2017 West Coast Child Welfare Conference
Date / Planning Checklist Item / Notes10 Months Prior to the Conference
Due
08/2016
Completed 11/10/16 / Committee Discusses and Finalizes Host Site / 11/10/16 – Picked Riverside Hotel through Committee Vote
9 Months Prior to the Conference
Due
10/18/16
Completed
11/10/16 / Committee considers conflict dates and relays to Hosts / 11/10/16 - Dates considered and final dates selected for pre-conference Monday, August 7, 2017 with the conference following on Tuesday, August 8, 2017 through Thursday, August 10, 2017
Due
10/18/16
Completed
11/10/16 / Host Proposes Potential Dates
-Work simultaneously with the conference location to get the best deal. / 11/10/16 - Dates considered and final dates selected for pre-conference Monday, August 7, 2017 with the conference following on Tuesday, August 8, 2017 through Thursday, August 10, 2017
Due
09/2016
Completed
10/17/16 / Host Initiates Conference Location Search
• Draft a RFP outlining your needs for the conference including estimated attendance, times, room needs, food needs, etc.
• Send out to about 5 venues that would be appropriate. / 10/17/16 - RFPs returned from the following conference Locations:
-Downtown Hampton Inn
-Riverside Hotel
-Grove Hotel
-Wyndham – Boise Airport
-Boise Centre
Due
09/2016
Completed
10/17/16 / Host Initiates Conference Lodging Search
• If not arranged as part of the conference location,
• Draft a RFP outlining your room needs
• Send out to about 5 venues that would be appropriate. / 10/17/16 - RFPs returned from the following conference Locations:
-Downtown Hampton Inn
-Riverside Hotel
-Grove Hotel
-Wyndham – Boise Airport
Due
11/10/16
Completed
11/10/16 / Rough budget is drafted with proposed registration fees / 11/10/16 - Completed and presented as cost per person registered for pre-conference and conference as well as for registrants
Due
11/10/16
Completed 11/10/16 / Committee decides on conference theme / 11/10/16 –
2017 Theme: Technology & Innovation: Creating the Next Generation of Training
7 Months Prior to the Conference
Due
11/10/16
Completed
11/10/16 / Host Proposes Final Dates / 11/10/16 – Riverside Hotel
pre-conference Monday, August 7, 2017 with the conference following on Tuesday, August 8, 2017 through Thursday, August 10, 2017
Due
11/10/16
Completed 12/6/16 / Host Provides Information Regarding Results of Conference Location Search
• Top location site(s) is identified
• Follow-Up questions from committee are noted
• Tours of facilities are arranged to get questions answered
• Contracts signed / 12/6/16 – Contract with Riverside Hotel and Convention Center Signed and Finalized for WCCWTC 2017
6 Months Prior to the Conference
Due 2/2017
Completed
11/10/16
Updated
1/13/17 / Committee decides on format of the conference / 11/10/16 – Review of conference session schedules specific to double-sessions.
1/13/17:The committee will not accept double block sessions for the 2017 conference, unless it is not an ongoing and there is open entrance and open exit.
2 hour blocks discouraged – Nora will support/facilitate discussion with presenters that think they may want a 2 hour block.
Due 2/2017
Completed
1/13/17 / Committee and Hosts explore possible special events to be part of the conference; Hosts follow up to obtain additional information / 11/10/16
-Discovery Center of Idaho Facility Rental (dcidaho.org)
-Old Idaho Penitentiary Night Tour (
1/13/17
-Finalized Discovery Center of Idaho Facility Rental
Due 2/2017
Completed
2/20/2017 / Committee and Host finalize and send out Call for Presentations (presentations go to Program Chair) / 11/10/16 - Sessions have been requested in the past to be repeated to allow more availability; however it limits the trainer’s learning and ability to attend sessions. The committee will add to the “call to proposal” feedback from the presenter if they would be willing to train their proposed session 2 times for the 2017 Conference.
Plus/Delta Considerations for programming from 2016 WCCWTC:
-Be sure to include a more elaborate request form to presenters re: room description, what to bring, teaching help, set up, etc. – specifically in relation to after a trainer has been selected as trainers for the conference.
-Put name of training on the “At a Glance” sheet in the program
-Put on CEU credit for the course in the program
-Workshops on training SW Supervisors
-“Ethics as a Trainer” class
-“Magic Mirror” opportunity – pre-conference for those who will be presenting
1/13/17
Rocky will explore online (google) call for presentation
2/17/17
- Bill and Rocky will continue to finalize call for presentation
- Rocky will incorporate information needed for host to submit CEU request for selected presentations.
- Goal to complete and send out 2/28/17.
Due 2/2017
Updated 12/2016
Completed
1/13/17 / Committee and Host finalize and send out Save the Date / Irene Will follow up with Save the Date and Call for Presentations In January 2017
12/2016 Host is finalizing and will present to committee when completed – projected early 1/2017.
1/13/17 Presented Save the Date Mock up with Committee and approved for distribution.
Due 2/2017
Completed
1/24/17 / Committee begins contacting potential keynote and plenary speakers / 11/10/16 – Tentative commitment from Innovative 360 VR Technology Company for Key Note. More information to Come…
1/2/17 communication to engage in meeting to finalize Key note Speaker.
1/24/17 – Key Note will be 360 Innovation a VR Tech Company in Boise ( Wednesday, August 9, 2017 from 9am-9:45am with a follow up Interactive Demonstration on Thursday, August 10, 2017 from 9am-10:30am.
Gary Moore, Deputy Administrator for the Family and Community Services Division for the Idaho Department of Health and Welfare will be introducing our Key Note Speaker.
Due 2/2017
Updated
1/13/2017
Updated
4/24/17
Completed
5/26/17 / Pre-Conference Planning / 1/13/17 – Wait to finalize until proposals for presentation to assess for appropriate presenters vs. committee fill in presentations needed.
Format from pre-conference for the last 2 years will continue, including topics:
- Self-Care
- Curriculum Development
- Platform Skills
- Team Based Learning
Idaho has requested a training to support co-training (Anzette/Irene)? 90 minutes.
Training and Technology Innovation- Leif from BSU. 90 minutes.
Platform Skills?
Magic Mirror?
5/26/17 – DONE!
Finalized:
Co-Training: Collaborating for Effective and Powerful Training
Session 1 – Irene Becker, LCSW/Anzette Shackelford, LCSW
Implementation Science Basics
Session 2 - Bill James/Jenny Ahsing, Implementation Science
Coaching Panel
Session 3 –, Trudi Frazel, Bill James, Misty Myatt, Jenny Ahsing
Title TBD
Session 4 –Leif Nelson, Director of Learning Technology Solutions, Boise State University
Due 3/2017
Updated
2/28/17
Completed
3/30/17 / Registration/Website build initiated / 1/13/17 Email to ISU sent to begin development process for online participant registration Web Site.
2/28/17 Online Conference Registration draft in process of being created for 2017. Site will accept mail in check, credit card or debit methods of payment for Conference Registration.
3/30/17 Registration site completed:
Due 3/2017
Updated
3/30/17
Completed
4/24/17 / Conference Program draft initiated / 3/31/17 Conference Program development initiated. Draft to be completed before May Conference Planning Meeting.
4/24/17 – Completed – Draft
Due 3/2017
Updated
2/17/2017
Updated
5/26/17 / Committee continues discussion around conference format, activities, etc / 1/13/17 Resource Library: Alyssa will review options with BSU – BSW or MSW Students (OSSW and Phi Alpha) and BSU Bookstore; Misty Small Book Stores in the area for support.
2/17/17 Boise State University Book Store has been agreed to be present and sell books at the conference. Hours of operation
5/26/17 Complete – Conference format finalized.
4 Months Prior to the Conference
Due 4/2017
Updated
3/14/17
Complete
5/26/17 / Program Chair sends Committee the Presentations, committee makes recommendations, and assigns members for follow-up / 3/14/17 in progress, scheduled Call for Presentation Review date meeting on April 10th from 9am-12pm PST.
5/26/14 Complete –finalized during committee meeting 5/26/17
3 Months Prior to the Conference
Due 5/2017
Updated
3/14/17
Completed
5/26/17 / Committee finalizes presentation selection / 3/14/17 in progress, scheduled Call for Presentation Review date meeting on April 10th from 9am-12pm PST.
5/26/17 – Complete – finalized presentation selection during committee meeting 5/26/17
Due 5/2017
Updated
3/8/17
Completed
5/26/17 / Contact Speakers to verify acceptance of presentation, verify needs such as audio, catering, and request CEU information, and give deadline for materials to go up on the WIKI / 12/15/16 – requested and received initial A/V bid for Conference.
3/8/17 – Communication to schedule meeting to finalize A/V needs and budget.
5/24/17 – Melissa will finalize with presenters while asking for resume/CV for CEU applications and suggested reading materials
5/26/17 – Email sent to inform presenters who were selected for conference workshop.
Due 5/2017
Updated
2/17/2017
Completed
5/26/17 / Program Chair creates workshop grid / 2/17/17 In process with creation of Google Forms – Online registration process.
5/26/17 – complete – finalized during committee meeting 2/26/17.
Due 5/2017
Updated
2/17/2017
Completed 5/26/17 / Program Chair amends workshop grid as needed / 2/17/17 In process with creation of Google Forms – Online registration process.
5/26/17 – complete – finalized during committee meeting 2/26/17.
Due 5/2017
Updated
6/23/17 / Hosts finalize Conference Program / 5/30/17: Continued progress to complete Conference Program – waiting on presentation information – emails sent seeking information needed to complete this task.
6/23/17: Committee approved – wait to publish until next week to be able to include online course evaluation web site addresses in the Program/Brochure.
Due 5/2017
Completed
3/30/17 / Hosts finalize conference website/registration site / 3/30/17 Registration site completed:
Due 5/2017
Completed
3/30/17 / Registration goes live / 3/30/17 Registration site completed:
Due 5/2017
Updated
3/14/17
Updated
6/23/17
Completed
7/13/17 / CEU Applications for Sessions/Workshops / 3/14/17 CEU Applications will be submitted for applicable courses by host through Idaho State University at no cost to the Conference.
6/23/17: All CEU’able courses have been submitted for review and approval. Waiting on response/approval
7/13/17 – Approved CEUs and Certificates completed and received.
Due 5/2017
Updated 3/31/17
Updated
5/30/17
Completed
6/23/17 / Participant Swag:
-Lanyards
-USBs
-Name Tags
-VR Cardboard Head Sets / Lanyards - 150 donated by ISU
USB/Jump Drives - 150 donated by BSU
3/31/17 Phone call with Idaho Child Welfare Resource and Training Center Director who will review budget to discuss funding VR Cardboards for every participant in attendance. Will respond within a week with confirmation.
-Idaho 211 will provide swag as well, details on products provided to come.
5/30/17: Coming along – all swag has been donated, working on picking up items.
6/23/17: Completed
Due 5/2017
Updated
3/8/17
Updated
3/31/17
Completed
5/26/17 / Recognition Awards / 3/8/17: Finalized gifts and prices. Products to be ready for pick up the week prior to the conference.
3/31/17 Committee needs to decide on who will be receiving recognition awards for 2017, previously identified only one individual: Bill James, however is there anyone else to recognize for this year?
5/26/17 – This has been taken care of, but information will not be shared here to keep it a secret, shhhh ;-).
Due 5/2017
Completed
3/31/17 / Finalize coordination of extracurricular event – Discovery Center of Idaho
Food – Boise Fry Company Food Truck. Each registered Conference participant will be given a food voucher good for one burger, small fry and drink to use as a part of the event. / 12/13/16:
need to pick the date 8/8/17 or 8/9/17 and decide on catering/drinks.
3/30/17
-Contract signed, submitted and payment for event paid in full.
-Boise Fry Company Food Truck Contract completed.
Committee agreed to provide burgers and fries to conference participants as a part of their registration fees for this event.
Due 5/2017
Updated
3/31/17
Completed
7/10/17 / Finalize coordination of networking social / 3/31/17 – To be held at the hotel. Reserved inside with outdoor space for event.
-Coordinating with hotel for food/drinks
-Looking at finding a local band to provide music for the event.
7/10/17 – Final walk through and completed set up for Networking social at the hotel from 5:30pm-7:00pm Tuesday, August 8th and Networking outing at the Discovery Center from 6pm-9pm Wednesday, August 9th confirmed.
2 Months Prior to the Conference
Due 6/2017
Update
6/27/17
Complete
7/7/17 / Hosts work with conference site/lodging to finalize menus, set up, AV, etc. / 6/27/17 – Email AV to review reservation and include handheld microphone for main conference room.
7/12/17 –
AV – Contract finalized and complete
Site – Walk through, set up and lodging finalized and complete.
Menus – BEOs signed and complete
Due 6/2017
Completed
7/7/17 / Arrange conference staff/volunteers and identify needs / 7/7/17 – Tara Ashley of ISU will be the Volunteer Coordinator. She is working to organize and distribute tasks including coverage for registration desk and workshop monitors.
Due 6/2017
Completed
5/26/17 / Identify and purchase any gifts, tokens, etc / 5/26/17 - Complete
Due 6/2017
Completed
3/8/17 / Decide need for centerpieces or other table decorations / 3/8/17: Finalized. Products to be ready for pick up the week prior to the conference – centerpieces created by recycling technology company from Boise “Reuseum”.
Due 6/2017 / Monitor registration & resend invitation as needed / 7/13 – Ongoing. Receiving registration reports weekly. Numbers continue to be low – ideas for additional push for getting registration ideas.
1 Months Prior to the Conference
Due 7/2017
Completed 3/14/17 / Arrange for A/V equipment needs / 12/13/16:
Sent request to Hotel to work with contractor for AV needs.
3/14/17 Finalized Audio/Visual Proposal agreed upon and contract signed.
7/12/17 – updated AV contract to include handheld mic – re-viewed and completed contract update.
Due 7/2017 / Conference Program Printing, Poster Printing / 12/13/16:
Sent email to Hotel to inquire about Business Center Support.
3/1/17 – IDHW has committed to supporting up to $300 of printing to Conference Presenters.
TO DO – have paper copies of the program available for attendees.
Due 7/2017
Updated
5/26/17
Completed
6/23/17 / Prepare Evaluation Forms / 5/26/17 – Trudi will work together to try an electronic evaluation form.
-Bill will be working to get previous questions to send to Trudi.
-Trudi will share Coaching Conference Questions for Eval to Bill to share with Trudi as well.
-Paper version available for individuals who prefer.
-One form for all workshops with the first question to be “what workshop are you evaluating” (Drop Down)
6/23/17 – Sample Survey Monkey sent to committee to review. Discussed and reviewed during conference planning meeting. Trudi will take recommendations for change, apply and complete for the conference.
Due 7/2017 / Finalize committee member responsibilities
• Introduction of plenary speaker
• Welcome to conference
• Registration coverage and Workshop monitors
• Technology
- Guest Services
- Evaluation
Bill James, Conference Chair
Tara Ashley – ISU, Host Volunteer Coordinator
Need – Packets for each session will include…
Participant Bio (intro or allow presenter to intro self), give some paper evaluations for participants who choose not to electronically complete, Sign in CEU sheet, Course Certificates, “session closed” sign and tape, “10 minutes left” sign
Tennille Kober – ISU, Host Technology Coordinator
Responsible for USB content, creation and downloads
Kim Cordero – ISU, Host Guest Service Coordinator
Letter to participants staying at the hotel as a welcome when they check in and swag bags.
Trudi Franzel, Conference Planning Committee Member
7/13/17 – Any additional coverage needs?
Due 7/2017
Updated
7/12/17 / Get committee member cell phone info; create contact info sheet for registration desk / 7/12/17 – Tara Ashley – ISU will be working on this as a part of her responsibilities for volunteer coordination.
Due 7/2017
Updated
2/2017
Completed
7/13/17 / Obtain materials for goodie bags
•Local maps and information
- Idaho Potato Pins
- 211 Careline Swag
5/26/17 Continuing to develop our Swag Bag – exciting stuff to come…
7/13/17 – Complete – Kim Cordero will put together bags for each registered participant.
Due 7/2017 / Verify payment for venue is in order
3 Weeks Prior to the Conference
Due 7/17/2017 / Assign Workshops to Rooms/Arrange for Signage
Due 7/17/2017 / Print Schedule with Workshop room assignments / 7/7/17 – Conference site will ensure appropriate signage for location of roomers, registration and BSU Library.
TO DO: Complete Workshop Schedule and post outside of each conference room with room assignments for easy navigating.
Due 7/17/2017 / Send reminders to presenters of date, time, room assignment, and emergency contact information / TO DO: Send reminders to presenters of date, time, room assignment, and emergency contact information
Due 7/17/2017 / Create/Assemble
• Information packets:
o Schedule with workshop room assignments
o Getaway Planner (P/U from Bonnie at RTSCVA week of 7/6)
o Restaurant List
o Transportation Schedule
o Giveaways and Goodies / Tara Ashley – ISU
Due 7/17/2017 / Consider sending welcome letters and agenda to the hotel for distribution upon check-in. (Note: 1-2 pages max. as most hotels will not be willing to distribute more) / Kim Cordero – ISU
Due 7/17/2017
Completed
7/7/17 / Signs for Registration, parking direction, if needed. / 7/7/17 – Conference site will ensure appropriate signage for location of roomers, registration and BSU Library.
Due 7/17/2017
Completed
7/7/17 / Signs to guide visitors to the proper lecture halls for each session – place on easels throughout the venue. / 7/7/17 – Conference site will ensure appropriate signage for location of roomers, registration and BSU Library.
Due 7/17/2017 / Print sign-In Sheet with CEU’s needed check box / Tara Ashley – ISU
Due 7/17/2017 / Print CEU Certificates / Tara Ashley – ISU
2 Week Prior to the Conference
Due 7/28/2017 / Give final numbers to venue per established deadline & identify any special dietary needs (July 28th) / DUE JULY 28
Due 7/24/2017 / Confirm room set-up
Due 7/24/2017 / Hosts write welcome and logistics speech / Melissa/Bill
1 Week Prior the Conference
Due 7/31/2017 / Print registration listing of participants / Melissa
Due 7/31/2017 / Print name tags / Melissa
Due 7/31/2017 / Monday –Confirm all AV/Tech Equiptment from donations / LCD Projector (Tamarack)
- Tennille Kober - ISU
- Tara Ashley - ISU
Laptop (Tamarack)
- Tennille Kober - ISU
- Tara Ashley - ISU
Computer Speakers (Clearwater)
Computer Speakers (Liberty)
- Tennille Kober - ISU
- Melissa
Pre – Institute
8/6/2017 / Set up registration table (Registration begins at 8am and open all day)
• Registration list
• Sign in
• Sign-Up for Pre-Institute Networking Dinners