Minutes+for+Meeting+20110926

//(Minutes for thirteenth meeting) //
 * SUECON Planning Committee **

__This meeting __: Wednesday, September 26, 2011, 11:30 a.m. to 12:15 p.m., Woodward Building.

__Attending __: Charice, Charlie, Cody, Cory, Dale, Jane, Jeanette, Kathy, Kerry, Lynn, Michelle, Summer, Randy, Robert, Tammy, Tony C., Tony R.

__Registration __:
 * We have 385 people signed up plus 100 presenters, some of which are vendors. (20-30 are from Iron County.)
 * Cody will send a reminder email out this week to “all” within the district to remind people that the online registration is closing, which ends the free entry for WCSD employees.
 * UCET had 1100 attendees plus presenters and vendors to total between 1200 and 1300.
 * UCET’s walk-ins are about 10% of total, so we might expect an additional 40-50 people. For walk-ins Dale will prepare badges with the SUECON logo but no names.
 * Walk-ins will go through the same alphabetical lines as those who signed up online. There will not be a separate table for walk-ins.
 * Ken will take Michelle’s place at the registration desk both days, but Michelle will help in other ways on Friday.
 * The registration desks do not need to be fully manned all day both days. After the first three hours, we will take turns covering one another so someone is always there.
 * Dale will be using “Square” to process the credit cards that are used for payments for walk-ins. If we need three, Kathy, Tony, and Cody all have them. Square can be used on iPads.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Packets for Attendees: __
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Scott is following up to get the 800 bags. Dale will followup with UEN for 700 pens.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Cody is the one collecting papers for the packets. It is hard to judge how many we will need until online registration. There could be a last minute rush for signing up. At this time we estimate 600 packets. Cody will be able to give us a better idea next meeting.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Dale printed only 450 SUU inserts, so he may want to print more.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Tuacahn has asked to put a paper inside advertising their plays.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Presenters __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Jane will send the presenters email suggesting that they bring their own laptops but can check one out from us if they would prefer, reminding them to bring their VGA cable if they have a Mac.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">There will be laptops to check out at the presenter check-in table, and Jane will keep a checklist there to write down inventory numbers, etc.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Keynote Speakers __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Kathy has the description of Milton Chin’s one-hour breakout session. Randy and Jane would like copies of it.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Chin can have a table displaying his books, but we will not provide volunteers to help at the tables. Each author is responsible for selling his own books.

__<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;">One of the vendors is bringing five portable Promethean IWB that can be moved around as needed.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Only one box has arrived so far at DHHS, but more materials are expected to arrive over the next couple weeks.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Tech issues __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">For the next meeting, Cody will make a list of who should carry radios.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We are not concerned about power cords; we have plenty.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Facilities __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Tony R. has had trouble gathering up enough tables. Nearby schools say they just don’t have them to lend. The tables in the DO board room are too short (6 foot) and more narrow. Our best option seems to be renting them from Forevermore Events. 23 tables (8 foot) delivered to the door at 4 p.m. on Wednesday and picked up when we are done. Cost about $400. Tony will need volunteers to help move the tables inside and set them up.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">The custodian will be the one to take care of the trash.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Food __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Lunch will be served from 11 a.m. to 1:20 both days. Our lunches came from Paradise Bakery and Cafe, and they were very good. With fruit salad instead of pasta, they are only $7.99 instead of $8.99.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Tammy said during off-hours she can give up one of her kitchen volunteers.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Our food bill will be around $14,432. Two breakfasts, two lunches, snacks, water and soda pop. (This does not include pizza for the workers on Wednesday night.)
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We expect to feed 40-60 people pizza Wednesday night. It will be for volunteers and district employees, not vendors. (Note that sometimes vendors pay for those types of meals for conferences.)
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We are not concerned about Durango’s. They have catered for 1100 people. Paradise just opened in St. George but we believe that they have the policies in place that will feed our group. Up north the manager has catered to 2000.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Durango’s will take a purchase order, but Paradise would like a credit card. That is possible, but must have preapproval from Brent Bills if it is over $1000. Durango’s will be about $4800 for 600 people.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Breakfast: milk, juice, granola, danish, string cheese, coffee until it runs out. (5 gallons a day)
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Snacks: chips, cookies, candy bars. We will divide them so we don’t use them up all in one day. When Thursday’s allotment is gone, people can go without, then we’ll have a good batch again on Friday.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Awarding Prizes __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">At the end of the keynote the first day, at 3:30 p.m. we will be giving out one iPad. It will be easy, since every badge will already have one of the red tickets in the back of their badge.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">If people leave their red tickets will friends for the drawing, each person can only claim one prize regardless of how many of his tickets are drawn. He is entitled to only one prize, since people were required to be in attendance to win.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">If there are extra teeshirts, they will be added to our prizes to be given away Friday afternoon.

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Volunteers __<span style="font-family: Calibri,sans-serif; font-size: 12pt;">:
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Jeanette will add to her list of chores for volunteers having someone monitor the area around the Mac lab in the outside building. Also the registration desk can use a runner.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Jeanette has made up a nice spreadsheet to help make assignments, since not every volunteer can stay all day.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Some of the door greeters can become hall monitors after the masses are done arriving.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Someone can use clickers Friday to count the number of people attending the keynote, so we can get a lunch count into the supplier.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">We need a written instruction list for volunteers in the hallways.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">At 4 p.m. Wednesday, Tony will need volunteers to help move the tables inside and set them up.
 * <span style="font-family: Calibri,sans-serif; font-size: 12pt;">Friday afternoon, do we need to ask any of the volunteers to stay for take-down?

__<span style="font-family: Calibri,sans-serif; font-size: 12pt;">Next meeting __<span style="font-family: Calibri,sans-serif; font-size: 12pt;"> will be October 3 with no lunch provided. Then last meeting will be October 10 from 11:30 a.m to noon at the Woodward Building, room 101.