Document 12947292

Final Practicum Report Prepared for the Atlantic Council Cyber Statecraft Initiative May 2013 Yuqi Chen Colleen Kendrick Caitlin Morrison Matt Tranquada American University -‐ School of International Service Table of Contents Event overview • Project summary . . . . Future Planning Documents • Visual preparation timeline . . . • Event preparation check lists . . • School contact lists . . . . • Recommendations . . . . Transition Documents • Logistics Summary o Logistics check list . . . o Reserved locations . . . o Venue maps . . . . o Non-‐reserved options . . o Catering . . . . o Budget Estimate . . . o Tentative competition agenda . • Marketing o Marketing plan . . . o Social media overview . . o Social media plan . . . Appendix 1 -‐ Competition Documents . . • Response guide • Intelligence report (working draft) • Intelligence report 2 (working draft) • Grading rubric • Registration form • Competition rules • FAQ • Volunteer form (working draft) • Evaluation form (working draft) • Announcement Flyer • Correspondence letter Appendix 2 -‐ Logistical Materials . . . • Bon Appetit catering guide • AU Summer conferences guide • Maps o SIS Building map o American University campus/parking maps • Important Contact Numbers 2 . . . . . 3 -‐ 5 . . . . . . . . . . . . . . . . . . . . 9 -‐ 14 15 -‐ 19 20 -‐ 28 29 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 -‐ 35 36 37 38 -‐ 39 40 41 -‐ 42 43 . . . . . . . . . . . . . . . 47 -‐ 49 50 -‐ 53 54 -‐ 56 . . . . . 57 -‐ 90 . . . . . 91 -‐ 137 Project Summary Organization: Atlantic Council Partners: American University, SAIC, Atlantic Council, CCSA Event: Cyber 9/12 Student Challenge Website: www.acus.org Facebook: Cyber 9/12 Student Challenge group Twitter: @cyber912_sc Date and Day of Event: Saturday June 15th, 2013 8am-‐6pm Location: American University SIS Building, 4400 Massachusetts Ave, NW Washington, DC Planned Number of Attendees: 80 Summary: Cyber 9/12 Student Challenge is a one-‐day, two round scenario-‐based cyber policy competition for undergraduate and graduate students. It is designed to combine interactive learning experience with competitive scenario exercise. Students will have the opportunity to interact with expert mentors, judges, and cyber professionals while developing valuable skills in policy analysis and presentation. Event Objectives: • Increase the active participation of students from a wide range of academic disciplines in cyber policy • Promote a better understanding of the policy challenges associated with cyber conflict • Increase visibility and understanding of policy-‐oriented programs on cyber conflict and cyber security • Engage with Washington-‐area schools that house computer science, international relations and/or cyber policy programs Competition Design: • Two-‐Round competition: Teams are provided with detailed scene setting material a few weeks prior to the competition event detailing a major cyber-‐attack. Round 1 Written Policy Briefs: Teams are tasked with writing a 2500 word policy brief exploring the challenges and providing recommendations for state, military, and industry actors in relation to 3 the cyber incident described in the scenario material. This brief is to be turned in 3 weeks before the student challenge event. Oral presentation: Teams will prepare a 15-‐minute oral presentation of their policy recommendations and submit a “decision document” detailing the team’s decision process. Judges then select ~5 teams to continue to the second round. Round Two Advancing teams are given a scenario update and have limited time to reformulate a 10 minute response with their adjusted policy recommendations. • • • Team size: 3 to 4 students (undergraduate, graduate, professional degree students) Judges: Two groups of approximately five judges each round. AC-‐CSI fellows possibly serve for first round, and big name judges recruited with the help of CCSA serve for the second. Prizes: $5,000 to be distributed amongst the top teams and the top individual performers. Convenience • Address of the event: Address of the event: American University, 4400 Massachusetts Ave NW, Washington, DC 20016 4 School of International Service is located on the corner of Nebraska and New Mexico Avenues. Katzen Arts Center is located on the northern corner of Ward Circle. (If used) Parking space: Parking is free in the SIS building, Katzen Arts Center, and Nebraska parking lots on weekends • Transportation:  To AU main campus: Bus route N2, N3, N4, N6, N8, M4  AU shuttle service is located at the corner of Albermarle St. and 40th St. NW, just outside of Tenleytown Metro Station on the red line, or bus route 31, 32, 36 (Stop: Albemarle). Challenges: • Participation – Secure the participation of a wide range of talented faculty, students, and experts. Design competition to minimize attrition among student participants across the two rounds. • Scenario design – Create and refine scenarios that allow students to apply their knowledge of the current state of cyber conflict and related policy while challenging them. • Publicity – Raise interest in the event in a cost-‐effective way that reaches as many potential participants as possible. • Competition design – Make the competition enjoyable, challenging, and educational for all the students involved, and if possible engage the wider community of students and faculty in the competition. • • • 5 6 Future Planning Guide 7 8 Vi s ual Pr epar at i onT i mel i ne T hef ol l owi ngpa g e sc ont a i nav i s ua l r e pr e s e nt a onoft heop ma lme l i nef orc ompl e ng c ompe onpr e pa r a ont a s k s . T a s k sa r ec ol orc ode dba s e dont hes y s t e mbe l ow. T hec he c k l i s t s f ol l owi ngt hi ss e conde t a i l t hes a met a s k sbr ok e ndownbyc a t e g or y . 9 10 11 12 13 14 Event Preparation Check Lists Event Timeline Timeframe 9-‐6 months prior 5-‐3 months prior Done 3-‐2 months prior 8-‐6 weeks prior One month prior 3 weeks prior Event Day Task Explore Competition Design Finalize Log frame Begin Scenario Design Revise Timeline Draft Grading Rubric Draft Registration Packet Finalize Competition Rules Finalize Competition Design Finalize Registration Packet Competition FAQ sheet Launch competition on AC website, Facebook, Twitter and other social media Open Registration Final Scenario Submission Registration Deadline Webinar First Round Tasks Released Participants for Competition Notified First Round Written brief and Biography due First Round oral briefs and decision documents due 15 Planning Timeframe Done Task 9-‐6 Launch Meeting months Project Summary or SWOT analysis ( i.e.-‐ what is the prior goal of this year’s competition) Develop Primary Budget Explore Potential Funding and Sponsors 5-‐3 Establish Media Partner months Explore Potential Venues prior Meet with Potential Sponsors Project Meeting with Partners Finalize Date for Event Obtain Quotes for Catering and Venue 3-‐2 Update Budget months Select Presenters and Judges prior Finalize Keynote Speaker Send out Presentation Invitations Confirm Judges One month Create an Event Agenda prior Conference Volunteer Orientation Double Check and Sign Contracts 3 weeks Develop Play by Play for Day of Event prior Email Judges and Keynote with Specifics of Event (parking location) and Media Needs Send Email to Participants with Logistical Details of Parking, Getting to Event, What to Expect (what they need to bring-‐formatting requirements of presentations) One week Finalize Registration Spreadsheet for the Registration prior Table 16 Marketing and Communications Timeframe 9-‐6 months prior 5-‐3 months prior Done 3-‐2 months prior 8-‐6 weeks prior One month prior Task Develop Marketing Strategy for Overall Conference Develop Social Media Plan Develop List of Targets Sponsors Identify Possible Media Partnerships Update list of Faculty Associated with Cyber Policy Update list of Student Organizations Mock ups of logo Secure Marketing and Sponsorship Draft Pitch Letter for Student Organizations Draft Pitch Letter for Faculty Draft Competition Flyer and Poster Launch Facebook, Twitter Initial Correspondence to Professors and Schools Initial correspondence with student groups Prepare and Update Conference Website and Registration Website Launch Competition on Website/Facebook/Twitter Webinar production Update Conference Website with Information about Speakers and Scenarios Webinar Update Website with Presenters and Event Details Design Conference Program Create Evaluation Forms PR and Secure News Coverage Set up Social Media for Conference Blog Send Informal Reminders 17 Logistics (venue, food, and AV) Timeframe Done Task 5-‐3 months Meet with Catering Company prior 3-‐2 months Send out Announcement for Conference Volunteers prior Continuously Process Registration and Send Receipts and Confirmations to Participants One month Walkthrough of Venue prior Collect Registration Forms (with dietary restrictions and media waiver) from Every Attendee 3 weeks prior 2 weeks prior One week prior Photographer Order Decoration (flowers, etc.) Confirm Space Reservation Develop Volunteer Schedule Make Reservations for Keynote Speaker, Guests, etc. Place Order for Conference Swag Reconfirm all Keynotes: Are their Logistics Set (hotels, specific AV needs, need any other materials, payment) Confirm with AV Finalize Location Logistics (AV needs-‐mics, etc.) Develop Talking Points Create PowerPoint for Opening/ Closing Ceremonies and Receptions Finalize Name Badges and Tents 18 Wrap up and Follow up Timeframe Done Task One week Send Thank Yous after Evaluations Update Website with Results 2-‐4 weeks Post any Multimedia Online after Post Event Meeting Finalize Accounts (deposit remaining funds make any relevant payments) Update Important Administrative Documents Lessons Learned, Update Competition Planning Guide 19 School Contact Lists DC Student Organizations [Updated 4/2013] Name of Organization George Washington University-‐ National Security Law Association Generic Email George Washington University-‐Cyberlaw Students Association George Washington University-‐International Law Society George Washington University-‐ Student Branch of the Women in International Security DC Chapter George Washington University-‐International Affairs Society Y ias@gwu.edu http://gwias.com/ Georgetown-‐International relations Club irc@georgetown.edu gu.roosevelt@gmail.com ils@law.umaryland.edu president@csec.umiacs.umd.e du defenseintel@gmail.com Georgetown University Roosevelt Institute University of Maryland-‐International Law Society University of Maryland-‐Cyber Security Club SAIS Defense and Intelligence Club SAIS-‐Careers in Diplomacy Howard University -‐Black Professional in International Affairs Howard University Law-‐International Law Society Howard University Law-‐The National Security and Law Society howardbpia@gmail.com 20 Y Y Georgetown Public Policy Student Association Contacte d in 2013 Y Y Y Y Y Y Y Y Y Y Y Y Non-‐DC Student Organizations (APSIA Schools, Major Programs) [Updated 4/2013] Name of Organization Columbia University-‐Defense and Security Student Organization Georgia Institute of Technology-‐International Affairs Graduate Organization Georgia Institute of Technology-‐International Affairs Student Organization Princeton University-‐American Foreign Policy Princeton University-‐International Relations Council Syracuse University The Maxwell School-‐ Student Association on Terrorism and Security Analysis Syracuse University The Maxwell School-‐ Association of Public Diplomacy Scholars Syracuse University The Maxwell School-‐ International Law Society Tufts University The Fletcher School of Law and Diplomacy-‐Fletcher Diplomacy Club Tufts University The Fletcher School of Law and Diplomacy-‐Fletcher Students in Security Tufts University The Fletcher School of Law and Diplomacy-‐International Communications Club Tufts University The Fletcher School of Law and Diplomacy-‐International Law Society Tufts University The Fletcher School of Law and Diplomacy-‐Women in International Security University of California, San Diego-‐Political Analysis and Strategy Simulations University of California, San Diego-‐International Law Society University of Denver-‐Organization of Security Studies University of Denver-‐Women in International Security University of Michigan School of Public Policy-‐ International Policy Students Association University of Minnesota School of Public Affairs Student Association Generic Email 21 afp@princeton.edu modelun@princeton.edu satsa@maxwell.syr.edu http://facebook.com/publicdiplomacy ILS@law.syr.edu linked in contact usdils@gmail.com https://sites.google.com/site/goipsa/ University of Minnesota School of Public Policy International Law Society University of Pittsburgh Graduate School of Public and International Affairs-‐International Law Society University of Southern California -‐USC Homeland Security Student Organization University of Southern California -‐Women Leading Policy, Planning, and Development University of Southern California Master of Public Diplomacy-‐Association of Public Diplomacy Scholars University of Washington -‐Jackson School Student Association University of Washington -‐International Law Society University of Washington -‐Jackson School of International Studies Student Association Yale University-‐International Relations Association Yale University-‐ HackYale Yale University-‐ Yale Forum on International Law Boston University-‐Graduate International Relations Council Boston University-‐International Affairs Association http://www.umn.edu/home/ILSlaw apds@usc.edu jssa.uw@gmail.com ils@uw.edu jsissa@uw.edu info@yira.org president@yira.org team@hackyale.com. iaa@bu.edu Boston University-‐International Law Society ils.busl@gmail.com Boston University-‐National Security Law Society Boston University-‐Graduate Student Association gso@bu.edu brandeisirc@gmail.com Brandeis University-‐International Relations Council https://sites.google.com/site/brandeisirc2/ Brandeis University-‐Computer Operators Group cog-‐announce-‐request@lists.brandeis.edu DePaul University -‐International Law Society depaul.ils@gmail.com DePaul University International Studies Program-‐ISACA-‐DePaul DePaul University -‐Model United Nations-‐ Society for International Affairs questions-‐depaul.siamun@gmail.com. DePaul University International Studies Program-‐Security Daemons sec-‐daemons@mailman.depaul.edu 22 Florida International University School of International and Public Affairs-‐International Law Society Fordham University -‐Global Law society Monterey Institute -‐Terrorism Studies Club Monterey Institute -‐Conflict Resolution Society fordhamgls@gmail.com NYU-‐International Relations Association NYU -‐International Relations Society NYU College of Arts and Science-‐Politics Society NYU School of Public Service-‐Wagner Policy Alliance NYU Law-‐Competition, Public Policy, and Development society international.relations.club@nyu.edu cas.intl.relations.club@nyu.edu politics.society.club@nyu.edu NYU Law-‐International Law Society North Carolina State University -‐Graduate Association of Public Administration North Carolina State University -‐Masters of International Studies Graduate Student Association North Carolina State University –Model UN Pennsylvania State University-‐Political Science Association Pennsylvania State University-‐International Affairs and debate society Pepperdine University -‐International Law Society Rutgers, The State University of New Jersey -‐ Association of International relations internationallawsocietynyu@gmail.com Seton Hall University -‐International Law Society Seton Hall United Nations Association Seton Hall University -‐Graduate Diplomacy Council wagnerpolicyalliance@gmail.com ncsu.gapa@gmail.com mis.ugsa@gmail.com ncstatemun@gmail.com mpm294@psu.edu sjm5419@psu.edu ruinternationalrelations@gmail.com Stanford Law-‐International Law Society Stanford Law-‐Stanford National Security and the Law Society University of Oregon -‐International Law Society Boston College Law-‐International Law society Harvard College-‐ Cyber Defense Club harvardcyberdefense@gmail.com http://www.hcs.harvard.edu/cyberdefense Harvard-‐ International relations Council hirc@hcs.harvard.edu 23 http://www.harvardirc.org Harvard College-‐International Relations on Campus Harvard Kennedy School-‐Cybersecurity and Policy Caucus at Harvard Kennedy School iroc@hcs.harvard.edu http://www.hcs.harvard.edu/~iroc http://www.facebook.com/pages/Cyber-‐ Security-‐Caucus-‐at-‐The-‐Harvard-‐Kennedy-‐ School-‐of-‐Government/111492132265497 Harvard Law-‐International Law society Harvard Law-‐Harvard National Security and Law Society nsla@mail.law.harvard.edu gunner@uchicago.edu University of Chicago-‐The committee on International Affairs and Public Policy http://harrisschool.uchicago.edu/CIAPP University of Chicago Law-‐International Law Society ils@law.uchicago.edu University of Chicago Law-‐Law and Technology Society LTS@law.uchicago.edu MIT-‐Technology and Policy Student Society UC Berkeley-‐International Law society UC Berkeley-‐Security Enthusiasts Club UC Berkeley-‐IT and Public Policy tpss@mit.edu it_and_pp@lists.berkeley.edu UC Berkeley Law-‐International Law society ils@law.berkeley.edu Cornell-‐Briggs Society of International Law cias.cornell@gmail.com http://thecias.org dukeinternationalrelations@gmail.com Cornell International Affairs Society Cornell Security Club Duke international Relations Association Duke University-‐International Law society Duke Law-‐Intellectual Property and Cyberlaw Society Duke Law-‐International Law society Duke -‐MBA High Tech club University of San Francisco Law-‐Intellectual property and cyber law society University of San Francisco Law-‐International Law Society high-‐tech-‐club@duke.edu usfils@gmail.com 24 University Faculty (Mostly DC) [Updated 4/2013] First Name Last Name Department/ Program E-‐mail Contacted in 2013 Tom Eric tk@airpatrolcorp.com novotny@american.edu Y Y mcarroll@wcl.american.edu Y svladeck@wcl.american.edu Y dhunter@wcl.american.edu Y jauffret@gmu.edu Y Robin Littleton Raymond J. Curtis American University-‐SIS American University-‐SIS American University-‐Law school American University-‐Law school American University-‐Law school GMU-‐School of Management GMU-‐School of Management GMU cyber@gmu.edu rcurts@gmu.edu Y Y Donald GMU-‐ School of Engineering-‐ Applied IT dgantz@gmu.edu Y bkang5@gmu.edu Y Asood@gmu.edu Y mkick@gmu.edu Y dhart@gmu.edu Y lbreglia@gmu.edu Y pregan@gmu.edu Y jajodia@gmu.edu Y dhorn@gmu.edu Y matt@devost.net rce26@georgetown.edu libicki@rand.org lotrionc@georgetown.edu npollard@prtm.com ms2382@georgetown.edu js2236@georgetown.edu svisner@csc.com Y Y Y Y Y Y Y Y Kellerman Novotny Michael W. Carroll Stephen I Vladeck David Hunter Jean-‐Piere Auffret Gantz Brent Kang Arun Sood Mick Kicklighter David Hart Lisa C. Breglia Priscilla M Regan Sushil Jajodia Dolores Izer-‐Horn Matt Robert Martin Catherine Neal Micah JC Sam Devost Egnell Libicki Lotrionte Pollard Sherr Smart Visner GMU-‐ School of Engineering-‐ Applied IT GMU-‐International Cyber Center GMU-‐ Center for Infrastructure Protection GMU-‐Center for Science and Technology Policy GMU-‐College of Humanities and Social Sciences GMU-‐College of Humanities and Social Sciences GMU-‐Center for Secure Information Systems GMU-‐ Cybersecurity Forum Georgetown-‐Computer Science Georgetown Georgetown Georgetown-‐Cyber Project Georgetown Georgetown Georgetown Georgetown 25 Erik Michael Voeten Nelson Dmitriy Zakharov David A Laura Koplow Donohue ev42@georgetown.edu mnelson67@bloomberg.net Y Y dsz2@georgetown.edu Y koplow@law.georgetown.edu lkdonohue@law.georgetown.edu Y Y cfc34@law.georgetown.edu Y draket@law.georgetown.edu Y grier@gwu.edu Y jlewis@csis.org paul.rosenzweig@gmail.com Y Y jjchryan@gwu.edu evincze@gwu.edu Y Y Spike Georgetown-‐Law School Georgetown-‐Law School Georgetown-‐Law school-‐ Cordero Graduate program Georgetown-‐Law School-‐ Zimmerman LLM GWU-‐School of Grier International Affairs GWU-‐School of Lewis International Affairs Rosenzweig GWU-‐Law School GWU-‐School of Engineering Ryan and Applied Science Vincze GWU-‐Arts and Science GWU-‐School of Bowman International Affairs mebowman@gwu.edu Y Stephen Biddle sbiddle@gwu.edu Y Douglas Stuart Shaw Johnson dbs@gwu.edu JohnsonS@ndu.edu. Y Y Lance Hoffman hoffman@seas.gwu.edu Y Paul Kathy Williams Kiernan GWU-‐ Arts and Science GWU-‐School of International Affairs GWU (visiting) GWU-‐ Cyber Center Policy and Research Institute GWU-‐School of International Affairs JHU pauldw@gwu.edu kiernangroup1@comcast.net Y Y Richard Steven JHU-‐Political Science JHU-‐Political Science richard.katz@jhu.edu sdavid1@jhu.edu Y Y Renee John Katz David Marlin-‐ Bennett Baker JHU-‐Political Science JHU-‐ Business School marlin@jhu.edu jb@jhu.edu Y Y Anton Dahbura antondahbura@jhu.edu Y JHU-‐School of engineering JHU Information Security Institute jhuisi-‐info@jhu.edu Y Qivon Annan JHU-‐SAIS Strategic Studies Y Forrest B. Hare JHU-‐SAIS qannan1@jhu.edu fbh5@georgetown.edu fhare1@jhu.edu Carrie Tina Drake David Jim Paul Julie Eva Georgetown Georgetown Georgetown-‐Security Studies 26 Y Christine Kunkel JHU-‐SAIS Strategic Studies ckunkel4@jhu.edu Y Thomas G Mahnken JHU-‐SAIS Strategic Studies tmahnken@jhu.edu Y Thayer McKell twmckell@jhu.edu Y Michael Bilzor bilzor@usna.edu Y wcbrown@usna.edu Y nardi@usna.edu Y stahl@usna.edu Y needham@usna.edu Y miner@usna.edu Y zotti@usna.edu Y cavaiola@usna.edu michael.schmitt@usnwc.edu Y Y kuehld@ndu.edu sam.liles@gmail.com Y Y ryand@ndu.edu Y jay.parker@ndu.edu Y bolanosa@ndu.edu Y peter.thompson@ndu.edu DukeM@ndu.edu/ christopher.yung@ndu.edu barryc@ndu.edu Y Y Y Y wellsL3@ndu.edu rforno@infowarior.org mwh@cs.umd.edu cwilson8039@gmail.com Y Y Y Y fbaker@rhsmith.umd.edu aclark1@umd.edu Y Y echapman@umd.edu Y Pete Nardi Dave Stahl Donald Needham Steven M. Priscilla H.M. Miner Larry Michael Cavaiola Schmitt Dan Sam Kuehl Liles Dan Ryan Jay Parker Alejandra Bolanos Peter Mark R. Christopher Charles Thompson Duke Yung Barry Linton Rick Michael Clay Wells Forno Hicks Wilson Faye Ann Marie Baker Clark JHU-‐SAIS Strategic Studies Naval Academy-‐Computer Science Naval Academy-‐Computer Science Naval Academy-‐Computer Science Naval Academy-‐Computer Science Naval Academy-‐Computer Science Naval Academy-‐Computer Science Naval Academy-‐Political Science Naval Academy-‐Political Science Naval War College NDU-‐Information resources Management College NDU NDU-‐Information resources Management College NDU-‐College of International Security Affairs NDU-‐College of International Security Affairs NDU-‐College of International Security Affairs NDU-‐Systems Management NDU-‐INSS NDU-‐INSS UND-‐Center for Technology and National Security Policy UMBC UMCP UMUC UMD, Smith School of Business UMD Eric Chapman Maryland Cybersecurity Christopher Brown Zotti 27 center Michel Cukier Scott Ping Rosemary Wibbert Wang Shumba David A. Hall Rajni Goel Moses Garuba Daryl Chao Yanggon Shiva Harris Lu Kim Agadegan Lynch Susan Maryland Cybersecurity center UMD-‐UMUC-‐ Cybersecurity/Cybersecurity policy UMD-‐UMUC-‐Cybersecurity UMD-‐UMUC-‐Cybersecurity Montgomery College Cyber Security Program Howard University-‐Business school Howard University-‐ Computer Science Howard University-‐ Business School Towson-‐Computer Science Towson-‐Computer Science Towson-‐Computer Science MIT-‐Technology and Policy Program Harvard University-‐ International Security Program 28 mcukier@umd.edu Y scott.wibbert@umuc.edu ping.wang@umuc.edu rosemary@shumba@umuc.edu Y Y Y david.hall@montgomerycollege.edu Y rgoel@howard.edu Y moses@scs.howard.edu Y dbharris@howard.edu clu@towson.edu ykim0831@gmail.com sazadegan@towson.edu Y Y Y Y tpp@mit.edu Y susan_lynch@harvard.edu Y Recommendations Marketing • • • • • • Commence marketing further in advance o If going national/international, begin advertising 6 months in advance and select teams early so that they can make travel arrangements (schools often have early deadlines for travel grant applications) Interact with student groups on an ongoing basis Work with professors to integrate the competition into the curriculum (must begin process before the semester starts) Create a marketing video with examples from the 2013 event Expand promotion methods (examples): o Print: posters, leaflets, postcards, programs, T-‐shirts, etc. o Direct invitation mail and print distribution to relevant faculty or academic departments o Media advertising: web, print, radio and TV o Information table at cyber events o Media releases and promotions o High-‐profile media partnership: NPR, wired, NGS Sign high-‐profile keynote speaker/s early to generate interest from students and experts Competition Design • Modify competition rules based on student feedback • Consider coordinating scenario content with Cyber 9/12 Project events • Assess dependencies in mechanical design of competition that create barriers to participation (ie. team size, coaching requirement, competition date) • Find ways to keep teams eliminated early in the competition involved and invested in the event 29 30 Transition Documents 2013 Logistics 31 32 Logistics Check List Month January Due Date February March April 1-‐Apr 1-‐Apr 12-‐Apr 19-‐Apr Task Done Launch meeting List of Faculty associated with Cyber Policy List of Student Organizations Description of Competition Begin Scenario Design Explore potential locations Explore potential funding Pitch Letter for Student Organizations Pitch Letter for Faculty Complete Student organization and School contact list Mock ups of logo Budget estimates Design Grading Rubric Project meeting with CCSA Launch Facebook, Twitter Log frame Revise timeline Competition Flyer Finalize Competition design Registration Packet Finalize date for event Competition FAQ sheet Finalize Rules Launch competition on AC website, Facebook, Twitter Registration open Cyber 9/12 at Newseum Finalize scenario design Meeting with OER Exemplar production 33 X X X X X X X X X X X X X X X X X X X X X X X X X X Month May Due Date 3-‐May 10-‐May 10-‐May 13-‐May 13-‐May 15-‐May June 26-‐May 1-‐Jun 7-‐Jun 10-‐Jun 15-‐Jun August Done Registration deadline Transfer Meeting/Final Meeting First Round Tasks released Participants for Competition notified Confirm catering/ reception menu Confirm VIP list Webinar Finalize Budget First Round written brief and Bios due Volunteer announcement Send out reminders Order Printed Material Send out itinerary for guests and VIPs Finalize catering and reception set-‐ up Assemble Participant and VIP packages Staff and Volunteer Orientation Final Walk through of AU Competition event Send Thank you Update website with results Post any multimedia online Post event meeting Evaluations Finalize Accounts (deposit remaining funds make any relevant payments) Update important administrative documents Task (cont’d) 34 Major Dates Month Task March Due Date April 1-‐Apr Launch competition on AC website, Facebook, Twitter Registration open Cyber 9/12 at Newseum Volunteer Announcement Registration deadline Transfer Meeting/Final Meeting First Round Tasks released May June 1-‐Apr 12-‐Apr 3-‐May 10-‐ May 10-‐ May 13-‐ May 15-‐ May 26-‐ May 15-‐Jun Launch of Facebook, Twitter Participants for Competition notified Confirm catering/ reception menu Webinar First Round written brief and Bios due Staff and Volunteer Orientation Final Walk through of AU Competition event *Bold items indicate deadlines that effect participants. 35 Reserved Locations SIS Building Facilities Time Reserved: 8-‐6pm, June 15th Contact: Alicia Cummings Founders Room Dimensions Capacity/w tables Founders Room 1937 sq feet 130 Founders room set-‐up without tables Capacity w/o tables 150 Cost Free Stairs leading down to Founders and space to be used for registration, excluding stairs Set up: The space outside of Founders is included. You may use it for coffee in the morning and registration as well. SIS 300 Dimensions Capacity/w tables Capacity w/o tables 40 lecture style SIS 300 754 sq ft 25 hollow square Other potential costs: • Additional Tables: $15 • Easels: $10 • Flip Chart and marker: $ 5 • Additional Chairs: $5 • Table skirt: $15 • Tablecloth: $10 • Table cloths are available at additional cost (outside of table catering service) for Table skirts 10/each, 4.65-‐5.25 depending on size. 36 Cost Free 37 Non-reserved options Katzen Theater Capacity Abramson Family 213 recital Hall Rotunda 1st floor 238 Possible other expenses: • Security-‐ $45/hr • Light or audio operator-‐ $18 or 16/hr • Equipment rentals-‐various costs Non Profit Full Day $1913.00 Non Profit Half Day $956.50 $1020.00 $510.00 Rental Package includes: • Access 8am-‐midnight: corridors, dressing rooms, lobby, stage, audience area • HVAC, basic custodial, open and close of facilities • House audio system with basic announcement and playback (1 mic and CD, MD or Cassette) • House ticketing system • Consultation with production staff • Standard orchestra chairs, music stands, stand lights, conductor’s podium Does not include: • Stage labor • House staff • Special set-‐ups for stage, seating area, rehearsals, lobby • Security • Special custodial Each event must engage at a minimum: • Facilities Manager (entire duration of the rental) • House manager (Showtime 1 hr before and after) If equipment used, Katzen engineers must be engaged to run equipment or shadow. 38 Mary Graydon Center (Possible Lunch location) MGC 2-‐6 *Two hr minimum Capacity Varies Cost for all rooms* 225.00/hr Cost* 45.00/hr/room Notes: MGC should be available, but please note that room 6 will be offline due to construction, and room 5 may not be available due to construction as well. We could look at putting you in other MGC spaces on the 2nd floor. • • Liability insurance is needed for any external organization who will be using AU's campus, regardless of housing or meeting space. I hope this helps. The rates are not inclusive of DC's 14.5% hotel tax. That tax can be waived if you are able to provide a copy of your DC tax exemption certificate or if you are a 501c3 organization and you can provide a copy of that federal determination letter. 39 Catering Meal Breakfast Lunch Staffing for lunch Option Early Bird Themed buffet Simple dish with salad Set-‐up fee for MGC Reception Cost 7.30/person 15.25-‐15.75/person 15.25-‐15.75/person 25.00/hr (one staff per 25 people Based on an estimate of $15/person Estimated total 584.00 1,220.00-‐1,260.00 1,220.00-‐1,260.00 400.00 150.00 1200.00 Early Bird Continental: 7.30/person for food • • • • • • Assorted Mini European Style Breakfast Pastries, Mini Tea Scones, Mini Muffins Banana, Cranberry, Apple, or Blueberry Breakfast Breads (CHOOSE TWO) Orange and Cranberry Juices Pura Vida Organic Coffee Pura Vida Organic Decaf Coffee Hot water and tea Themed Lunch buffets (15.25-‐15.75/person) Pan Asian, South of the border, The Italiano (Served with breads, iced tea or lemonade, assorted cookies or chocolate brownies) Simple Dish and one salad (15.25-‐15.75/ person) Lasagna, Sherry braised beef tips and mushroom alfredo, Cajun chicken, Eggplant and ricotta bake (Served with assorted cookies, iced tea and lemonade) Other Costs: • Staff fee for lunch utilizing china, $25 per hour for minimum 4 hrs, one server per 25 guests. • No china fee in MGC, but at other locations china fee. • Room set up-‐ $150 for non-‐university groups. • Non-‐university groups must provide DC tax exempt Certificate for group or 10% DC tax will be added to invoice. 40 Budget Estimate [Updated 4/29] Event Budget Summary Event Date: Saturday, June 15, 2013 total budget: 25,000 total participants: 80 Total Budget Estimated Expenses Actual Expenses To-‐Date Available Budget $20,201 Room set up Description Founders room SIS AU Katzen Center (final round location) Mary Graydon Center (lunch location) Room set up for Mary Graydon Total * The price is in condition of use by AU students or faculty Estimated Cost Actual Cost Difference Notes $0.00 $0.00 $0.00 Free* half day non-‐ $956.50 $956.50 profit rate 225 p/h, 2 hr $450.00 $450.00 min 150 for non-‐ university $150.00 $0.00 $0.00 groups $0.00 $1,556.50 $0.00 $1,406.50 Meal Description Estimated Cost Actual Cost Difference A: continental breakfast B: themed lunch buffet or simple dish (lower cost option) C: themed lunch or simple dish (more expensive) $584.00 $1,220.00 $1,260.00 D: Reception reception Staff Total A+B+D $1,200.00 $0.00 $3,004.00 41 Notes $7.30 per person $15.25 per person $ 15.75 per person based on $1,200.00 $15/person $0.00 Total A+C $1,844.00 Total A+C+D $3,044.00 Event promotion Description Website and other social media Facebook promotion Total Estimated Cost $0.00 * $0.00 Actual Cost $0.00 * $0.00 Difference $0.00 * $0.00 Notes 5/ day Estimated Cost $0.00 Actual Cost Difference $0.00 $0.00 $0.00 $0.00 Notes $25/ server/ 25 guests, 4 hr min $25/server/40 guests, 4 hr min Other Description Posters Programs Photography Gifts for judges Lunch Staffing Reception staffing Prizes Staff (AC) Total $400.00 $400.00 $200.00 $5,000.00 $10,000.00 $15,600.00 $200.00 42 $10,000.00 $10,600.00 $0.00 Tentative Competition Agenda Time 8:00 a.m. Event Breakfast and Registration Location Steps to Founder’s Room 8:30 a.m. 9:00 a.m.-‐11:30 p.m. Room: Founder’s Teams: # 1-‐5 Judges: 3 (TBD) Room: SIS 300 Teams: #6-‐10 Judges: 3 (TBD) 4:00 p.m.-‐4:15 p.m. 4:15 p.m.-‐5:00 p.m. Introductory Remarks First Round -‐ First Session of Presentations 9:05-‐9:20 Team Presentation #1 9:20-‐9:25 Judging 9:25-‐9:30 Feedback 9:35-‐9:50 Team Presentation #2 9:50-‐9:55 Judging 9:55-‐10:00 Feedback 10:05-‐10:20 Team Presentation #3 10:20-‐10:25 Judging 10:25-‐10:30 Feedback 10:35-‐10:50 Team Presentation #4 10:50-‐10:55 Judging 10:55-‐11:00 Feedback 11:05-‐11:20 Team Presentation #5 11:20-‐11:25 Judging 11:25-‐11:30 Feedback Lunch starts 11:30 Keynote speaker 12-‐12:30 Announcement of First Round Results; 12:30 Lunch Reception 1230-‐1:30 (Finalist Mentor Lunch) Final Round – Finalist Presentations 2:05-‐2:20 Team Presentation #1 2:20-‐2:25 Judging 2:25-‐2:30 Feedback 2:35-‐2:50 Team Presentation #2 2:50-‐2:55 Judging 2:55-‐3:00 Feedback 3:05-‐3:20 Team Presentation #3 3:20-‐3:25 Judging 3:25-‐3:30 Feedback 3:35-‐3:50 Team Presentation #4 3:50-‐3:55 Judging 3:55-‐4:00 Feedback Break and Judging Prize Ceremony /Concluding Remarks 5:30 p.m.-‐7 p.m. Optional Networking Happy Hour/Reception 11:30 p.m.-‐2:00 p.m. 2:00 p.m.-‐4:00 p.m. 43 Room TBD: ( Katzen Center or Founders Room) 4-‐5 Teams Judges: 3 (TBD) TBD: (Katzen Center or Founders Room) TBD 44 Transition Documents 2013 Marketing 45 46 Marketing Plan 1. Marketing Objectives Strategy: Academic and Atlantic Council networks primary, social media (Facebook and Twitter) Audience Profile: Primary-‐ Students (undergraduate, graduate, and professional); Secondary-‐ Professors and professionals in the cybersecurity realm Positioning • The reputation of the event: AU, Atlantic council, SAIC, and CCSA • The key elements of the program: competitions, networking, mentorships, promotion of the field • What the special interest area is: cybersecurity/policy/law/technology/international relations • Experience Offered: A one day policy-‐focused simulation where student teams will have the opportunity to brainstorm with mentors and present their policy recommendations to a panel of expert judges • Unique element: cash prize, elite judge, key note speaker, and mentors SWOT Analysis Strengths Weaknesses • Unique event in calendar • Cyber community is DC is small • Strong team/mentor/partner support compared to other fields • Funded • Lack of history for cyber policy • Media and cyber contacts of Atlantic competitions Council • Uncertain funds Opportunities Threats • Affiliation with AU • Clashes with other events taking • Support from CCSA in scenario place in the local area analysis • Lack of interest/attrition • Connections with existing student • Short Timeframe groups • Happens in Summer when school is not in session 2. Communication Strategy Branding • Event name: Cyber 9/12-‐ Student Challenge • Concept: Working off reputation of Cyber 9/12 project, while emphasizing student dimension 47 • Logos: Concept: Cyber 9/12 name is dominant, binary code in the middle signifies year of competition Product A policy competition that would give teams of students an opportunity to interact with a realistic cyberattack scenario and assume the role of US policymakers. People who have a classical IR theory training have a better understanding of cyber policy issues than computer scientists, which makes this competition different from the popular cyber hacking competitions. Promotion • • Potential media sponsors: C-‐Span, Wired, NPR Potential participant attractions: 1. Networking opportunity at the physical event (for all participants or only semifinalists) 2. Career/ organizational displays at physical event 3. Town hall Q&A with distinguished judges/panelists • • Potential Mentors: Cyber field experts (provided by CCSA) Potential key note speakers: Greg Rattray Marketing Tools • E-‐mail: messages and flyers sent to academic and professional groups in coordination with the Cyber 9/12 Project: Statecraft After Catastrophes event • Social media: interactive presence on Facebook and Twitter • Website: competition information on separate page on acus.org • Networking: person-‐to-‐person promotion at cyber events around DC and in conjunction with Cyber 9/12 Project event 48 3. Key strategies Key Strategies Summary Key initiatives Summary 1. Effectively promote the event through increased promotion activity in local events. • • • Establish event networking routine Establish an outreach network Possible classroom announcement 2. Promote via National Press • Establish media partnerships 3. Social Media • 4. Promotion via local groups (ypfp, ypun, law students, IR groups, etc.) • • • • • • Creating website, Facebook page, twitter account Send out weekly e-‐newsletter List-‐serv in different universities Identify groups Outreach to group leadership Join their Facebook page Attend happy hour 5. Direct contact with professors • • • 49 Identify programs/ specific professors Initial email with information Follow up phone calls Social Media Summary Platforms Twitter Facebook @cyber912_sc Cyber 9/12 Student Challenge group Atlantic Council Website www.acus.org • • • st Password Novtony13 You have to log in as yourself if you are an administrator and then switch over to the page n/a Facebook Event page was created on February 1 , and the competition was launched on March 2nd Paid advertisement promotion ($5 per day from April 4th to April 16th) was used to boost audience, with results detailed below. The Facebook page was linked to the Twitter account. Facebook main page 50 1 Facebook ad icon main page 1 Facebook ad promotion – chart 1 Facebook ad promotion -‐ chart 2 51 Facebook ad promotion -‐ chart 3 • • • • • Total likes: 84. Accumulated reached audiences: 340 The total ‘like’ received during the paid campaign period is 33, with another 14,764 users visiting the page. The first campaign reach peak started immediately after the launch of the paid advertisement, reaching a plateau between April 7th and the Cyber 9/12 Project: Statecraft After Catastrophes event on April 12th. The paid campaign ended on 4/16, with the average reach number decreasing from hundreds to 30. Recommendation for next year: spend at least $300 on paid campaign for 30 days (on the scale of $5-‐$10 per day) 52 Twitter • We tweeted during the Cyber 9/12 Event, which gave us new followers and retweets. 53 Social Media Plan for 2013 Cyber 9/12 Week Platform Action Content April 1 Facebook Post announcement, flyer, and link to registration AC Site Post announcement, flyer, and link to registration Post announcement, flyer, and link to registration Facebook promotion Facebook Promotion analysis; decide on the promotion scale Start page promotion with $5 dollar a day for the first 4days. Expecting 16-‐30 likes and 100 reads per day. The event Facebook mini icon with brief intro will appear on targeted users' page margin as an advertisement. Admin has the liberty to alter the info, promotion scale, and end day. Analyze the result of the first stage ($5 per day) promotion, increase to $10/day if more promotion is needed. Post, link to registration "Reminder: registration is still open for teams to enter the Cyber 9/12 Student Challenge! $5000 of cash prizes will be awarded, as well as opportunities to work with prominent members of the cyber security community as mentors." Twitter April 6 April 8 Facebook "Join the Atlantic Council & SAIC in the inaugural Cyber 9/12 Student Challenge! Registration is now open for teams to compete in this competition, where students will respond to major day-‐after cyber incidents and provide policy recommendations to a panel of high level judges from the cyber security field." Join the Atlantic Council & SAIC's Cyber 9/12 Student Challenge! Registration is now open for teams to compete in the challenge featuring major day-‐after cyber-‐ attack scenario! 54 On April 12, 2013 we will be hosting our rescheduled flagship event -‐ Cyber 9/12 Project: Statecraft After Catastrophes. Be sure to join our panel of expert participants during this half-‐day conference, as a major simulated cyber security breach will continuously evolve, forcing experts to focus on key priorities and sector-‐specific concerns during a serious cyber incident. While the event will be broadcast live on the web, we have reserved extra space for students and faculty to attend the event in person, including a special Q&A session specifically aimed for student attendees. "Reminder: registration is still open for teams to enter the Cyber 9/12 Student Challenge! $5000 of cash prizes will be awarded, as well as opportunities to work with prominent members of the cyber security community as mentors." Advertise Cyber 9/12 Twitter Post, link to registration Twitter Advertise Cyber 9/12 Event live tweet from Cyber 9/12 Facebook Event live discussion and post Facebook Post, link to online video feed "Thank you for coming to our 9/12 event, it was a great success…" " for those of you that couldn't make it, you can watch the video on our website___________" Facebook Post YouTube Clips from 9/12 Integrate videos with challenge Twitter Post YouTube Clips from 9/12 Facebook Post deadline reminder; advertise judges/speakers Reminder: Registration closes on May 3rd! There is still time to enter your team into the cyber challenge April 12 April 13 April 22 April 29 55 of the year! May 15 Continuous Facebook Twitter AC site Facebook Twitter How to integrate cyber 9/12 content into posts? Post a webinar Post a webinar Post a webinar Update any information on competition (new judges, etc.); link to schools and organizations Re-‐tweet cyber news and events; update any information on competition (new judges, etc.) 56 Appendix 1: 2013 Competition Documents 57 58 Response'Guide' ' This'document'will'guide'you'through'the'materials'you'must'produce'as'part'of'your'response.' ' For' your' response,' your' team' must' produce' four' potential' policy' responses' that' counteract,' mitigate,' and/or' disrupt'the'damage'and'continued'threat'of'the'current'cyber'attack.'Keep'these'general'points'in'mind'when' planning'your'response:' ' •'Policy'responses'should'go'beyond'purely'technical'solutions,'and'may'include'legal,'political,'and'diplomatic' responses.' ' •'Teams'should'consider'a'variety'of'offensive'and'defensive'responses'that'take'into'account'the'roles'of'state,' corporate,' and' international' actors.' In' particular,' teams' should' consider' the' role' of' cooperation' between' different'actors'necessary'to'achieve'desired'policy'outcomes.' ' Written'policy'brief'(maximum'2500Hwords,'approx.'8H10'pages)' ' Your' team' must' prepare' a' detailed' written' document' that' analyzes' the' implications' of' the' cyber' attack' for' various' actors' (such' as' government' agencies,' corporate' actors,' and' average' citizens)' and' its' relation' to' cybersecurity'policy.'Then,'each'team'should'propose'up'to'four'policy'responses'to'deal'with'the'attack.'Each' policy' response' should' describe' the' purpose' of' the' proposed' policy' action,' the' expected' outcomes,' and' the' theoretical' justification.' It' should' also' briefly' discuss' the' advantages' and' disadvantages' associated' with' each' choice'of'action.'Teams'should'be'sure'to'refer'to'and'properly'cite'theoretical'sources'in'preparing'their'written' briefs.' ' Decision'document'(oneHpage'form)' ' Your'team'should'modify'the'policy'options'you'proposed'in'your'paper,'adapting'them'to'fit'the'form'on'the' next' page.' For' each' option,' perform' a' SWOT' analysis:' summarize' the' most' important' strengths,' weaknesses,' opportunities,'and'threats'for'each'policy.'It'is'preferred'that'you'fill'out'the'form'in'Microsoft'Word,'retaining' the'general'twoHpage'format'of'the'form,'but'you'may'fill'it'in'by'hand'if'necessary.' ' Oral'policy'brief'(15Hminute'presentation)' ' Building'on'the'policy'options'in'the'decision'document,'design'an'oral'presentation'for'representatives'of'the' National'Security'Council.'Your'response'should'draw'on'your'discussion'of'the'policy'options'from'the'written' brief,' while' touching' on' the' strengths,' weaknesses,' opportunities' and' threats' outlined' in' the' decision' document.'In'addition,'you'must'highlight'one'policy'option'as'your'team’s'preferred'suggestion'to'the'NSC'and' explain'your'reasoning.' ' Your' written' brief' is' due' before' the' event,' submitted' via' eHmail' to' cyber912@acus.org' by' May' 26,' 2013.' The' decision'document'and'oral'policy'brief'are'due'the'day'of'the'competition'event.' ' ' Cyber'Policy'Question'Presented:' ' ' Proposed'Policy'Options:' (a)' ' ' (b)' ' ' (c)' ' ' (d)' ' ' Analysis'and'Impact'of'Alternatives:' (a)' Strengths:' ' ' ' Weaknesses:' ' ' ' Opportunities:' ' ' ' Threats:' ' ' ' (b)' Strengths:' ' ' ' Weaknesses:' ' ' ' Opportunities:' ' ' ' Threats:' Intelligence Report Instructions You and your team will take on the role of the Cyber Policy Working Group, a team of experienced cyber policy experts working for the Cybersecurity Directorate of the National Security Staff. The date is June 15, 2014, and a major cyber incident is occurring that affects US national security. The president needs information on the full range of policy options available to respond to this crisis, and your team has been tasked with developing policy recommendations to pass on to the National Security Council. To do so, you will have to apply your understanding of cybersecurity, law, foreign policy, and security theory to synthesize useful policy measures from limited information. This packet contains information on the background and current situation of a major cyber attack on the United States. The attack takes place in June 2014, and the scenario presents a fictional account of political and economic developments leading up to the cyber incident. You may treat the following pages as nonfiction for the purpose of formulating your response. Keep in mind that you will use the scenario material presented to produce three items: • Written brief: Write an analytical paper, 2500 words maximum, discussing the implications of the cyber attack for different state and non-‐state actors and exploring the policy options you are recommending in depth. • Oral brief: Prepare a fifteen-‐minute oral presentation outlining four possible policy responses and recommending one to the National Security Council. • Decision document: Perform a brief SWOT analysis of the four policy options proposed. Refer to the response guide accompanying this intelligence report for details on preparing these items and the decision document form. ____________________________________________________________________________________ Before you begin, keep these tips in mind as you are reading and considering your responses: • Don’t fight the scenario. Assume all information presented is true, and use your energy to explore the implications of that information, not the plausibility. • Think multi-‐dimensionally. When analyzing the scenario, remember to consider implications for other organizations (ie. industry, military, Dept. of State) and incorporating insights from different disciplines (ie. law, public policy, cybersecurity). • Be creative. Cyber policy is an evolving discourse, and there is no single correct response to the scenario information provided. There are many ideas to experiment with in responding to the crisis. Note: All materials included are fictional and were created for the purpose of this competition. 1 Student Challenge 2013 Intelligence Report Setting the scene… The following scenario presents a fictional cyber incident involving the United States and Russia. The subsequent background is based loosely on the following facts: • • • The advancement in US shale gas production has contributed to lower gas prices around the world and has put the US in the position to become a major natural gas exporter. American energy companies are lobbying the US government for the opportunity to export liquefied natural gas, but so far the only deals that have been passed are with countries the US has free trade agreements with and the United Kingdom. Debate continues over the potential export of natural gas to other European markets. Nations, such as Russia, that are heavily reliant on gas and oil to finance their economy are being affected by lower gas prices. It has been speculated that Russia will enter a recession in the near future. While this is only partly due to oil and gas prices, a further decline in prices could significantly increase the likeliness of a recession. Recent events leading up to June 2014 In the past decade advances in the extraction of shale gas in the United States have had a dramatic effect on the energy landscape worldwide. As the US has increased its energy self-‐sufficiency through these new technologies, it has demanded less of the world supply and created a buyer’s market for the rest of the world. The European market in particular has seen a dramatic decrease in prices as nations importing gas are placed in a stronger bargaining position relative to those exporting it. An additional factor in this situation is the surprising move by President Obama’s administration to ease restrictions on the export of shale gas, particularly to Europe. This development has come after successful lobbying by American energy companies over those who claimed that the export of natural gas would hurt the US production. Since the change in policy the Department of Energy has approved a flurry of export deals between US companies and European partners. In 2013 the first such approval was given to Sabine Pass in Louisiana, and has quickly been followed by approval for several more companies to ship liquefied natural gas (LNG) around the world. Within the next couple of years, US gas will be responsible for heating millions of Western European homes. Some political observers see this move as related to the cooling off of US-‐Russia relations that has taken place since the end of the “Reset” policy in 2012. The change in US policy followed an unproductive G20 Leaders’ Summit in September 2013 in which cooperation between the US and Russia on issues such as Syria, Iran, North Korea, and human rights remained elusive. Complicating the tensions has been the recent decline of the Russian economy into recession. With the federal budget closely linked to oil and gas revenues, rumors have started to surface in Russia that this decline is primarily due to the US influence in the European market. The US and US energy companies have been major supporters of planned gas pipelines from Central Asia that would increase European independence from Russian energy suppliers, and now the US exports of LNG that will 2 Student Challenge 2013 Intelligence Report commence soon are driving down the price and demand for Russian gas contracts. The state controlled media has reported that some Russian officials suspect a conspiracy by the US and other countries to prevent Russia from experiencing its own shale gas boom. Cited in these conspiracy theories is the January 2014 withdrawal of ExxonMobil from a joint venture with Russian state oil company Rosneft to provide technical assistance in the extraction of shale gas from Siberia. While the Winter Olympics in February served as a distraction from the economic and political challenges plaguing the international community, these unresolved issues are bound to resurface now that the games have ended. It seems that US-‐Russian relations will not experience a second reset as tensions continue to grow. The return to hostile politics is already becoming a reality as increasingly anti-‐American rhetoric is expressed in the Russian media and among pro-‐Kremlin groups on the Internet. 3 Student Challenge 2013 Intelligence Report From: National Security Staff, Cybersecurity Office To: Cyber Policy Working Group Re: Cyber attack affecting energy industry June 15, 2014 As you are aware, in the past week thirteen oil refineries have been taken off line due to a dangerous piece of malware known as “Cobalt”. This malware has the potential to threaten not only oil refineries and energy infrastructure, but also a much wider range of SCADA systems involved in industry and critical infrastructure. The Department of Homeland Security is spearheading the criminal investigation into the attacks with the help of all relevant government agencies, in addition to several private security firms retained by the energy companies. At the request of the National Security Council, the NSS Cybersecurity Office is contacting your team to solicit national policy solutions to respond to the situation. Given the unprecedented nature of this attack, the President is seeking to assemble the maximum possible range of policy options before determining a course of action. This message is accompanied by several documents to assist your team in preparing its recommendations for the NSC: • Initial report from the DHS lead investigator • Article from the US Times describing the refinery outage • ICS-‐CERT initial report on Cobalt malware These documents should provide you with enough details on the incident to formulate your policy recommendations. Good luck. 4 Student Challenge 2013 Intelligence Report Department of Homeland Security Preliminary Report on Refinery Outages Summary The Department of Homeland Security is taking the lead in the investigation into the refinery outages that occurred beginning on June 10, 2014. The outages are currently affecting thirteen oil refineries in four different states. Analysis of the refineries’ computer systems indicates that equipment malfunction was caused by a piece of malware called Cobalt. Details • Infected targets belong to three companies: The thirteen confirmed affected refineries belong to three different companies: ExxonMobil (4 refineries, ~1,560,000 bbl/d capacity); Phillips 66 (6 refineries, ~1,138,000 bbl/d capacity); and Chevron (3 refineries, ~891,000 bbl/day capacity). Both ExxonMobil and Chevron are considered part of the five “supermajor” energy companies and are in the Top 10 of the Fortune 500 corporations. Phillips 66 was spun off from ConocoPhillips in 2012, but ConocoPhillips was formerly considered the sixth “supermajor”. All companies are based in the United States. • Attacks were closely coordinated: Malfunctions began to occur at all refineries during a 48-‐hour window beginning on June 10, 2014. The exact activation method of the malware remains uncertain, although at least one refinery was connected to via a serial port server from an IP address in Russia immediately preceding the attack. • Analysis indicates advanced design: Reverse engineering and analysis of the Cobalt malware is being coordinated by ICS-‐CERT. They have already determined that Cobalt is an extremely sophisticated piece of malware, with a modular design similar to Stuxnet and Shamoon. Analysis is incomplete, but researchers from Kaspersky Labs have identified at least three zero-‐day exploits used by the malware as well as four different unique rootkits targeting programmable logic controllers from different vendors. • Code scrubbed of identifying elements: The authors of the Cobalt malware were careful to remove any identifying comments or language from most of the code. However, at least one subprogram contained comments in Russian. The FBI and NSA are working to try to establish the author of the code based on the comments and other distinguishing code features. • Intelligence suggests involvement of Russian hacker: The FBI reports that intelligence obtained from surveillance of a known Russian “black hat” chat forum several months ago indicate a former Russian military hacker may have been involved with the production of code targeting some of the programmable logic controllers affected by the attack under contract by an unknown buyer. Information on the hacker’s background and experience in the Russian military is limited. The FBI is comparing its intelligence to information from other sources. 5 Student Challenge 2013 Intelligence Report • Identification of infections difficult: Investigators have yet to determine a way to scan for systems infected with Cobalt. As a result, all SCADA system operators need to remain on alert for irregularities in operations. • State Department mobilizing diplomatic resources: While not directly involved in the investigation, the State Department is working closely with DHS and the Department of Defense to coordinate requests for information sharing with other governments. Secretary Kerry and the ambassadors to Russia and the UN are being briefed on the situation regularly in preparation for diplomatic action. Analysis • Strong indications of state support: While analysis is ongoing, the complexity of the malware strongly indicates state support in the development of Cobalt. The sophistication of the design rivals Stuxnet, and there are other indications the code required a resource intensive development process. • Attack appears highly planned and targeted: The geographic distribution of the infections supports the theory that the attack specifically targeted these companies and that physical security was breached in order to deliver the code. DHS is investigating the possibility that the attacker may have employed agents on the ground in those areas to infiltrate facilities or compromise staff members with access to supervisory control and data acquisition (SCADA) systems. • Threat not limited to refinery systems: Cobalt poses an ongoing threat to national cybersecurity. Cobalt’s ability to spread via network connections and USB devices could result in widespread computer infections beyond the refineries, similar to the spread of Stuxnet. Critical infrastructure in particular could be at risk because of Cobalt’s ability to cause malfunctions in SCADA equipment. • Defensive strategy complicated: The sophistication of the Cobalt malware could pose challenges for the defense of domestic networks and systems. Defense of national networks could require the involvement of the Department of Defense or other federal agencies to coordinate efforts and provide resources. Private companies may be tempted to employ offensive measures to deter further attacks based on limited information of Cobalt’s source and design. Conclusions Cobalt poses the single biggest threat to US cybersecurity witnessed to date. Stopping Cobalt and mitigating its damage will take a concerted effort from both public and private entities. At the moment, DHS cannot determine a clear motive for the attack, nor can it establish the identity of the attacker. However, indications are that this is a state-‐supported attack, with some evidence pointing to the involvement of Russia, Russian citizens or Russian-‐speaking individuals. DHS will coordinate further with the Department of State, the Department of Defense, and intelligence services to develop more information on the origin of the attack. 6 Student Challenge 2013 Intelligence Report The US Times June 14, 2014 Multiple refinery outages threaten summer fuel prices Since at least Wednesday, more than ten oil refineries in four different states have shut down in response to equipment problems, taking almost one-‐fifth of the United States’ refining capacity offline. While the cause of the outages remains unknown, the loss of refining capacity will almost surely create headaches for a variety of petrochemical consumers. The refineries, located in Texas, Louisiana, Mississippi, and California, are owned by several different companies. Though the affected companies are not disclosing the extent of the outages, the Times has confirmed that refineries owned by ExxonMobil, Chevron, and Phillips 66 are among those affected. These companies are facing millions of dollars in lost revenue for each day their refineries aren’t operating, but beyond the financial damage the effects of this disruption in production are difficult to predict, especially for the country’s fragile economic recovery. The effects of such a mass refinery outage are unknown, but the situation during Hurricane Katrina does share some similarities. Roughly 1.9 million barrels per day of refining capacity in the Gulf Coast was taken offline during the storm, in addition to the shutdown of offshore oil platforms and regional pipelines due to weather and electricity problems. Oil companies lost millions of dollars due to production disruptions, while fuel prices across the US suffered due to supply and transport problems. It is unlikely that the current refinery outages will have the same impact, but if reports on the affected refineries are true, the current refining capacity taken offline is close to 3 million barrels per day. This is a problem because the US has a typical utilization rate of around 95% of refinery capacity, meaning any long-‐term outage could result in significant supply problems. However, with over 27 days worth of finished gasoline in circulation in the US market according to statistics from the Energy Information Agency, it is unlikely that shortages would become critical for months even with the refineries offline. In the short-‐term, the most visible effect of the outage will be higher fuel prices for businesses and consumers. Gasoline prices have already risen several cents around the US as the busy summer travel season ramps up. In California, where several refineries have been affected, consumers have already seen price jumps as large as 25 cents. Drivers around the country will almost certainly face additional price increases in the weeks ahead as the oil companies and the government craft a response plan. While economists and analysts continue to focus on the economic damage resulting from the refinery outage, the investigation into causes is just beginning to ramp up. According to one anonymous official, the government has already created an investigatory team to assist the affected companies, but their response has been delayed by the secretiveness of the energy companies involved. Worried about the effects on stock prices, the energy companies have yet to reveal any details on the outages to the public. While few potential clues as to the cause of the outages have been revealed, it is rumored that computer security firms McAfee and Kaspersky Labs have been retained in the cases. This raises the troubling possibility that the outages resulted from a cyber attack or malware infection. If so, many more refineries and other facilities could be at risk. However, sources from McAfee, Kaspersky Labs, and the oil companies still refuse to comment on their involvement in the ongoing incident. 7 Student Challenge 2013 Intelligence Report ICS-‐CERT ICS-‐ALERT-‐13-‐XXX-‐XX Initial Report on Cobalt Malware Targeting Energy Industry Summary ICS-‐CERT is investigating the cyber attacks against oil refineries in the southern and western United States. Initial analysis of the malware used in the attack, nicknamed Cobalt, indicates a sophisticated operation using multiple variants to infect different systems at three separate energy companies. The modular structure of the malware and significant number of previously unknown vulnerabilities used in the code indicate extreme technical proficiency on the part of the attacker and possible state support for the operation. Overview Beginning on June 10, 2014, the three affected companies (ExxonMobil, ConocoPhillips, and Chevron) began experiencing subtle irregularities to refinery operations caused by malfunctioning elements of the supervisory control and data acquisition (SCADA) system, including programmable logic controllers (PLCs). Technicians did not examine the SCADA systems as the source of the malfunctions until equipment damage forced refineries to idle production, delaying the discovery of the malware for several days. The affected companies contacted McAfee and Kaspersky Labs for technical support on June 13, 2014. Recognizing the sophistication of the malware involved, ICS-‐CERT was contacted the next day to coordinate the investigation. Preliminary forensic analysis of the malware in conjunction with McAfee and Kaspersky Labs indicates a two-‐part modular structure. The first module infects PCs operating SCADA system control software or connected via a local network to the SCADA control system, with variants for both Linux and Windows devices. Once inside the SCADA network, the first module installs an additional vendor-‐specific PLC exploit module that causes equipment malfunction. Similar to the Stuxnet malware, initial infection likely occurs via USB drive, though the investigation also indicates use of serial port servers to gain access to refinery networks. Further infections can occur via network shares and SQL databases. However, unlike Stuxnet, the use of multiple vendor-‐specific PLC exploit tools makes Cobalt a more robust threat to industry. The investigation has already determined that the malware has deployed modules affecting Siemens, Honeywell, GE, and Rockwell Automation equipment. Infection Risk The danger posed to industry and critical infrastructure by Cobalt cannot be understated. Given the adaptive nature of the software, all operators of SCADA systems should be on alert for indications of 8 Student Challenge 2013 Intelligence Report system infection or malfunction. ICS-‐CERT is working closely with security firms to identify the complete set of SCADA vendors and products potentially affected by Cobalt. While Cobalt is believed to have been deployed as part of a carefully targeted attack, the vulnerabilities utilized in the malware could also allow the software to spread to a far wider range of PCs in the same manner as Stuxnet. Organizations should be careful to isolate industrial production and control networks from connections to outside networks, computers, and portable drives. Additionally, researchers are still working to develop a tool to identify machines infected by Cobalt. Until such a tool is developed, operators should treat all external network connections to infrastructure and industrial control systems as infection risks and act accordingly. Mitigation As ICS-‐CERT is only in the initial stages of reverse engineering and analyzing this malware, SCADA system vendors and operators are advised to closely monitor the ICS-‐CERT website for additional information as it becomes available. ICS-‐CERT strongly encourages all operators of SCADA systems, regardless of vendor, to immediately take defensive action to secure their systems using defense-‐in-‐depth principles. ICS-‐CERT also reminds organizations to perform proper impact analysis and risk assessment prior to taking defensive measures. However, organizations are reminded to be mindful of legal restrictions on the use of countermeasures in responding to attacks and malicious infections, especially when retaining outside security firms to assist them. Organizations that observe any suspected malicious activity should follow their established internal procedures and report their findings to ICS-‐CERT for tracking and correlation against other incidents. 9 Student Challenge 2013 Intelligence Report 2 From: National Security Staff, Cybersecurity Office To: Cyber Policy Work Group Re: URGENT UPDATE – Cyber attack affecting energy industry June 16, 2014 Since the last intelligence report was sent to you, the situation has evolved. This brief is to make you aware of several new developments before you brief the NSC. • New infections in Gulf Coast oil pipelines; possible command and control server identified Three different oil pipelines (two intrastate, one interstate) in the Gulf Coast region have been shutdown after malfunctions occurred over the weekend. Analysis shows that they have been infected with the Cobalt malware and that the SCADA systems of the affected pipelines had components from the same vendors seen in the oil refinery attacks. Several other pipelines in the region have been preemptively shutdown to search for possible infections. The shutdowns are causing transport problems for the energy industry in the gulf coast region, and if prolonged a variety of petrochemical production and supply problems could emerge. It is unknown how Cobalt infected the pipelines, but there is still no evidence that any systems outside the oil industry have been affected yet. Additionally, investigators have identified a server in Russia that all three infected pipelines connected to via serial port servers, possibly indicating a command and control server used to activate Cobalt. • DDoS attack in progress against SCADA vendors An ongoing distributed denial of service (DDoS) attack is in progress against the four vendors specified in the report from ICS-‐CERT, hitting company servers in both the United States and Germany. The NSA has identified a large number of PCs involved in the attack that have known links to botnets operated by the Russia Business Network. The majority of attack traffic seems to be coming from locations in Russia, Eastern Europe, and the Middle East. • Public hysteria growing in reaction to Cobalt; markets affected Following heavy coverage in the news and online over the weekend, the stock market has suffered heavy losses as the trading day opened on Monday. Investors are concerned that the government is not giving companies sufficient legal authority to protect themselves. Citizens are also overwhelming law enforcement and government officials with questions about the vulnerability of critical infrastructure such as water treatment and electrical utilities to infection by Cobalt. Manufacturers have also expressed concerns that their equipment may be infected, and some factories may idle their production lines while they check for evidence of system infection. Please be advised of these developments while making your second presentation. Student Challenge 2013 Judges’ instructions Instructions and Grading Rubric To the competition judges: Thank you for taking the time to join us for the Cyber 9/12 Student Challenge. This memo will guide you through your role in judging the competition. This memo is divided into three parts: • Student task description • Judge task description • Grading rubric explanation Student task description Each student team, consisting of three to four students, has been asked to complete three separate items before the competition: • Written policy brief (2500 words max.) • Decision document (1-‐2 pages) • Oral policy brief (15 minutes max.) Based on a fictitious “intelligence report”, student teams take the role of the “Cyber Policy Working Group”, a group of cyber policy experts consulting for the Cybersecurity Office of the National Security Staff. In the wake of a major cyber incident, the group is asked to develop several policy options to present to the National Security Council in response to the crisis. Ideally, each team will develop four policy options to present to the NSC. The written policy brief, submitted and graded several weeks in advance of the competition, asks students to explain the implications of the cyber incident for a variety of private, state, and international actors before explaining the details of the four policy options the team would recommend to the NSC. The decision document focuses solely on the four policy options explored in the brief, and asks teams to briefly outline the advantages and disadvantages in the form of a SWOT (strengths, weaknesses, opportunities, and threats) analysis. Teams are also asked to select the option they recommend most and provide a brief justification. The oral policy brief repackages the information in the written brief and decision document as a 15-‐ minute presentation intended to brief high-‐level policy officials. Students are encouraged only the Cyber 9/12 Student Challenge Judges’ instructions most vital and relevant information to make their case. Both the decision document and the oral policy brief will be due at the beginning of the competition. Teams advancing to the final round will have to deliver another 10-‐minute presentation. Intended to challenge participants to respond quickly to changing circumstances, this round presents teams with another “intelligence report” describing changes to the evolving cyber incident. Students have limited time to absorb and analyze the new information before delivering and adapted presentation to a panel of judges who will follow up with questions. Students will receive three scores (written brief, decision document/first oral presentation, and second oral presentation), the first two of which combined determine the teams to advance to the final round, and the sum of all three determines the winning teams. Judge task description Judges will be asked to score one or more of the three major scoring elements: written brief, first oral presentation, and second oral presentation. Regardless of which element you are judging, the scoring rubric is identical. However, procedures vary from element to element. Written brief evaluation For this part of the competition, judges will receive essays to evaluate via e-‐mail. Judges are asked to read the essay thoroughly and then assess it based on the dimensions of the grading rubric. Judges do not need to correct grammar or provide notations on the essays, but judges are encouraged to prepare brief feedback for teams at their own discretion. However, this feedback will not be distributed to teams before the first round of the competition event has been completed. First oral presentation In this part of the competition, student teams will present their oral policy briefs directly to the panel of expert judges. While presenting, judges will be provided a copy of the team’s decision document, providing a brief outline of participants’ responses for judges to refer to. Judges are asked to refrain from asking teams questions during the first round, and in the interest of fairness comments and feedback on the oral briefs should be saved for the end of the first round session. Judges will fill out the same grading rubric to determine the score. Second oral presentation In this final round of the competition, students will have 10-‐minutes to present an amended oral policy brief to another panel of expert judges. Once finished, judges will have between 5-‐ and 15-‐minutes to question the group about their policy options. Each team will present without the presence of the other teams during this round, so feedback immediately following presentations is permissible, time permitting. Cyber 9/12 Student Challenge Judges’ instructions Grading rubric explanation Each element of the score is graded on a 50-‐point scale. Thus teams will have a maximum possible score of 100-‐points at the end of the first round, and a maximum score of 150-‐points at the end of the competition. For each element, the final score is the average of the scores received from each judge. The 50-‐point score is divided into five dimensions: 1) Clarity and organization (10 pts) 2) Identification of key issues (10 pts) 3) Policy responses proposed (10 pts) 4) Policy knowledge demonstrated (10 pts) 5) Originality/creativity of response (10 pts) Each dimension is rated on a scale of one to ten based on a qualitative scale: Criteria Clarity and Organization 10 point response 5 point response 0 point response Team concisely and effectively presented their response to deliver maximum impact to the reader/listener. Team effectively expressed their position, though the response could be more concise or coherent. Identification of key issues The team identified and responded to the most important policy issues posed by the scenario. Policy knowledge demonstrated The response exhibited a thorough, nuanced understanding of cyber conflict policy issues. The proposed policy response actively and effectively addresses the scenario problems. The team identified only some of the policy issues posed by the scenario or failed to respond to some of the policy issues identified. The response exhibited a limited or selective understanding of cyber conflict policy issues. The proposed policy response only partially addresses the scenario problems or lacked sufficient justification. The team exhibited a distinctive approach to the scenario problems but largely drew on a wellknown solution. Organization of the response severely hampered the effectiveness of the response. The team failed to reference the specific policy issues associated with the scenario. Policy response proposed Originality/creativity The team offered innovative solutions to the scenario of response problems that go beyond canonical policy literature. The response did not indicate a specific knowledge of cyber conflict policy. The proposed policy response is not properly grounded in cyber conflict related theory. The team copied their policy solutions from other sources with no apparent adaptation. In general, the numerical score for each dimension can be interpreted like this: (10) exceptional, (9) excellent, (8) very good, (7) good, (6) above average, (5) average, (4) sufficient, (3) lacking, (2) poor, (1) very poor, and (0) unacceptable. Cyber 9/12 Student Challenge Section I: Team Information School: ____________________________________________________________________________ Location: ___________________________________________________________________________ Primary team contact e-‐mail: _________________________________________________________ Faculty adviser/coach: _______________________________________________________________ Faculty adviser e-‐mail: _______________________________________________________________ Number of team members: _______________ Please list below if you have any special needs or accommodations: Section II: Team member information Team member #1 Name: _____________________________________________________________________________ Major/field of study: _________________________________________________________________ Overall GPA: ______________________ Graduation date: ______________________ E-‐mail address: _______________________________ Phone number: ______________________ Program: ☐ Undergraduate ☐ Graduate ☐ Doctoral ☐ Professional Briefly explain your interest in/experience working with cyber policy issues: Team member #2 Name: _____________________________________________________________________________ Major/field of study: _________________________________________________________________ Overall GPA: ______________________ Graduation date: ______________________ E-‐mail address: _______________________________ Phone number: ______________________ Program: ☐ Undergraduate ☐ Graduate ☐ Doctoral ☐ Professional Cyber 9/12 Student Challenge 2013 Briefly explain your interest in/experience working with cyber policy issues: Team member #3 Name: _____________________________________________________________________________ Major/field of study: _________________________________________________________________ Overall GPA: ______________________ Graduation date: ______________________ E-‐mail address: _______________________________ Phone number: ______________________ Program: ☐ Undergraduate ☐ Graduate ☐ Doctoral ☐ Professional Briefly explain your interest in/experience working with cyber policy issues: Team member #4 Name: _____________________________________________________________________________ Major/field of study: _________________________________________________________________ Overall GPA: ______________________ Graduation date: ______________________ E-‐mail address: _______________________________ Phone number: ______________________ Program: ☐ Undergraduate ☐ Graduate ☐ Doctoral ☐ Professional Briefly explain your interest in/experience working with cyber policy issues: Cyber 9/12 Student Challenge 2013 Section III: Letter of Interest Using no more than one page (500 words), explain your team’s interest in participating in the competition and what you hope to gain from the experience. Cyber 9/12 Student Challenge 2013 The Cyber 9/12 Student Challenge Description and Rules Updated March 5, 2013 Competition Mission The Cyber 9/12 Student Challenge is designed to offer students, across a wide range of academic disciplines, a better understanding of the policy challenges associated with cyber conflict. Part interactive learning experience and part competitive scenario exercise, the Cyber 9/12 Student Challenge gives students interested in cyber conflict policy an opportunity to interact with expert mentors, judges, and cyber professionals while developing valuable skills in policy analysis and presentation. Student teams will be challenged to respond to an evolving scenario involving a major cyber-attack and analyze the threat it poses to state, military, and private sector interests. Teams will be judged based on the quality of their policy responses, their decision-making processes, and their oral presentation to a panel of judges. Along the way, teams will have the advantage of pre-competition online policy seminars to develop their policy skills, as well as networking opportunities during the competition to ensure that all participants have an opportunity to improve their skills. Importance of the Rules All participants must be familiar with the rules before participating in the event. Because teams will be evaluated based on a combination of written and oral tasks, a thorough understanding of the rules is important to success. Competition Rules Rule 1. Format The Cyber 9/12 Student Challenge consists of a cyber-attack scenario that evolves over the course of the exercise, prompting teams to modify their policy priorities and recommendations as part of successive oral presentations. 1 During round one, teams will deliver a 15 minute oral presentation based on written policy briefs prepared before the competition (see Rule 5 below). Teams will receive feedback from a panel of judges who will score students based on their oral presentations. The judges’ score on the oral presentation will be combined with the team score from the more detailed written policy brief submitted in advance of the competition (see Rule 7 below). The final round will involve a spontaneous response to an intelligence report that further alters the original scenario. Teams will have to respond to questions from the panel of judges with only little preparation, testing their ability to analyze information as a team and synthesize a response on the spot. Judges will deliver a final evaluation, and winners will be selected based on the final round scores. Rule 2. Registration To be considered for competition, interested teams must submit all registration materials, including team information and a letter of interest, by the registration deadline. After all registration materials have been received, teams selected to compete will receive invitations and competition materials. Rule 3. Eligibility All students currently enrolled in an undergraduate, graduate, doctoral, professional, or law program on the date of the registration deadline are eligible to compete. There is no explicit major, coursework, or prior experience in cyber conflict necessary to compete, but successful applicants will have a strong link between cyber conflict policy and their current academic interest. Students with an interest in cyber conflict policy from around the world are invited to apply to compete. However, the Cyber 9/12 Student Challenge cannot guarantee any funds to support team travel and accommodation expenses. Applicants are encouraged to inquire about funding from their home institutions. Rule 4. Team Composition Each team must include at least two and not more than four students, with teams of three or four preferred. There are no requirements for team composition based on the majors or education levels of team members. Each team must also recruit a faculty member to act as their team coach and mentor. While coaches are not required to take part in the competition event, their participation is necessary to ensure that all teams have access to assistance in crafting their responses. Rule 5. Pre-competition Preparation Background information on the competition scenario for the first round will be distributed before the competition. This information will be distributed to all teams after participants have completed registration and selected teams have been notified. For the first round of the scenario exercise (see Rule 7), teams will prepare both written and oral policy briefs based on a 2 response to the initial scenario intelligence report. The written policy brief will be due prior to the competition event. The oral policy brief will be presented at the competition as part of the first round and must be accompanied by a “decision document” handed to the judges at the beginning of the competition round (see Rule 7 below). Teams are also required to find a faculty member to serve as coach who can help review and develop student policy briefs. Rule 6. Team Selection and Notification Teams will be selected based on registration materials submitted in accordance with Rule 3. Selected teams will be notified via e-mail of their invitation to the competition. Teams selected to participate will complete a supplementary information packet with team photos and biographies in advance of the competition. Rule 7. The Scenario Exercise The competition will focus on a single cyber-attack scenario described through several intelligence reports. The exercise encompasses tasks, both written and oral, that challenge students to respond to the political, economic, and security problems created by the evolving cyber attack scenario. At all stages of the competition, scenario information and tasks will be distributed in a manner that ensures all teams an equal chance to prepare. Round One Teams will be provided with a detailed scenario background packet that sets the scene for the fictional cyber-attack. This scenario will be focused on a state-supported cyber-attack against the United States or one of its Allies. Teams will also receive two scenario tasks to prepare before the competition event. • Written Cyber Policy Brief Teams will write a policy brief exploring the challenges faced by state, military, and industry actors related to the cyber incident described in the scenario materials. The brief must also recommend appropriate actions and policy responses for the actors involved. The length of the brief is limited to 2,500 words in length. Further detailed instructions will be distributed to teams selected for the competition. • Oral Cyber Policy Brief Teams will prepare a 15 minute oral presentation of their policy recommendations. This presentation will be delivered to a panel of judges in the first round of the competition event. Teams will also be required to submit a “decision document” accompanying their oral presentation at the beginning of the competition’s first round. The “decision document” will be a prepared form outlining the team’s decision process. More information about this form and the oral presentation will be distributed to teams selected for the competition. 3 Final Round After the completion of Round One, participants will receive another intelligence report. This intelligence report will describe some change in or escalation of the original scenario and entail new problems for the actors involved. Teams will be presented with another intelligence report detailing further changes to the scenario and will be provided with a short amount of time to use the new information to revise their policy responses. • Oral Cyber Policy Brief One at a time, each team will meet with the panel of judges. The teams will present a five minute response regarding further changes to their policy recommendations, followed by up to ten minutes of questions from the judges. Rule 8. Permissible Assistance and Cheating Before the competition, teams are encouraged to seek outside help to develop their policy briefs. Teams are expected to rely on their coaches in particular to help develop and revise their policy ideas for the competition. During competition events, no outside assistance is allowed for teams. However, teams advancing from the first to final round may confer with their coaches during the breaks between stages. During the final round, teams will again not be allowed to rely on outside assistance. Teams will not be allowed to use electronic devices such as cellular phones and computers during the competition events. However, paper notes are highly encouraged. Cheating during the competition will not be tolerated and will result in the immediate disqualification of a team. All teams are expected to comply by the rigorous standards of academic honesty in place at their home institutions. Any team suspected of cheating may be subject to immediate disqualification. The home institutions of disqualified teams will also be notified of the disqualification. Rule 9. Judges Each round of the competition will be judged by a panel of three experts in cyber conflict policy. To standardize scoring and encourage consensus, all judges will score the teams based on a common grading sheet in accordance with Rule 12. Judges may vary between sessions and rounds subject to their availability. Rule 10. Observers, Media and Broadcasting A limited number of observers may be present at the event. Every effort will be taken to ensure that they do not disturb or assist any of the participating teams in the competition. 4 The Cyber 9/12 Student Challenge reserves the right to partner with the media to provide live coverage of the event via broadcast or internet livestream. Additionally, members of the press may be present to cover the event in person. All participants in the event and observers in the event are expected to conduct themselves in a responsible and professional manner. Rule 11. Timekeeping Competition staff will manage a clock to keep track of time limits for the presentations. Teams will be kept advised of the time using a “green-yellow-red” system of cards. At the five-minute mark a staff member will display a green card to the team presenting; at the one-minute mark a staff member will display a yellow card; and at the time limit a staff member will display a red card. A penalty will be assessed for teams exceeding the time limit. Rule 12. Team Evaluation and Scoring All teams will be evaluated based on three main dimensions of their responses: interpretation of the scenario problems; analysis of policy solutions presented; and quality of writing or oral presentation. These dimensions will be scored based on a common grading sheet and instructions shared by all the judges. The resulting numerical scores will be used to determine the winners of each round. At the conclusion of each round, teams will be provided specific, detailed feedback on strengths and weaknesses to improve their policy and presentation skills. Grading sheets and guidelines will be distributed to all teams in advance of the competition. Rule 13. Elimination In the event a team is eliminated, they are invited to participate in the rest of the competition as observers. Eliminated or not, all teams are welcome and encouraged to take part in the networking functions, speeches, and other events accompanying the event. Please note that eliminated teams are still eligible for some of the prizes and awards to be offered (see Rule 14). Rule 14. Prizes and Awards In addition to the main prize of the competition, the Cyber 9/12 Student Challenge will, at its discretion, award additional prizes for outstanding achievement during the course of the competition. The categories of prizes to be offered will be announced before the date of the competition. Teams will also be eligible for awards based on their final standing in the competition, and all teams will receive certificates in commemoration of their participation. Rule 15. Notification of Rule Changes The above rules are provided for planning purposes only. The Cyber 9/12 Student Challenge reserves the right to alter the rules based on logistical and technical considerations. In the event of changes to the competition rules, a new version of this document will be posted and distributed to teams before the start of the competition. 5 Frequently Asked Questions Participation Who should participate in the Cyber 9/12 Student Challenge? The Student Challenge is designed to offer students across a wide range of academic disciplines a better understanding of the policy challenges associated with cyber conflict. All students enrolled in an undergraduate, graduate, doctoral, professional or law program on the date of the registration deadline with an interest in cyber policy are encouraged to compete. No academic background in cyber policy in necessary. What are the requirements for each team? Teams must be composed of 2-‐ 4 students, fitting the eligibility requirements listed above. Additionally, each team is required to find a faculty member who can act as their coach and mentor. While coaches are not required to take part in the competition event, their participation is necessary to ensure that all teams have access to assistance in crafting their responses. Why do I need a team? The competition is designed to emulate the decision making process of real life cyber policy. The process, as in real life, requires collaboration and cooperation amongst multiple actors. Do I need to have a background in cyber security or computer studies to participate? No. Unlike many other cyber competitions the Cyber 9/12 Student Challenge focuses on the policy side of cyber security. No technical computer skills are required and there is no explicit major, coursework, or prior experience in cyber security or computer studies necessary to compete. However, as the competition is designed to offer students a better understanding of the policy issues associated with cyber conflict, applicants should be able to demonstrate a strong link between cyber conflict policy and their current academic interest. Can I still participate if I'm not in the Washington DC area? Yes. Students with an interest in cyber conflict policy from around the world are invited to apply to compete. However, the Cyber 9/12 Student Challenge cannot guarantee funds to support team travel and accommodation expenses. Applicants are encouraged to inquire about funding from their home institutions. Registration How do I register? Registration materials are available at the Atlantic Council’s Cyber Statecraft Initiative website: http://www.acus.org/tags/cyber-‐statecraft-‐initiative To be considered for competition, interested teams must submit all registration materials, including team information and a letter of interest, by the registration deadline. After all registration materials have been received, teams selected to compete will receive invitations and competitor materials. When is the registration deadline? All primary registration material must be received by May 3, 2013. This includes the completed application form and letter of interest. Teams selected to participate will complete a supplementary information packet with team photos and biographies. Details on the final deadline for this additional material will be given at a later date. How will I be informed if I have been selected to participate in the Cyber 9/12 Student Challenge? Teams will be selected based on their application and letter of interest. Participants will be notified via e-‐mail of their invitation to the competition or their elimination by May 10. Can I register as a free agent and then move to a team later? No. Teams must be formed by the final registration deadline. What happens if we add or remove team members? Team members cannot be added after the final registration deadline May 3. If a team member is unable to participate in the competition, the team will be allowed to compete shorthanded, as long as they meet the minimum requirements of 2 students. Competition What is the best way to prepare for the event? Before the competition teams will have the opportunity view an exemplar policy brief prepared by the Atlantic Council. The exemplar will demonstrate one way in which to diagnose cyber-‐conflict and determine policy in a similar type of scenario to the one students will encounter. Additionally, to keep up to date on current issues in cyber policy participants are encouraged to visit the Atlantic Council’s Cyber Statecraft Initiative at http://www.acus.org/tags/cyber-‐statecraft-‐initiative. Teams should also seek outside assistance, either from their coaches or other mentors, to help develop and revise their policy ideas for the competition. What is the format of the competition? The Cyber 9/12 Student Challenge is a single day competition consisting of two separate rounds. Student teams will be challenged to respond to an evolving scenario involving a major cyber-‐attack and analyze the threat it poses to state, military, and private sector interests. Both rounds will address the same cyber-‐ attack, but over the course of the day additional information will require the teams to modify their policy priorities and recommendations. Background information on the competition scenario will be distributed before the competition. Teams will have a couple of weeks before the competition to prepare their written and oral briefs for the June 15th event. During round one, teams will deliver a 15 minute oral presentation based on policy briefs prepared before the competition. Teams will receive feedback from a panel of judges and scores based on their oral presentations. The judges will then select teams to advance to the final round based on the combined scores from their oral presentation and more detailed written policy brief submitted in advance of the competition. The final round will involve a spontaneous response to an intelligence report that further alters the original scenario. Teams will have to respond to questions from the panel of judges with only ten minutes to prepare, testing their ability to analyze information as a team and synthesize a response on the spot. Judges will deliver a final evaluation, and winners will be selected based on the total accumulated scores. What tasks are part of the competition? The exercise encompasses tasks, both written and oral, that challenge students to respond to the political, economic, and security problems created by the evolving cyber-‐attack scenario. For the first round students are required to produce a policy brief with their recommendations for the US government. Additionally, the teams will present their analysis and recommendations to a panel of judges on the day of the event. Those teams selected to advance to the final around will give an additional 5 minute presentation in response to a scenario prompt. What does the policy memo entail? Teams will write a policy brief exploring the challenges faced by state, military, and industry actors related to the cyber incident described in the scenario materials. The brief must also recommend appropriate actions and policy responses for the actors involved. The length of the brief is limited to 2,500 words in length and is due prior to the event. How is the competition scored and how are teams ranked? Each round of the competition will be judged by a panel of three experts in cyber conflict policy. All teams will be evaluated based on three main dimensions of their responses: interpretation of the scenario problems; policy solutions presented; and quality of writing or oral presentation. These dimensions will be scored based on a common grading rubric and instructions shared by all the judges. The resulting numerical scores will be used to determine the winners of each round. When and where will the event be held? The Student Challenge will be held on Saturday June 15th in Washington, DC at American University. The event will consists of two rounds extending over the entire day. What prizes will be offered? Up to $5,000 dollars in prize money will be split among the top three teams and those receiving awards for individual achievements. Students will also receive certificates of participation. ! ! Volunteer!Form! Cyber!9/12!Student!Challenge!is!a!one7day,!scenario7based!cyber!policy!competition!for!undergraduate!and! graduate!students.!!Designed!to!engage!young!leaders!in!the!issues!surrounding!cyber!policy,!the!event!is!part! interactive!learning!experience!and!part!competitive!scenario!exercise.!!! ! Name:! Phone:! Email:! Describe!any!experience!with!events:! ! ! Describe!interest!in!volunteering!for!Cyber!9/12:!Student!Challenge:! ! ! Available!June!15th:!□!Yes!!!!□No!! *Please!Note1Volunteers!must!be!available!June!15th!all!day!and!one!day!in!May!for!a!volunteer!meeting.! ! Emergency!Contact:! Emergency!Phone:! Please!return!this!form!to!Jason!at!the!Atlantic!Council!by!May!___.! Email:!cyber@acus.org! Phone:!202777874952! Fax:!202746377241! ! ! ! Evaluation!Form! How!did!you!find!out!about!Cyber!9/12?! Student!Organization□! Twitter!□! Professor□! Atlantic!Council!Website□! Facebook!Ad!□! Atlantic!Council!Event!□ ! Other!□! ! ! Please!evaluate!the!following:!(Circle!your!answer)! Scenario:!! ! Excellent! Difficulty!of!scenario! ! Reaction!to!conference!as!a!whole:! ! Mentorship! opportunities! ! Quality!of!mentorship! ! Networking! opportunities! ! Keynote!Speaker! ! Organization!of!event! ! Very! good! 4! Average! Below! Average! 2! Poor! Average! 5! Very! good! 4! Poor! 3! Below! Average! 2! 5! 4! 3! 2! 1! 5! 4! 3! 2! 1! 5! 4! 3! 2! 1! 5! 4! 3! 2! 1! 5! Excellent! 3! 1! 1! ! ! Excellent! Very! good! Average! Below! Average! Poor! ! ! Physical!Facilities:! Meals! 5! 4! 3! ! ! Meeting!Facilities! 5! 4! 3! ! ! ! ! Did!the!competition!live!up!to!your!expectations!based!on!the!description?! Why!or!Why!not:! ! Would!you!participate!again?! □!Yes! □!No! ! ! ! Recommendation!for!what!you!would!like!to!see!included!in!the!future:! ! ! ! ! ! ! ! ! Additional!Comments: 2! 1! 2! 1! □!Yes! □!No! ! ! The Atlantic Council’s Cyber Statecraft Initiative is excited to announce two upcoming opportunities for students in the Washington, DC area as part of our Cyber 9/12 Project. Both events offer students a chance to engage with real-world cyber policy issues and professionals in interactive environments. First, on April 12, 2013 we will be hosting our rescheduled flagship event - Cyber 9/12 Project: Statecraft After Catastrophes. Be sure to join our panel of expert participants during this half-day conference, as a major simulated cybersecurity breach will continuously evolve, forcing experts to focus on key priorities and sector-specific concerns during a serious cyber incident. While the event will be broadcast live on the web, we have reserved extra space for students and faculty to attend the event in person, including a special Q&A session specifically aimed for student attendees. Second, to complement our main event and encourage student engagement with cyber conflict policy, we are holding our first Cyber 9/12 Student Challenge on June 15, 2013. Teams will be selected to participate in a scenario exercise that will challenge them to formulate policy responses to an ongoing cyber-attack for the chance to win up to $5,000 in cash prizes. Participating students will also receive feedback from high level expert judges and mentors drawn from the top levels of US government and private sector. More information about the event including competition details, prizes, and registration materials will be released on April 1st. Both programs are brought to you as part of the Cyber 9/12 Project in partnership with the Science Applications International Corporation (SAIC). How to Participate? 2013 competition registration will open April 1, 2013. More information will be posted on our website as it becomes available. You can also download the competition announcement here and reach out to us by email and on social media. • • Facebook: Cyber 9/12 Student Challenge group Twitter:@ cyber912_sc Cyber 9/ 12 StudentChallenge Th eCy b e r9 / 1 2St u d e n tCh a l l e n g ei st h eo n l ys t u d e n tc o mp e t i t i o nd e v o t e dt o p r o d u c i n gh i g h l e v e lp o l i c yr e c o mme n d a t i o n sf o rd a y a f t e rr e s p o n s e st oama j o r c y b e ri n c i d e n t . 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C O M C O M M U N I T Y A N D Y O U R W E L L B E I N G AT L E A R N H O W F O O D C H O I C E S I M PA C T T H E E N V I R O N M E N T, C O M PA N Y AT A M E R I C A N U N I V E R S I T Y BON APPÉTIT MANAGEMENT preparing authentic, made from scratch food in a socially responsible manner 2011-2012 catering at american university We look forward to the opportunity to serve you. If we can offer you more information, if you would like to make an appointment or place an order, please call us at (202) 885-3181 or email us at aucatering@american.edu We are proud to share with you the menus and ideas on the following pages. However, they represent only a starting point. Our specialty is designing innovative menus for any occasion. The Bon Appétit staff will work with you to understand your particular needs and present you with a variety of high-quality and creative options. Whether you are planning an informal lunch meeting or a reception for 5000 guests, our knowledgeable catering staff will work with you to create an event you will be proud to host. After over 100,000 events, we’ve learned to pay attention to excellence in food preparation, superior presentation, and quality service. Whatever your event—a breakfast meeting, a conference luncheon, a reception for a visiting dignitary or a banquet—you will find that we offer the finest, freshest ingredients, prepared with creativity and passion, and presented with style and elegance. To determine your food and beverage needs, please review the enclosed menus. If you require a special menu, our catering team will be happy to customize one for your group. After reviewing proposed menus, please contact the catering department to make final arrangements. Once your Food and Beverage Orders Food and beverage orders require a minimum of two weeks advance notice. The catering department will try to accommodate late requests (see last minute orders). Type of Event To fully service your event and ensure its success, we need to know what type of event it will be: breakfast, lunch, dinner, meeting, reception, etc. and the nature of the event. Along with the type of event, the catering department will need to know what type of set up is needed for your event. Number of Attendees An estimated number of expected attendees for the event are necessary to determine your needs when booking space for an event. Time of Event To fully service your event, you will need to provide the start and end time of each event. If the event is scheduled in rooms outside of the Mary Graydon Center Banquet Rooms, the Catering Department will also need to know the time our staff will have access to the room assigned for set up. Please allow ample time for set up and breakdown. We need at least 1.5 hours for set up of breakfast services and at least 1 hour for breakdown and clean up. Please allow at least 2 hours for set up of lunches, dinners, and receptions with at least 1.5 hours breakdown and clean up. Date of Event Due to the hectic pace of the University special event and meeting calendar, we recommend that you call to reserve the date and location of your event as early as possible, even if the date is tentative. For Mary Graydon Center Banquet room spaces I-VII please call University Event Scheduling at (202)885-3989 or email ues@american.edu You will need the following information to reserve your space: Date and Location Reservations The Catering Department at American University invites you to use our services for your entire special event needs. In an effort to make your event planning process as easy as possible, we are providing you with the following guidelines. Thank you for Choosing Catering by Bon Appétit. While you may be familiar with our on-campus café and other venues, you may not know that Bon Appétit was actually founded as a catering company. We are driven to create food that is alive with flavor and nutrition, prepared from scratch using authentic ingredients. We do this in a socially responsible manner for the well being of our guests, communities, and the environment. We start with food in its simplest, most natural form purchased locally and seasonally. catering guidelines dear colleague Accepted forms of payment are VISA, MasterCard, AMEX, certified check, or money order. A 50% deposit is required with a signed event contract. The balance is due 24 hours prior to the date of the event. To qualify for tax exempt status, you need to provide a DC Tax Exempt Certificate for your group or organization. Otherwise, a 10% DC tax will be added to your invoice. Non-university Groups An authorized signature and budget number must be applied to the catering contract and returned to the catering office prior to your event. We will be unable to fulfill any catering order without an authorized signature and budget number applied to the contract and remitted to the catering department 3 days prior to the event. University Groups All catered events require an authorized method of payment prior to your event. Payment Information The catering staff is available to assist in accommodating special dietary needs for your event as well as aid with the ordering of themes, floral décor, linen and signage. Additional Items to Consider Audio/Visual Equipment If your event requires audio/visual equipment please contact the Audio Visual Department at 202-885-2296. When placing your catering order, please let the catering associate know if audio/visual will be needed so that we can prepare the event space appropriately. Last Minute Orders Catering will accept last minute (within 24 hours) orders and additions to existing orders if possible. A 25% rush charge will apply. Attendance Guarantee menu selections are made, a Catering event contract will be processed by the catering associate and provided to you. Please review the information in the contract, verifying that all information is accurate i.e.; date, time, location, guest count. Upon review please return a copy of the contract to the Catering Department with an authorized signature and budget number. We will be unable to fulfill any catering order without an authorized signature and budget number applied to the contract and remitted to the catering department 3 days prior to the event. Coffee or Beverage China Service $3.30 per guest Reception China Service $4.50 per guest Full Meal China Service $5.90 per guest In partnership with University Sustainability we offer quality compostable paper which is included, at no additional charge with every event. China is included at no additional cost in the Mary Graydon Center Banquet Rooms I-VII but events over 15 may require a catering attendant. In all other locations, china service is available at an additional cost. China Fees 52" square table cloth $4.65 ea. 85" square table cloth $5.25 ea. Banquet Table Cloth $5.25 ea. Table Skirts $10.00 ea. Tablecloths and skirting for meetings and reception guest tables are available at an additional cost. Tablecloths and skirting are included with all food and beverage services. The Catering Department has a selection of colors available to you at no additional cost. Tablecloths for dining tables are included with lunch, dinner, and buffet entrée meals. Linen Fees As host of your event, you are responsible for the equipment provided for your event. Service equipment must remain at the original event location. Any equipment missing from your event will be charged to your account number, at replacement costs. Missing Equipment Notification of cancellation of any event is required three business days prior to the event. If cancellation occurs after this time, any expenses incurred by the Catering Department will be billed to the canceling party. Cancellations The catering department requires a confirmation of the final attendance guarantee. This number is required 72 hours or 3 business days prior to your event. This is the minimum number of attendees that you will be charged for. If the actual number of attendees falls below the guaranteed number, the Catering Department will charge your department for the guaranteed number. If the actual number exceeds the guaranteed number you will be charged accordingly. catering guidelines catering guidelines Please contact Support Services or University Center to provide equipment i.e.; tables, chairs, podiums, trash receptacles for events in rooms outside of Mary Graydon Center Banquet Rooms. University Center (202) 885-3539 Support Service (202) 885-2299 Additional specialty equipment and linens are available. We can rent a variety of china, linen, silverware, platters, serving equipment, chairs, and tables to give your event a unique touch. Please contact us to view samples. The University Club is for the exclusive use of faculty, staff, and their guests. Groups of 16 or fewer may reserve Mary Graydon Banquet Rooms 4, 5 or 6 and serve themselves from the buffet in Mary Graydon Banquet Room 2. Please contact UES to book a room at (202) 885-3989. You will need to contact the Catering Department to discuss set up of your room and arrange billing. Groups larger than 16 must arrange lunch to be catered. Weekly menus are posted on Today@AU as well as on our website at www.cafebonappetit.com/americanuniversity. At various times of the year the University Club will be closed for special events, please contact us via email at aucatering@american.edu or call us at (202)885-3177 to ensure the club will be open on the date you would like to be our guest. For table reservations please call (202) 885-3177, or email us at aucatering@american.edu University Club Contact University Event Scheduling at (202) 885-3989 or at ues@american.edu to reserve space in Mary Graydon Center Banquet Rooms I-VII. For university groups there is a room set up fee of $35.00 per room in the Mary Graydon Center Banquet Room I-VII. For non-university groups the fee is $150. The fee only covers the labor to set up and breakdown tables, chairs, and walls for your event. Additional staffing and equipment charges may apply depending on the needs of each event. An additional fee of $35.00 is charged for breakdown of the University Club located in Mary Graydon Center Banquet Room I-III. Room Set-up Fee in Mary Graydon Center Catering Buffet Lunch or Dinner/ one server per 25 guests Served Plated Lunch or Dinner/ one server per 10 guests Reception/ one server per 40 guests Staffing is required for all buffet breakfast, lunches, dinners, and receptions in the Mary Graydon Center Banquet Rooms I-VII, utilizing china and for any events outside the Mary Graydon Center rooms utilizing china. Staff attendant fees are applied for any event, including drop offs, in evenings (after 6pm) or on weekends. The fee for each attendant is $25 per hour for a minimum of 4 hours. The fee for a chef station is $125 The required number of staffing for your event is as follows: Audio Visual: (202) 885-2296 University Event Scheduling Department :(202) 8853989/ ues@american.edu University Center:(202) 885-3539 Support Services:(202) 885-2299 Important Contact Information at American Bar Set-up Fee: $3.00 per person on Consumption and Cash Bar Service Wine and beer are the only alcoholic beverage permitted for sale on campus. Alcohol may not be served at any university event where undergraduate students are in attendance. Alcohol can be served in most designated event spaces on campus. An authorized alcohol approval form must be submitted to the Catering Department along with your authorized signed contract and budget number prior to the event or alcohol cannot be served. Our Catering Department can assist you in recommending a variety of quality imported and domestic beers as well as wines. Alcoholic Beverage Policy We will gladly take care of your dining needs during these periods on a cost incurred basis. Weekends, Non-business Hours and Holidays Set-up in Locations other than Mary Graydon Center Specialty Equipment Staff Fees catering guidelines catering guidelines Assorted flavored low-fat yogurts served with sunflower seeds, golden raisin, chopped dried fruit, and granola $6.95 per person Assorted Mini European Style Breakfast Pastries Assorted Mini Tea Scones Assorted Mini Muffins Banana, Cranberry, Apple, or Blueberry Breakfast Breads (CHOOSE TWO) Orange and Cranberry Juices Pura Vida Organic Coffee Pura Vida Organic Decaf Coffee Hot Water with Assorted Teas $7.30 per person Assorted Low-Fat Muffins Assorted Cold Cereals Low Fat Plain and Fruit Yogurts with Granola Assorted Chilled Fresh Fruit Juices Pura Vida Organic Regular and Decaf Coffee Hot Water and Assorted Teas $10.45 per person The Natural Booster A Bakery Assortment of Muffins, Breakfast Pastries and Mini Bagels Bacon Red Pepper Frittata Skillet Home Fries Fruit Topped French Toast Assorted Chilled Fresh Fruit Juices Pura Vida Organic Regular and Decaf Coffee Hot Water and Assorted Teas $14.25 person Good Morning Breakfast Scrambled Egg Whites with Baby Spinach Turkey Bacon Sliced Fruit Whole Wheat and Multigrain Bagels Light Cream Cheese Spread Orange, Cranberry, or Grapefruit Juices Pura Vida Organic Coffee, Decaf, and Hot Water with Assorted Teas $14.00 per person The Lighter Side Yogurt Bar Early Bird Continental Bakery Assortment of Muffins, Breakfast Pastries, Mini Bagels and Buttermilk Biscuits Scrambled Eggs Quiche Florentine French Toast Turkey Sausage Omelet Station* Sliced Fresh Fruit Assorted Chilled Fresh Fruit Juices Pura Vida Organic Regular and Decaf Coffee Hot Water and Assorted Teas $20.50 per person Add $5.25 per person for champagne *Staffing charges will apply for omelet station The Executive Brunch Served with chopped apple, dried fruit, chopped nuts, brown sugar, honey, and cinnamon $8.95 per person Hot Oatmeal Bar our breakfast and brunch selections our breakfast and brunch selections Thinly sliced house-roasted beef and breast of turkey, baked ham, salami, pepperoni, tuna and egg salads, with aged cheddar, natural Swiss or provolone cheese, served with house salad and assorted sliced breads and rolls $14.25 per person Fanned Parmesan crusted breast of chicken on a bed of freshly chopped romaine, herbed croutons, Asiago cheese, and our house-made roasted garlic Caesar dressing $11.50 per person Ask us about our variety of savory sides or our house-made soups of the day to add to your salad luncheon. Thinly sliced ginger-marinated beef with a spicy peanut dressing, pickled cucumber, shredded carrot, and lo mien noodles served with bibb lettuce cups $13.50 per person Thai Beef Lettuce Wraps Our all time favorite….. tender strips of chicken on a bed of garden greens with julienne snow peas, scallions, rice noodles, water chestnuts, bamboo shoots, and our house-made sesame-soy dressing, garnished with crispy lo mein 11.95 per person Asian Chicken Salad Mixed baby greens tossed with sliced granny smith apple, candied pecans, and crumbled blue cheese served with our house-made champagne vinaigrette $10.45 per person Served with house salad, potato chips, cookies, assorted canned sodas, and water Roasted turkey, smoked mozzarella and arugula on herbed foccacia panini Prosciutto, Granny Smith Apple and Gruyere Cheese on ciabatta panini Grilled eggplant, arugula and mozzarella on ciabatta panini $16.25 per person Panini Express Served with house salad, potato chips, cookies, assorted canned sodas, and water Grilled chicken with Boursin spread, Dijon mustard, sliced avocado, arugula, and shaved red onion Oven-roasted turkey breast with grilled zucchini, creamy brie, and spicy honey mustard Grilled zucchini and eggplant with roasted peppers, balsamic-glazed endive, and sun-dried tomato tuscany spread $16.25 per person High Profile Sandwich Platter Served with house salad, potato chips, cookies, assorted canned sodas, and water Roast beef with beefsteak tomato and sliced red onion with horseradish mayo Turkey and Swiss with herbed mayo Marinated grilled portobello mushroom with caramelized onion Ham and cheddar on sweet potato biscuit and honey mustard spread $13.25 per person Keep it Simple Sandwich Platter The Capitol Deli Platter Parmesan Encrusted Chicken Caesar Salad Granny Smith Apple and Pecan Salad sandwich selection light fare lunch selections AND SWISS AND CHEDDAR AND TOMATO Executive boxed lunch package comes with cookie, bagged chips, whole fruit, pasta, fruit or garden green side salad, assorted canned soda, and bottle water $12.95 per person Chopped romaine lettuce, kalamata olive, feta cheese, grape tomato, and oregano vinaigrette GREEK WRAP Fresh sliced cucumber and ripe tomato on seven grain roll with house-made red pepper hummus spread CUCUMBER Tomato, fresh mozzarella, and fresh basil with balsamic glaze on French baguette MARKET CAPRESE Chopped romaine lettuce, fresh shredded Parmesan cheese, garlic croutons and Caesar dressing GRILLED CHICKEN CAESAR WRAP Baked ham on sweet potato roll with aged cheddar cheese, and chipotle mayo HAM House-roasted beef with caramelized onion, and herbed Boursin spread ROAST BEEF House-roasted turkey breast with Swiss cheese, lettuce, tomato, and cranberry mayo TURKEY Choose four of the following: Executive Traditional Boxed Lunch Package comes with potato chips, garden green side salad, whole fruit, cookie, bottled water, or soda Served with assorted rustic and artisan breads, iced tea or lemonade, assorted cookies, or chocolate brownies Herb grilled breast of chicken and grape tomatoes over a bed of organic field greens and topped with sweet corn, red pepper, and black bean relish served with smokey poblano vinaigrette $18.95 Herbed Grilled Chicken Salad and Corn Relish Marinated and slow roasted sliced flank steak on a bed of mixed greens with sweet caramelized onion chutney served with dill yogurt tossed roasted red bliss potato salad $18.95 Marinated Flank Steak Salad Grilled breast of chicken marinated in greek yogurt, garlic, and fresh mint, sliced and served on a bed of tabbouleh couscous served with fresh tomato and cucumber salad $16.95 Grilled Yogurt Chicken Mesclun mixed greens tossed with orange segments and citrus-lime vinaigrette topped with light and flaky salmon filet served with steamed vegetable pot stickers $19.95 Poached Salmon Salad All luncheon salad platters serve 20 guests The Traditional Fresh baked ham and cheddar on Kaiser roll Roasted turkey breast and Swiss on Kaiser roll Roasted vegetable on Kaiser roll $10.95 per person luncheon salad platters boxed lunch Beef or vegetable lasagna served with Caesar salad and garlic bread $15.75 Teriyaki chicken served on a bed of vegetable noodle salad served with vegetable egg rolls, slaw, and sliced seasonal fruit $15.25 Served with assorted rustic and artisan breads, iced tea or lemonade, assorted cookies, or chocolate brownies Lemony chicken piccatta served with smoked butter tossed linguini noodles, fresh steamed vegetable medley with julienne red pepper and sicilian house salad $15.75 The Italiano Cilantro-lime marinated breast of chicken on a bed of mixed greens shredded Monterey Jack Cheese, red onion, chiles, and black olives corn and black bean salad, soft flour tortillas, and crispy tortilla chips guacamole, sour cream, and smokey poblano vinaigrette $15.75 Served with assorted cookies, iced tea, or lemonade Alternating layers of roasted eggplant, ricotta cheese, and marinara sauce Served with house salad and garlic bread $15.25 Eggplant and Ricotta Bake Blackened chicken strips tossed and bell peppers in a Gorgonzola cream sauce served over rigatoni pasta served with house salad and rustic and artisan breads $15.75 Cajun Chicken and Pasta Sherry braised beef tips tossed in a creamy mushroom Alfredo served on a bed of pappardelle noodles Served with house salad and rustic and artisan breads $15.75 Sherry Braised Beef Tips and Mushroom Alfredo Lasagna Pan Asian Express South of the Border simple dish and one salad themed lunch buffets An array of marinated and grilled fresh garden vegetables $4.00 per person Boneless breast of chicken sautéed in Marsala wine with whole mushrooms served with rosemary roasted potatoes and a balsamic glazed vegetable platter $26.00 per person Brie All Dinners are served with soup of the day or house salad, rustic and artisan breads, coffee and tea service, freshly brewed iced tea, water, and a your choice of gourmet dessert Vegetarian, vegan and gluten friendly options are available, just ask us! All Dinners include disposable plastic ware and table linen TOP YOUR OWN CIABATTA CROSTINI WITH THREE OF THE FOLLOWING: Tomato basil, wild mushroom, Gorgonzola, chevre with artichoke and parsley, roasted red pepper, or kalamata olive tapenade $5.25 per person PLATTER SERVES 15 GUESTS Try a sample platter of our favorite appetizers: Mozzarella sticks with marinara dip, buffalo wings with ranch or blue cheese dressing, sour cream and chive potato bites, warm queso dip, and housemade crispy tortilla chips $21.00 per platter Eagle’s Nest SERVES 12 GUESTS Topped with dried cranberries and candied pecans En croute (baked in puff pastry) with apricot preserves Raspberry, blackberry, or fig jam $27.00 per wheel Bruschetta Bar Italian-style stuffed flank steak with herbed bread crumbs, sun-dried tomatoes, and parmesan served with simple tomato sauce, garlic roasted mashed potatoes, and fresh steamed vegetables with julienne red pepper $29.00 per person Pico de gallo salsa, tomatillo salsa, and guacamole served with house-made tortilla chips and sour cream $4.25 per person Tortilla Platter Hummus, babaghanoush, tzatziki, stuffed grape leaves, feta cheese, tomato, and marinated greek olives, served with crispy pita chips $7.00 per person Middle Eastern Platter An assortment of our favorite dips including, white bean, kalamata olive, sun-dried tomato, and creamy spinach, served with toasted crostini rounds $4.00 per person Braciole $33.00 per person *asparagus is a seasonal item may have to be replaced with seasonal vegetable Based on Montery Bay Aquarium Recommendations Served with charred garlic oil and tomato relish with brown rice pilaf and lemon scented grilled asparagus* Catch of the Day Boneless breast of chicken stuffed with sautéed spinach and goat cheese drizzled with sun-dried tomato cream sauce served with wild rice pilaf and fresh steamed vegetable medley tossed with lemon-thyme vinaigrette $28.00 per person Spinach and Cheese Chicken Roulade Roasted Vegetable Display Chicken Marsala Rustica Tapenade Trio reception hors d’oeuvres buffet dinner selections Choose from the following: Toasted crostini rounds or house-made tortilla chips Spinach and artichoke, artichoke and two cheeses, walnut and goat cheese Warm salsa and queso $2.65 per person SELECT THREE OF THE FOLLOWING MINIATURE SANDWICHES: Roasted vegetable with sun-dried tomato mayo House-roasted turkey with cranberry chutney House-roasted beef with sweet onion marmalade and Brie Ham and cheddar with chipotle mayo Tarragon chicken salad with red grapes Curry chicken salad with cashews All miniature sandwich platters are served with house-made sweet potato chips $20.95 Taquitos CHOOSE FROM THE FOLLOWING: 2 pieces of your choice of the following per person: Shredded chicken, pork, or beef Black bean and queso Served with salsa fresca and cilantro sour cream $3.65 per person Cold Skewers CHOOSE FROM THE FOLLOWING: 2 pieces of your choice of the following per person: Tomato, basil, and mozzarella marinated with garlic olive oil Tortellini pasta with marinara and pesto cream dips Jicama and pineapple dusted with ground chili Seasonal fruit with honey vanilla yogurt dip Watermelon and feta $13.65 per dozen Sausage CHOOSE FROM THE FOLLOWING: 2 pieces of your choice of the following per person: Chorizo with red onion served with sweet chili aïoli Andouille with green and red bell pepper with red pepper aïoli Italian with green pepper and red onion served with marinara $15.00 per dozen Empanadas CHOOSE FROM THE FOLLOWING: 3 pieces of your choice of the following per person: Italian sausage, spinach and cheese, blue cheese, or sherry mushroom $2.00 per person Mushroom Caps CHOOSE FROM THE FOLLOWING: 3 pieces of your choice of the following per person: Spanish sherry, teriyaki, barbecue, marinara, Swedish style, sweet and sour, spanakopita chicken with cucumber raita, or lamb with cilantro raita $1.65 per person Meatballs Crab and artichoke $3.65 per person CHOOSE FROM THE FOLLOWING: 2 pieces of your choice of the following per person: Spicy beef served with salsa rojo Shredded chicken served with cilantro sour cream Black bean and cheese served with salsa fresca Spinach and feta served with dill sour cream Curry potato and pea served with cucumber raita $3.65 per person CHOOSE FROM THE FOLLOWING: 2 pieces of your choice of the following per person: Thai chicken sate with spicy peanut sauce Coconut chicken sate served with pineapple salsa Tandoori chicken sate with cucumber and mint riata Jerk chicken sate served with mango chutney Cilantro and lime chicken served with tomatillo salsa Beef tenderloin sate served with horseradish mayo Balsamic glazed portobello mushroom sate served with herbed aïoli $15.00 per dozen Hot Skewers All hors d’ oeuvres include plastic ware, linen, and skirting for the buffet table Warm Dips Assorted Mini Sandwich Platter Cheddar and Crab reception hors d’oeuvres reception hors d’oeuvres 2 PIECES OF YOUR CHOICE OF THE FOLLOWING Bacon and cheddar Sweet onion and red pepper Chorizo sausage Mushroom Spinach Tomato and basil Ham and Swiss $2.65 per person Mini Savory Quiche PER PERSON: 2 PIECES OF YOUR CHOICE OF THE FOLLOWING PER PERSON: Black bean and cheese served with pico de gallo salsa Chicken and Monterey Jack cheese served with cilantro sour cream Pear and Brie served with pear and scallion salsa $2.65 per person Quesadillas 2 PIECES OF YOUR CHOICE OF THE FOLLOWING PER PERSON: Seasoned and oven roasted new potatoes filled with your choice of: Bacon and cheddar Eggplant relish Sour cream and chive Buffalo chicken and blue cheese $1.85 per person 2 PIECES OF YOUR CHOICE OF THE FOLLOWING Lamb and raisin Goat cheese and walnut Smoked chicken with peach mayo Wild mushroom Black olive tapenade Gorgonzola and pine nut Eggplant caviar Spinach and caramelized onion $2.35 per person 2 PIECES OF YOUR CHOICE OF THE FOLLOWING PER PERSON: Mini Maryland style crab cakes with Cajun remoulade Mini salmon cakes with smoky poblano aïoli Scallops wrapped in bacon with lemon-caper butter sauce $4.25 per person Seafood 3 PIECES OF YOUR CHOICE OF THE FOLLOWING PER PERSON: Fried and tossed in your choice of sauce: Honey barbecue Sweet and spicy barbecue Buffalo Teriyaki Sweet and sour Parmesan and garlic Caribbean Jerk Served with ranch or blue cheese dressing and carrot and celery sticks $4.00 per person Wild Wings Potato Bites Phyllo Tartlets PER PERSON: 3 PIECES OF YOUR CHOICE OF THE FOLLOWING PER PERSON: Lightly breaded and fried chicken with your choice of dipping sauce: Barbecue, honey mustard, blue cheese, sweet chili, chipotle salsa, ranch, southwest chili aïoli $3.65 per person 2 PIECES OF YOUR CHOICE OF THE FOLLOWING PER Mushroom and mascarpone Gorgonzola, apple, and toasted pecan Spinach and cheese Wild mushroom and goat cheese Sun-Dried tomato and artichoke $2.65 per person Chicken Tenders 3 PIECES OF YOUR CHOICE OF THE FOLLOWING PER PERSON: Fresh artichoke with lemon-parsley aïoli Vegetable tempura with soy-sesame dip Corn and red pepper with basil herb remoulade Parmesan and herb risotto cakes topped with sun-dried tomato tapenade $3.25 per person 2 PIECES OF YOUR CHOICE OF THE FOLLOWING PER PERSON: Asian vegetable or duck served with our house-made hoisin-plum or sweet chili sauces $3.00 per person PERSON: Fritters Spring and Egg Rolls Phyllo Turnovers planning your event reception hors d’oeuvres SERVES 8 Key Lime, pecan, pumpkin, apple, sweet potato, lemon meringue, peach, Boston Cream, banana cream, French Silk $28.00 each Sheet Cakes Full Sheet (serves 60-70) $80.00 Assortment of mini French style pastries including: Mini éclairs, Mini opera cakes, lemon, berry or fruit tarts, mini cream Puffs, and passion fruit cake squares $19.50 per dozen All Things Chocolate Chocolate brownies, chocolate mousse filled chocolate cups, double chocolate cookies, chocolate diamonds, and chocolate chip cookies $13.00 per dozen $4.50 each $4.50 each $4.50 Each $4.00 each $5.00 each $4.50 each $4.50 each $5.00 each $5.00 each Seasonal Fruit Tarts Premiere Individual Strawberry Shortcake Caramel Apple Tart Tiramisu Triple Chocolate Charlotte Apple Caramel Bread Pudding served with Warm Caramel Sauce Pumpkin Bread Budding with Warm Caramel Sauce Fruit Topped Cheesecake Coconut Passion Fruit Teardrop Gourmet Desserts Chocolate chip, sugar, peanut butter, double chocolate, oatmeal raisin, and white chocolate macadamia nut cookies $10.50 per dozen Cookie Jar Lemon, chocolate chip, caramel apple, chocolate walnut, raspberry cheesecake, coconut, and pecan bars $14.75 per dozen Assorted Dessert Bars Pies Petit Sweets We can accommodate gluten friendly and vegan dessert requests Just ask us! Ask about our special customized cakes to celebrate your office birthday parties, farewell and welcome parties, and more Ten Inch Cake Round Cake (serves 16) $35.00 Half Sheet (serves 25-35) $60.00 our bakery selection our bakery selection Canned Coke, Diet Coke, and Sprite Sodas Bottled water and bottled assorted fruit juices $1.75 each Bottled Soda and Juice Watermelon, mango, guava, berry, citrus and lime, tropical limeade 15.00 per gallon Aqua Frescas Lemonade Unsweetened Iced Tea Sparkling Cranberry Punch Italian Sparkling Lemonade Citrus Punch $14.65 per gallon Thirst Quenching Assorted Fresh Fruit Juices Apple, orange, grapefruit, and cranberry $13.00 per gallon Juice Bar $13.65 per gallon Hot chocolate with mini marshmallows $8.50 per air pot (served 8-10) Air pots of regular and decaffeinated coffee Freshly brewed Pura Vida regular and decaffeinated organic coffee Hot water and assorted teas $14.95 per gallon Hot Stuff beverage selection notes notes Summer at American University Your Planning Guide Live Conference & Residential Services Explore Learn www.american.edu/ocl/housing/crs Discover summerconferences@american.edu 202-885-3370 www.american.edu/ocl/housing/crs 1 Table of Contents Introduction to Summer Conferences at American University Getting to Know the American University Staff Professional Staff with Conference & Residential Services Getting to Know your Conference Manager Key Campus Contacts Housing for Residential/ Conferences Residence Hall Types Room and Hall Amenities Residence Hall Front Desks Contracting for Housing Housing Rosters Important American University Housing Policies Checking-In and Checking-Out of the Residence Halls Helpful Information for a Smooth Registration/Check-In Process Helpful Information for a Smooth Check-Out Process Summer Guest Cards General Summer Guest Card Information Access to Exterior Doors of Residence Halls Meals in the Terrace Dining Room EagleBucks Program Access to the Jacobs Fitness Center Use of the American University Shuttle to the Tenleytown/AU Metro Station Troubleshooting Problems with Your Summer Guest Card Dining and Catering Services Dining Halls Catering Services Retail Operations Meeting, Classroom, Event and Recreation Spaces Computer Labs Classroom and Auditorium Spaces Meeting and Multipurpose Spaces Outdoor Event Spaces Outdoor Recreation Facilities William I. Jacobs Fitness Center Audio Visual and Other Rental Services/Equipment Equipment and Supplies Available for Rental Parking and Transportation Services Transportation Considerations Parking Arrangements and Logistics Residence Hall and Campus Safety Residence Hall Safety Campus Safety Contracts and Billing Beginning the Conference Planning Process www.american.edu/ocl/housing/crs Page 3 Pages 4-5 Pages 6-8 Page 9 Pages 10-11 Pages 12-13 Pages 14-16 Page 16 Page 17 Page 18 Page 19 Page 20 Page 22 2 Welcome to Summer Conferences at American University! Thank you for your interest in American University! AU is an ideal location for summer conferences in the nation’s capital. Located in one of northwest Washington, DC’s most beautiful residential areas, AU is just minutes by bus, cab, Metro (subway), or car from the city’s most famous sites. AU’s free shuttle service connects campus to Washington’s Metro line at the Tenleytown/AU station, just three-quarters of a mile from the main campus. During the summer, the American University campus is open to conference guests from all over the country and world. From large national adult conferences to visiting high school groups and Washington, DC interns, we host over 100 conferences and meetings averaging over 10,000 visitors each year. One of the benefits of choosing American University as your conference host site is that Conference & Residential Services serves as your host for all of your needs on campus. Think of it as "onestop shopping" you will describe your needs (housing, dining, meeting space, parking, etc.) to our Conference & Residential Services staff, and we will navigate all the channels at AU on your behalf to make your summer experience more positive for you as the planner. We have proven ourselves hosting small and large conferences and events and look forward to working with you to make your event a success! Our residence halls are among the best equipped in the metropolitan area. All rooms are carpeted and airconditioned with in-room temperature controls. All floors are equipped with laundry, kitchenettes, lounge facilities, and separate communal men’s and women’s bathroom and shower facilities. Additionally, our entire campus, including the residence halls, has wireless internet connectivity for your convenience. It is our hope that this guide will provide you with all of the information you need to have a successful event with us in the near future. The following pages offer you a thorough guide to our summer conferences services and facilities. After reading this material, please let us know if you have any other questions or if you would like a tour of our beautiful campus. www.american.edu/ocl/housing/crs 3 Getting to Know the American University Staff Professional Staff with Conference & Residential Services Housing and Dining Programs at American University is home to all summer conference activity not only during the summer months, but throughout the academic year. In Housing and Dining Programs, the following full time Conference & Residential Services staff members oversee the planning, implementation and evaluation of summer conference activities: Curtis Hoover Director, Conference & Residential Services (202)885-3370 hoover@american.edu Nancy Martin Conference and Events Coordinator (202)885-3370 summerconferences@american.edu Our Conference & Residential Services full time staff works throughout the year to assist you in planning your summer conference event by serving as your representatives to various campus offices. From the initial site tour to final invoicing, our staff members will be your link to the university. Our offices are located on the first floor of Anderson Hall on the main campus. We would welcome the opportunity to meet with you and take you on a tour of our facilities. Getting to Know Your Conference Manager During the summer months, American University hires student leaders who serve as Conference Managers. Conference Managers have extensive experience and training in Housing & Dining Programs and in summer conferences. They are a tremendous asset to you in your final planning stages, as well as while you are on campus. Your Conference Manager will be assigned in early May and will be your main point of contact prior to your conference’s arrival to finalize your conference’s logistics. He or she will work closely with the Conference & Events Coordinator to execute all of your conference’s needs. Once on campus, your Conference Manager will be the individual responsible for coordinating your checkin and check-out arrangements, meeting and classroom space reservations, audio visual requests, and any other on site needs that you may have while at AU.. Your Conference Manager will provide you with a contact number while you are on campus and will likely ask for yours as well so that the two of you can remain in close contact. This cell phone number should only be given to key conference staff members and not to your general participants. From May to August, there will always be at least one Conference Manager on-call for needs that occur outside of the traditional work day. If there is a true emergency, the Resident Director on-call will respond; if there is a logistics need, the Conference Manager on-call will respond. www.american.edu/ocl/housing/crs 4 Key Campus Contacts Please write in the following information once your Conference Manager contacts you: Resident Hall Front Desk Number: 202-______-___________ 24 Hour Resident Hall Front Desk Phone Number: 202-______-___________ To contact the Summer Assistant on Duty or the Full-Time Resident Director on Duty Conference Manager Cell Phone: 202-______-___________ During Traditional Weekly Work Hours Conference Manager on Duty Cell Phone: 202-______-___________ During Weekend and After Traditional Weekday Hours Housing & Dining Programs Main Office: 202-885-3370 Weekdays, 9:00am-5:00pm University Public Safety (non-emergency): 202-885-2527 Emergency Services: 202-885-3636 For simple requests and questions, the residence hall front desk staff should be your first resource. If they are not able to answer your question or request, they will contact the appropriate Conference Manager on your behalf. www.american.edu/ocl/housing/crs 5 Summer at American University Residential Accommodations AU offers affordable housing for conference groups from May 12 – August 10, 2013 in one of our residence halls on Main campus. Residence Hall Types  Residence halls range in size and configuration with most of the halls having rooms that are 12’ x 15’ double rooms for shared occupancy.  Common bathroom facilities are located on each wing of each residence hall floor and are designated by gender. Each bathroom has several shower stalls, toilet stalls and sinks.  Single and triple rooms are available, but are limited.  Centennial Hall offers semi-private suite living with two double rooms sharing one bathroom. This residence hall is traditionally reserved for AU summer students as well as adult guests, so availability is limited.  Nebraska Hall apartments offer 2, 3 & 4 bedrooms with a common living area, bathroom and full kitchen. This residence hall is traditionally reserved for AU summer students and adult groups staying over two weeks. Room and Hall Amenities  All residence hall facilities are fully air conditioned with in-room temperature controls.  Wireless internet connectivity is available for all of campus. If wireless internet connectivity is requested, your Conference Manager must be informed two weeks prior to your event. There are Ethernet ports in every residence hall room, but we do not provide Ethernet cards. International laptops may not be eligible for internet connectivity or may require additional technical support when on site. The Office of Information Technology’s Help Desk can be reached at 202-885-2550 when on-site assistance is needed.  Conference group rates include the cost of linens consisting of bed sheets, a blanket, pillow, pillowcase and a towel for each participant. If a conference group does not wish to have linen available for participants, the cost of housing is reduced by $2.00 per person, per night.  Each residence hall floor has a TV social lounge and/or kitchenette area that can be used by conference groups. There are no refrigerators in any of the residence hall lounges, but you may rent one through www.myfridgerental.com.  Laundry facilities are available on every residence hall floor on Main campus. Our laundry system only accepts EagleBucks payment on your Summer Guest Card. Laundry is $1.50 to wash and $1.50 to dry.  Residence hall rooms do not include phones or phone lines. Residence Hall Front Desks  Each side of main campus has one residence hall front desk that remains open 24 hours a day. There is also a Conference Manager on Duty overnight to assist with any emergencies that arise after traditional business hours. The Conference Manager on Duty can be contacted through the front desk. www.american.edu/ocl/housing/crs 6          Spare keys to all residence hall rooms are kept at the front desks on Main campus. Conference guests should also come to the front desk with appropriate identification if they lose a room key. The desk staff will issue a spare key to the individual and will also order a new key for the room. Only the individuals who are assigned to a room are permitted to check out a spare key to that room. Parents/guardians and conference leaders are not permitted to check out any keys other than their own. Lost keys will incur a $100 for room key and $20 for a mailbox key to cover the cost of the replacement. Lost Summer Guest Cards should be reported immediately to the residence hall front desk so that a replacement card can be issued immediately. Replacements cost $25 each. Package delivery and mail services are available for conference guests who are staying for more than 4 weeks. Large shipments are not accepted at the front desks and should be delivered to a nearby shipping agency. Maintenance/housekeeping concerns should be addressed to the front desk or by calling 202-885-2FIX. Emergency maintenance may require the participants of a room to relocate so that work can be completed. Hand trucks and carts are available at the residence hall front desk to move heavy items. A limited supply of extra blankets and pillows are available for rent at each residence hall desk. Any materials not returned will be invoiced to the conference group in final billing. The front desks can also provide you with contact information and resources to help you locate local restaurants, retail, and grocery stores in the Northwest DC area. Contracting for Housing  American University begins contracting housing space in January for the upcoming summer.  When you sign a contract, your conference group is required to pay for a minimum of 90% of the housing spaces under contract, regardless of the number of participants who check-in.  We reserve 10% additional bed spaces above the number of housing spaces in your contract in case your conference numbers increase during your registration process. (Any housing needed over the 10% additional bed spaces may or may not be available.)  A deposit of 40% of the estimated housing and meal costs is due when the contract is signed. The remaining balance and any other additional costs will be billed to the conference following their stay. www.american.edu/ocl/housing/crs 7 Housing Rosters  Once we have received your signed contract and deposit, your Conference Manager will send you a housing room roster for you to complete and a floor plan to assist you with completing room assignments. AU will designate which rooms are singles, doubles and triples for your convenience in completing your roster.  If you wish for American University staff to do the room assignments for you, based on your registration database, we are happy to do so at the rate of $2.50 per residential participant needing to be assigned.  Conferences groups are required to send a complete housing room roster to American University two weeks prior to the start of the event. Once the final roster is submitted to AU, changes to that roster can only be made by the conference group’s primary contact or his/her designee. We will not make room changes for conference guests without the coordinator’s approval.  Any conference groups with minors (under 18 years of age) must provide home address and emergency contact information. Conferences must provide one adult chaperone/guardian for every seven conference guests under the age of 18.  If you wish to have internet access while on campus, we will need a ten digit telephone number for each person who needs internet access. This information should be submitted on the housing roster. Important American University Housing Policies  Alcohol is not permitted in any campus residence hall facility regardless of the occupant’s age. Any alcohol found in the residence halls will be removed from the premises. The Director will confer with the conference group leader to determine the appropriate course of action if the alcohol policy is violated.  Smoking indoors is also prohibited. Smoking is allowed outside, in areas not attached to residence halls.  Candles/incense/open flames/BBQ grills are not allowed in any buildings on campus.  Hall sports are also not allowed due to the sensitivity of hallway sprinkler systems. www.american.edu/ocl/housing/crs 8 Checking-In and Checking-Out of the Residence Halls Helpful Information for a Smooth Registration/Check-In Process     Check-in begins at 3:00pm on the date of your group’s arrival. Exceptions are considered on a case by case basis by your Conference Manager. After the established check-in time, conference guests are able to begin check-in to their room assignment at any time. Housing check-in consists of having the conference participant sign and date a registration card, and receive a room key and Summer Guest Card. If a conference guest is on campus for more than a month, we will also provide him/her with a mailbox key. If internet usernames and passwords have been requested, we will provide that information on the key envelope for the guest’s convenience.  American University does not manage any financial transactions with conference guests who are under contract. Payments for conference registration and housing must be paid directly to the conference.  American University will have your Conference Manager (or his/her designee) at your check-in process for additional resource information and assistance if needed.  If your conference group contains high school aged participants, we would like to provide them with a “Welcome to AU” information folder with your permission. We are happy to provide you and your conference guest with any AU materials upon checkin at your request. All liability waivers for use of the Jacobs Fitness Center must be submitted by the end of the registration/check-in period. Many groups will obtain an electronic copy from us months in advance and send them out with their own registration packets, and this is the encouraged method for the collection of forms. All guests 14-17 years of age must have signed parent/guardian consent on the liability waiver form. Linens will already be in each room on the bed. Additional blankets and pillows are available from the front desk in limited supply and can be requested after check-in is complete for an additional cost. Helpful Information for a Smooth Check-Out Process    The contract states that all participants should be checked-out of their residence hall rooms by noon on the date of your group’s check-out and exceptions are considered on a case by case basis. Any changes to the check-out process/time should be reported to your Conference Manager as soon as the change occurs so that we can attempt to adjust staffing. In order to check out of your room, all items should be removed from the residence hall with the door to your room closed and locked. Conference guests should leave linens in their room as found at checkin. Conference guests should bring their key to the residence hall front desk or designated check-out location to sign and date their key back to American University staff. Lost keys will incur a $100.00 room key a $25.00 lost guest card fee and/or $20.00 mailbox key to the conference to cover replacement. www.american.edu/ocl/housing/crs 9 Summer Guest Cards Any summer conference guest who needs housing or meals at American University will be issued a Summer Guest Card. This card is uniquely coded for each conference attendee for five specific uses while on campus. General Summer Guest Card Information   Summer conference guests should carry their Summer Guest Card on them at all times and be able to produce it to American University staff when needed. If any Summer Guest Cards are lost during the conference, a replacement cost of $25.00 will be assessed to the conference group. Conference cards are assigned to specific individuals, so we will be able to provide the name and card number of the person who had a card lost during the event. Access to Exterior Doors of Residence Halls   The Summer Guest Card is your pass to enter the designated residence hall where you will be staying. In order to provide additional security for the residence halls, the doors to all of our halls are locked 24 hours a day but you can swipe the computer stripe on your Summer Guest Card to gain entry. Once you enter the building and the card reader turns from red to green, each conference guest will be asked to show their Summer Guest Card to the staff member at the front desk to provide additional assurance that you are approved to be in that hall. We call this our “Swipe and Show” policy. Your assistance in educating your conference group about this procedure allows us to provide excellent security for your guests, so please make sure to “Swipe and Show” when you enter the residence halls. The front desk staff will prompt you to show your Summer Guest Card to them before proceeding into the hall. Meals in the Terrace Dining Room    Once your meal numbers, dates and times have been finalized three (3) weeks prior to your conference start date, we will pre-code your Summer Guest Cards for all of your meals. Summer Guest Cards are coded for an exact meal on an exact date. For example, if you have 100 people having dinner on June 12th, your meal card will only allow access for dinner on June 12th. Someone who misses that meal will not be able to have dinner on any other date in exchange. Coding your cards in this manner allows you greater control of your dining invoice so that conference guests will not eat meals outside of your approved dining contract. Some groups will often have a guest speaker or executive board member who unexpectedly decides to stay for a meal with the conference group. We can provide you with one Summer Guest Card that has unlimited access for meals and will simply keep track of all of the meals eaten that are in addition to your contract dining numbers. This does require you to have one of your conference staff members available at the entrance to the dining hall who will have the unlimited access Summer Guest Card to approve and swipe your extra meal participant(s) into the dining hall. www.american.edu/ocl/housing/crs 10 EagleBucks Program       EagleBucks is a convenient, cashless way to pay on and off campus at the area's most popular businesses. A pre-paid, stored value account that is part of your Summer Guest Card, EagleBucks has you covered with whatever you need, 24 hours a day. EagleBucks is accepted at a variety of locations both on and off campus. A complete list of EagleBucks vendors can be found at www.eaglebucks.com. EagleBucks are required for all laundry machines in the residence halls. Coin machines are not available. EagleBucks funds can be added to your Summer Guest Card in several ways: 1) Add funds to each card of your conference participants in advance, 2) Have conference guests add money using cash at several “value stations” location in residence halls and in the Mary Graydon Center, or 3) Come to the Housing and Dining Programs office in Anderson Hall with any form of payment during the weekday business hours of 9:00am-5:00pm. EagleBucks can be used for printing, copying and vending machines needs throughout campus. Any EagleBucks funds left unused at the end of the conference are non-refundable to the individual guest or to the conference group. Access to the Jacobs Fitness Center   Summer conference guests who are approved for use of the Jacobs Fitness Center at American University will also have their access to the fitness center programmed onto their Summer Guest Card. The front desk of the Jacobs Fitness Center will take your Summer Guest Card upon entry to the center and swipe your card for approval of entry. All guests wishing to use the Jacobs Fitness Center must sign a liability waiver and all guests 14-17 must have signed parent/guardian consent. Any conference guests who do not sign the Jacobs Fitness Center liability waiver by the conclusion of conference registration will not have access . Use of the American University Shuttle to the Tenleytown/AU Metro Station    One of the perks of hosting your event at American University is the free use of the AU shuttle to and from Main campus and the Tenleytown/AU Metro Station on the Red Line of the DC metro system. When leaving from campus, make sure to ask the front desk for the location of the closest campus to metro shuttle pick-up point. When you get on the bus, the driver may ask for your AU identification and you should show him/her your Summer Guest Card. If you are arriving on campus for the first time and want to use the shuttle from the Tenleytown/AU Metro Station, simply inform the driver which residence hall or campus building you would like to go to, and he/she will direct you towards the correct stop. Troubleshooting Problems with Your Summer Guest Card   Your Conference Manager and the residence hall front desk staff are your first and most convenient resource for addressing any problems you may experience with your Summer Guest Card. If a Summer Guest Card is lost, please report it immediately by contacting the residence hall front desk, the Housing and Dining Programs office, or Public Safety. When your new card is produced, we will transfer any unused meals or EagleBucks. www.american.edu/ocl/housing/crs 11 Dining and Catering Services Our office is proudly partnered with Bon Appétit Management Company to provide the highest quality food, catering and customer service to all of our summer conference guests. Dining Halls      American University has an allyou-can-eat dining facility where you pay one flat rate for each meal. The Terrace Dining Room is located in the Mary Graydon Center. All of the dining hall meals will be programmed onto your participants’ Summer Guest Cards to give you maximum control over expenses charged to your conference group. Once a contract is signed for meals, you cannot reduce the number by more than 10% but we can add meals in addition to your contract. Final meal numbers are due 10 business days prior to the beginning of your summer program and cannot be increased after that date. Both dining halls offer a variety of food selections including a vegan and vegetarian bar, comfort food, salad and cold pasta bar, grilled foods, pizza and pasta, cereals and breakfast foods, stir fry selections, and a dessert station. Coca-Cola is the beverage provider for the American University campus dining and vending operations. The chef of Bon Appétit is proud of its proven ability to accommodate special dietary needs. We request that you also inform us of any special dietary needs at least two weeks prior to your arrival. If your summer conference is at AU for an extended period of time, we do offer summer meal plans in blocks of 25 or 50 meals plus varying values in EagleBucks at a reduced cost. Meal plan blocks should only be used for conference groups who will be staying on campus for more than 2-3 weeks in order to find block package to be a savings. Boxed Meals  Planning a trip to the National Mall or other sights and sounds of Washington, DC? Let us prepare boxed breakfasts or lunches for you at the same cost as eating in one of the dining halls! All boxed meals can be picked up at the loading dock to the Terrace Dining Room near the Mary Graydon Center tunnel entrance on South Campus. Boxed meals should be ordered with your Conference Manager at the same time you submit your final meal requests (ten business days prior to the start date of your event). www.american.edu/ocl/housing/crs 12 Catering Services      Catering services are also available from Bon Appétit, but are not required to be used by any conference group using AU space. Outside vendors and caterers are permitted on AU grounds, but we think you will find Bon Appetit’s catering department to be better than any other option available. Conference groups are required to enter a separate contract with Bon Appétit for catering services in advance of the event. At least one month notice is important to ensure that menus can be selected and contracts signed for a successful event. We will certainly be a part of your planning process for catered events as well. Catering options are limitless and include buffet style meals, seated meals and banquets, an in house pastry chef, as well as soda, coffee or water refreshment breaks. Hard copy and electronic menus are available for your review upon request. Menus are a starting point to provide you with ideas and suggested items, but the catering staff can customize your selection. Vegan and vegetarian meal options are available for catered events upon request. Retail Operations  American University is home to several retail outlets: Megabytes Cafe, Chevy Chase Bank, American University’s Bookstore, Subway, and the Eagles Nest. All retail stores will be open during scheduled hours during the summer for your enjoyment. All campus retail operations accept EagleBucks. www.american.edu/ocl/housing/crs 13 Meeting, Classroom and Event Spaces University meeting, classroom and facility spaces vary in size, set-up and price. AU cannot guarantee spaces in classroom buildings until late April each year since AU academic classes have the highest priority at all times, but we do make every effort to accommodate the specific needs of each conference.  All spaces have a minimum rental time of two hours per space, per day in order to cover staffing and room set-up expenses associated with hosting your event at a specific location.  We do host day only meetings during the summer months if space is available after residential conference groups have made their requests.  Final meeting and event space requests are due three weeks prior to the start of your conference program. Requests for new space or changes to reserved space made two weeks or less prior to the start of the conference will incur a ten percent (10%) late processing fee for each reservation submitted after the previously mentioned two week deadline.  Audio visual requests are also due three weeks prior to the start of the conference program and are subject to an additional 10% service charge similar to the meeting space confirmation requirement.  All indoor spaces are fully air conditioned and have wireless internet connectivity available.  Classrooms and meeting spaces also have a wireless connection. The Office of Information Technology’s Help Desk can be reached at 202-885-2550 if on-site assistance is needed.  All meeting and classroom spaces are fully accessible for mobility considerations. Please consult your Conference Manager for suggested accessible routes to and from event spaces.  The Office of Public Safety is responsible for locking and unlocking any meeting spaces you have reserved during the early morning or late evening hours. To request an officer’s assistance, please contact your Conference Manager. Classroom and Auditorium Spaces       American University has a variety of classroom spaces ranging from theatre style auditoriums to rooms with desks in a concentric U-shaped arrangement. Our classrooms will seat anywhere from 25-65 people at once. There are three classroom auditorium spaces that can seat 200 to 388 people. Two of the auditoriums are located on the terrace level of the Ward classroom building (Ward 1 seats 388 and Ward 2 seats 200). The third auditorium, the Kay Chapel, is located in the Kay Spiritual Life Center located next to the Ward classroom building on AU’s main quad (Kay seats 300). Furniture cannot be moved out of any classroom space even if only temporarily. Most classroom furniture is affixed and does not allow for various arrangements or set-ups. If there is someone in your reserved space, contact your Conference Manager to receive an alternate room assignment or to have us address the individuals present in your room. www.american.edu/ocl/housing/crs 14     Posting on walls and doors in the Ward classroom building is not permitted. You may bring or rent easel stands for posting signs outside of classroom spaces if you would like. Most classrooms in the Ward building contain chalkboards (dry erase boards are typically located in meeting and multipurpose spaces). If you intend on using a chalkboard, you will need to bring your own chalk, as there may not be any in the room upon your arrival. Ward classrooms contain smart technology (a pull down screen and an overhead LCD projection system for use with laptop or DVD/VCR player), but conference groups must still request and pay for audio visual services to be activated in classrooms. Video conferencing is available in the Ward auditoriums with significant advance notice (at least one month). Meeting and Multipurpose Spaces Many conferences enjoy hosting their events in spaces where the furniture and room set-ups can be customized to their specifications. Our residence hall lounge spaces and Mary Graydon Center are perfect locations for hosting meetings, activities and banquets or catered meals. Outdoor Event Space If you’re not looking for a traditional classroom or lounge space, AU also has several outdoor venues that could work nicely for a summer barbeque, field day or other outdoor activity.  Options for rental of outdoor event spaces include the Friedheim Quadrangle, and the Woods Brown Amphitheatre.  Additionally, summer conference groups can work with our office to rent outdoor recreation space including the AU track, intramural fields, tennis and basketball courts, and the sand volleyball courts.  Any requests for tables, chairs, trash cans or electrical outlets for outdoor event spaces will result in the conference group being invoiced for any costs incurred for the rental and/or set-up of equipment.  Banners/signs cannot be hung on the exterior of campus buildings or light posts by summer conference groups. If you are interested in placing ground stakes for directional signs, please notify your Conference Manager in advance for approval. www.american.edu/ocl/housing/crs 15 Fitness and Recreation Facilities William I. Jacobs Fitness Center During your conference experience, you'll enjoy access to most of American University's athletic and recreation facilities, including the William I. Jacobs Fitness Center, a state-of-the-art recreation and fitness club. The center, located in Bender Arena, features weight and exercise equipment, and newly refurbished locker rooms.  AU offers the opportunity for residential conference guests to access the Jacobs Fitness Center at no additional cost for participants who are over the age of 14.  All guests wishing to use the Jacobs Fitness Center must sign a liability waiver in advance, and all guests 14-17 must have signed parent/guardian consent as well. We prefer to have all fitness center liability forms in advance, but we will accept them at the time of check-in.  Residential guests have unlimited access to the Jacobs Fitness Center during scheduled hours of operation.  There is an opportunity to use the recreational indoor pool during open swim hours. There is no additional charge for use of the indoor pool for residential guests and time use is limited to open swim hours only. The indoor pool cannot be rented for private events by conference groups.  Other outdoor facilities include an all-weather running track, soccer field, outdoor tennis, and volleyball and basketball courts. www.american.edu/ocl/housing/crs 16 Audio Visual and Other Rental Services/Equipment The University’s Audio-Visual Services Office can provide your conference with state-of-the-art systems, including LCD projection, video projection, DVD and TV capabilities at most sites, portable audio systems, overhead projectors and slide projectors. Most meeting spaces are fully equipped for AV and audio hookups.  Audio-visual requests should be submitted with meeting space requests at least three weeks prior to the beginning date of the conference. Requests for new arrangements or changes made to previous arrangements that are made two weeks or less prior to the start of the conference will incur a ten percent (10%) late processing fee for each addition or change submitted after the previously mentioned two week deadline.  If there is a last minute change in your audio visual request or the equipment is not setup properly, we ask that you call your Conference Manager, not the audio visual department.  Laptop computers and printers are not available in classrooms or meeting spaces and are the responsibility of the conference group to provide if needed. We are not able to provide extension cords or Ethernet cords.  Audio visual staff is available to assist with set-ups upon request at a fee. Large events (500+ people) or events in Bender Arena require the rental of an AU technician on site paid at an hourly rate.  Audio visual staff will arrive to set up your rental equipment 30 minutes prior to the start of your meeting space reservation/event start time. If you wish to have audio visual arrive earlier than this time, you must change your meeting space reservation to reflect the time you want access to the space and audio visual set-up. Equipment and Supplies Available for Rental    The summer conference staff maintains a limited supply of other equipment and resources that can be purchased or rented for special events. Each of the items below can be rented from American University for a daily rental fee: o Tablecloths o Flip Charts o Trash Cans o Easels Tables and chairs are already included in most room rental costs unless your request exceeds the room capacity. In previous summers, the Conference & Residential Services staff has worked with outside vendors to rent other supplies and equipment that you may need, including; pianos, tents and other large items. You will be invoiced at cost for any rentals we coordinate on your behalf, plus a service fee of 17% to cover staffing and ordering costs. www.american.edu/ocl/housing/crs 17 Parking and Transportation Services Transportation Considerations AU is accessible from all three major airports located in the metropolitan area. Reagan National Airport near downtown Washington, DC, is accessible to the AU campus by Metro (subway) and taxi.  AU is located less than a mile from the Tenleytown/American University Metro Station and shuttle service is provided daily to the Metro for AU students, faculty, staff and summer conference guests at no additional charge. The shuttle schedule can be found at: http://www.american.edu/finance/ts/shuttle.html. There is also a shuttle from Main Campus to AU’s Washington College of Law. Shuttles run approximately every 15 minutes from 7:00 am until 12:30am and hours are extended on weekends. The AU shuttle is accessible for any individuals with mobility considerations.  Taxis are often available near the Asbury Building on campus or by calling from the front desk of any residence hall.  Private transportation or shuttle services for conference groups are not available from American University.  According to the District of Columbia Municipal Regulations: Title 20 Chapter 9, Motor Vehicular Pollutants, Lead, Odors, And Nuisance Pollutants, commercial bus idling is not permitted. However, you should be aware that there are 2 exceptions to the above rule as stated in paragraph 900.1 that apply to American University: to operate for 15 minutes air conditioning equipment on buses with an occupancy of 12 or more persons and to operate heating equipment when the temperature is below 32° F or below. Parking Arrangements and Logistics The Nebraska Avenue parking lot is the main location for conference guest parking on the American University campus. The lot is located at the corner of New Mexico and Nebraska Avenues.  Each conference is eligible to receive up to one parking permit per residential guest at no cost to the conference.  All final requests for parking permits are due two weeks prior to the start date of your conference program in order for us to have the appropriate passes ready in time. Parking permits will be distributed at check-in/registration. Some permits may be distributed prior to a group’s arrival upon one month advance notice of this request.  Directions to the Nebraska Avenue parking lot and American University are located online at: http://www.american.edu/maps/.  All vehicles are required to park in the Nebraska Avenue parking lot (including buses). Any special requests or handicap parking permits must be accompanied by a doctor’s notice to Public Safety upon arrival to campus. Parking in front of buildings is only approved for loading and unloading purposes only. Idling by any vehicle is not permitted on-campus or in the Nebraska Avenue parking lot at any time. www.american.edu/ocl/housing/crs 18 Residence Hall and Campus Security Residence Hall Safety      Each side of the American University campus has a minimum of one residence hall desk that is open and staffed 24 hours a day for increased security of the halls. While working the desk, our summer team is easily identifiable by their staff shirt and nametag. Summer guests are required to display their Summer Guest Card to our summer staff at the desk each time they enter the building for increased safety measures in the hall. In addition to the residence hall 24 hour desk, there is also a Conference Manager on Duty overnight to address any situation that needs University attention. The Conference Manager on Duty will be able to contact the professional staff member on duty as well in the event of an emergency. We require all residential conference guests to provide an emergency contact person at check-in in case of an emergency situation. If your conference group is large in size, we can use your registration database to obtain emergency contact information ahead of time to allow for faster check-in procedures. Evacuation procedures are posted in each building and should be followed closely in the event of an emergency. American University staff will be on hand to assist with any emergency procedures and all summer conference guests must follow instructions for their safety and the safety of others. Residence halls must be evacuated in the event of an emergency. Campus Safety  American University has its own Public Safety office with officers trained by the Metropolitan Police Department. These officers do not have Police authority but are the University’s first line of emergency and crisis response. Public Safety Officers work very closely with the summer staff in maintaining a safe living and campus atmosphere for our summer guests. Officers do not “patrol” the halls but can often be seen in the residence halls as an additional presence and comfort for those staying with us residentially.  Emergency phones and blue lights are located throughout campus for individuals to report issues of safety and security if needed.  For your information, the closest hospital facilities to American University are Sibley, Suburban, Georgetown and George Washington Hospitals. www.american.edu/ocl/housing/crs 19 Contracts and Billing           At least three months before the group’s arrival date, all conference groups sign a contract for housing and dining services with Housing and Dining Programs. Each conference group must also provide (with their contract) a certificate of liability insurance for itself and its participants with limits of no less than one million dollars (combined single limit for each person/occurrence for bodily injury and/or property damage). The University must be named as an additional insured on the policy. The District of Columbia Treasurer requires a 14.5% hotel tax be applied to any rented housing accommodations unless the organization is tax exempt in the District of Columbia or is a 501(c)(3) organization. A copy of an organization’s 501(c)(3) determination letter or of the tax exempt certificate should be submitted with the contract in order to waive the required hotel tax. Additionally, a 40% deposit for housing and dining costs must accompany the contract in order for any reservations or confirmations to be held. Once the contract is signed, conferences may not decrease the amount of room commitments by more than 10%. Any increases over the contracted amount will be accommodated on a space availability basis only. Conferences either pay the contracted amount or the amount actually used, whichever is higher. All requests for changes to meeting spaces or other reservations/confirmations must be submitted in writing to the Conference & Events Coordinator or your Conference Manager. Deposits and final payments can be made in the form of credit card, personal or business check, or American University account to account transfer (JE or JV transfer). All summer refund requests must be submitted in writing and will be considered at the end of the summer conference season. All conferences will be invoiced within 60 business day following their visit. Invoices will include charges for housing, meeting spaces, audio visual, food services, lost keys, room damages, and special meeting room setups, including phone jacks, computer lines, special AV equipment and equipment rental. Payment of your final bill can be made using one of the following methods: check drawn within the United States (with a routing number on the check), credit card (Master Card, Visa or Discover) or Inter-Departmental transfer of funds within 30 days of receiving a billing statement. Once payment exceeds 30 days, a late charge of 5% will be assessed for overdue accounts receivable according to your summer conference contract. A $30.00 charge will be assessed for a returned check. www.american.edu/ocl/housing/crs 20 Beginning the Conference Planning Process As we have previously mentioned, AU's summer conference program provides you as the event planner with a "one-stop conference planning" experience: you tell us what you need and we navigate all of the University offices on your behalf. We want your onsite logistics to be as smooth as possible and have found this system to work best in hosting successful conferences. To begin making progress, we break planning down into several phases:  Reservations – AU begins accepting reservations the fall prior to the upcoming summer.  Contracting – We will begin contracting housing and dining needs in January each year. Please keep in mind a contract must be signed three months prior to your arrival.  Final Logistics – Three weeks prior to your arrival, we will be in contact for final numbers, meeting space/AV requests, room roster, etc.  On Site Coordination – You will work closely with your Conference Manager to have great conference from check-in to check-out.  Final Invoicing – You will receive a final invoice within 60 business days of your departure from campus. We would love the opportunity to walk you through our facilities and services to determine the best possible plan for your upcoming program. 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Washington, D.C. 20016 Office of University Architect 2-20-11 0 50 Child Development Center 100 150 250 350 500 FEET Main Campus Kreeger Watkins Jacobs Field U Media Production Center Anderson Centennial Beeghly Ro od Parkway o ckw Fletcher Gate McCabe Letts AU Central Asbury ell Butler Pavilion Gray Lot Closed Clark Roper Bender Library McKinley Kogod Glover Gate M Hannay Gate co ex i Newark Street Metropolitan Memorial United Methodist Church Ne w Woods Gate Hurst Katzen Arts Center Ward Circle Building Kay Admissions Welcome Center Av ue en Ward Circle Nebraska t as sa ch u M ts se t en ue Av METRO th 50 4000 Brandywine Street 4200 Wisconsin Avenue 4620 Wisconsin Avenue Tenley Campus Rodman Sedgwick e R w ock ood Van Ness Verplanck Warren Windom 50 100 150 le 250 350 500 FEET Main Campus Ro ad Chesapeake 4545 42nd Street Ward Circle Lowell St. M . as sa ch us et ts Av en ue 3201 New Mexico Avenue Dr y Park Embass Tenleytown/ AU Metro Station Red Line 4200 Wisconsin Avenue Tenley Circle ven ue 2-20-11 Van Ness M 4000 Brandywine Street Main Campus 4400 MASSACHUSETTS AVENUE Warren Yuma Albemarble 4620 Wisconsin Avenue er Tenley Campus 4300 NEBRASKA AVENUE Sp rin gd a Capital Tenley Circle Vicinity Map Ri v 0 e. 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Park Dr ts Av en ue 3201 New Mexico Avenue ico e. Av as M ch x Me 45th Lowell St. 44th br Main Campus 4400 MASSACHUSETTS AVENUE ssy Emba w Ne k roo nb ood ckw Ro nue ka Ward Circle Gle Ave Van Ness sin c on Wis Warren ue k Tenley Circle c Ne n Ave sin le da Tin gd 47th 48th 49th 43rd 42nd Sp rin Sedgwick con 46th Upton Tilden Yuma Tenley Campus Vicinity Map nd Ti 4300 Nebraska Avenue, N.W. Washington, D.C. 20016 e al Yuma Street Tenley Circle Federal Capital e Av en u ka dS tree t Constitution 42n 4200 Wisconsin Avenue Van Ness ue Wis M M 48th 50th Albemarble Tenleytown/ AU Metro Station Red Line Ne br as Congressional Dunblane 50 150 350 Ca Ma in Main TenleyCampus Campus mp us Warren Street 500 FEET 0 100 250 Office of University Architect 2-20-11 Ri ve rR oa d Chesapeake 4620 Wisconsin Avenue 4000 Brandywine Street Brandywine 4545 42nd Street Butterworth Albemarble Albemarble 42nd Alton 43rd 44th Washington College of Law Yuma Tenley Circle Yuma 4801 MASSACHUSETTS AVENUE Tenley Campus 4300 NEBRASKA AVENUE Windom 48th 50th M Warren Warren as sa ch Verplanck us Av 46th ts 47th et en Van Ness 45th 49th th 50 Tenleytown/ AU Metro Station Red Line M Van Ness aA sk e al Tilden ra ven ue Rodman yA Main Campus 4400 MASSACHUSETTS Ward Circle AVENUE rsit Qu ebe ive c M rP la ce C-06 C-02 C-01 C-05 C-01 Un ve to es Ne od wo ico et ts Av ue 3201 New Mexico Avenue e. Av 45th Lowell St. ch us en x Me ck Ro w k roo nb Gle Dr. y Park mbass E as sa W 49th ue k ic w dg Se Ne b le n Ave gd a 47th 48th Sp rin Sedgwick sin nd Ti 45 th Upton con 46th ve nu dha e m Wis ue For 4200 Wisconsin Avenue 44th Vicinity Map Office of University Architect 2-20-11 Legend Yuma Street Shuttle Bus Stop Federal Handicapped Parking Spaces Self Payment Station e Tenley Campus Ca mp us et re St Ma in ew dg Se k ic QUESTIONS or CONCERNS? r St ee en Wesley Theological Seminary Glover Gate Leonard Un Katzen Arts Center President's Building F/S ive rsit Admissions Welcome Center ue RESIDENT yA ven ue Av RESIDENT Nebraska e et ts ve nu us as ka A ch (202) 885-3111 dpscustomerservice@american.edu Adjunct, Commuter, and Visitor parking All AU permits valid sa PAY Ne br as th Katzen Arts Center Parking Lot M Monday - Friday, 8:00am - 7:30 pm St re et t Contact Department of Public Safety located in the Public Safety Building. 44 "Pay As You Go" 45 th PAY Ne br as ka Warren Street Commuter Student Parking COMMUTER Av en u t dS Dunblane 46t h Visitors - Guest Pass Required (V) or "Pay As You Go" V Congressional Str eet Resident Student Parking RESIDENT F/S 42n Faculty/Staff Capital Constitution tree Motorcycle F/S Tenley Circle Mc Do we ll McDowell V Tenley Campus Hu gh es Hughes Ce Sp nt ort er s An ne x Woods - Brown Amphitheater Kogod 4000 Brandywine Street 4200 Wisconsin Avenue 4620 Wisconsin Avenue Ward Circle Kay METRO Sports Center Bender Arena Butler Pavilion Reeves Field Osborn Ward Circle Building Ga ra ge Battelle-Tompkins M as sa rk ing us nt er or ts Ce Mary Graydon F/S (MGC) Hurst East Quad McKinley RESIDENT Bender Library Centennial Anderson Watkins McCabe od ck wo ty S LF cS afe Ro Public Safety Parking Office Pu bli n ilto Ha m Kreeger as ka A PAY Ne Lot F/S Closed F/S F/S SIS Letts Gray w PAY Clark F/S et ts Av en u e Roper Reeves Gate (closed) M ex ic o Adjunct, Commuter, and Visitor parking All AU permits valid Av en ue Metropolitan Memorial United Methodist Church Fletcher Gate ood ckw Nebraska Nebraska Avenue Avenue Parking Lot Parking Lot Ne br Woods Gate Child Development Center PAY ve nu F/S F/S Media Production Center Jacobs Field Hannay Gate Eric Friedheim Quadrangle e Beeghly Sp AU Central Pa Asbury ch Parkway Ro Restricted and resident student parking areas enforced General Permits and Nebraska Avenue Commuter Lot Sports Center Garage enforced "Pay As You Go" Self Payment Stations enforced Newark Street Main Campus 24 hours/day, 7 days/week 8am - 5pm Monday - Friday 8am - 5pm Monday - Friday 8am - 5pm Monday - Friday www.american.edu/finance/publicsafety/parking AU Important Contact List AV Phone 202-‐885-‐2296 Email helpdesk@american.edu Contact (Tim Cegnar) IT Helpdesk 202-‐885-‐2550 av@american.edu Facilities AU Tech services Public Safety 202-‐885-‐2525 202-‐885-‐3229 202-‐885-‐2527 202-‐885-‐2525 (access) AUTechservices@gmail.com dps@american.edu Access@american.edu-‐for requesting access to rooms and buildings ahead of time SIS HUB 202-‐885-‐6101 sishub@american.edu Alicia Cummings Summer 202-‐885-‐3370 Conferences Katzen Arts Center 202-‐885-‐3668 Catering 202-‐885-‐3180 202-‐885-‐3181 202-‐885-‐3187 summerconferences@american.edu Nancy Martin Reason Mics, LCD Projectors, Filming Etc. Request guest ids and passwords, IT issues (computer, phones) Building issues Laptop rental Security, Access to buildings, Parking permits and passes for faculty and guest speakers SIS Building stuff for events ager@american.edu aucatering@american.edu Lisa Ager

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