12/15/1988 Conference Committee

IGIC Conference Committee Meeting

December 15, 1998

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

1. Program

Review of the workshop and conference program

Could we add crime or business applications (under applications)

Combine group headings so that anything with applications will be all in one tract

Legal issues under management: Bill Holland on data sharing issues, also river movement. Barb has a contact for that topic

Call for papers in January with March 15 deadline with preliminary program complete at the end of March

For registration, they will be sent to CTRE for money collection then they will send them to Ann and Michelle for entry in the Access database.

2. Budget

Steve went through latest budget estimates

Changes were made in the budget with regards to the social events

Add to preliminary program about limited housing as well as listing hotels in the area

There is a $500 deposit due in January and have not yet located funding for that though maybe with early registration of members or maybe from GSA money we can find funds

3. Marketing

On call for papers mailer, include separate language for poster requests as they will most likely vary from paper requests

Should postcard in February be a combination call for papers/tickler, as well as a personal invitation letter from specific people we have seen before or would like to speak

Numbers for mailers need to be determined by end of the week prior to DOT compiling numbers

Committee members should send lists of people that they would like to attend to Ann to make sure they are included on the list

There will also be an electronic version of the mailers for distribution within departments

Also utilize the clearinghouse to give more information for call for papers and posters

IGIC through ITS will develop vendor cover letter and prospectus (they will get together Jan 4,5,or 6 for finalization of language)

4. Vendors/exhibitors

Joyce compiled a list of vendors from several sources and will be getting an ag list from Ann

For vendor areas, only 5 phone lines are available, none can be run

There is no schematic of the building available, someone will need to go there with a tape measure

There are only 20 table skirts available

Bill’s name should be on the prospectus, not Joyce or Lisa

Roger will pursue getting the drawing and dimensions needed for vendor space

There may need to be some policing of the computer labs so that students are not on the machines when vendors want to demonstrate

5. Posters

Make sure to include a reference to them on the call for papers documents

A DNR focused poster session is planned, if other groups want a special session as well contact Todd

And also to have call for papers/posters on the clearinghouse with details (poster size, abstract specifications, etc.) listed out for interested people. There will also be a contact person on the paper postcard for those people without internet access

6. Co-sponsers

There are groups/agencies that could potentially donate ~$200 up front and then have a booth and 2 free registrations. They are able to discuss with attendees activities in which they are involved. We will put them around the corner by the library. Their names could be listed out separately. They could sponsor just the conference, the IGIC in general, or some combination thereof. This is a decision that needs to be made at the entire IGIC level. There may be vendors that will pay ahead to come up with the $500.

7. Web page

Include a teaser of tracts that will be available during the workshops, other scanned photos

8. Ann will fax program agenda to Steve

Joyce, Lisa, Bill, Ann will phone conference to iron out vendor prospectus

9. Next meeting

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