Ann Fell (Speakers) reported that we now have a full slate of speakers for the 2019 Convention and she sent the bios for those speakers.
Sandee Taylor (Program):
1) Sandee introduced the possibility of using Theresa Bachman with her dulcimer as possible entertainment, and this was unanimously approved.
2) Bookmarks were distributed as promotion items for the 2019 Convention. These were printed by Adeas Printing at much lower cost than other vendors.
The quality is excellent.
3) Trolley Tour: After discussion, it was decided to book two Trolley tours, at 4:30 and 6:00 PM on Friday of the Convention, so as not to interfere
with the Saturday schedule. People will need to sign up for the Trolley tour when they send their registration, so that we will know numbers.
There was discussion about Read Arounds being too late in the evening at the 2018 Convention. Consensus is that Read Arounds should begin at 8:00 PM.
Also, it was decided that the club should provide some bottled water at the Convention.
Susan Howell, our Hotel Liaison, is concerned about deciding on the menus for the Convention. There had been some discussion at last month’s planning session, but today it was decided that Susan Howell, Diane Wahto, and Cindi Kerr will work as a committee on the menus with the hotel.
Cindi Kerr (Advertising): By the November meeting, Cindi will have e-mail material for advertising in Wichita. She plans to use the Wichita Business Journal as a resource to look for sponsors. Cindi is willing to set up personal appearances with local radio/TV media, but she will not do presentation. After discussion, Connie and Diane, and possibly Taylor will be available to do personal appearances. Cindy also reminded us that advertising does not have to be about writing, books, etc. For instance, advertisers can provide food coupons, car washes, or any other product they wish to provide. They might also provide something for the silent auction. Business card-size ads will be used for placemats for the banquet, and larger ads will go in the program.
Dan Close offered to put together a public relations promo for the Convention. Dan will get in touch with a broadcast journalism professor friend for help in preparing that promo.
Neel Holler (Signage): Neel is wanting abbreviated bios or information regarding topics for each of the workshop presenters. He stated that the card holders at the hotel take 8-1/2”x11” paper. He will eventually put the information on cardstock which will not buckle in the frames, but would like to get that information as early as possible.
Ray (Griz) Racobs (Bookroom): Griz wants the Silent Auction to be in the center of the bookstore. He also wants to have an open time when the public can come in to purchase books, and would like authors there at that time to sign their books. We will need to advertise this to the public ahead of time. The question was raised as to whether the bookstore would be able to accept credit cards, and someone mentioned that Tracy Million Simmons has a card reader, and possibly we need to research that. Authors will be asked to price their books in even dollars, and they will be responsible for their own sales tax.
We discussed whether or not to have T-shirts for the Convention. There was real interest, but further discussion was tabled until the November planning session.
We need a committee for the silent auction, and this also was tabled until the November planning session.
Other discussion:
How early can people register for the convention? Most hotels allow registration 50 weeks prior to a scheduled event, so hotel reservations should be available November 1, 2018 for the 2019 Convention,.
Diane said that Gloria Zachgo has taken herself off the planning committee, but will be available to help with registration at the Convention.
The meeting was adjourned at 1:30. The next planning session will be November 10, 12:30 PM in the Larksfield Place Dining Room meeting room.
Sandee Taylor (Program):
1) Sandee introduced the possibility of using Theresa Bachman with her dulcimer as possible entertainment, and this was unanimously approved.
2) Bookmarks were distributed as promotion items for the 2019 Convention. These were printed by Adeas Printing at much lower cost than other vendors.
The quality is excellent.
3) Trolley Tour: After discussion, it was decided to book two Trolley tours, at 4:30 and 6:00 PM on Friday of the Convention, so as not to interfere
with the Saturday schedule. People will need to sign up for the Trolley tour when they send their registration, so that we will know numbers.
There was discussion about Read Arounds being too late in the evening at the 2018 Convention. Consensus is that Read Arounds should begin at 8:00 PM.
Also, it was decided that the club should provide some bottled water at the Convention.
Susan Howell, our Hotel Liaison, is concerned about deciding on the menus for the Convention. There had been some discussion at last month’s planning session, but today it was decided that Susan Howell, Diane Wahto, and Cindi Kerr will work as a committee on the menus with the hotel.
Cindi Kerr (Advertising): By the November meeting, Cindi will have e-mail material for advertising in Wichita. She plans to use the Wichita Business Journal as a resource to look for sponsors. Cindi is willing to set up personal appearances with local radio/TV media, but she will not do presentation. After discussion, Connie and Diane, and possibly Taylor will be available to do personal appearances. Cindy also reminded us that advertising does not have to be about writing, books, etc. For instance, advertisers can provide food coupons, car washes, or any other product they wish to provide. They might also provide something for the silent auction. Business card-size ads will be used for placemats for the banquet, and larger ads will go in the program.
Dan Close offered to put together a public relations promo for the Convention. Dan will get in touch with a broadcast journalism professor friend for help in preparing that promo.
Neel Holler (Signage): Neel is wanting abbreviated bios or information regarding topics for each of the workshop presenters. He stated that the card holders at the hotel take 8-1/2”x11” paper. He will eventually put the information on cardstock which will not buckle in the frames, but would like to get that information as early as possible.
Ray (Griz) Racobs (Bookroom): Griz wants the Silent Auction to be in the center of the bookstore. He also wants to have an open time when the public can come in to purchase books, and would like authors there at that time to sign their books. We will need to advertise this to the public ahead of time. The question was raised as to whether the bookstore would be able to accept credit cards, and someone mentioned that Tracy Million Simmons has a card reader, and possibly we need to research that. Authors will be asked to price their books in even dollars, and they will be responsible for their own sales tax.
We discussed whether or not to have T-shirts for the Convention. There was real interest, but further discussion was tabled until the November planning session.
We need a committee for the silent auction, and this also was tabled until the November planning session.
Other discussion:
How early can people register for the convention? Most hotels allow registration 50 weeks prior to a scheduled event, so hotel reservations should be available November 1, 2018 for the 2019 Convention,.
Diane said that Gloria Zachgo has taken herself off the planning committee, but will be available to help with registration at the Convention.
The meeting was adjourned at 1:30. The next planning session will be November 10, 12:30 PM in the Larksfield Place Dining Room meeting room.