[Plan21] Notes from 7/20 convention planning meeting

[Jim Barbour]

ATTENDEES
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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
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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
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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.