11/30/1998 Conference Committee

GIS Conference Committee Meeting

November 30 1998

Present: Ann Peton, Barb Berquam, Herb Keuhn, Lisa Schweitzer, Michelle Lantermans, Steve Williams, Cory Brockman, Todd Bishop, Bill Kapp

Program

• Because of technical difficulties, we are unable to show program progress and will cover this information in the next meeting.
• Would like to get program information to others today/tomorrow and people will return comments to her prior to next meeting.

Budget

• $95/105 for registration, $50 student registration, $250/350 for vendor, $40 per workshop/30 for those with their own workshop, $10 discount for those attending both workshop and conference.
• Ann will work up a cost breakdown for advertising in IGIC newsletter with a potential cost break for those attending the conference. Also find out legal answers for accepting money for this.
• Wed. morning and afternoon break are part of workshop costs. First conference meal will be Wed. lunch
• Do we need to let the cafeteria know how many people may be there without a monetary commitment? Steve will find out.

Marketing update

• Sent out on Feb 15 (email and postcard), preliminary program end of March, final brochure will be handed out on site. Posters may be sent out as well
• Dan Giesman at CTRE is developing a mailing list database for this conference
• Contact with Dick Vincent at DOT for printing has been made, but no final date established for printing timeframes
• We would like to have postcards/posters etc. laid out by next IGIC meeting
• Use text from postcard to post on listserve
• Updated list of other special interest groups to see if they wanted to have group meetings as well (engineers, auditors, assessors, educators, emergency management, natural resources, ICMA, League of Cities, Iowa APA)

Exhibitor update

• Booth charge will be $250 per booth, whether they want one booth or five.
• For $250 we would like to have 2 people be registered
• Vendor mailer will be written by Joyce/Lisa and sent to only those vendors that are in contiguous states. Date for it to be sent: January 1.
• Will booths with internet access have a greater cost (there are only 5)? The other option will be to run phone lines and then provide internet via a modem. However the five lines have to be shared with the conference rooms.
• Registration deadlines: June 30 cutoff for regular registrations. After June is an extra $100. Registration money and documents will be sent to Steve and Joyce/Lisa will answer questions.
• Hours: Setup will be 12pm – 2pm Wed, open from 2-8., Thursday 8am-10pm
• Steve will contact Dave for who to make the check to and will get Joyce/Lisa his address. He will also get a more dimensioned floor plan to Lisa for booth placement. Also double check on internet access.
• Check to make sure that group password is being developed to allow attendees access to the internet at the library.
• Ann will get copy of Vicki’s letter to Joyce.
• Barb will send a copy of precision ag vendors to Ann
• Michelle will let Lisa know about door prizes

Poster session

• 20 double sided 5 x 6 partitions for 40 posters plus 15 easels
• Natural resources would like a special poster session on Wednesday evening with other folks setting up Wed evening/Thursday morning.
• Poster session hours will be: 7-8 Wednesday with setup 1 hour prior, Thursday setup 8-9 and display from 8-10 with people at their posters for one/two designated hours. Todd will determine that hour.

Social

• Michelle will find entertainment for Wednesday night. Hours for entertainment will be after meal at 7.
• GPS treasure hunt, boating or other site specific activities, any vendor training, internet access
• Check with local agencies to find activities that may be occurring (plays, concerts)
• Michelle will check budget to find out available dollars for entertainment
  

Next meeting

Tuesday, December 15 at 1. Marketing will meet at 11:30 prior to the rest of us.