[Plan21] Notes from 10.26.21 lessons learned

[Jim Barbour]

Attendees:
Jim
Robert
Tiffany
Christina
Alison
Veronica
Bobbi
Rachel
Cheryl
Brian
Cricket
Tim

1.  Auction Baskets

emails got lost between formstack and Brian.

Can auctions go live before convention?

It is important that we get contact information (name, address, email, phone) before people bid, so we can efficiently send out baskets

Accounts are a good way to collect this information.  This is why one needs an account before they can bid.

We leverage the information we get from registrants to automatically create accounts.

There is a unmet expectation that everyone who registers will have an account.  gaps between when someone registers and when the account gets created is causing a lot of confusion.

Manual registration should be easy and work reliably.

Automate account harvesting from formstack can assist with smaller gaps between registration and account creation.

Chapters should upload their own basket, eliminating an intermediary.

More opportunities for live actions.  Hard to do with limited time
	
Separate out live and online auctions either by basket value or at random.

Our auction Proceeds this year exceeded by many times last year.

2.  Door prizes and phone system both went very well.

    We should have a help number in future years.

3. Late agenda caused many problems.

   Consensus that a bare bones agenda early is better than nothing.

   High membership demand

   Really difficult for logistics committee

   This is less about knowing who will give a particular presentation
   or panel and more about managing changes to timings and structure of
   the agenda.  Examples from 2021 include...
   
   Board meeting got changed
   Spanish got added
   Deaf blind and D & I got changed
   Breakout sessions were not settled.

   Tim correctly points out that agendas change  at the last minute. Having them online just means we can more easily correct the agendas.

4. We need more people to help out.

5. We should have more members presenting at convention.

6.  We should start earlier on Sunday morning.  Strong consensus that we should start with voting and resolutions, followed by presidential report, treasurers report, etc.  The chair, writer of these notes, is not in agreement :)

7.   Voting on resolutions, motions, and nominations takes too long.
 
    * 2 minutes for vote casting is too long
    * Take temperature of the room by first asking for no votes on a resolution.
    * No more authors speaking on their resolutions on Sunday morning.

8.  Cheryl is not receiving enough information about vendor payments. Need to work on this.

9.  If we do a hybrid next year, we need more people.

    We will need people with specific skills...
    * People who can do wordpress
    * People who can do Zoom
    * People who enjoy working with rookies for Rookie Roundup
    etc.

    The chair needs to be very clear that members should be recruiting people to help members with their part of planning.

    The chair also needs to make lots of space to welcome members letting the chair know that have taken on too much.

10. The committee should start earlier

    Tim should create a standing logistics committee.

    We should create a calendar of key events needed for setting up state convention

      Contract with hotel
      Logistics committee starts meeting
      Basic agenda done
      Full agenda done
      speaker solicitations
      registration opens
      sponsors recruitment
      vendors recruitment
      brainstorm for more