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AANC-Con Organizing Committee Report. 2/4/07. Contents ( hyperlinked ). 2/4/07 Agenda Proposed 4/1/07 Agenda Open Action Items Conference Overview Subcommittee Membership & Deliverables. Agenda AANC-Con Organizing Committee 2/4/07 9:30 AM, Chabot Science Center Board Room. Time Topic

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Presentation Transcript
contents hyperlinked
Contents (hyperlinked)
  • 2/4/07 Agenda
  • Proposed 4/1/07 Agenda
  • Open Action Items
  • Conference Overview
  • Subcommittee Membership & Deliverables
agenda aanc con organizing committee 2 4 07 9 30 am chabot science center board room
Agenda AANC-Con Organizing Committee 2/4/07 9:30 AM, Chabot Science Center Board Room

TimeTopic

5 Agenda Review

5 Action Items

20 Definition of Roles

15 Roles Volunteers

5 Next Steps

proposed next agenda aanc con organizing committee 4 1 07 9 30 am csm planetarium
Proposed Next Agenda AANC-Con Organizing Committee 4/1/07 9:30 AM, CSM Planetarium

TimeTopic

5 Agenda Review

5 Action Items

15 Proposed Role Changes

30 Proposed Action Plans

5 Next Steps

overview aanc con 2007
Overview: AANC-Con 2007
  • Date: September 29, 2007
  • Time: 1:00 PM - ??
  • Location: College of San Mateo
  • Sponsors: AANC
  • Registration: $TBD
  • Theme: Educational outreach
  • Logo: “Reach for the Stars”
    • http://collegeofsanmateo.edu/reachforthestars/reachAboutUs.htm
  • Purpose:
    • Raise funding for the CSM planetarium & observatory
    • Educational outreach
    • Have fun!
subcommittees hyperlinked
Subcommittees (hyperlinked)
  • Membership Matrix
  • Audio / Visual
  • Communications & Publicity
  • Facilities, Traffic and Signage
  • Finance
  • Food
  • Master of Ceremonies
  • Memorabilia
  • Observing Session
  • Program
  • Registration
  • Raffle
  • Reproduction
  • Vendors
  • Volunteers
  • Webmaster
audio visual subcommittee deliverables
Audio Visual Subcommittee Deliverables
  • Work with Program Chair to ensure all speaker’s AV requirements are known in advance.
  • In response, develop AV equipment plan which provides single-point-of-failure immunity (i.e. everything has at least one hot backup). Review plan with Director, MC and Program Chair.
  • Arrange for availability of all AV equipment and work with Finance to budget, if needed.
  • Coordinate with Facilities to ensure access to power, & light switches and get safety briefing.
  • Set up and test all equipment in advance.
  • Train speakers on AV equipment they will be using.
  • During program, ensure each speaker is set up correctly, and continuously monitor and adjust production quality.
  • Signal speakers with time limit signal
communications publicity subcommittee deliverables
Communications & Publicity Subcommittee Deliverables
  • Ensure consistent look-and-feel of all communications in keeping with conference theme.
  • Develop publicity plan to take advantage of a wide variety of media, targeting both the public and the astronomical community. Identify timing and content of releases appropriate to each communications channel.
  • Support other chairs in developing appropriate material on time to meet plan.
facilities traffic signage subcommittee deliverables
Facilities, Traffic & Signage Subcommittee Deliverables
  • Create directions and work with Webmaster to post on web site.
  • Assess foot, disabled, vehicular and telescope traffic situation and ensure adequacy.
  • Coordinate with site administration in advance to ensure access to all rooms, lots and areas.
  • Ensure emergency contact procedures are in place for the unexpected (circuit breakers blown, needed doors locked, etc).
  • Review emergency procedures and brief MC and Programs
  • Develop and post signage for all traffic.
  • Work with Program and Registration Chairs to include any necessary traffic information in program or registration package.
  • Remove/clean up signage after event.

------------------------------

  • Parking info:
    • No charge on weekends.
    • ADA spaces are available
    • Reserve spaces for speakers
    • Staff lot adjacent to planetarium (can we use it?)
    • Reserve spaces for people with scopes
finance subcommittee deliverables
Finance Subcommittee Deliverables
  • Prepare conference budget and works with the AANC Treasurer to pay advance expenses (if any).
  • Perform on-site reconciliation and report back to treasurer with deposits and reports.
  • Handle finance issues related to advance registration, credit card acceptance, ticket sales, raffle sales, and refunds.
food subcommittee deliverables
Food Subcommittee Deliverables
  • Get committee agreement on number of meals/snacks & how financed
  • Get committee agreement on whom we will feed (vendors, volunteers, public)
  • Arrange availability of food for meals and snacks
  • Coordinate with CSM facilities on logistics, tables, chairs, & serving area as needed.
  • Coordinate with registration, if meals will be sold as part of registration
  • Satisfy both veg / non-veg needs
master of ceremonies deliverables
Master of Ceremonies Deliverables
  • Leads development (working with Program Chair) of intros for speakers
  • Set appropriate tone at conference
  • Make announcements
  • Cue speakers
  • Introduce and thank speakers
  • Keep program on schedule
memorabilia subcommittee deliverables
Memorabilia Subcommittee Deliverables
  • Create T-shirts, mugs, photos,… in keeping with theme (logo)
  • Determine ordering lead time
  • Order stock in time.
  • Work with Finance to develop budget
observing session subcommittee deliverables
Observing Session Subcommittee Deliverables
  • Gather commitments from telescope owners.
  • Work with Traffic to develop parking, signage and, if needed, means to transport heavy scopes from parking to observing site.
  • Assess observing site in advance for obstacles, nuisance lighting, etc. and develop plan to address.
  • Work with Facilities to ensure power availability, and means to remove any interfering lighting.
  • Arrange scope minder
program subcommittee deliverables
Program Subcommittee Deliverables
  • Invite speakers to attend.
  • Maintain list of speakers and keynotes.
  • Determine conference agenda
  • Determine location for each presentation.
  • Format program agenda into electronic form, coordinating with Communications and Publicity (for look and feel) and Reproduction to produce hard-copy program.
  • Support MC in developing speaker intros
  • Coordinate with AV so speakers’ AV needs are satisfied.
  • Handle honoraria (working with Finance for budgeting and cutting checks) and thank you/membership letters.

----------------------------

  • Starter list:
    • Richard Crisp
      • Planetary Nebula Discoveries
    • Jeff Adkins
      • HS teacher at Deer Valley High School in Antioch, awarded this years AANC Special Award
registration subcommittee deliverables
Registration Subcommittee Deliverables
  • Develop all forms necessary for advanced or on-site registration, and works with Comm / Pub and Webmaster to make them available.
  • Work with Finance to estimate headcount, registration fee, and registration revenue estimate.
  • Prepare attendee packets, including agendas and other materials.
  • Handle on-site logistics related to conference registration.
  • Create name tags in keeping with theme (working with Repro as needed)
  • Provide ticket sales, collection of attendee name/address information, and any other registration or sales related matters.
  • Work with the Finance Chair to budget and satisfy all these responsibilities.
reproduction subcommittee deliverables
Reproduction Subcommittee Deliverables
  • Reproduce registration package and signage &
vendors donations subcommittee deliverables
Vendors & Donations Subcommittee Deliverables
  • Work with "astro-vendors" to determine needs for tables, materials, etc.
  • Coordinate with Facil & Signage to determine set-up area and sign placement
  • Coordinate with Comm & Pubs to advertise supporting vendors and display their logos (as agreed) in conference publicity
  • Communicate logistical information to vendors
  • Negotiate appropriate charge (cash or donation) for vendor participation, coordinating with Finance to budget and Raffle for dissemination of any donations.
  • Send follow-up thank-you letters to vendors

----------------------------

  • Starter list:
  • Jim Burr JMI
volunteers subcommittee deliverables
Volunteers Subcommittee Deliverables
  • Work with other chairs to identify all necessary volunteer positions.
  • Solicits volunteers to staff the positions.
  • Schedule volunteer slots and handle volunteer-related logistics while on site.
  • Arrange appropriate recognition for volunteer efforts, both during the program and after.
webmaster subcommittee deliverables
Webmaster Subcommittee Deliverables
  • Set up the conference website
  • Work with Comm & Pubs to ensure look-and-feel is consistent with conference theme
  • Work with Comm & Pubs to establish links to and from our web site
  • Work with each chair to determine their area’s website communication needs
  • Create an appropriate site map and easy-to-use navigation scheme.
  • Provide templates, or set standards, or transform content to meet look-and-feel requirements
  • Content starter-list: promotion, timetable, maps, volunteer email, inter-club links, on-site registration and sales.
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