Camp Planning 09/03/24

Agenda:

Top priorities: Camp is next week!
Communication plans for final 10 days for attendees, sponsors, speakers
What’s needed for onsite (materials, people, logistics)

Committee updates

Sponsors - Wilbur
Reminders needed for when to show up, what to bring, etc. (for Platinum) - Wilbur
**we do have a map for assigning tables; should bring a printout of each sponsor names to place on tables - Wilbur

Marketing - Blaine
Schedule of newsletters in last 10 days
THU, 9/5: Camp is one week, last call to register!!
MON: 9/9: Get ready; things to bring, parking and directions - attendees
TUE: parking update, times and reminders, Wed night gathering
WED: Day 1 schedule of events
THU: Day 2 schedule of events
FRI: Thanks and survey link (**need to make a survey)
Any new blog posts?
Social media posts for sponsors

Conference Program - Joe
Session schedule is done and published
Lightning talk registration is open (need someone to MC)
Dan and Wilbur to run the opening remarks
Dan has slide deck with sponsors slide if we want to share with speakers

Website and Registration - Wilbur
Attendees to date: 85 out of 130 (paid or sponsor/speakers), PLUS 8 free student scholarships to date (*need to verify status)
Tshirts - we are missing some sizes, need to reach out to people

Venue and Materials - Dan
Badges on the way; plenty of lanyards in storage
Ordered new ribbons (volunteer, sponsor, speaker)
Status of pop-up sign (and do we want a new one?)
Color printout signs for rooms? (with sponsor names?)
Registration desk signage – we could use foam core signs
Do we still have foam core signs from 2023?
Printed schedules? Wilbur may do some
Tshirt status, will we have enough?
Unconference materials needed? Tim has it
Need more stickers? maybe
**Dan to check again on parking is reserved for up to 50 spots for us (but not free)
Don’t need insurance this year

Budget - Dan, Phoenix
Approximately $1k short of our target budget

Project Management - Chris, Jen

Social Events – Jen
**make sure to mention our 3 social events in newsletters
**are we doing a dinner signup sheet on Thu? Tim may help organize

Volunteers- Dimitri
Wilbur posted a link on Slack for people to sign up to the schedule of volunteers for room signups, registration desk; will post publicly soon to the website

**Do we need to meet next Tuesday? Maybe a short Zoom as needed, save on calendar