April 9, 2009 minutes

Kari, Emily, Mary (by phone)

Kari will be leaving MCL to join PSU, a happy/sad moment for us. She’ll be busy learning her new job for a few weeks and hopes to be at the Summit.

Caleb’s daughter is lovely and he looks very happy.

Lightning Talks responsibilities will fall to Mary. Currently have 8 (9 including Caleb) signed up. Mary will work on getting video releases from all or make sure those who don’t want to be, aren’t filmed. If we don’t get more speakers, we can give each person a minute or two more time. We'll need a laptop and projector.

Schools Panel: Emily wants to get a list of the questions they’ll be discussing. We don’t know yet if there will be a teen on the panel. Getting video releases took time. Emily recommends we all get ours done. She posted a doc on google for us to keep track of what’s done and not done. We can all edit it. There need be no bios for the Lightning speakers, nor are fees waived.

Food & Place: One special chair was requested and reserved. Two vegan diets are requested. Emily will notify McMenamins by May 4 of the special requests and total number of people. Breakfast will be coffee, breads, bagels, fruit, no fruit juices. Lunch will be the deli platter. Break will be cookies and pretzels and soda ($2 per can taken). We think there is a photocopier.

59 registrants so far. May make 80--our goal. Caleb is checking with the State Library on whether LSTA funds can cover mileage for travelers to attend. Next year, Emily would like to see if LSTA funds could help students or parttime staff attend.

Emily will check with Caleb & Sherry on which of their speakers wants to be paid.

There will be 5 afternoon discussion sessions at 3:30. The field trip will help determine where these groups will meet. Eva Miller, Schools, Marketing, Tech Panel, and Miscellaneous (rather than lightning talks).

Emily will send out a reminder that the deadline for registering is May 1st.

If we need something at the event, ask the caterers. Wireless is the only Internet access. They will provide two in-focus, screens and amplification. We need to find a video recorder. Emily will ask Caleb.

We need to schedule a packet organizing day for Portland area Team members, about 1 week beforehand.

We need to make badges with names and institutions. Emily and Caleb will discuss and may check with Don Bradley at MCL. If not, Mary might be able to do the formatting/printing.

McMenamins is reserved from 8 am. Summit Team will arrive around 8. Volunteer registrants arrive @ 8:15. We need 3 people and about 12 have offered, so Emily will email them all a week before and enlist the first 3 who reply.