Minutes+for+Meeting+20110919

//(Minutes for twelvth meeting) //
 * SUECON Planning Committee **

__This meeting __: Wednesday, September 19, 2011, 11:30 a.m. to 12:15 p.m., Woodward Building.

__Attending __: Charice, Charlie, Cody, Dale, Jane, Jeanette, Kerry, Lynn, Michelle, Summer, Randy, Robert, Tammy, Tony C., Tony R.

__Registration __:
 * We have 330 people signed up plus 100 presenters, some of which are vendors.
 * Charice said most UCET registrations come in the last month, especially the last two weeks, so we could get more by October 1st when the online registration ends.
 * UCET gets lots of walk-ins, and we will also accept them too.
 * Cody will send an email out on Sept. 25th to remind people that the online registration is closing, which ends the free entry for WCSD employees.
 * Michelle has to miss one day, so Ken will take her place at the registration desk.
 * Summer will be sure the UELMA desk is manned at all times.

__Course Completion __:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">There will be a certificate of completion in the program booklet.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">There will be two double-sided pages in the packets for SUU registration.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">To reflect attendance at vendors, Dale will print vendor cards on cardstock. Charlie is purchasing stamps rather than having punches.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Packets for Attendees: __
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Scott will follow up on getting the bags. Dale will followup with UEN for 700 pens.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Vendor were asked to have their papers to the tech office by October 1st, but Cody extended that to the 5th.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Summer will ask UELMA if they want to put an ad in for their spring conference.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">There will be not be a special packet for presenters.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Presenters __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We have 101 a total of presenters and copresenters. There are 25 presenters listed under UELMA, 16 listed under “promotional,” so the other 60 were listed as UCET or n/a. (Of these above, we have 15 presenters and copresenters from within WCSD or 15%.)
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We need to add in Apple, Anthony Horrocks, and MacGraw-Hill.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Keynote Speakers __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Confusion about dates has still not be cleared up. We could move the first keynote to the end of the day on Thursday, just by moving all other presentations up one hour. If so, Charlie will ask Larry Shumway to take a few more minutes than planned.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We need more information about their one-hour breakout session.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We will put the keynotes in motels for two nights, one of them at Zion Lodge.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">SUECON Website __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">The daily conference schedule is posted at the SUECON website (even though it was still a work in progress until September 22nd).
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">The DHHS teachers can look at it to see what is going on in their rooms.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Vendors __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">All tables were sold.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Tech issues __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Cody may be picking up COWS from Heritage and Riverside Elementary Schools. Will he also pick up the portable SmartBoard from Heritage since one presenter needs to be in a lab with a SmartBoard?
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">To use wireless in the building, Username: suecon. Password: suecon. (All lower case.)

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Facilities __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">: DHHS
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Cody will take measurements and make a layout of tables in the commons area for our next meeting. As you walk through the front doors, you will see the main registration tables. Nearby we need tables for presenters’ check-in, UCET, UELMA, and two authors (only on Friday).
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We paid $2000 to DHHS and according to policy the district takes 80% of that, leaving only $400 for the school this time.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Food __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Recently a school was not satisfied with their lunch order for 75 people from Kneaders, so we may go with Paradise Bakery, Brick Oven, or Jimmie Johns. The district has been consistently satisfied with all sizes of orders from Jimmie Johns over the years, and the price is the lowest.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">The kitchen will be open the entire time, and there will be volunteers there constantly restocking food, water, snacks, breakfast, lunches, etc. Besides Tammy and Jeanette, we want 5 more volunteers there at all times.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Tammy needs the truck to pick up and deliver on Wednesday, so Cody will use it on Tuesday instead.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Lunch Count __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Cody will get it for tech office and vendors, Jane will get it for presenters, Jeanette will get it for volunteers including lab aides, and the registration desk will get it for the attendees.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We can use clickers for lunch count on Thursday and for new people on Friday, but the people who attended on Thursday don’t have to check in on Friday, so how do we count their lunches?
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We need one lunch for a custodian.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Tammy would comfortable with 5-6 extra lunches.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Awarding Prizes __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">UCET gave a prize after each keynote. For the first drawing they used red double-tickets; the second day people turned in their badges. (They had both keynotes the first day - one in the morning and one in the afternoon.)
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Charlie will be the master of ceremonies for awarding prizes. It helps to have the committee members pass out prizes, or it takes too long for people to move around.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Volunteers __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Continue to give your list of chores to Jeanette so she can get written sheets to help them be organized.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Five volunteers will be helping in the kitchen to keep restocking, since it will be open the entire time. Tammy and Jeanette will be there to direct them.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">The lab aides can’t all be there all of the time, so Jeanette has the time slots that they will be coming and going.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">There are four halls and we think there should be at least two volunteers in each hall. Another one needs to be the other building where the Mac lab is. Scott and Ross will be with vendors but they might be able to use a couple of runners with them.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">The registration desk could use a runner.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We can use greeters by every entrance door and in or just outside the vendor area.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Some volunteers could do a quick count of every session, so we get a feel for what to offer again next year. It takes too long for people to sign in on paper. We do not want to delay sessions from starting on time.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Eleven UCET members will come and can be available to volunteer as needed.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Shirts will be gray tee-shirts for volunteers and black polos for staff. Keynotes will also have black polos.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Signage: __
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">There will be directional signs at every entrance. UCET has 15 signs for things like the registration desk, restrooms, and the auditorium.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Post-Conference Feedback __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">UCET sends out email for a survey about a week after the conference to everyone that was registered -- attendees and presenters.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">UCET used to use Survey Monkey, but now Google Forms.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">To enhance participation, UCET offered a random drawing for a $50 gift card for those who put their names on their feedback, but people were allowed to submit them anonymously.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">They asked your favorite part, favorite session, what you would do differently, what you would like to see at next year’s conference.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Next meeting __<span style="font-family: Calibri,sans-serif; font-size: 12pt;"> will be September 26 (and we might have lunch to sample from Paradise Bakery). (Charice will attend by IVC.) Then future meetings will be October 3 and October 10 from 11:30 a.m to noon at the Woodward Building, room 101, unless otherwise noted.