Diversity Minutes 4/11/2008
Attendance: Anita Johnson, Mary Lawrence, Robyn Robinson, Leona Coleman. Kathy Anderson, Stella Lambert, Mary Johnson, Jackie Howlett
Excused: Jake Arndt, Mary Lawrence, Bonita Bates, Scott Williams, and Marylan Hightree
Next Diversity Conference is 3/27/2009
· No minutes from last meeting
· Nancy has not compiled survey from conference. Mary volunteered to have Ruth in her office compile them. Nancy suggested doing next year’s evaluation online since the great majority of folks supply their email when they register.
· Nancy read a March 31 memo to the committee from the President congratulating everyone on an outstanding conference and the very positive comments she heard.
· Jeff Donovan sent an e-mail with comments from the fire chief that we cannot use hallways under 12 feet wide: 4100, 4200, 4400, 4500, and 1300.
· $1154.13 budget balance (minus $9.75 expense submitted today by Leona)
Updating of Conference Task lists:
· Co-chair:
o Nothing extra at this time
· Display case:
o Try to get display case reserved for next year now.
o Columns, boxes, and shapes are available to use. They are art exhibit stands so we’d need to contact Francis Granzotto about them.
· Entertainment:
o Too much entertainment this year – it was confusing and hard to manage. Just use the lyceum in the future.
o Need better management of groups – drummers went way over their allotted time resulting in the Chinese dance group on stage after everyone had left for the next session. Gloria could not be found to handle this situation.
o Nancy expressed concern about the drumming group asking folks to stand during one of their presentations out of respect. Didn’t seem to be aware that this was lunchtime entertainment. With folks eating and talking it seemed very disrespectful for this group.
o Nancy also concerned about the Ben and Annalisa performance. Every song seemed to reference Jesus, and she felt it was inappropriate. Entertainment should not be about a particular religious belief unless the group is invited for the purpose of representing a religious viewpoint and this is clearly “advertised”.
o Equipment for entertainers needs to be removed by the entertainment coordinator in a timely fashion. Ben and Annalisa were trying to remove their equipment during Dr. Novotni’s presentation because Ben had to leave to teach somewhere. Gloria could not be found to help with this situation.
· Exhibitors
o Tables past the pay station did not get very many visitors. All vendors need to be grouped together for visibility and accessibility
o No welcome packets were provided- was on the task list
o Vendors were confused because they had a special check-in table, but then had to get in line to get their conference registration packet. Discussion about not requiring vendors to register online for the conference in the future. Just include their lunch choices on their Exhibitor Registration Form. Most don’t attend sessions, and if they do, there is always plenty of room so they can just “drop-in” whatever they want. Suggestion was made to make up some extra “generic” conference packets and pull enough to give to each exhibitor.
o Motion by Nancy that the $15 exhibitor fee includes just 2 food tickets. This could be noted in the invitation letter, and have a space for two choices on the Exhibitor Registration Form. Second by Mary Lawrence, and approved.
o Discussion about whether we should have extra tables for exhibitors who are “walk-ins” or last minute. Or, just set a deadline and add a statement that says “Accommodations cannot be guaranteed after the deadline” to avoid last minute thrashing around?
o 170 letters sent-10% turnout
o Sold only 5 books. Jackie Howlett will ask Gena if this is worthwhile or not from the Bookstore’s perspective.
o Forget to give satisfaction surveys out to the exhibitors.
· Facilities
o Needs to know in advance what they need for entertainment or simulations – not last minute.
o Recommendation made to create a checklist for speakers and entertainers regarding equipment to provide to the sub-committee chairs.
o No extra tables and chairs for lunch were ordered this year. When anticipating 200 or more people we need to order/rent extra tables and chairs for the 6 ft or round tables for people.
o Microphones on stands instead of roaming mics in the future for the auditorium. That eliminates the need for someone walking the mics around.
· Food and beverage
o Entertainers and exhibitors should be separated from registration process, and sub-committees should just find out if they’re going to have lunch and what they want to have.
o Recommendation for next year is to do box lunches. They are easier to make sure we have enough of everything and to control.
· Publicity
o Nancy is wondering if it is worth running the Gazette ads or not since the majority of folks seemed to register for either the email sent to last year’s attendees or the mailings sent to organization. Suggestion made to at least not run ads the Sunday before the conference.
o Suggestion made to Include number of participants from the prior year in our marketing.
· Registration
o More than 60 no-shows
o 25-30 registrants that registered early but not listed
o Suggestion made to have a list of the registrations and check them off as they come to keep track of no shows. Nancy asked what the purpose would be, and would it just slow down the check-in process?
o Extra lunch tickets should be available for last minute registrations and walk-ins.
o Mary suggested the packet should be done earlier – like the week before. It was hectic and a lot of pressure to be putting them together the day before.
o Discussion on how the lunch tickets and itinerary could be handled differently next year – paper clips keep coming off. Keep these items separately? Staple them?
· Session/Topics
o Need to select topics early and identify speakers ASAP to meet all of our deadlines.
o Discussion about who will pick-up guest speakers from out of town. On the one hand the Session/Topics subcommittee folks have had all the communication with the speaker and made all the arrangements, on the other hand the Speaker’s Services committee could hand this task. Decision made to have the Speaker’s Services committee handle transportation issues.
o Mary Lawrence and her husband picked up Dr. Novotni from the airport and took her to dinner Thursday evening. Motion by Nancy to reimburse Mary for this expense. Motion was seconded by Anita Johnson. Mary needs to submit the expense slip for reimbursement for Dr. Novotni’s dinner.
· Sponsorship
o Great job getting money Steve!
Next meeting----- April 25, 2008 in the Forum
o Frequency, date and time –for meetings over the summer
o Topics for next year’s conference
o Decide on committee celebration (poverty session for the college?)
Submitted by
Anita Johnson and Nancy Taylor