Minutes from 04/23/2010
Summit Planning Meeting 4/23/2010
Caleb, Emily F., Emily P. Loree (minutes), Dale on the phone
Action items:
All – get handouts from speakers to Caleb/Emily for copying one week before Summit
All – get slides from speakers to give to videographers
All – ask speakers to make sure and get their contracts and release forms to Emily P.
EF – find first Lightning Talker, Bingo cards, announcements about registration closing and social events, update evaluation, playlist, bring I-pod!
LH – compile Gems slides, Bingo cards, find out about dinner with Vanessa
EP – Check out electrical in the theatre, get last year’s evaluation form to Emily F, schedule packet party
CTR – buy Vanessa’s book as prizes, patron comment slides
DV – what I’ll do on Monday form
? – Certificates for free registration bingo prizes, copies of Bingo/what I’ll do card, photocopies of handouts
General: Registration is at 91, maximum is 123.
We need 5 more lightning talks if possible.
If speakers want handouts copied, we need them one week in advance.
Sessions: Gems – Loree will try to get all slides in advance to combine into one ppt file. Kthanx – in good shape. Karen, Dale and Bob are both all set too.
AV: Final contract with Edgefield includes AV and food.
Caleb asked about the electrical in theater – Emily P will check it out, we’re using their projector in that room.
Sound - we have 1 standard + 3 wireless mics and a 6 channel mixer.
Bingo prizes – free registration, need certificates, Caleb will get as many of Vanessa’s book as possible
Videographers: Dale has arranged for 3 student videographers for sure, a 4th is in the works. He has travel all arranged. They’ll want to have one camera shooting each speaker and another shoot the projection screen. Caleb asked if we could give them the slides and have them sync up slides with presentations in a split screen format. Dale will find out. The videographers will need copies of all slides asap after the Summit. They should have footage back to us in one week.
They’ll be recording sound off of the mixer, so we’ll need to have questions from the audience either repeated or spoken through a mic. We’ll need a mic at the end of the day for the wrap up for folks to walk up to and give their “what I’ll do on Monday” ideas.
For Lightning Talks, videographers will focus on the speakers.
They’re bringing lights for both rooms.
Videographers should be able to check out the spaces the night before, but if not, will do so early the day of the event. Same with the sound people. The sound person is arriving at 8:30am on Friday. Emily will find out if they’re coming earlier if coming the day of and find a way for the sound people to meet the videographers.
When there are 2 sessions going on in Blackberry, sound will not be amplified or it will be bleed over across sessions.
Videographers will set up to catch attendees as they leave to get footage for future trailer for the Summit (next year, maybe make it so that it can be used for other years too?). The trailer will also feature scenes from the Summit. (Are we inviting attendees to submit their own video from the Summit to be included too? LH). They should have the trailer completed by the end of their term (1st week in June).
Gifts: Loree and Emily F will work on Bingo cards. We’ll print the “what I’ll do on Monday” notes sheet on the back of the cards. Cards will be on cardstock.
Social events: attendees indicated interest on their registration forms.
Thursday - drinks at the Edgefield pool hall
Friday - drinks at the Edgefield Power Station
Loree is still waiting to hear back about dinner with Vanessa Fox on Thursday.
Evaluations: Emily F will update the evaluation form from last year. Emily P will get last year’s to her.
Packets building: We will schedule a “packet party” to put together the packets , which will included a schedule, a map, bingo/what I’ll do on Monday, speaker bios, evaluation, and badge.
Wrap up meeting will be May 21st.
Summit Schedule of Events:
9am Intro, What I’ll do on Monday, Bingo explanation, Lightning Talk intro – Caleb
9:15am Lightning Talks – we need mic wranglers and someone to time
Keynote – Caleb will introduce Vanessa
Break
Kthanks – Caleb intro
Lunch – describe concurrent sessions
Concurrent sessions:
1:45
Intentional Reference – DV (blackberry)
Gems - LH (theater)
2:45
Bob – EF (blackberry - rear)
Laura – EP (blackberry - front)
How far would you go - CTR (theater)
Wrap up – Caleb. Ask people to share what they wrote down as things they’ll do on Monday. Anyone can speak. We’ll invite Vanessa to give her thoughts (3 minutes or so only). We want a mic that people can walk up to for this (so sound gets recorded).
Playlist: Emily Ford is taking suggestions. Some came from her Facebook post, including some original music. Suggestions were for less vocal, more instrumental, perhaps Latin
Comments from patrons – Caleb will make comment slides to have running while people are registering and gathering. At lunch too?