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02/02/1999 Conference Committee

Conference committee minutes

IGIC Conference Committee Meeting

2 February 1999

Present:: Steve Williams, Herb Kuehn, Roger Patocka, Lisa Schweitzer, Bill Kapp, Joyce Baker, Ann Peton, Todd Bishop, Michelle Lantermans

Letters going out to vendors:

  • Lisa/Ann wrote a letter to invite vendor participation, the content was discussed and Bill has been nominated as the lead vendor contact. Joyce has another hard copy list of vendors from the conference at UNI that will be incorporated into the existing database. Bill will finish fine-tuning the floor plan from Roger to send. It will be sent out with vendor packets once they express interest in exhibiting.
  • Michelle displayed the postcard/teaser call for posters. A few suggestions were made. It will be sent to Nola at the DOT by middle of next week.
  • Ann recommended that a grand door prize be offered to keep people to stay the length of the conference. Joyce suggested going to the vendors and requesting prizes so now so that there is no wait.  Steve and Michelle are going to discuss prizes at casino night before the next meeting
  • As the list of potential attendees continues to grow, there is a concern about sufficient housing for everbody.  Steve is contacting the local business bureau to find additional housing for attendeees.  There will also be information in the registration materials stating the potential shortage of university housing to inform and encourage people to register early. 
  • As papers come in from the request, Ann will send them out to the reviewers.  Dave and Lisa volunteered to help review the papers and also suggested having a student poster competition with cash prizes.
  • Dave recommended we inform the Governor’s office and his strategic plan committee of the conference. He is in the process of drafting a letter to this cause.

 

Contract review

  • Steve received the contract for the facilities. Everything appeared to be in order with the exception of a requirement of certificate of insurance for liability for bodily harm, injury, etc. Ann will check into cost from other conferences and determine which entity will be signing the certificate. Dave will follow up with Kelly to see how other organizations have dealt with this issue.
  • Steve asked if we want to establish a short contract for the vendors, guarantee of payment, a space, etc. Ann said there was something like that in the vendor packet and she will double check it.
  • We also need to have a check for the $500 deposit. Dave will write a check for the contract after Steve signs it and sends it to him.
  • With regards to food, we need to include in the plenary program that people should sign up to on time to guarantee food service for all participants.
  • Herb and Cory are arranging entertainment for Wednesday night during/after the buffet.

 

Registration

  • There will be on-line registration as well as a .pdf for people to register. Dave will check to see if CTRE already has a script put together for this type of application. Checks will be sent to CTRE. For paper mailing, registrations will be sent to Michelle and the checks will then be forwarded to CTRE.
  • Registration materials should be sent out 3 months prior (2-3 week of April). Online registration will be available then as well.
  • The conference web page will have a clickable interactive interface for viewing program/workshops itenerary.

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Next meeting: Friday March 5, 1999 from 2-4.

 

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