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AANC-Con Organizing Committee Report

2/4/07

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Contents (hyperlinked)

• 2/4/07 Agenda• Proposed 4/1/07 Agenda• Open Action Items• Conference Overview• Subcommittee Membership & Deliverables

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Agenda AANC-Con Organizing Committee 2/4/07 9:30 AM, Chabot Science Center Board Room

Time Topic

5 Agenda Review

5 Action Items

20 Definition of Roles

15 Roles Volunteers

5 Next Steps

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Proposed Next Agenda AANC-Con Organizing Committee 4/1/07 9:30 AM, CSM Planetarium

Time Topic

5 Agenda Review

5 Action Items

15 Proposed Role Changes

30 Proposed Action Plans

5 Next Steps

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Open Action Items

# Date logged

Title Description Owner Team Due date

Status Notes

1 2/3/07 Enlist Debbie Dyke Contact Debbie Dyke and enlist her participation, hopefully as Memoribilia chair

Richard Ozer

2/28/07 Open

2 2/3/07 Confirm logo authorization

Confirm we are authorized to use the "Reach for the Stars Logo"

Darryl Stanford

Dean Drumhiller

4/1/07 Open

3 2/3/07 Enlist Dave Rodriguez Contact Dave Rodriguez and enlist his participation, hopefully on the Communications & Publicity subcommittes

Carter Roberts

2/28/07 Open

4 2/3/07 Enlist Mike Portusi Contact Mike Portusi and enlist his participation, hopefully on the Communications & Publicity subcommittes

Ken Frank 2/28/07 Open

5 2/3/07 Update roles Each team: Review and enhance team deliverable descriptions (reviewed in 2/4/07 meeting) as necessary and email to Doug Brown prior to next meeting.

All 3/30/07 Open

6 2/3/07 Develop initial action plans

Each team: Identify your key actions, your deliverables, other's deliverables upon which you are dependant, and appropriate completion dates. Email to Doug Brown prior to next meeting.

All 3/30/07 Open

AANC-Con 2007 Organizing Committee Action Items

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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!

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Subcommittees and Deliverables

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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

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Subcommittee Membership

Audio Visual

Facil, Traffic & Signage

Food Obser-ving

Session

Repro-duction

Volun-teers

Comms & Publicity

Master of Cere-

monies

Memo-rabilia

Program Registra-tion

Raffle Finance Vendors & Donations

Web-master

AV FT&S Food Obs Repro Vol Pub MC Memo Prog Reg Raffle Fin Vend WebAlan Gould 2Annette Gabrielli 2Carter Roberts 2 2Darryl Stanford 2 2 2 2 2 2 1Dean Drumhiller 2 2 2 2 2 2Debbie Dyke ????Doug Brown 1Ed Pieret 1 1 1 1 1 1John Dillon

Ken Frank 1Liede Marie Haitsma 2 2 2Mike Koop 1 1Mike Portuesi ????Mohsen Janatpour 2 2 2 2 2 2 2Richard Ozer 1 1 2Walt Heiges

Dave Rodriguez ???? 2

AANC-Con 2007 Subcommittee Membership

Key:Lead / ChairMember

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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

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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.

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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

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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.

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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

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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

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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

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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

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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

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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.

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Raffle Subcommittee Deliverables

• Put on raffle.

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Reproduction Subcommittee Deliverables

• Reproduce registration package and signage &

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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:1. Jim Burr JMI2.

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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.

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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.