KAC Convention Planning Meeting Minutes from March 9, 2019
The meeting was called to order at 12:30 PM by the chair, Diane Wahto.
Committee Reports:
1) Chair/co-chair reports: No new information at this time. Diane Wahto and Connie White.
2) Hotel Liaison (Taylor Stucky): Taylor did not contact the hotel yet as to available technical support. He will do so before the next meeting.
3) Speakers (Ann Fell): Ann is collecting the information from presenters as to their technology needs, and is working on a spreadsheet to enable providing those.
4) Bookroom (Ray “Griz” Racobs): No new information.
5) Trolley Tour (Diane Wahto): Diane finally received reassurance that the Trolley Tour is scheduled. She will be confirming the timing, route, etc. with them shortly.
6) Registration (Roy Beckemeyer): Roy presented a registration form and asked for corrections to be noted today so that he can get that up to the website. There were several changes recommended, and he will go ahead with publishing the corrected form.
7) Program Design (Sandee Taylor): Sandee presented a spreadsheet with a proposed convention schedule. She estimates finalization by the end of August. She will be working with Ann on this as the presenters send their information.
8) Sound (Taylor Stucky, Bob Dean): They will continue to work on this as they learn the presenters’ technologic needs. Taylor will be contacting Melanie Garrison, Director of Sales at the hotel to find out what tech supplies are available at the hotel (microphones, speakers, screens, etc.)
9) Rhythm-A-Ning (Bob Dean): Sandee Taylor asked how many possible presenters there will be for this event so that she can allow schedule time. Bob and Roy propose 10-15 presenters. Bob is thinking to call for submissions in May, and closing submissions at the end of July. Connie White will receive the submissions and after removing identifying information to “blind” the entries for the judges, will send the entries to Bob Dean, Roy Beckemeyer, and April Pameticky for judging.
10) Transportation/Shuttle to hotel: Currently we do not have a committee person assigned for this. Someone asked whether or not the hotel has an airport shuttle. Taylor will ask Melanie Garrison about this when he contacts the hotel next week.
11) Photography (Don Marler): Don was not present at the meeting. (He advised me at the club meeting later that he may not be available for all of the convention activities. I advised him to check with Sandee Taylor and Ann Fell for which events they would want him to attend.)
12) Advertising and Sponsorship sales (Connie White): Connie is working with Cindi Kerr to learn more about sales. Connie would like some help on this. If you have ideas for contacts, and definitely if you can work on this committee, please contact Connie at [email protected] or phone/text (316) 210-2917.
13) Room Assignments: Sandee Taylor is working with this, and is hoping to assign presenting rooms topically to help expedite traffic flow in the convention.
14) Signage: These needs will be decided with the completion of the Convention program.
The meeting was adjourned at 1:20 PM. Our next meeting will be at 12:30 PM, April 13, 2019, before the District 5 meeting.
~Connie White
The meeting was called to order at 12:30 PM by the chair, Diane Wahto.
Committee Reports:
1) Chair/co-chair reports: No new information at this time. Diane Wahto and Connie White.
2) Hotel Liaison (Taylor Stucky): Taylor did not contact the hotel yet as to available technical support. He will do so before the next meeting.
3) Speakers (Ann Fell): Ann is collecting the information from presenters as to their technology needs, and is working on a spreadsheet to enable providing those.
4) Bookroom (Ray “Griz” Racobs): No new information.
5) Trolley Tour (Diane Wahto): Diane finally received reassurance that the Trolley Tour is scheduled. She will be confirming the timing, route, etc. with them shortly.
6) Registration (Roy Beckemeyer): Roy presented a registration form and asked for corrections to be noted today so that he can get that up to the website. There were several changes recommended, and he will go ahead with publishing the corrected form.
7) Program Design (Sandee Taylor): Sandee presented a spreadsheet with a proposed convention schedule. She estimates finalization by the end of August. She will be working with Ann on this as the presenters send their information.
8) Sound (Taylor Stucky, Bob Dean): They will continue to work on this as they learn the presenters’ technologic needs. Taylor will be contacting Melanie Garrison, Director of Sales at the hotel to find out what tech supplies are available at the hotel (microphones, speakers, screens, etc.)
9) Rhythm-A-Ning (Bob Dean): Sandee Taylor asked how many possible presenters there will be for this event so that she can allow schedule time. Bob and Roy propose 10-15 presenters. Bob is thinking to call for submissions in May, and closing submissions at the end of July. Connie White will receive the submissions and after removing identifying information to “blind” the entries for the judges, will send the entries to Bob Dean, Roy Beckemeyer, and April Pameticky for judging.
10) Transportation/Shuttle to hotel: Currently we do not have a committee person assigned for this. Someone asked whether or not the hotel has an airport shuttle. Taylor will ask Melanie Garrison about this when he contacts the hotel next week.
11) Photography (Don Marler): Don was not present at the meeting. (He advised me at the club meeting later that he may not be available for all of the convention activities. I advised him to check with Sandee Taylor and Ann Fell for which events they would want him to attend.)
12) Advertising and Sponsorship sales (Connie White): Connie is working with Cindi Kerr to learn more about sales. Connie would like some help on this. If you have ideas for contacts, and definitely if you can work on this committee, please contact Connie at [email protected] or phone/text (316) 210-2917.
13) Room Assignments: Sandee Taylor is working with this, and is hoping to assign presenting rooms topically to help expedite traffic flow in the convention.
14) Signage: These needs will be decided with the completion of the Convention program.
The meeting was adjourned at 1:20 PM. Our next meeting will be at 12:30 PM, April 13, 2019, before the District 5 meeting.
~Connie White