AANC-Con Organizing Committee Report

1. AANC-Con Organizing Committee Report 2/4/07

2. Contents (hyperlinked) • 2/4/07 Agenda • Proposed 4/1/07 Agenda • Open Action Items • Conference Overview • Subcommittee Membership & Deliverables

3. Agenda AANC-Con Organizing Committee 2/4/07 9:30 AM, Chabot Science Center Board Room TimeTopic 5 Agenda Review 5 Action Items 20 Definition of Roles 15 Roles Volunteers 5 Next Steps

4. Proposed Next Agenda AANC-Con Organizing Committee 4/1/07 9:30 AM, CSM Planetarium TimeTopic 5 Agenda Review 5 Action Items 15 Proposed Role Changes 30 Proposed Action Plans 5 Next Steps

5. Open Action Items

6. Overview: AANC-Con 2007 • Date: September 29, 2007 • Time: 1:00 PM - ?? • Location: College of San Mateo • Sponsors: AANC • Registration: $TBD • Theme: Educational outreach • Logo: “Reach for the Stars” • http://collegeofsanmateo.edu/reachforthestars/reachAboutUs.htm • Purpose: • Raise funding for the CSM planetarium & observatory • Educational outreach • Have fun!

7. Subcommittees and Deliverables

8. Subcommittees (hyperlinked) • Membership Matrix • Audio / Visual • Communications & Publicity • Facilities, Traffic and Signage • Finance • Food • Master of Ceremonies • Memorabilia • Observing Session • Program • Registration • Raffle • Reproduction • Vendors • Volunteers • Webmaster

9. Subcommittee Membership

10. Audio Visual Subcommittee Deliverables • Work with Program Chair to ensure all speaker’s AV requirements are known in advance. • In response, develop AV equipment plan which provides single-point-of-failure immunity (i.e. everything has at least one hot backup). Review plan with Director, MC and Program Chair. • Arrange for availability of all AV equipment and work with Finance to budget, if needed. • Coordinate with Facilities to ensure access to power, & light switches and get safety briefing. • Set up and test all equipment in advance. • Train speakers on AV equipment they will be using. • During program, ensure each speaker is set up correctly, and continuously monitor and adjust production quality. • Signal speakers with time limit signal

11. Communications & Publicity Subcommittee Deliverables • Ensure consistent look-and-feel of all communications in keeping with conference theme. • Develop publicity plan to take advantage of a wide variety of media, targeting both the public and the astronomical community. Identify timing and content of releases appropriate to each communications channel. • Support other chairs in developing appropriate material on time to meet plan.

12. Facilities, Traffic & Signage Subcommittee Deliverables • Create directions and work with Webmaster to post on web site. • Assess foot, disabled, vehicular and telescope traffic situation and ensure adequacy. • Coordinate with site administration in advance to ensure access to all rooms, lots and areas. • Ensure emergency contact procedures are in place for the unexpected (circuit breakers blown, needed doors locked, etc). • Review emergency procedures and brief MC and Programs • Develop and post signage for all traffic. • Work with Program and Registration Chairs to include any necessary traffic information in program or registration package. • Remove/clean up signage after event. ------------------------------ • Parking info: • No charge on weekends. • ADA spaces are available • Reserve spaces for speakers • Staff lot adjacent to planetarium (can we use it?) • Reserve spaces for people with scopes

13. Finance Subcommittee Deliverables • Prepare conference budget and works with the AANC Treasurer to pay advance expenses (if any). • Perform on-site reconciliation and report back to treasurer with deposits and reports. • Handle finance issues related to advance registration, credit card acceptance, ticket sales, raffle sales, and refunds.

14. Food Subcommittee Deliverables • Get committee agreement on number of meals/snacks & how financed • Get committee agreement on whom we will feed (vendors, volunteers, public) • Arrange availability of food for meals and snacks • Coordinate with CSM facilities on logistics, tables, chairs, & serving area as needed. • Coordinate with registration, if meals will be sold as part of registration • Satisfy both veg / non-veg needs

15. Master of Ceremonies Deliverables • Leads development (working with Program Chair) of intros for speakers • Set appropriate tone at conference • Make announcements • Cue speakers • Introduce and thank speakers • Keep program on schedule

16. Memorabilia Subcommittee Deliverables • Create T-shirts, mugs, photos,… in keeping with theme (logo) • Determine ordering lead time • Order stock in time. • Work with Finance to develop budget

17. Observing Session Subcommittee Deliverables • Gather commitments from telescope owners. • Work with Traffic to develop parking, signage and, if needed, means to transport heavy scopes from parking to observing site. • Assess observing site in advance for obstacles, nuisance lighting, etc. and develop plan to address. • Work with Facilities to ensure power availability, and means to remove any interfering lighting. • Arrange scope minder

18. Program Subcommittee Deliverables • Invite speakers to attend. • Maintain list of speakers and keynotes. • Determine conference agenda • Determine location for each presentation. • Format program agenda into electronic form, coordinating with Communications and Publicity (for look and feel) and Reproduction to produce hard-copy program. • Support MC in developing speaker intros • Coordinate with AV so speakers’ AV needs are satisfied. • Handle honoraria (working with Finance for budgeting and cutting checks) and thank you/membership letters. ---------------------------- • Starter list: • Richard Crisp • Planetary Nebula Discoveries • Jeff Adkins • HS teacher at Deer Valley High School in Antioch, awarded this years AANC Special Award

19. Registration Subcommittee Deliverables • Develop all forms necessary for advanced or on-site registration, and works with Comm / Pub and Webmaster to make them available. • Work with Finance to estimate headcount, registration fee, and registration revenue estimate. • Prepare attendee packets, including agendas and other materials. • Handle on-site logistics related to conference registration. • Create name tags in keeping with theme (working with Repro as needed) • Provide ticket sales, collection of attendee name/address information, and any other registration or sales related matters. • Work with the Finance Chair to budget and satisfy all these responsibilities.

20. Raffle Subcommittee Deliverables • Put on raffle.

21. Reproduction Subcommittee Deliverables • Reproduce registration package and signage &

22. Vendors & Donations Subcommittee Deliverables • Work with "astro-vendors" to determine needs for tables, materials, etc. • Coordinate with Facil & Signage to determine set-up area and sign placement • Coordinate with Comm & Pubs to advertise supporting vendors and display their logos (as agreed) in conference publicity • Communicate logistical information to vendors • Negotiate appropriate charge (cash or donation) for vendor participation, coordinating with Finance to budget and Raffle for dissemination of any donations. • Send follow-up thank-you letters to vendors ---------------------------- • Starter list: • Jim Burr JMI

23. Volunteers Subcommittee Deliverables • Work with other chairs to identify all necessary volunteer positions. • Solicits volunteers to staff the positions. • Schedule volunteer slots and handle volunteer-related logistics while on site. • Arrange appropriate recognition for volunteer efforts, both during the program and after.

24. Webmaster Subcommittee Deliverables • Set up the conference website • Work with Comm & Pubs to ensure look-and-feel is consistent with conference theme • Work with Comm & Pubs to establish links to and from our web site • Work with each chair to determine their area’s website communication needs • Create an appropriate site map and easy-to-use navigation scheme. • Provide templates, or set standards, or transform content to meet look-and-feel requirements • Content starter-list: promotion, timetable, maps, volunteer email, inter-club links, on-site registration and sales.