M20121001

// (10-1-12) //
 * SUECON Planning Committee **

__Date & Place of Meeting__: Monday, October 1st, 2012, Woodward Building, 11:30 to 12:30.

__Those Attending__: Charlie, Cody, Dale, Ian, Jane, Jeanette, Jim, Kathy, Ken, Michelle, Ramona, Randy, Scott, Summer by teleconferencing, Tammy, Terri, Tony R., Tyler.

__Online Registration__: 1. 723 have registered online so far. We have conflicting numbers for the auditorium limits from 900-950, so we will decrease our goal for only 900+ including staff and presenters, so we plan to cut off attendees about 800. 2. We are meeting our limits with online registration, so we need to warn teachers that we are almost full and that they CANNOT show up and register the day of the conference. 3. Cody did send out an email telling teachers they must signup online before the conference to attend, and they can now go look at the list of sessions at []. 4. Walk in’s. Charlie thinks fewer will show up on Saturday, so perhaps we will have extra places the second day and should consider allowing walk-in’s to pay. We tell them that we have limits due to firecodes. We let people know that they had to preregister, but they can stand aside and wait to see how large the attendance becomes to see if we can let more in. 5. Charlie will call Jim Johnson of Iron County schools, so he will let teachers know that they must preregister online and not just show up.

__The Chrome Cart Attendance Competition__: 1. The $20,000 Chrome Cart will be awarded to the school that has the highest percentage of their certified staff attend the entire conference. Attendance counts will be taken by scanned check-in both days, then by the badges turned in at 4 p.m. Saturday before the awards assembly. 2. Competition so far: The two schools that have the highest percentage of their certified staff so far are Dixie Middle School and Washington Elementary, but other schools plan to compete for the Chrome Cart, including SCMS, Sunrise Intermediate, Coral Canyon, Coral Cliffs, DHHS, East, Hurricane Elementary, Hurricane Middle, Lava Ridge Intermediate, La Verkin, Santa Clara, Sandstone, and Tonaquint Intermediate.

__Prizes:__ 1. How prizes work for individuals: 2. How prizes work for schools:
 * Get card stamped throughout the conference in the vendor hall because there will be a drawing for an iPad for those who attended the vendor hall and got stamped
 * After the keynote speaker Saturday morning, there will be a drawing for a Nexus (7” tablet)
 * At the 4 p.m. closing assembly, there will be a variety of prizes given out to attendees (including those who were presenters and co-presenters):
 * 2 more Nexus (7” tablet)
 * 2 iPads
 * 1 standing workstation
 * a variety of products from vendors, etc.
 * Chrome cart for one school with the highest percentage of certified staff in attendance for entire conference
 * two runner-up prizes: a charging station for ten iPads

__Registration__: 1. There are three scanners for check-in. 2. After we evaluate how many have printed off their own badges at home, we will decide how many of our lines should be quick-scan lines. 3. Email about how to print out own badge is being sent out.

__Badges:__ 1. Cody will prepare email for Jane to send out to presenters about printing out their own badges as well.

__Vendors__: 1. Signups: We have room for 36, but have 4 more available. Cody has contacted a list of local businesses, but will contact more, like Les Olson and Zagg. We want them to educationally-based products. 2. We’ll use the wrestling room for the vendor lounge. It is large and impersonal, but has its own bathroom, is out of public view yet right across the hall from the gym, and we can bring in chairs, etc.

__Presenter Gift Bags:__ 1. Pearson gave us 500 nice canvas bags, so we have enough for next time too. 2. Contents: water
 * 2 GB flash drive with SUECON logo
 * white tee shirt with SUECON logo
 * orange wristband with SUECON logo
 * possibly See’s candy

__Attendee Bags:__ program, orange wristband with SUECON logo, a pencil, possibly a pen

__Scheduling for Committee__: 1. Monday, Cody will move SUECON equipment from tech office to supply room/staging area at DHHS 2. Thursday: (district box truck has been reserved for the weekend) 2. Friday: 3. Saturday:
 * Tammy will buy food at Costco and deliver to the venue
 * We all need to be at DHHS commons from 4 to 6 or 7 p.m. to stuff bags, etc.
 * o student volunteers will help but not paid lab aides
 * o Food served (pizza from Hungry Howie’s)
 * School gets out at 11:45 a.m. Students will be asked to get out of the building as quickly as possible.
 * All of us should arrive by noon or preferably earlier to help
 * 12:30 door open to attendees, until then line up outside door, they may to vendor hall while they wait for the assembly to start at 2:30.
 * Committee arrives at 6:30 a.m.
 * Doors open to attendees and presenters at 7 a.m.
 * Vendors are asked to be in their booths by 7 a.m.
 * Afterwards, all are expected to stay to clean up, probably about an extra 1-2 hours.
 * Partitions must be repacked carefully because they have a certain way they fit in their boxes.
 * For those who need to stay late packing up, food will be brought in for about 20 from Dickey’s BBQ

__Room Scheduling__: 1. Jane would like to walk the building with Ian to help make some of the decisions about room assignments. 2. Jane will layout the room schedule on charts, while Charlie inputs the data at sched.org. It may have been easier to use their templates this year, that we didn’t notice last year.

__Assignments (some are leftover from last meeting)__:
 * Charlie will ask Google to submit their presentations.
 * Charlie will contact Iron County to see if they will bring more in.
 * Charlie is waiting to hear back from PALS about a non-profit table in commons area.

__Future Meetings:__ Monday October 15, and Monday October 22nd if needed. (Last year we did not need to meet the same week.)