M20121008

SUECON Planning Committee (10-8-12) Minutes

Date & Place of Meeting: Monday, October 8th, 2012, Woodward Building, 11:30 to 12:30.

Those Attending: Charlie, Cody, Dale, Ian, Jane, Jeanette, Jim, Kathy, Ken, Kerry, Michelle, Ramona, Randy, Scott, Tammy, Tony C., Tony R., Tyler, Charice by teleconferencing.

Conference Schedule and Details: Everyone call access from all computers and mobile devices at m.suecon.org.

Registration – online and on-site: 1. 821 registered online before we shut that down. We will be adding school board. 2. We are telling people that they CANNOT show up and register the day of the conference. Some will not get the message, however, so they will be asked to stand aside until we see if we meet our firecode limits. 3. Jim Black will be in charge of walk-in’s and charge them $35 if out of district, $15 if in. 4. We have told people that photo ID is a must, but we won’t ask them for it. 5. If someone double scans, it won’t matter because the scans are counted by name, not number. Somehow duplicates will be recognized. 6. Jim and Cody did a mock test at DMS with 45 students going through three times each. They were able to check in 135 attendees in 9 minutes!!! (That would be 54 minutes for 810 attendees.) There will be 7 laptops for line A, 7 laptops for line A, 6 laptops for line A, and D will be Ramona’s express lane. This is where Jim will do troubleshooting.

Badges: 1. Cody was going to have Jane send email to presenters telling them how to print their own badges at home, but Charlie offered admin rights to Jim to sched so Jim could get the list and print them out instead. 2. The badges could be printed from the presenter application spreadsheet if Jane reported withdrawals, OR they could be printed from sched presenter list if Jane provided list of co-presenters would be helping but preferred not to be listed online or in the program.

Vendors/Sponsors: 1. Signups: We have room for 36, but have 1 more available. It looks could turn out to be Schoology 2. Venders cannot get into the exhibit hall to set up on Thursday. They can begin at 7:30 a.m. on Friday. Scott will be there all day from 7:30 a.m. until we go home about 6:30 p.m. 2 3. We will be using stamps again for visiting vendor booths. Cody will ask at the UCET meeting for access to those. Charice said they are in storage, so the person who has access needs to get it for someone to get to Cody.

Venue Concerns: 1. Students get out at 11:15 Friday, but lunch is served, and it can take them an hour to get out of the building. So we are not letting attendees in until 12:30. 2. For the sponsors using classrooms and desiring to set up early, Cody needs to know which rooms so that he can contact Rusty to let those teachers know there could be some activity there before the teachers might leave at 3 p.m. (The rooms where we have assigned sponsors to present are 108, 111, 207, 212, 217. The sponsors would probably like to set up between 11:30 and 12:30, so they can have their full force there at the booth while attendees mingle until the assembly starts at 2:30.) 3. We will not need signage from UCET. We have purchased our own that can be used year after year. 4. Jane asked about putting up door signs and signs on walls. Blue tape is best for painted doors but it will not stick to concrete walls. 5. Tony and Ian will be in charge of setting up the vendor lounge. So far it is a large empty room with a few foldup chairs and a bathroom. 6. The faculty/presenter lounge has lots of tables and chairs, but will only need the couches left in there. The tables are so heavy that they won’t take any more from that room than necessary, but last year they did take tables and maybe some chairs. 7. Wireless did not need a major overhaul. Kerry will test it this week. The whole campus will be suecon, but open to all with no password. Vendor area will have AP in the gym and 3 around there. There are 3 in the auditorium and 1 in the wrestling room/vendor lounge.

Presenters: 1. We have 261 presentations by 152 presenters and co-presenters (with four more copresenters that are spouses, not listed, and don’t need gift bags). 2. Charlie set up some more in sched: Jaime Casap and Mark Renne for Google, a panel discussion from Apple, and Steve Eves from LVI.

Bags: 1. Attendee bags will have their lanyards and badge holders inside. 2. The contents for presenter bags have been gathered and Kathy and Scott will put them together.

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