[Plan21] Notes from 7/20 convention planning meeting

[Jim Barbour]

See you all tomorrow at 7.  Please double check action items below.

See zoom link and dial-in info below.

Jim

https://zoom.us/j/97914374627?pwd=aVAyV01mQlJ6VEhiTGVON1dYTXE2UT09

+16699006833,,97914374627#


On Tue, Jul 20, 2021 at 10:58:09PM -0700, Jim Barbour wrote:
> ATTENDEES
> ---------
> Jim
> Tiffany
> Robert
> Christina
> Rachel
> Cheryl
> 
> Our next meeting is August 3rd at 7:00 PM
> 
> https://zoom.us/j/97914374627?pwd=aVAyV01mQlJ6VEhiTGVON1dYTXE2UT09
> 
> +16699006833,,97914374627#
> 
> ACTION ITEMS
> ------ -----
> 
> NOTE: There are action items here that were not discussed on the 20th.  They were from earlier meetings.
> 
> Jim needs to contact Liz Campos to see if she's willing to organize/host North/South Trivia night
> 
> Jim needs to modify the Vendor/exhibitor solicitation letter for 2021
> 
> Jim will Circulate to the logistics committee a list of last year's breakout session topics for consideration.
> 
> Jim will look at last year's voting document to make sure it says a time limit for voting.  No shorter than 2 minutes. 
> 
> Jim checks with LM to see if she wants to do fitness breaks again.
> 
> Tiffany and Bobbi work on updating scholarship form.
> 
> Tiffany will modify the vendor signup form to request entire zoom invite email.
> 
> Tiffany will begin Soliciting door prizes at August and September chapter presidents call and via email.
> 
> Rachel and Tiffany are organizing which zoom coordinator will run which meeting
> 
> Rachel will ask Jeanette if she'll organize a Parents Seminar
> 
> Rachel is going to check with the national office and with Captioners (Natalie) to find out how we handled sessions running over at national convention
> 
> Rachel and Christina are starting the talent show committee
> 
> Christina will reach out to Tim about W9
> 
> Cheryl will get started on a "Why come to convention" pitch to send to everyone before registration closes
> 
> Everyone should brainstorm "Can we recognize new convention goers somehow?"
> 
> Notes and Decisions
> -------------------
> The committee decided we want to handle voting the same this year as last year.
> 
> On the agenda, we should add an hour to the resolutions committee meeting
> 
> How do we want to decide topics for Breakout Sessions?
> 
> The zoom coordinator for each breakout room needs to know who is presenting and contact information.
> 
> Need to ask Juanita if there's a reorganizing meeting for at large spanish group
> 
> Baskets: Michael, Robert, and Brian are weorking on this.
> 
> A/V Committee: Tiffany and Robert have joined the A/V committee as whip crackers to make sure that Jim and Brian get everything posted within 48 hours after the close of convention.
> 
> The A/V committee needs to spend some time talking about transition to a platform that is more mobile friendly and can be maintained by people other than Jim and Brian.
> 
>     For YouTube:
>        Google Account
>        What about YouTube Storage? 
>        Reach out to National to see how they work.
>        Audio Files Only
> 
> Do we want a voting document summary in the agenda?
> or
> Do we want to Carve out time in the agenda for Tim to outline how voting works.
> 
> Board meeting needs to include explaination of voting process.
> 
> Practice voting at rookie roundup, board meeting, and general session
> 
> Spanish translation zoom room.  Need to advertise spanish translation more.
> 
> Rookie Roundup: Monday before convention (10/18)
> 
> Zoom Training: Rachel and Tiffany
> 
> Hospitality Suite: Ali and volunteers
> 
> Help Desk: Ali
> 
> A/V Plan for a mixer this year that Tim controls
> 
> Timekeepers beyond Tim?
> 
> Make Sure that we are very clear with Zoom room owners things we want recorded.
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