Minutes+for+Meeting+05-16-11

//(Minutes for seventh meeting) //
 * Conference Planning Committee **

__This meeting __: Monday, May 16, 2011, 11 a.m. to 12:30 p.m., Woodward Building, Room 101, with lunch provided through the Pastry Pub, Cedar City. 17 Attended: Charise, Charlie, Cody, Corey, Dale, Edy, Jack, Jane, Jeanette, Kathy, Kris, Lynn, Michelle, Randy, Robert, Tammy, Tony C.

__Next meeting __: Monday, June 13, 2011, 11 a.m. to 12 p.m., Woodward Building, Room 101, with lunch provided.

__Lunch __: Today’s meal was a preview sample from the Pastry Pub in Cedar City with turkey and ham sandwich on wheat bread, chips, and a cookie.

__Food Service at the conference: __
 * Thursday lunch will be Durango’s chicken salad for $5.75 because they cost only $5.75 and the rstaurant has proven themselves that they can deliver 800 meals on time.
 * Friday lunch will probably cost a couple dollars more in order to provide a sack lunch since some people may have to leave early and can eat it while they travel.
 * Breakfast will have milk and juice, but the snack times will provide only water which helps the lines move faster. If people want soda pop, let the schools benefit from having their pop machines used, but be sure that there is backup and that the machines will be restocked during the day.
 * Attendees will show badge to get lunch so that we don’t have strays coming in from the Huntsmen Senior Games.

__Changes to the SUECON Website __ - [|http://www.suecon.org].
 * There is a great video with Charlie Roberts and Summer giving an overview of the conference.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">There are maps that are flash-based so people can zoom in and out.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Under “venue” tab, Cody will add information about parking at the highschool.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">During the conference, attendees will be able to get information through Twitter.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Website is asking for sponsors for meals, tee-shirts, etc.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Registration __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">If a non-WCSD person attends only Friday, it will cost $15. Even if a person could attend only Thursday and not Friday, they would pay the entire $30 entry fee.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Online processing of funds: Instead of using UCET’s Express Bill, we have decided to set up our own system, so that it will be year-round and also the Media Center can use it to process their orders. Cody has found Zion Bank very good to work with.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Budget __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Charlie is still hoping that in the end the conference will pay for itself. So far the budget is “looking good.”
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Someone wondered if the local motels might give us a rebate if they got a large number of participants staying there.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Teacher Grants __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">If there is money leftover, UCET puts it toward teacher grants with the stipulation that the money be used for items purchased from the sponsors.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Charlie may provide three $1500 grants this year from his budget, so it can take place this year even if there were no funds leftover.

__<span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Keynote Speakers __<span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Jaime Casap, Google Education Evangelist, has confirmed and will speak on Thursday. He will do a breakout session.
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Milton Chen, co-author of //Education Nation: Six Leading Edges of Innovation in our Schools//, has confirmed for Friday. (He is on tour promoting the book and used to help produce television shows, //Sesame Street// and //3////-2-1 Contact//. CEO of Utopia, George Lucas’ Foundation.)

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">UELMA portion of conference __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">: Summer reports that the UELMA board is happy with the planning for the joint conference.

__<span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Call for Presenters Webpage __<span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">: http://www.suecon.org/index.php/presenters
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">There are a few who have applied, but no big push yet.
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Charlie did send it out to TCC, which is the committee of technology directors from districts around the state.
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Committee members are just now starting to send out the call to through networks.
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Charlie will be sending out an email to “ALL” that will tell teachers there is still some room in some of the summer technology courses, along with an invitation to sign up for the conference.
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">As a perk, presenters will be given automatic membership to UCET.

__<span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Advertising __<span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Within WCSD, Charlie plans to advertize heavily in August to get district teachers aware and interested in this conference. They need to understand what a great deal this is for them.
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Statewide: Our conference was advertised in the May 2011 UCET monthly newsletter.
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Statewide: It would be good to let teachers know who are attending the Core Acadamies.
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Regional: Preservice teachers from SUU and Dixie State College will be invited to attend, but will be expected to pay the $30 fee.
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Out of state: Do we want to advertise outside the state?

__<span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Program booklets: __
 * <span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Cover <span style="font-family: Calibri,sans-serif; font-size: 12pt;">will feature the red target poster for the basic artwork.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">The $99 package at sched.org will act like UCET’s process so the conference program can be printed from the online conference schedule.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">The deadline for receiving information can be one month before but mid-September must be a “hard” deadline.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Signage __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Cody had Rainbow Signs make a 4x14’ wide vinyl welcome banner for $130, and it looks great. It will go outside at the conference venue and can be used year after year. There may be a couple other smaller ones as well. Cody did the art work himself and took digital files over to the company.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Corey said that SEDC makes vinyl banners but they are only 3’ wide. They don’t make a profit so likely cheaper. We could use them for areas where the sponsors set up booths.

__<span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">Facilities __<span style="color: windowtext; font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Charlie has a layout for the auxilliary gym dividing the space into 36 booths that are 8x10’ booths. There are two other places we can put sponsor booths: in the foyer by the auxilliary gym and in the halls of the main building near the Commons area where food will be served.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We will be sharing the school campus with the Hunstman Senior Games, who will be using the main gym for volleyball. There is plenty of parking so that is not a concern, but we will be sharing the bathrooms and foyer of the building where the vendors will be.

__<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;">Charlie has talked to at least twelve vendors wanting to sponsor. They can also buy booths.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">UEN will want a booth.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Charlie will go to the entry area near the Commons and see how many sponsor booths they could put in. He thinks maybe ten. They will also look at the electrical outlets there in the halls and how well they will be able to secure cables for safety reasons. Part of our offer for a sponsor booth there would be a large banner.