Minutes+for+Meeting+20110911

SUECON Planning Committee

__This meeting__ : Wednesday, September 7, 2011, 9:00 a.m. to 12:15 p.m., DHHS Library conference room.

__Attending__ : Charlie, Cody, Jane, Lynn, Summer, Randy.

__Registration__ :
 * We have 221 people signed up so far.
 * WCSD employees will be free if they sign up by October 1st. Then the free registration will be pulled from the SUECON website, and the rest must then pay the $30 fee.

__Call for Presenters:__
 * We have about 72 presenters.
 * Jane has let most of the presenters know that they are accepted, so that they can firm up their calendars. Most have sent return emails to confirm their attendance.

<span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; vertical-align: baseline;">__Keynote Speakers__ <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">:
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Jamie will be on Thursday, and Milton Chen on Friday.
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Each will give a one-hour breakout session. We are giving them a one hour break between the keynote and the session.
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Tony R. is the stage manager, so he will be in charge of letting the keynote know how much time they have left. He can put the minutes on an iPad and hold it up to signal “ten minutes left” then “five minutes left.”

<span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; vertical-align: baseline;">__Tech issues__ <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">:
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Does the MAC lab already have Pages installed? (John Kelly requested this, but if we don’t have it installed, it could cost $60 per computer.)
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Every classroom has a projector, but all teachers in the school have laptops so there will be <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; vertical-align: baseline;">__no teacher PCs__ <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;"> in the rooms. All presenters in classrooms must have their own laptops. Is the same true in the theaters? Do computer labs already have a computer connected to their projector?
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Lynn thinks all computers in the school already have generic logons, but Cody will check with Ian to be sure they have a generic domain or if one needs to be set up.
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Angie Benson may need a portable SmartBoard. (Note that all math rooms have SmartBoards.) Did we put her in a math room?
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Who will go through the audio/visual requirements that were requested by the presenters in their applications to make sure their needs are going to be met?

<span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; vertical-align: baseline;">__Facilities__ <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">: DHHS
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Lynn provided us with building maps so we could schedule the rooms. There are twenty different labs in DHHS, so we had plenty of time slots when we scheduled presentations in labs. We scheduled classrooms on the main floor for presentations not needing labs, scheduled labs mostly on the second floor, and clustered the promotional people in rooms near each other on the second floor. (Promotional groups are AWI, Chariot Group, Lightspeed, and UEN.)
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Lecture hall A is smaller and fancier with a stage. Lecture hall B is more like a college lecture hall.
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">The faculty lounge will be used by presenters for their relaxation and refreshment.
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">A room is provided for vendors to also relax. It is the sewing room on the main floor and not very far from their vendor areas.
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Cody will talk with Alan, the custodians, to see if he can get help with the two banners that need to be hung high during his daytime schedule, or if we need to hire a person for an extra hour Wednesday afternoon.

<span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; vertical-align: baseline;">__Scheduling Presentation Times:__
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">7:30 registration
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">8:30 housekeeping and keynote speaker
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">9:40 first session
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">10:50 second session
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">(lunch served from 10:50 to 1:10 while classes contine to be in session)
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">12:00 third session
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">1:10 fourth session
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">2:20 fifth session
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">3:30 quit time on Thursday, but time for prizes on Friday

<span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; vertical-align: baseline;">__SUU Credit__ <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">:
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">We are offering ten hours of sessions plus two hours of keynote speakers. For credit, attendees must attend 12 hours of sessions which can include two hours of opening keynote speeches and an hour of vendor time (validated on punch cards).

<span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; vertical-align: baseline;">__Attendance__ <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">:
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Charlie will buy clickers for us to check in people as we hand out badges for a lunch count. Dale will do it for attendees. Jane will do it for presenters. Scott Nowling, our vendor liaison, will do it for vendors.
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">We could have a sign-in form in every classroom to be able to judge interest levels for next year. It might also help in verifying attendance for credit.

<span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; vertical-align: baseline;">__Program__ <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">:
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">The program is already 30 pages long without putting bios in for the presenters. We could post these at the SUECON website.

<span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; vertical-align: baseline;">__Volunteers__ <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">:
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Jeanette has received the list of student volunteers. There will be seven each day: Wednesday after school, all day Thursday, and all day Friday. They will receive tee-shirts, snacks, free lunch, and “service hours.”
 * <span style="background-color: transparent; color: #000000; font-family: Verdana; font-size: 10pt; text-decoration: none; vertical-align: baseline;"><span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">Jane and Jeanette need to talk about having a meeting for volunteers each morning to be sure they are all on the same page.

<span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; vertical-align: baseline;">__Next meeting__ <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;">: The entire committee will meet on Monday, September 12th <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; vertical-align: baseline;">__at DHHS__ <span style="background-color: transparent; color: #000000; font-family: Calibri; font-size: 12pt; text-decoration: none; vertical-align: baseline;"> from 11:30 a.m. to noon in the auditorium with no lunch provided. (Note that September 12th is an early-out day for PLCs.) Then future meetings will be September 19, September 26, October 3, October 10 from 11:30 a.m to noon at the Woodward Building, room 101, unless otherwise noted.