Minutes+for+Meeting+20111003

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

__This meeting __: Wednesday, October 3, 2011, 11:30 a.m. to 12:15 p.m., Woodward Building.

__Attending __: Charice, Charlie, Cody, Dale, Edyth, Jane, Jeanette, Kathy, Lynn, Michelle, Ramona, Randy, Summer, Tammy, Tony C., Tony R.

__Registration __:
 * We have 571 people signed up including our committee. There are 100 presenters, 30 vendors, and 30 volunteers, so the total is 731.
 * Most of the attendees are from WCSD (419). There are 42 from Iron County (mostly UELMA), 10 from San Juan County, 8 from Alpine School District, and others from a variety of other places.
 * We realize that we could have a significant number of local teachers decide not to come at the last minute, since they didn’t pay any money and have nothing to lose.
 * Cody will send a reminder email out to “ALL” next week that reminds district employees that even if they did not register online, they can still come and pay $30 at the door.

__Packets for Attendees: __
 * We have 800 bags (royal blue), 650-700 purple pens, SUU forms, and several handouts.
 * Bags will not be made up for committee members, venders, or volunteers.

__Programs: __
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Programs are printed and look great, thanks to Randy’s hard work.

__<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;">Charlie may allow two latecomers because they are about valuable presentations about testing: Utah Write and Dibble.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">As a presenter, Edy would like to know how many chairs will be in the room and how many handouts to make. Jane will add the number of seats to the presenter email going out this week. Charice says she usually makes 25 copies of handouts per session. If that is not enough, a volunteer could run and make more copies, or we can tell them they will be provided online.

__<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;">Kathy will contact keynotes about their transportation needs when they come to town. She is willing to go to Las Vegas to pick up Jamie if necessary. He is on a very tight time schedule.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Kathy will give the keynotes her cell phone number.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Charice will provide a generic release form for the keynotes to sign to release the videos we will be making and posting on our website.

__<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;">Jane will get with Scott to work out the lunch count since there is some crossover on their lists.

__<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;">Techs have a list to go through the rooms to make sure each presenters needs are being met.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Cody said our entire committee will carry radios and at least the adult hall monitors.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Cody has reserved the box truck for the entire week, so we can be sure to do all deliveries and take down in a timely manner. Tammy will not need that truck.

__<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;">To count lunches and be sure each person gets only one, we will have colored tickets at the registration desk, a different color for each day’s lunch. We will ask which day or days they will be eating lunch and give them the appropriate color ticket. (The red ticket for drawings will already be in their badges, but not the lunch tickets.)
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We will keep the sidedoors locked until 8:30 so that we have a more accurate count for attendance and lunches.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">In addition to that ticket count, Cody, Scott, Jeanette, and Jane will report numbers of their groups to Tammy by 8:30 each morning.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">At UCET some people take two lunches, especially when they are “boxed.” They usually add 20% on to their estimated lunch count to cover those, and they never have leftovers. But we are more hesitant because we could have a lot of local no-shows since they didn’t have to pay a registration fee. It is suggested that we order at least 20 extra lunches each day.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">UCET has to give their food vendors a count 48 hours early, but both of our vendors are okay with a count around 8:30 each morning.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">It sounds like the businesses that signed up as vendors will not be limited to two lunches after all. Charice said they usually go pick them up anyway. This should not impact us much because most vendors say they are bringing only two people, and when people are bringing more, there are usually presenters among them (so free lunches for presenters and free lunches for a couple of vendors works out fine).

__<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;">Winners will be asked to come to the microphone and give their name and what district they are from.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We want to keep a list of who won what, so Jane will assign someone to write down names. Then the list will be put in “ALL” email, so it will help people want to come the next year.

__<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;">Jeanette has made up some great spreadsheets so assignments are very clear to everyone.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Since the ROTC will be in uniform, they will look good at the sidedoors that are locked so that everyone has to go through the front foyer where they can be counted with clickers.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Jeanette has made up a written instruction list for each job.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">The volunteers are expected to work Wednesday from 4 p.m. 9 p.m. (or until done) including the entire committee. There will be pizza for dinner.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Friday afternoon the volunteers will stay for take-down until 6:30 p.m.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Shirts were $6.75 for staff and $5.95 for volunteers. (Note for next time: the women’s sizing is not generous so order larger.)
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Volunteers will have shirts but no badges.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We will put hall monitors in charge of closing sessions. When every chair is filled, they will be put sign on the door that says, “Session closed.”

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Post-SUECON __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">In the “ALL” email, we will send a feedback form, who won prizes, and also remind attendees that there are presenter materials posted online.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">The work of the entire committee has been greatly appreciated. We’ll get together in a month or two to share what we would change for next year.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Next year’s SUECON __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">It will be in October, fall break again.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Local teachers will need to pay.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">The guys in the tech office will help even more in the early stages than they did this year. Cody has done immense work on website and many details.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Next meeting __<span style="font-family: Calibri,sans-serif; font-size: 12pt;"> will be October 10 from 11:30 a.m to noon at the Woodward Building, room 101.