance from the mainland requires us to promote the Annual Meeting early and broadly. Thank you very much for your support of ARES. Please let me know if you have any questions. http: / / www.aresnet.org / / pages / page content / primary meetings 2013-conference.aspx. Sincerely,

Dr. Michael J. Seiler Professor and Robert M. Stanton Chair of Real Estate and Economic Development Founder and Director, Institute for Behavioral and Experimental Real Estate (IBERE)

Exhibit 6 Promoting the ARES Annual Meeting on the ARES Website 2013 Conference Call for Papers The success of the ARES Annual Meeting is dependent on the involvement of thought leaders from a diverse group of academic disciplines, global points of view, and professional practices. We solicit and need your participation to ensure the 2013 meeting in Hawaii generates a demonstration of robust scholarly activity, discussions, and panels culminating in an excellent program. We are using an electronic submission and review process for the 2013 ARES Annual Meeting. We hope to see you in Hawaii. CLICK HERE TO SUBMIT PAPER. CLICK HERE TO REGISTER FOR THE CONFERENCE. CLICK HERE TO BOOK A ROOM AT THE HOTEL. Have an idea for a panel? Please email me at [email protected]. Dr. Michael J. Seiler



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Exhibit 7 First (July) Email Blast to Promote the ARES Annual Meeting Aloha Everyone, American Real Estate Society (ARES) meetings are renowned for their diverse offerings of interesting papers and panels. The 2013 Annual Meeting will take place on the Big Island of Hawaii and will be incredibly comprehensive in its research paper and panel offerings. Please see the links at the bottom of this email to REGISTER for the conference and BOOK your hotel room NOW. Our meeting venue is the newly renovated, deluxe, ocean-front Mauna Lani Bay Hotel, Kohala Coast, Island of Hawaii. It was recently ranked the tenth best luxury resort in the USA. It features lovely rooms, most with ocean views, interesting fresh cuisine, highly ranked golf courses, and a local staff filled with the spirit of Aloha. You can swim with sea turtles in front of the hotel. Great snorkeling amongst colorful coral and tropical fish is a ten-minute walk from the meeting rooms, and you’ll see Haleakala on Maui from the beach. ARES social events will be at spectacular beach front sites. You will be 20 minutes by helicopter (www.bluehawaiian.com) from the very active Kilauea Volcano. You can drive to the top of 13,803’ Mauna Kea, the tallest mountain in the world when measured from the ocean floor, for the most memorable sunset or sunrise of your life. Hawaii Forest and Trail (www.hawaii-forest.com) has numerous adventures available throughout the Big Island for you at special ARES rates. The total package of unparalleled professional opportunities and interaction coupled with unique world-class scenery makes ARES, 2013 the academic meeting that you must attend! As the program chair, I welcome your ideas regarding panel sessions as well as other meeting related items. I will be accepting completed papers and abstracts after September 1, 2012. Please contact me at [email protected]. Thank you very much for support, and please let me know if you have any questions. Conference Registration Link: https: / / eweb.aresnet.org / eweb / DynamicPage.aspx?expires5yes&Site5ewebares&WebKey5 b310be66-4c61-429d-b4b7-b686d2e3aeff. Hotel Reservation Link: https: / / booking.ihotelier.com / istay / istay.jsp?groupID5693681&hotelID513074 or just call 1.800.885.6622. Many attendees have already booked their room at the Mauna Lani Bay Hotel. The contractual reservations cutoff date is February 28, 2013. However, the highly discounted ARES room rates should be sold out well before then. We urge you to book your room ASAP. Once the ARES block is sold out, remaining rooms will be priced significantly higher. See the Hotel in 360 Degrees: http: / / www.threesixtyhawaii.com / MLBH / Beach / MLBeach.html. Sincerely, Dr. Michael J. Seiler Founder and Director, Institute for Behavioral and Experimental Real Estate (IBERE) Professor and Robert M. Stanton Chair of Real Estate and Economic Development Old Dominion University 2154 Constant Hall Norfolk, VA 23529-0223 [email protected] 757.683.3505 phone 757.683.3258 fax www.bpa.odu.edu / bpa / faculty / seiler.shtml www.ibere.org

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Exhibit 8 Email Blast to Promote the ARES Annual Meeting Aloha Everyone, We are now accepting submissions to the ARES 2013 Annual Meeting! If you have not already done so, please submit your papers, register for the conference, and book a room QUICKLY! We are anticipating a record turnout. Submit your paper: http: / / www.etnpconferences.net / ares / ares2013 / . Conference Registration Link: https: / / eweb.aresnet.org / eweb / DynamicPage.aspx?expires5yes&Site5ewebares&WebKey5 b310be66-4c61-429d-b4b7-b686d2e3aeff. Hotel Reservation Link: https: / / booking.ihotelier.com / istay / istay.jsp?groupID5693681&hotelID513074 or just call 1.800.885.6622. American Real Estate Society (ARES) meetings are renowned for their diverse offerings of interesting papers and panels. The 2013 meeting will take place on the Big Island of Hawaii and will be incredibly comprehensive in its research paper and panel offerings. Please see the links above to SUBMIT a paper, REGISTER for the conference, and BOOK your hotel room NOW. Our meeting venue is the newly renovated, deluxe, ocean-front Mauna Lani Bay Hotel, Kohala Coast, Island of Hawaii. It was recently ranked the tenth best luxury resort in the USA. It features lovely rooms, most with ocean views, interesting fresh cuisine, highly ranked golf courses and a local staff filled with the spirit of Aloha. You can swim with sea turtles in front of the hotel. Great snorkeling amongst colorful coral and tropical fish is a ten-minute walk from the meeting rooms, and you’ll see Haleakala on Maui from the beach. ARES social events will be at spectacular beach front sites. You will be 20 minutes by helicopter (www.bluehawaiian.com) from the very active Kilauea Volcano. You can drive to the top of 13,803’ Mauna Kea, the tallest mountain in the world when measured from the ocean floor, for the most memorable sunset or sunrise of your life. Hawaii Forest and Trail (www.hawaii-forest.com) has numerous adventures available throughout the Big Island for you at special ARES rates. The total package of unparalleled professional opportunities and interaction coupled with unique world-class scenery makes ARES, 2013 the academic meeting that you must attend! As the program chair, I welcome your ideas regarding panel sessions as well as other meeting related items. Please contact me at [email protected]. Thank you very much for support, and please let me know if you have any questions. Mahalo Nui Loa, Dr. Michael J. Seiler Founder and Director, Institute for Behavioral and Experimental Real Estate (IBERE) Professor and Robert M. Stanton Chair of Real Estate and Economic Development Old Dominion University 2154 Constant Hall Norfolk, VA 23529-0223 [email protected] 757.683.3505 phone 757.683.3258 fax www.bpa.odu.edu / bpa / faculty / seiler.shtml www.ibere.org



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Exhibit 9 Program Chair Fall 2012 Newsletter Contribution ARES meetings are renowned for their diverse offerings of interesting papers and panels and the Big Island of Hawaii meeting will be an exceptional intellectual experience. Academic and professional thought leaders from throughout the world will gather April 9–13, 2013 to present cutting edge research as well as to discuss timely current real estate issues in one of the most beautiful meeting locations in the world. Be a part of this memorable event. Register for the conference now online (www.ARESnet.org). You will then receive your ARESID#. This gives your ARES meeting planning committee the expected number of attendees, which will ensure better meeting planning and better communications with you. We are now accepting submissions. Please go to http: / / www.etnpconferences.net / ares / ares2013 / and upload your papers for consideration. Travel support from the James R. Webb ARES Foundation is available for those Ph.D. students participating in Saturday’s Doctoral Seminar. For further information, contact Professor Elaine Worzala, at: [email protected]. Hotel Room rates start at $240 / night plus 13.4% HI tax for a standard (mountain view) or a garden room. To get the most out of your Big Island experience, book an ocean view room at $295 / night plus tax. Oceanfront rooms are $350 / night plus tax. The latter are in short supply and should be booked immediately. It will be much easier to organize this meeting if you make your reservation immediately. Book your room today using the following link: http: / / booking.ihotelier.com / istay / istay.jsp?groupID5693681&hotelID513074 or email Wayne Obina at: [email protected] or use the ARES website link. Participation at ARES takes many forms: Present a research paper; participate in a panel discussion; organize and chair a panel; chair a paper session; be a discussant; help run ARES by being on the board or participating on a committee. In short, get involved and learn why ARES (and Hawaii) is the place to be!

submission software provides a framework for formatting, do not kid yourself that academics read and follow directions. For example, all paper submission titles will have to be formatted in the system as ‘‘Fear, Shame, and Guilt: Economic and Behavioral Motivations for Strategic Default,’’ not ‘‘FEAR, SHAME, AND GUILT: ECONOMIC AND BEHAVIORAL MOTIVATIONS FOR STRATEGIC DEFAULT,’’ or ‘‘Fear, shame, and guilt: economic and behavioral motivations for strategic default,’’ or some combination thereof as provided by the author through the submission software. It is the program chair’s job to correct all these non-conforming submission titles before the final program gets sent to the printer. Program chairs should correct these as submitted while not much is otherwise required of their time. On a similar note, author names, affiliations, and email addresses all need to be correctly entered into the system. Within the E&T software, go to ‘‘Administrative Tools,’’ ‘‘User Management.’’ Here, you will see all the people within the ARES system, not just those who have submitted to the current annual meeting program. A common mistake is for people to place their address where their affiliation should be or include too much information with their affiliation. For example, ARES prefers the final program to read ‘‘Michael J.

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Exhibit 10 ARES Acceptance Letter (to be embedded in official letterhead) Dear Dr. Seagraves, I am pleased to inform you that your paper entitled ‘‘Local Industry and the Relation to Real Estate Cycles—Contagion Driven Change’’ has been accepted for oral presentation at the 2013 ARES Annual Meeting on the Big Island of Hawaii from April 9–13, 2013. Information on the conference and the registration process can be found at the ARES website (www.aresnet.org). You can also upload your completed / updated manuscript and update your contact information at the website. If you have not already done so, you should register for the meeting as soon as possible to insure your position on the ARES program (https: / / eweb.aresnet.org / eweb / DynamicPage.aspx?expires5yes&Site5ewebares&WebKey5b310be66-4c61-429d-b4b7b686d2e3aeff). If you have problems updating your information or with registration, please contact Diane Quarles at [email protected]. To book your hotel room, please use this link: https: / / booking.ihotelier.com / istay / istay.jsp?groupID5693681&hotelID513074. If you have multiple manuscripts accepted for presentation, keep in mind that ARES has a fixed number of presentation slots. In the event that ARES becomes overbooked, I expect I will be asked by ARES leadership to remove multiple manuscripts that have only one unique registrant. In other words, circumstances might require that I will be limited to accepting one manuscript per paid registrant. With that consideration, I encourage you to have your coauthors register and attend the meetings. Also, if you have requested a discussant for your paper, you or your coauthors are likely to be called upon to be a discussant. As with previous ARES conferences, all members of ARES, the Appraisal Institute, and CCIM will have access to the posted abstracts and manuscripts. To benefit from maximum exposure to yourself and ARES, please post your final manuscript at the above website as soon as possible, and at least three weeks prior to the ARES Annual Meeting. The Annual Meeting does not provide financial support. You will need to pay the registration fee and all travel expenses. Thank you very much for your support of the American Real Estate Society. I look forward to seeing you in Hawaii. Sincerely,

Dr. Michael J. Seiler ARES 2013 Program Chair Professor and Robert M. Stanton Chair of Real Estate and Economic Development Founder and Director, Institute for Behavioral and Experimental Real Estate (IBERE)

Seiler, Old Dominion University, [email protected]’’ not ‘‘Michael J. Seiler, Old Dominion University, College of Business, Department of Finance, [email protected].’’ We also know that affiliations change since the author of this piece is now at The College of William and Mary. If the Administrative Tools or any other tabs are not visible, alert Evelyn Gosnell as she has the authority to bring these online for the program chair’s use.



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Exhibit 11 Visa/Acceptance Letter to Foreign Presenters (to be embedded in official letterhead) Dear Yang Zhang, I am pleased to inform you that your paper entitled ‘‘Influence of Information Disclosure on the Price Formation Process in the Resale Housing Market: An Experimental Study’’ has been accepted for oral presentation at the 2013 ARES Annual Meeting on the Big Island of Hawaii from April 9–13, 2013. Information on the conference and the registration process can be found at the ARES website (www.aresnet.org). You can also upload your completed / updated manuscript and update your contact information at the website. If you have not already done so, you should register for the meeting as soon as possible to insure your position on the ARES program (https: / / eweb.aresnet.org / eweb / DynamicPage.aspx?expires5yes&Site5ewebares&WebKey5b310be66-4c61-429d-b4b7b686d2e3aeff). If you have problems updating your information or with registration, please contact Diane Quarles at [email protected]. To book your hotel room, please use this link: https: / / booking.ihotelier.com / istay / istay.jsp?groupID5693681&hotelID513074. If you have multiple manuscripts accepted for presentation, keep in mind that ARES has a fixed number of presentation slots. In the event that ARES becomes overbooked, I expect I will be asked by ARES leadership to remove multiple manuscripts that have only one unique registrant. In other words, circumstances might require that I will be limited to accepting one manuscript per paid registrant. With that consideration, I encourage you to have your coauthors register and attend the meetings. Also, if you have requested a discussant for your paper, you and your coauthors are likely to be called upon to be a discussant. As with previous ARES conferences, all members of ARES, the Appraisal Institute, and CCIM will have access to the posted abstracts and manuscripts. To benefit from maximum exposure to yourself and ARES, please post your final manuscript at the above website as soon as possible, and at least three weeks prior to the ARES Annual Meeting. The Annual Meeting does not provide financial support. You will need to pay the registration fee and all travel expenses. Thank you very much for your support of the American Real Estate Society. I look forward to seeing you in Hawaii. Sincerely,


Components of the Annual Meeting REGULAR PAPER SUBMISSIONS The core of ARES is rigorous research studies conducted by academics and practitioners. In all, you should receive sufficient submissions to end up with around 200 acceptable studies after review. REGULAR PANELS Regular panels consist of three to five panelists who do not present papers, but instead talk about specific topics. Examples include, ‘‘Opportunities in Hotel/

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Lodging Research,’’ ‘‘The State of the Art and Data Integration for Housing Market Analysis,’’ and ‘‘What’s New with Indices and Benchmarks for Commercial Real Estate?’’ It is the job of the vice program chair to seek out and lead the formation of these panels. Generally, there are anywhere from six to eight regular panels. EDUCATION TRACK PANELS The chair of the Education Committee should independently assemble an Education Track session for each of the time slots the program chair (in coordination with the ARES meeting planner) determines will be allocated to the Education Track. For the Hawaii meeting, there were eight consecutive time slots (in most years, there are nine). The ‘‘Woman’s Caucus Breakfast’’ has, for the last two years, constituted the first Education Track session. The ‘‘Caucus of Education Group’’ constitutes the last. Of all the papers submitted through the regular ARES session website, you will normally be able to form two paper sessions that are very much education/curriculum related. As such, the program chair will form two of the Education Track sessions. This leaves four (five in most years) Education Track panels for the chair of the Education Committee to form. In the past, one of these Education Track panels has been organized by IRES and has an international real estate focus. Be sure to communicate with the chair early in the process to avoid unnecessary problems. DOCTORAL SESSIONS The James R. Webb ARES Foundation supports the early careers of real estate researchers through the partial funding of doctoral students from around the world to attend the Annual Meeting. The doctoral student organizer receives submissions separately from the regular program, but invariably a few students will submit their papers through the main system by mistake. Be sure to crosscheck regular and doctoral student submissions. The doctoral sessions have been moved around to different days in past years. It is best to work with the ARES meeting planner and doctoral seminar director to decide when they should be offered. The number of doctoral sessions will depend on the number of doctoral submissions. The greater the number of submissions, the more concurrent sessions will have to be held. Having the doctoral students participate on the Saturday program is proving to be successful. OTHER SPECIAL SESSIONS For the Hawaii meeting, Tyler Yang assembled 16 papers in 4 sessions that were presented strictly in Mandarin Chinese. This was the first year we did this—a trend I hope continues. Even if not, the program chair has the flexibility to be



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creative and think of any other special sessions that might make sense for the organization. FORMING

THE

SESSIONS

Around January 7, you should start to form clusters of papers that naturally fit together by subfield/topic. For example, you will undoubtedly have dozens of housing papers. Housing papers might further subclassify into seniors housing, international housing, etc. Once you have clustered all the papers by their natural fit, you will want to ask the vice program chair to see if (s)he agrees. Having like papers within a session is important because otherwise participants will want to jump in and out of sessions, causing constant interruptions and a general sense of disarray. When all the papers within a session are on a similar topic, people tend to stay for the entire session. Depending on the time block, I recommend allocating five papers to each session. Invariably, authors will fall out of the program for various reasons. You do not want to have a session with only three papers. But, if you start with five and fall to four, no one will mind. I strongly recommend not scheduling six papers unless you have a two-hour time block, which can happen on Saturday. The easiest way to group all the papers and to move them around is in Excel. To get the information from the E&T software into Excel, go under ‘‘Program Chair Tools’’ ‘‘Paper Tools’’ and then click on ‘‘Papers-Authors report.’’ The authors were given the opportunity to indicate up to two subareas within real estate to which their paper relates. However, several of the papers will be either misclassified or not classified at all. Start by sorting papers based on the author’s opinion of where their paper belongs, but do not be afraid to reclassify. Also, as noted before, many academics do not follow the submission rules, which means that additional due diligence is needed.

Building the Program Inside the E&T Software TIME BLOCKS

AND

ROOM NAMES

In collaboration with the ARES meeting planner, you should have already established when each time block of paper presentations will occur. The meeting planner will also tell you how many rooms you have available at any one time, as well as the name of each room. Ask Evelyn Gosnell to create these drop-down menus within the system. CREATING

A

SESSION

After you are finished moving papers around inside the Excel spreadsheet, you should have all papers clustered in groups of four to six (ideally five). Moreover, each session should be assigned a name that matches the categories on the E&T submission site (e.g., Housing I, REITs IV, etc.). Now, you need to communicate

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these clusters to the E&T software program. To do so, click on ‘‘Program Chair Tools,’’ ‘‘Session Tools,’’ ‘‘Add New Session.’’ For now, do not worry about the time blocks when each will be presented or the room assignments. Just get your clusters into the system. In addition to all the regular paper submissions, you also need to upload/create all the Education Track panels, regular panels, doctoral student sessions, etc. into the system. It is easier for the program chair to upload all this information because having four or five other people learn the E&T system is unrealistic. Therefore, have the heads of these areas send you an Excel spreadsheet with the names of all the papers, author(s)/panelists, affiliations, and email addresses. When you upload all these papers and people into the E&T system, make sure you first try to find their names from within the existing record of names. Failure to do this will create duplicate records within the system. Since there are many people to rely on when assembling these various parts of the program, be sure to give them all deadlines ahead of when you would like to have this information. You cannot begin assembling the program until you have all their input. ASSEMBLING

THE

PROGRAM

Once you have moved all papers into clusters, you need to establish when each cluster will occur on the program. To begin assigning your clusters, you can print out a hard copy of each cluster by selecting ‘‘Program Chair Tools,’’ ‘‘Session Tools,’’ ‘‘List Sessions (formatted to print one session per page).’’ Note that you will have many sessions on the same topic (e.g., Housing I, Housing II, Housing III, etc.). You want to be sure you schedule them sequentially for several reasons. Physically lay out the single page session printouts and decide where you want to ideally place your sessions. For example, if you have an industry panel and want the session to be well attended, do not schedule it early on Saturday morning (since Friday night is the main reception). The difficult task is to avoid scheduling conflicts. Since you have all of your session clusters in Excel (including regular panels, Education Track panels, doctoral sessions, etc.), it is really easy to ‘‘sort’’ by author name to identify duplicates. Do not double-book a person within a single time slot. Even though one author may have submitted the paper, you have no idea who will present the paper. It is also reasonable for non-presenting authors to want to see their paper presented to observe feedback. If you have a large program, avoiding scheduling conflicts will be the most difficult task. ASSIGNING SESSION CHAIRS Serving as a session chair is one of the easiest jobs at the conference as the person is basically a glorified timekeeper. A great session chair will read all the papers beforehand and generate questions when the audience has none. But,



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Exhibit 12 Email Request for Discussants Dear 2013 ARES Annual Meeting Author, Please reply to this email ONLY if you want to serve as a discussant at the ARES Annual Meeting in Hawaii. When you submitted your abstract / paper, you indicated that you wanted someone to serve as your discussant. Based on an overwhelming number of submitted papers, we are requiring authors who want a discussant on their paper to also serve as a discussant on someone else’s paper. Failure to confirm your willingness to serve as a discussant before January 20 will imply you no longer wish for your paper to have a discussant. Aloha,


great session chairs are hard to find. Up until this point, it is reasonable to expect you will have had several requests from people who want to serve as session chairs. Usually, these individuals are ARES regulars who know there will be a shortage and are offering to make your job easier. Try to assign them to a session where they have research experience since this will help them do a better job with encouraging audience participation, as well as make the experience richer for them. If you have access to the original submission forms, ARES asks participants to check a box if they are willing to serve in this capacity. Beyond the volunteers, you should find your session chairs by asking other ARES regulars who have attended for years, but might not have submitted elsewhere on the program. Many ARES members continue to attend ARES meetings for career reasons and are more than happy to serve as a session chair. ASSIGNING DISCUSSANTS When authors submit their papers to the E&T software, they are asked if they would like a discussant for their paper. About half will say ‘‘yes.’’ This can be problematic because it creates scheduling difficulties. You will also not have nearly enough volunteers to fill all these roles. Therefore, you should send out an email to all authors who checked the ‘‘discussant requested’’ box and state that those who want a discussant will be required to also serve as a discussant. Moreover, in the email, state that unless you hear from them, you will assume they are no longer requesting a discussant (Exhibit 12). This should reduce the discussant requests. To prevent scheduling conflicts, assign discussants and session chairs after all papers have been assigned to time blocks. Depending on how large the meeting

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Exhibit 13 Email Request for Session Chairs Dear ARES Participants, I am putting the final touches on the program for this year and have a favor to ask. Are you willing to serve as a session chair? You will be assigned to chair a session in which you are already presenting, so this will not require additional use of your time. You are basically just a glorified time keeper making sure presenters stay within their allotted times. You do not have to bring a laptop with you, but I ask that you determine who within the session will bring a laptop on which people’s presentations will be loaded. ARES will provide everything else. If you are unwilling to help, please respond to this email. Otherwise, I’ll take your non-response as confirmation of your willingness to support the program. Thank you in advance for your support.


gets, ensuring people are not double-booked can be difficult. By assigning session chairs and discussants last, it will be far easier to assemble a program that does not require papers to be moved outside their natural topic clusters and ideal time slots. It is a good idea to identify discussants who are already presenting papers in the same session. That way, the topic of the papers should align with their skill sets, and no time conflict will occur because they are already committed to being in the session. Exhibit 13 shares a request for session chairs.

Sharing the Proposed Program with Others Once you believe you have worked out all the problems, it is time to share the preliminary program with the executive director and the ARES meeting planner (Evelyn Gosnell and Cathy Coleman ask to be included on the c.c. list as well). Even the most prepared program chair cannot foresee changes to the overall meeting. Remember, the program chair schedules the program from Thursday morning to Saturday afternoon. But, in addition to the time blocks for sessions, there are numerous events going on that the program chair does not manage (e.g., the all-day Wednesday Critical Issues Seminar, all receptions running Tuesday night through Saturday afternoon, the awards luncheon, the general membership meeting, a number of special breakfasts, etc.). Overall, the executive director and ARES meeting planner are responsible for assembling the entire event. You need to share two versions of the ARES program: a summary version and a detailed version. To share the summary version, within the E&T software, select ‘‘Program Chair Tools,’’ ‘‘Program Tools,’’ ‘‘Program Sessions.’’ You will



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Exhibit 14 Email Sharing the ARES Annual Meeting Schedule with Participants Dear ARES Participant, I am writing to share with you the final ARES 2013 Annual Meeting schedule of papers. Note that our events start as early as Tuesday and go through Saturday. We have experienced an overwhelming turnout for this year’s meeting, so I cannot stress enough the importance of making your travel arrangements immediately! To see the paper portion of the program: http: / / www.etnpconferences.net / ares / ares2013 / User / Program.php. To see a summary of the paper sessions: http: / / www.etnpconferences.net / ares / ares2013 / User / programsessions.php. Register for the meeting: https: / / eweb.aresnet.org / eweb / DynamicPage.aspx?expires5yes&Site5ewebares&WebKey5b310be66-4c61-429d-b4b7b686d2e3aeff. Book your hotel room: https: / / bookings.ihotelier.com / Mauna-Lani-Bay-Hotel-and-Bungalows / bookings.jsp?hotelId5 13074&groupID5693681 or by emailing Wayne Obina at [email protected]. The lower priced garden view and ocean view rooms are sold out. However, we have secured additional high floor, spectacular view, deluxe ocean view rooms for $325 / night plus tax and a very limited number of deluxe oceanfront rooms for $390 / night plus tax. The latter have breathtaking views of the Pacific Ocean and of Haleakala on Maui. Staying at the Mauna Lani is an experience that you’ll fondly remember. It may seem expensive, but it’s worth it. The conference is April 9–13, 2013. You should consider arriving a few days early and staying a few days later. You will never regret spending extra time in Hawaii. Aloha, Michael J. Seiler ARES 2013 Program Chair Founder and Director, Institute for Behavioral and Experimental Real Estate (www.IBERE.org) Professor and Robert M. Stanton Chair of Real Estate Old Dominion University 2154 Constant Hall Norfolk, VA 23529-0223 [email protected]

then see the program in summary format. To save this in the format Cathy Coleman prefers, select ‘‘File,’’ ‘‘Save as,’’ ‘‘Webpage, HTML only (*htm;*html).’’ To share the detailed version of the program, within the E&T software, select ‘‘Program Chair Tools,’’ ‘‘Program Tools,’’ ‘‘Program.’’ You will then see the program in detailed format. To save this in the format Cathy prefers, select ‘‘File,’’ ‘‘Save as,’’ ‘‘Webpage, HTML only (*htm;*html).’’ Once corrections to the program are approved, send a program link to all ARES participants showing them the schedule. Evelyn Gosnell can send the email through the E&T system (FYI, she cannot email attachments), while the ARES manager of member services can send the links through her system as well. Exhibit 14 shows a letter used to share the program with participants.

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Exhibit 15 Guideline Letter to ARES Presenters Dear ARES Presenter, This email contains important guidelines for you in your role at the ARES Annual Meeting in Hawaii. Please review carefully. The technology available will be PowerPoint on a laptop computer, available in each session room. Bring your jump drive (USB stick) with your PowerPoint presentation on it. You should bring at least 15 hard copies of your paper to the session and either (1) post your paper on the conference website or (2) send an electronic copy to all who want one. If you have a discussant, you should email your paper to your discussant at least four weeks before the meeting. Giving your paper to the discussant at the actual meeting is inappropriate as it does not give the individual enough lead time to adequately evaluate and discuss the paper. Helpful hints: Think of each paper as a story: how will you tell it, how you will illustrate the critical points, and how will you create an interest in your audience to elicit constructive comments. Do not get bogged down with complex models and minutiae. Do not just read your paper or your PowerPoint bullet points. Engage the audience and really explain your paper. Thank you for your continued support of ARES. We look forward to seeing you in Hawaii. Michael J. Seiler ARES 2013 Program Chair Founder and Director, Institute for Behavioral and Experimental Real Estate (IBERE) Professor and Robert M. Stanton Chair of Real Estate Old Dominion University 2154 Constant Hall Norfolk, VA 23529-0223 [email protected] 757.683.3505 phone 757.683.3258 fax www.bpa.odu.edu / bpa / faculty / seiler.shtml http: / / www.ibere.org /

Some ARES authors will immediately respond to this email saying they have to pull the paper from the program for one reason or another (e.g., they could not get funding, could not obtain a visa, etc.). Paper fallout is a normal occurrence at all conferences. Other participants will share conflicts with arriving/departing flights. This is tricky because they should have booked flights that arrived before the conference begins and return after the conference ends. Still, you might lean towards being accommodating because many of our members fly in from Africa, Singapore, Europe and other areas that require more than a full day’s travel. If this annoys you, place a sentence in the original acceptance letter stating your policy not to move papers for these reasons. INSTRUCTIONS

FOR

PRESENTERS, SESSION CHAIRS,

AND

DISCUSSANTS

Once the program is finalized, you can send out instructions to presenters, session chairs, and discussants. Exhibits 15–17 share the instructions I sent to each group. Again, Evelyn Gosnell has the ability to actually send the emails to each group. The program chair cannot do this through the system directly.



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Exhibit 16 Guideline Letter to ARES Discussants Dear ARES Discussant, This email contains important guidelines for you in your role at the ARES Annual Meeting in Hawaii. Please review carefully. The technology available will be PowerPoint on a laptop computer, available in each session room. Bring your jump drive (USB stick) with your PowerPoint discussion on it. Authors have been instructed to email you their paper at least four weeks before the meeting. If this deadline is not met, contact them directly and remind them to send you their paper. Thank you for your continued support of ARES. We look forward to seeing you in Hawaii. Michael J. Seiler ARES 2013 Program Chair Founder and Director, Institute for Behavioral and Experimental Real Estate (IBERE) Professor and Robert M. Stanton Chair of Real Estate Old Dominion University 2154 Constant Hall Norfolk, VA 23529-0223 [email protected] 757.683.3505 phone 757.683.3258 fax www.bpa.odu.edu / bpa / faculty / seiler.shtml http: / / www.ibere.org /

Exhibit 17 Guideline Letter to ARES Session Chairs Dear ARES Session Chair, This email contains important guidelines for you in your role at the ARES Annual Meeting in Hawaii. Please review carefully. Session chairs should bring a laptop computer, or arrange for someone in their session to have one available during the presentation. The hotel will NOT provide laptops. For Paper Session Chairs: Please email the contact authors in your session and remind them of your rules for the session especially regarding the time available for presentation. Most sessions have either four or five papers but some have six. Also, some papers have discussants so you will have to determine the amount of time to allot to each speaker. For Panel Session Chairs: Email your panelists in advance regarding how you plan to conduct the session and what you want them to do. Thank you for your continued support of ARES. We look forward to seeing you in Hawaii. Michael J. Seiler ARES 2013 Program Chair Founder and Director, Institute for Behavioral and Experimental Real Estate (IBERE) Professor and Robert M. Stanton Chair of Real Estate Old Dominion University 2154 Constant Hall Norfolk, VA 23529-0223 [email protected] 757.683.3505 phone 757.683.3258 fax www.bpa.odu.edu / bpa / faculty / seiler.shtml http: / / www.ibere.org /

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Exhibit 18 Program Chair Spring 2013 Newsletter Contribution Aloha from da Big Island of Hawaii. When this remote site location was selected, we had concerns there would not be enough attendees who could afford to make the trip. Then, when the financial crisis occurred, our concerns grew even bigger as state budgets dried up. Those worries have been laid to rest as we have had a near record number of submissions and already a record number of room-night reservations. That is, the people who are coming to the ARES Annual Meeting this year are staying longer than ever before. We have accepted around 200 traditional papers on a variety of real estate topics PLUS 4 sessions of studies that will be presented exclusively in Mandarin (Thank you Tyler Yang for helping create this first-time experience at ARES!). In addition to research studies, we will again host a number of excellent panels, doctoral paper sessions, an Education Track, and the Appraisal Institute / CCIM Institute ‘‘Critical Issues Seminar.’’ If you haven’t already done so, please be sure to complete your meeting registration promptly. You can do this at www.aresnet.org. Also, hotel space is going fast, so if you haven’t made your room reservations, please do so immediately. Following current industry trends and classical real estate research, we have papers on a broad array of topics, including housing, valuation, REITs, finance, investment analysis, sustainability, and more. Panel topics include mortgage markets, housing analytics, and real estate indices, among others. Thank you in advance for your support of ARES. The outpouring of those willing to function in various roles and capacities has been tremendous. Thanks for being willing to invest your time not only in presenting your research but also serving as session chairs and discussants. Your involvement will make the program stronger and more dynamic. Again, as we progress toward the meeting date, be sure to register for the meeting and make your hotel reservations as soon as possible. I would like to thank those who provided me with a high degree of assistance. Stacy Sirmans is a tough act to follow, but with the help of my Vice Program Chair, David Harrison, I believe we are up for the challenge. Stacy put on a great program in St. Pete last year and is appreciated for his continuing efforts to answer my questions this year. Art Schwartz and Steve Pyhrr have done an incredible job again. Even though I already knew they are work horses, I did not fully appreciate exactly how much they do for ARES throughout the year. Without their guidance, ARES meetings would not come together. I would like to thank Elaine Worzala who once again heads our doctoral sessions, Tom Geurts who heads the Education Track, and Tyler Yang who has done a tremendous job organizing the four sessions to be presented in Mandarin Chinese (a first for ARES). I look forward to seeing all of you in beautiful Hawaii. At ARES, we work hard and play hard. To this end, we intentionally start sessions early and end right around lunch time to give attendees a chance to experience the Aloha spirit of the great Hawaiian people. Aloha and Mahalo for your participation and support !!

THE CALM

BEFORE THE

STORM

Over the remaining two months before the meeting, the newsletter editor in collaboration with Cathy Coleman will be formatting the final program and pulling everything together. Exhibit 18 reveals the contribution to the spring newsletter that appears on the first few pages of the newsletter. The summary and full programs also go into the spring newsletter and are used as the basis for the eventual hard copy of the program that is distributed at the Annual Meeting.



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Exhibit 19 ARES 2013—Errata Sheet—as of April 5, 2013 Session 2: Paper 4: ‘‘The Dynamics of Home Tenure Transition in the Australian Market’’ by Piyush Tiwari, University of Melbourne, will not be presented. Session 4: Paper 1: ‘‘A Conceptual Structure for the Property Management Competency Framework’’ by Kien Hwa Ting, Universiti Teknologi MARA, will not be presented. Session 4: Paper 2: ‘‘Property Management within Swedish Housing Cooperatives—Analysis of Management Competency’’ by Henry Gonza Muyingo, KTH- The Royal Institute of Technology, will not be presented. Session 4: Paper 3: ‘‘Rental Default in Metropolitan Ibadan Property Market, Nigeria’’ by Olatoye Ojo, Obafemi Awolowo University; Oluwaseun Olatoye-Ojo, University of Illinois at Chicago; Job Gbadegesin, Obafemi Awolowo University, will not be presented. Session 4: Paper 4: ‘‘The Tenant as a Customer: Can Good Service Improve Real Estate Performance?’’ by Danielle Claire Sanderson, University of Reading, and Victoria Mary Edwards, University of Reading, will now be presented in Session 2. Session 4: Due to 3 of the 4 papers being cancelled, Session 4 will not be held. Session 5: Paper 4: ‘‘Hospitals’ Location and Treatment Quality’’ by Tommaso Gabrieli, University of Reading, will not be presented. Session 14: Paper 2: ‘‘Debt Capacity of Real Estate Collateral’’ by Erasmo Giambona, University of Amsterdam, Joseph Golec, University of Connecticut, and Armin Schwienbacher, Univ. Lille Nord de France, will not be presented. Session 15: Paper 5: ‘‘Sustainability Rating Systems’’ by Roshan Mehdizadeh, Stanford University, and Martin Fischer, Stanford University, will not be presented. Session 25: Paper 4: ‘‘Operational Risk in the Real Estate Industry’’ by Milena Petrova, Syracuse University, and Anna Chernobai, Syracuse University, will not be presented. Session 28: Paper 1: ‘‘Determinants of Next Housing Boom’’ by Ruijue Peng, PPR, A CoStar Company, will not be presented. Session 37: ‘‘The Long Run Impact of Securitized Real Estate within Global Equity Portfolios’’ by Nafeesa Yunus, University of Baltimore, and Peggy Swanson, University of Texas at Arlington, should be the fifth paper in Session 11, not Session 37. Session 43: Paper 3: ‘‘Search Costs and Behavioral Biases in Commercial Real Estate Pricing’’ by Milena Petrova, Syracuse University, David C. Ling, University of Florida, and Andy Naranjo, University of Florida, will not be presented. Session 46: Paper 2: ‘‘Sectoral and Spatial Spill-Over Effects of Infrastructure Investment: A Case Study of Bangalore (India)’’ by Piyush Tiwari, University of Melbourne, and Anupam Nanda, University of Reading, will not be presented. Session 47: Paper 4: ‘‘Redeveloping Waterfront Brownfields; Ideas, Plans and Experiences for Regeneration of Shipyards on Three Continents’’ by Barry Hersh, New York University, Dariusz PE˛chorzewski, IEADF Institute of Economic Analyzes, Diagnoses and Forecasts, and Xiohang Sharon Yu, New York University, will not be presented. Session 59: Paper 2: Olatoye Ojo, Obafemi Awolowo University, will not serve as a discussant.

If you receive a change to the program, be sure to tell Cathy immediately. After the final program has gone to the printer, you will still get last minute cancellations/changes. These last minute changes should be reported in an Errata Sheet to be handed out at the meeting when people check in (Exhibit 19).

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Exhibit 20 Session Chair Evaluation Sheet ARES 29TH Annual American Real Estate Society Meeting April 9–13, 2013 n Mauna Lani Bay Hotel n Kohala Coast, Big Island of Hawaii 1. Include One Copy of Every Paper Presented in Your Session with this report and drop off at the Registration Desk after your session. 2. If a listed presenter did not present a paper, indicate when you were notified in the comments. 3. Please tell presenters that they are requested to upload an electronic copy of their paper (Word or PDF) at www.ARESnet.org. Session #

Session Title

Chair’s Name (Please Print) Paper #1 / Panel Member #1

Paper #2 / Panel Member #2

Presenter:

Presenter:

15 Copies Yes No

15 Copies Yes No

Targeted Professional Audience? Yes No


Followed Suggested Style? Yes No


First -Time Presenter? Yes No


Affiliation? Academic Industry


Quality of Presentation (Circle One)


Excellent Very Good Good Not so Good Poor


Comment:

Comment:



Presenter:

Presenter:

15 Copies Yes No

15 Copies Yes No













Comment:

Comment:



Presenter:

Presenter:

15 Copies Yes No

15 Copies Yes No











Excellent Very Good Good Not so Good Poor Comment:

Excellent Very Good Good Not so Good Poor Comment:

Please use multiple sheets if there are more than six papers / panelists. If possible, keep your comments brief to the space provided. Else, write on the back clearly identifying the paper / panelist.



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Exhibit 21 After the Meeting Letter to Attendees Dear 2013 ARES Participant, This year’s ARES Annual Meeting was an overwhelming success. We had a record turnout of over 430 registered attendees who stayed for a record number of days. We also started what I hope to be a new ARES tradition of having four sessions of studies that were presented exclusively in Mandarin (thank you Tyler Yang for helping create this first-time experience at ARES). In fact, the meeting was cosponsored by AsRES. It truly was the most international ARES Annual Meeting we have ever had. In addition to research studies, we also hosted a number of excellent panels, doctoral paper sessions, an Education Track, and the Appraisal Institute / CCIM Institute ‘‘Critical Issues Seminar.’’ Socially, the ‘‘work hard—play hard’’ theme was highlighted by three nights of live entertainment by John Keawe, Sonny Lim, and Da Island Boiys, all North Kohala locals. Breathtaking sunsets and the finest local cuisine made this year’s meeting truly memorable. The meeting was such a success that ARES has just negotiated an agreement to return to the Mauna Lani in 2017. Please be on the lookout for a survey that will be emailed to you to get feedback from this year’s meeting. The more feedback you provide, the better job we can do planning future meetings. I would like to thank those who provided me with a high degree of assistance along the way: Stacy Sirmans, last year’s program chair and this year’s vice program chair, David Harrison. Art Schwartz (with the help of Mindy Yarling), and Steve Pyhrr (with the help of Melissa Miller) have done an incredible job again. Even though I already knew they are work horses, I did not fully appreciate exactly how much they do for ARES throughout the year. Without their guidance, ARES meetings would not come together. I would also like to thank Elaine Worzala who once again led our doctoral sessions, Tom Geurts who is in charge of the Education Track, and Tyler Yang who has done a tremendous job organizing the four sessions presented in Mandarin. Diane Quarles does a tremendous amount of behind the scenes work for ARES all year around. And for our online and printed program, Evelyn Gosnell and Cathy Lynn, respectively, are invaluable. Mahalo! Michael J. Seiler Program Chair, 2013

ANNUAL MEETING Even though changes have been noted on the Errata Sheet, be sure to work with the executive director and those at the registration desk to communicate to attendees changes that have been made since the program went to the printer. You never know who will be asked about changes, so the more people who are aware of them, the better. The program chair should pass out an evaluation sheet to each session chair (Exhibit 20) at the beginning of each time block and collect completed forms at the end of each session. These documents should later be compared over time to identify those who do not make their presentation or comply with the general guidelines set forth by ARES. The program chair should also pop into each session in each time block and take a head count to learn which sessions are best attended. This is useful for planning sessions at future ARES events. It is

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also useful to learn which time blocks are most attended for future scheduling purposes. AFTER

THE

MEETING

Within a week after the meeting, it is important to send a letter (done most advisably through our E&T NetPubs, Inc. contact since she has a definitive list of all participants) to all participants to provide a summary of the meeting’s success and to thank those who helped make the meeting possible (Exhibit 21). The program chair should also forward any helpful notes and updates to this document that may result from the natural evolution of the organization. Finally, a wrap-up summary of the meeting (which is very similar to what is sent out to the participants) will need to be submitted for the fall newsletter.

Closing Thoughts Serving ARES (or any academic organization) as the program chair does require time, but the total time commitment will be substantially reduced simply by being prepared. Reading this document, working early with the meeting planner and executive director, and keeping the lines of communication open will all go a long way in making the job relatively straight-forward. Understand there will be mild frustrations along the way, and know that not everyone involved in the process has the same information and the same energy level. Miscommunications will occur, but how much you enjoy serving as program chair is a function is how you handle these inevitable issues. In the end, the position is only a one-time service to ARES. Do a great job, and have fun with it!

Michael J. Seiler, The College of William & Mary, Williamsburg, VA 23187 or [email protected].
