[Plan21] Notes From 8/17 convention planning meeting

Fri Aug 20 11:10:17 PDT 2021

Hello everyone,
I just got back in town on yesterday.
I reviewed the Exhibitor Letter an Application, I am ok with it.
I know that Christina is waiting to hear from Michelle about the W9
form and I would like to see it attached to the Exhibitors Letter and
Application before sending it out.
When Tiffany completes modifying the vendors sign up form to request
entire zoom invite email and take out the links and one touch fields
and just have one large text field, I am ready to get started sending
out the information.
 Can I be notified when the Exhibitors have paid to participate.
I am working on the quote,  Why I come to convention will be
contacting some members today to participate in this.
My contact list for vendors is ready.

Cheryl Thurston

On 8/19/21, Jim Barbour <jbar at barcore.com> wrote:
> The accountability worked really well folks!  Here are the notes.
>
> ATTENDEES
> ---------
> Jim
> Tiffany
> Robert
> Ali
> Christina
> Brian
> Bobbi
> Veronica
> Rachel
>
> Our next meeting is August 31th at 7:00 PM.  We will then switch to a weekly
> meeting starting September 7th.  Skipping September 14th and October 12th.
>
> https://zoom.us/j/97914374627?pwd=aVAyV01mQlJ6VEhiTGVON1dYTXE2UT09
>
> +16699006833,,97914374627#
>
> ACTION ITEMS
> ------ -----
> Jim needs to call Cheryl and touch base about vendor form and outreach
> letter.
>
> Jim will coordinate with Ross about zoom accounts.
>
> Tiffany and Rachel and Bobbi to investigate doorprizes for newbies, may work
> may not.
>
> Tiffany was going to send out registration email
>     DONE: Delayed because Tim wanted more testing.  Should happen tonight.
>
> Tiffany will modify the vendor signup form to request entire zoom invite
> email.
>     Tiffany will take out link and one-touch fields and just have one large
> text field.  Mostly done already.
>
> Tiffany will begin Soliciting door prizes at August and September chapter
> presidents call and via email.
>      Ongoing
>
> Rachel and Tiffany are organizing which zoom coordinator will run which
> meeting
>
> Bobbi is going to begin advertising scholarship application.
>
> Rachel and Bobbi - Rookie Roundup. Need ideas.  Recognizing new attendees
> Special doorprizes for newcomers
>
> Rachel is recruiting volunteers for Newcomer Welcoming committee.  Start
> calling at the beginning of October
>
> Rachel and Christina are starting the talent show committee
>
> Christina is Waiting to hear from Michelle about w9 form.
>
> Cheryl will get started on a "Why come to convention" pitch to send to
> everyone before registration closes
>
> Veronica is responsible for Spanish Speaking stuff.
>
> Thinking of starting a mentoring program for first timers.  Need to find
> someone to help run it.
>
> Ali is collecting volunteers for suite.  Changed the time from 7:30 AM to
> 8:00 AM.
>      Going well.  Just filled the last slot.
>
> Brian is looking for a letter of instructions for baskets
> 	I believe this is done.  Brian, can you confirm?
>
> Brian Buhrow can set up a helpdesk phone number.
>      Brian is working on that.
>
> Brian is working on writing html to get recordings up.
>
> -----------------
> Questions for Tim
> -----------------
> Theme ---> On his radar
> Agenda content  --> Last year's agenda with a few tweaks.  In Tim's Court
> Breakout topics --> fewer breakout topics that are new.
> Remove breakout session I (Friday)? Make talent show earlier.
>     Talent show will start at 7:30.  Tim still deciding about no breakouts
> on Friday.
>
> -------------------
> Notes and Decisions
> -------------------
> Jim needs to contact Liz Campos to see if she's willing to organize/host
> North/South Trivia night
> 	DONE: Liz is in!
>
> Christina modified the Vendor/exhibitor solicitation letter for 2021, taking
> this off of Jim's plate.
>
> Jim Circulated to the logistics committee a list of last year's breakout
> session topics for consideration.
>
> Tiffany and Bobbi work on updating scholarship form.
>     Tiffany has altered the dates for this year.
>     Christina updated the scholarship page to host the new form.
>
> Chrstina Changed 60 seconds to 2 minutes (#5 under voting) in voting
> document.
>
> Jim checked with LM to see if she wants to do fitness breaks again.  She
> does.
>
> The at large Spanish speakers group will not having another organizing
> meeting
>
> 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
>     Fridays at 5 through September.
>
> 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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