March Committee Meeting
Decision Items
Chief Executive Officer Decisions/Actions:
Proposal / Decision/ActionSee 2014 Conference Budget.pdf for proposed budget. / · Will not continue the ribbon contest (no prize) but we will keep it in the vendor hall
· Will advertise Leadership luncheon as part of super saver registration
· Need to figure out revenue sharing for GA CoSN
· Leaving shuttle busses funding in
· We will do budget in February instead of March
Exhibits Decisions/Actions:
Proposal / Decision/ActionExhibitor/Sponsorship Report Sold to date:
18 companies, 25 booths VS this time last year 16 companies, 23 booths.
Sponsor commitments to date:
· ANC
· BronzeByteSpeed
· PlatinumBenQ - Bronze (?)
· Xirrus (?)
Possibilities:
· Layer 3 Communications
· Progressive Communications
SPONSORSHIP OPPORTUNITIES REVISING (See Revised Sponsorship Opportunities.docx) / · Contact SAFARI montage about sponsoring the video feeds at conference.
· Need to get info on mobile app sponsorship opportunities to Connie ASAP
· We will not do a bag sponsor.
· We need a FIRM deadline for a sponsorship that will be on a bag – July 31.
Hotels, Shuttles and Publications Decisions/Actions:
Proposal / Decision/Action1. Graphic Design drafts for conference theme/look - need direction on which one committee likes. (see GaETC_2014ideas_round1.pdf and GaETC_2014ideas_round1b.pdf)
2. Need content for Registration postcard. Past two years we have included the confirmed speakers and strand info. (SeeGaETC_2013_reg_postcard_draft8.pdf)
3. Need to have further discussion on coffee during exhibit hall hours in Meeting Spot - should we limit availability during 'non-break' times to help expenses? / · Looking mostly at page 1 in ideas_round1b.pdf
· Please look at color scheme
· Debbie to get Holly information to go in postcard by end of next week.
Leadership Strand:
Proposal / Decision/Action· Budget for programs.
· Ga K12 CTO Council will pledge a total of 3165 to bring the total proposed budget for programs to $52500.
· This will assist in defraying the costs of bringing Carl Hooker as the luncheon keynote. / · CoSN will ante up monies to help program speaker budget.
· Will use GaETC contract for all speakers.
· Keep luncheon where it is – Thursday.
Program Decisions/Actions:
Proposal / Decision/Action· Budget approval to proceed with contracts for speakers
· eShow purchase
o Which modules will be purchased?
o What work processes will remain as they were last year?
o Scheduling training ASAP for eShow is essential to asking other questions and gathering information.
o Side meeting with all that need to have input on setting up the new application to present which will feed into the app and the program
o Set dates for opening and closing of speaker application process / · Budget set
· Contract is ready to go out
· eShow modules – All but registration
· Training can start in about 2 weeks
Publications Support Decisions/Actions:
Proposal / Decision/Action1. When may we receive training on the new system -- eShow?
2. To help with workflow and productivity…
a. Will the committee agree to use a shared Google Spreadsheet to confirm the text for the printed program ads? Julia will create the spreadsheet with the text from last year’s program along with a column for confirmation or changes to the text.
b. Will the committee agree to post all images for the graphic designer in a shared Google Folder? This mainly involves Connie.
c. Will the committee agree to review and edit text for pages in the printed program (ie. Conference Tips, General Information, Featured Speakers, etc.) in shared Google Docs/Folders? This would take place before the files are sent to the graphic designer. This mainly involves Holly, Debbie, and Kate.
3. For change requests after the program is sent to the graphic designer, will the committee agree to post change requests in a shared Google Spreadsheet? If we set a deadline for the changes to end, then each party who needs the information could access it from the spreadsheet at that time. We would need a spreadsheet for sessions and one for exhibitors. This mainly involves Debbie and Connie. / · Training in about 2 weeks on eShow
· Using Google Docs for dealing with printed program approval process.
· Jay proposes we would fully use Google Apps for Ed.
· Post changes to one place.
Registration Decisions/Actions:
Proposal / Decision/ActionSee 2014 Reg Fee Structure.docx for proposed fee structure. / Approved
Social Media Decisions/Actions:
Proposal / Decision/ActionApproval to add “backup” for social media for the event. Adding someone to the committee to allow one person to always be present at the social media spot, and one to be able to work and collaborate with other committees and sessions as needed. / Approved
Sponsorships Decisions/Actions:
Proposal / Decision/Action1. Special Platinum Sponsorship for Conference Bag logo.
The following description is respectfully submitted to the committee for consideration:
Special Platinum Sponsorship - Tote Bag Sponsor
The GaETC conference attendees look forward to having a special tote bag to hold all their conference materials. Your company logo will be embroidered on sturdy, attractive tote-bags that attendees will use during and after the conference. This sponsorship category is offered to one (or two) $15,000 Platinum sponsors (not in-kind) who complete sponsorship agreements by ______.
2. Sponsorship Opportunity document with GaETC and Leadership Sponsorships merged together. / See exhibit section
Website Decisions/Actions:
Proposal / Decision/ActionStill need updated list of Steering Committee / · Send updated committee member info.
· Can do updated website if logo is available prior to April 1.
Workshop Decisions/Actions:
Proposal / Decision/Action· Can the 1.5 hr session be added as an option for Wednesday and Thursday?
· We need to know more about the format of the presenter application? Can it be modified? Date it will be available? / · Do have 1.5 hr workshops on W and Th and offer them for $30 are only avail with full conf registration
· eShow training will resolve issue for workshop apps
Steering Committee Meeting
Activity Reports
Facilities Activity Report
No activity since last report
Exhibits Activity Report
N/A
Evaluations Activity Report
N/A
Hotels, Shuttles and Publications Activity Report
· Publications - working on conference design and first marketing piece for the 2014 conference.
· Hotels/GICC - we need to discuss the Meeting Spot and whether we will provide coffee throughout day or during specified times. The cost of the coffee throughout the day in 2013 was very expensive but did draw attendees there.
Program Activity Report
· Soft confirmation from the following speakers:
o Adam Bellow – GAETC Keynote Speaker
o Carl Hooker - GaCTO Luncheon
o Jon Bergmann*
o Nicholas Provenzano
o Doug Johnson*
o Tammy Worcester*
o Brent Williams*
o Leslie Fisher
o Chris Craft*
o Jennifer Ehehalt*
o Featured Speaker – GaCTO Lenny Schad
*Some sessions will lend themselves to Leadership/Technical Strands
Publications Support Activity Report
· Ihave been making plans regarding how I may streamline the workflow related to the printed program.
· I think that Google Drive may help with productivity.
Social Media Activity Report
· While contact has been made with RESA and DeKalb Office, no forward movement on either front has happened.
· I am trying to get a phone conference with Ed and DeKalb Office to discuss the social media spot for GAETC.
· I will follow up with both RESA and DeKalb Office.
Sponsorships Activity Report
· At the January meeting, Dutchie suggested the committee consider a special sponsorship level for one or possibly two sponsors whose logos would be embroidered on the tote bags.
· Connie has worked with Curt on a merged document describing the 2014 Sponsorship Opportunities to include both GaETC Conference and Leadership in one document. Connie will submit to the committee for consideration.
Website Activity Report
· Several updates posted - waiting on new logo to re-do homepage for 2014
(I will miss the Steering Committee meeting Friday afternoon because of GaDOE SLDS training but will be at the Board meeting.)
Workshop Activity Report
· Explored additional features needed in presenter application:
o Lab Type:
§ Windows Lab
· sub menu - applications needed for participants
§ BYOD Lab
· sub menu - list devices compatible with session - Windows Laptop, Mac Laptop, iPad/iPhone, Android Tablet/Smartphone, Windows Tablet/Smartphone, Chromebook
· sub menu - applications needed for session
o Session Format
§ 6 hr (Tuesday only)
§ 3 hr (Tuesday - Thursday)
§ 1.5 hr (Wednesday - Thursday)
· Explored options for workshop session schedule/format - primarily to reduce conflicts for participants with conference concurrent sessions.
· Offer more sessions on Tuesday - pre-conference
· Offer 1.5 hr sessions on Wednesday and Thursday. Both ISTE and FETC offer shorter workshop sessions during the conference.
· We need to know more about the format of the presenter application? Can it be modified? Date it will be available?
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