M20121015


 * SUECON Planning Committee**
 * (10-15-12) Minutes**

__**Date & Place of Meeting:**__ Monday, October 15th, 2012, Woodward Building, 11:30 to 12:30.

__**Those Attending**__: Charlie, Cody, Dale, Ian, Jane, Jeanette, Jim, Kathy, Kerry, Michelle, Randy, Scott, Summer, Tammy, Terri, Tony C., Tony R., Tyler.

__**Communications:**__ 1. We can call Cody if we have questions at 767-1210. 2. Many of us will have handheld radios at the venue. Check them out from the front desk. Cody will number them with a silver marker to distinguish from others, so they are easier to track down if not returned promptly.

__**Scanners for Attendance:**__ 1. We have three scanners and that could be enough. 2. In case we might find out too late that three is not enough, Dixie Middle School has ten more, and Charlie thinks we should borrow them and have on hand 3. Attendees will not need to show photo ID at check-in, since it would slow us down too much. 4. Even though lunch tickets were printed, we are not using them. We get our numbers from name scanned in Saturday morning before 9 a.m.

__**Food:**__ 1. Lunches will arrive in two batches, at 10:30 and 11:45. 2. Kitchen will close down by 3 p.m. 3. Charlie is bringing 20 gallon of coffee. 4. Besides the other meals already outlined, Tammy will have food from Paradise Café for about twenty - the committee and the custodian - about noon on Friday.

__**Parking:**__ 1. Cody has made a map that he will send out to attendees with a link in email. 2. Student volunteers cannot be allowed to help direct traffic in the parking lots, due to risk management issues. None should be needed anyway.

__**Volunteers:**__ 1. All volunteers have badges, even students. 2. Because of the price break, Cody got all of us on the committee a new logo tee-shirt.

__**Committee Members:**__ 1. Checking in: It is not necessary for us to scan in on Friday, but it is important on Saturday before 9 a.m. to get a lunch count. 2. Showing up. • Thursday, you are needed from about 4 to 6 or 7 p.m. • Friday, try to come by 10 a.m., 9 if possible, but definitely no later than 12:30 when doors open. • Saturday, all there by 6:30 a.m. 3. Michelle may be alone at the SUU table. 4. Kathy will help people at the kiosks to figure out which email address they might need to use, etc. 5. Tammy will find out how the full-time employees do at job transfer at the clock for Kronos at 4 p.m.

__**SUU Credit:**__ 1. Charlie has not heard back yet from SUU about credit. For his classes, he works directly with SUU rather than going through Ramona. 2. SUU registration forms will be put in the attendee bags. 3. Michelle may be alone at the SUU table accepting their applications for credit late afternoon on Saturday.

__**Badges:**__ 1. There have been 247 badges printed by attendees. 2. Cody gave Jane badges for the presenters.

__**Registration – online and on-site:**__ 1. 822 registered attendees.

__**Assemblies:**__ 1. Max had to cancel, so Charlie will say a few words on Friday. 2. Charlie will be sure to tell Jaime to quit right at 9 a.m. Saturday because even then, we will be throwing the schedule off, at least for the first set of presenters.

__**Transition Times:**__ 1. Tammy will announce over PA system this year, and/or Cody will have a chime that he will explain during housekeeping.

__**Presentation Changes:**__ 1. Jane said there were several dropouts at the last minute last year due to health and family problems, so we can expect to receive them over the next ten days. One fellow dropped out today with four presentations. 2. There is an area in our online sched.org program that allows for “changes,” so we will put those in. People will be able to see the changes from their laptops and mobile devices, and the changes will be projected on a screen in the commons area for people to look at during the conference 3. Jane needs to remember to keep withdrawals in mind when making the schedule to go on each door. 3

__**Attendee Bags:**__ 1. There is not much going in them, even though vendors were told to get papers to us early. People will be picking up what they are interested in at the exhibit hall and will put them in their own bags. 2. Orange bracelets, AWI brochures, program, pencil, lanyard, and badge holder.

__**Presenter Gift Bags:**__ 1. Everything has arrived except for tee-shirts. When received, Kathy will set things out in the district office and have people help put them in the bags. 2. Jane will have their badges separate for check-in purposes, but it might be easier to have lanyards in the bags.

__**Vendors/Sponsors:**__ 1. Signups: We have filled our 36 booths and now have a waiting list! 2. Cody is working with Charice to get vendor stamps. If we don’t get them, we could borrow from a teacher or Michelle has some that might work but they are not selfinking. We need 36 different images.

__**Venue Concerns:**__ 1. Saturday clean-up. We must follow instructions very carefully packing things up and folding up tablecloths, or they won’t all fit for long-term storage.

__**Prizes:**__ 1. At the end of the keynote speech, Jaime will hit a space bar which will choose a name for someone to win a Nexus. 2. Jim will program the randomizer of people who scanned in Saturday a.m. 3. Winner must be present to win.

__**Future SUECON:**__ 1. Next one will be October 2014, but it will be up to the new organizers after that as to whether the conference will be annual or biannual. 2. Changes in reorganization. The present committee came mostly from the tech office and district office, and did mostly the same jobs two years in a row. But there have been many teachers who have asked to be a part of the committee, so: • volunteers will be allowed to take over planning with just enough experienced people to help maintain the vision and integrity of the conference. • the meetings will need to be held after school, probably 4 p.m. • The next conference in 2015 or 2016 will be led by an elected board rather than a group of volunteers. This is the way that UCET works and they have very large and successful conferences, so it can be done. We have gathered the materials, set up the processes, and have kept records to be referred to.

__**Future Meetings for this conference:**__ Not needed.