[Plan21] Notes From 8/17 convention planning meeting

Tue Aug 31 09:51:54 PDT 2021

Reminder that we're meeting tonight.  Looking forward to seeing y'all there.

JIm

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

On Thu, Aug 19, 2021 at 11:52:37AM -0700, Jim Barbour 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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