M20120611

** (6-11-12)  **
 * SUECON Planning Committee **


 * __Date & Place of Meeting__ : Monday, June 11th, 2012, IT Building Conference Room, 11:30 to 12:30. **


 * __Those Attending__ : Charlie, Cody, Dale, Ian, Jane, Jeanette, Jim Black, Kerry, Randy, Scott, Summer, Tammy, Tony R., Tyler. **


 * __Assignments__ : **
 * Cody has detailed our tasks very well. There will be a link to them on the website. **


 * __Early Registration__ : **
 * 1. 297 have registered online so far, with only five of those outside of the district. **
 * 2. Only two schools have offered to sign up their entire faculty. DMS paid for, but SCMS has not yet. **


 * __Vendors__ : **


 * 1. Signups: We have room for 36, but have 19 signed up so far. **
 * 2. There are five classrooms being made available for vendors. We have three out of five assigned, so we can have more. **
 * 3. There are six sponsors, but not all of them want to have classrooms. **
 * 4. Troxell will provide bags again for attendees. **
 * 5. Xerox will call back. **
 * 6. Both SUU and Dixie State College will be offered vendor booths for full price, not free tables in the commons. There will be follow up with them. **
 * 7. Would John Eye from SUU Media want to be a vendor? He has already signed up to be a presenter. **
 * 8. Might sponsors or vendors want to do magnets? **


 * __Presenters:__ **


 * 1. Besides others that are pending, Jane counted only the ones so far with exact titles and requesting a room for a certain number of hours. There are 46 presenters doing 55 presentation titles using 80 hours of time in labs or classrooms **
 * 2. Advertized (soft) deadline for presenter signups is September 20 th, but hard deadline is September 27 th . **
 * 3. Charlie will contact UEN and regional service centers to remind them to sign up. **
 * 4. Jane did send out emails to all of those who presented last year to remind them that the call is open again and got many signups and responses from those people. **
 * 5. Do Richard Holmes and Marshall Topham need to send out directives for people in the district office to sign up as presenters? **
 * 6. Incentives for presenters. Do we need to offer credits for their preparation or recertification points for the time they spend at the conference? Scott and Cody will put together gift bags; perhaps a flash drive, Red Bull, etc. A hospitality room is planned. **
 * 7. This fall we will get the word out in our district that the theme is expanded beyond just technology, so we can add classes that are “teachers helping teachers.” **


 * __Advertising__ : **
 * 1. A few weeks before the conference, Summer would like to send a questionnaire out to all certified staff that asks questions, and it will be a reminder to attend. **
 * 2. The teacher’s union newsletter will probably put something in the month before. **
 * 3. Power Lounge prints our tee shirts. Might they want to buy advertising? **


 * __Keynote Speakers__ : **


 * 1. Google team is coming. No hurry on all the other details. **
 * 2. Larry Shumway did not want to put it on the schedule until August, so recontact then. **


 * __Volunteers__ : **


 * 1. The shirts for committee will be black and the same as last year, so let Cody know if you can still wear your shirt. Staff will be a different color and have advertising on them. We will get exact sizes for volunteers, printed by October 1 st . Cody and Tammy will pick a style for women. People can go to Power Lounge on Bluff to get fitted. Our costs are $5 for volunteers and $10 for staff. **
 * 2. Restitution students use tennis balls to clean floors, so they may have several at the school. We think 12 would be sufficient. **
 * 3. Jeanette can’t make exact assignments for many jobs until she knows the schedule and which hallways we will be using. **
 * 4. We will want some in the parking lot directing traffic, especially at the first hour of each day. Parking at DHMS may actually be closer to the front door for registration than some of the other parking, since only the front door will be unlocked. **
 * 5. We will need 4 student volunteers at the front registration desk and one or two more for Scott in the vendor gym. Jeanette will introduce them to Scott. They will deliver food to the vendors and keep the area clean. **
 * 6. The service groups last year were amazing! This year the DHHS student council is also willing to help, since it’s early in the school year. **


 * __UELMA:__ **


 * 1. Some authors plan to be part of a “meet and greet” to sign books. We should have at least one hour per day for this. We need to know how Terri wants rooms scheduled. They could be in the media center during the hours that un-conference takes a break. **


 * __Programs - Advertising:__ **


 * 1. We talked about making the pages half the size this year, but that way there would be no full-page ads. **
 * 2. Half size, the booklets would get too fat and probably wouldn’t cost less to print. It is probably better to stay at “ledger” size (11x17), then fold, not cut. **
 * 3. Randy does not know yet if Alpha Graphics wants to put in an ad for reducing our costs. **


 * __Food:__ **
 * 1. For staff Thursday setting up and collating bags on Thursday, there will be food provided coming from Dickey’s BBQ. **
 * 2. For staff, no food will be needed Friday night, but there will be pizza from Hungry Howie’s Saturday night for take-down and cleanup. **
 * 3. For all, lunch on Saturday will be salads from Durango’s. **


 * __Conference “Housekeeping”:__ **


 * 1. Summer Cornelius will be our Master of Ceremonies for our conference meetings in the auditorium. **
 * 2. The school PA system goes to every room, so it will be used for announcements. **


 * 3. For daily changes, there will be something like a “mobile pages” app by Jim or Cody. **


 * 4. We will have attendees scan in their barcode on Saturday, so they will need to be reminded. This will give us a lunch count. **
 * 5. Prizes will be done by badges, so attendees will turn them in as they go into the auditorium. **


 * __Non-Profits Organizations in the Commons area:__ **


 * 1. Two of the authors will be allowed to have free tables in the commons area and three non-profits (UCET, UELMA, KUED channel 7). Last year we also had Southwest Behavior Clinic, Tony Pelligrini, and PALS, but not this year. These tables are by invitation only, and Charlie will be the one to extend the invitations. **
 * 2. Charice has talked with Jackie at KUED and they will come. **
 * 3. The only SUU table this year in commons will be for participants turning in paperwork for credit at a table manned by Ramona (and possibly Michelle). **


 * __Facilities__ : **


 * 1. There is only 1 classroom and the wrestling room in the athletic building for vendor presentations. **
 * 2. There is a new lab going into the vocational building. **
 * 3. Tony R. has ordered 38 tables (8 foot) and 72 chairs to rent to have on hand. **
 * 4. DHHS asked to be able to have some testing going on in one of the labs, but we can’t give up a room to them on those days. Ian will tell the secretaries and hopefully they could schedule a nearby school. **
 * 5. There has been a change in companies or ownership in companies so that we shouldn’t have the same problems as last year related to Kerry. (Is that wireless?) **


 * __Future Meetings:__ August 7th, then possibly September 4 th and October 2 nd – always the first Tuesdays to coincide with monthly PLCs for media people. **


 * __Next Meeting__ will be on Tuesday, August 7th, 2012, 11:30 a.m. to 12:30 p.m., IT Building Conference Room. Tammy will ask Ramona to check on a room closer to the district office, so there could be a change of rooms. **