2005 SEDS-USA Conference Tasks

From SEDSWiki

Note: Add more tasks or more details to listed tasks. --Kirk 16:58, 7 Sep 2005 (PDT)

Contents 1 Publicity Team 1.1 Outcomes 1.2 Tasks (non-inclusive) 1.3 Notes 2 Tech Team 2.1 Outcomes 2.2 Tasks Done 2.3 Long term tasks(non-inclusive) 2.4 Notes 3 Space Fair Team 3.1 Outcomes 3.2 Tasks (non-inclusive) 3.3 Notes 4 Program Team 4.1 Outcomes 4.2 Specific Positions 4.2.1 Workshop Coordinator 4.2.2 Travel coordinator 4.3 Tasks (non-inclusive) 4.4 Kirk 4.5 Everyone

Publicity Team

Outcomes

1. Widespread media coverage of event
2. Conference well-publicized before event

Tasks (non-inclusive)

• Recruit media—local and national; paper, web, TV, and radio
• Coordinate on-site interviews
• Post flyers
• Email notices to departments, colleges, and other schools
• Advertise conference in local and national media
• Create a list of material needs (signs, rooms, electronics, etc.)

Notes

• Can build excitement for event by coordinating media interviews with speakers and students in weeks leading up to conference

Tech Team

Outcomes

• Efficient use of computer presentation equipment
• Record conference proceedings—photo, audio, video

Tasks Done

• Talked to CITES about availabity of AV equipment. They do not have such a service. They suggested another campus group called ATLAS--Varun 14:05, 12 Sep 2005 (PDT)
• Visited the ATLAS office at 212 Lincoln Hall. They gave me details of the AV registration Desk --Varun 14:05, 12 Sep 2005 (PDT)
  • Sample of their production - http://atlas-real.atlas.uiuc.edu:8080/ramgen/atlas/avservices/demo/event_demo-ghandi.smil
• Contaced the AV department of ATLAS - --Varun 13:59, 14 Sep 2005 (PDT)
  • Starting Cost is $45 per hour
  • Meeting them on Friday 1pm at G70 in Foriegn Languages building to discuss details
• Inquired CITES about wireless access for visitors. They suggested contacting the network administrator of the department for this--Varun 14:05, 12 Sep 2005 (PDT)

=== Immediate To-do list === --Varun 17:36, 7 Sep 2005 (PDT)

• Attend the meeting on Friday at G70 in Foriegn Languages Building with ATLAS to get the following info from them
  • Cost of recording
  • Help they can provide us in terms of script of the conference
  • Requirements for us to get reduced price i.e do we need to be LAS sponsored?
  • Paperwork to fill out
  • phone - 333-6300, email - atlas-av@uiuc.edu

• Another option is the facilites department of the univeristy. More info at http://www.fs.uiuc.edu/pdfs/specialevents/special%20event%20flyer.pdf

• Contact them for information on the similar issues as above
  • Are there people available to help us with recording?
  • Cost of recording
  • Can they convert video to digital format for distribution?
  • Paperwork to fill out

• Talk to the network administrator of Aero Department to see if he can help setup a guest account for wireless access

• Talk to Facilities and Management or CITES to organize a small training session for the volunteers so that they are familiar with the equipment

• Confirm with Facilities and Management services to confirm that the students are allowed to operate the AV equipment without any supervision

Long term tasks(non-inclusive)

• Develop a script for recording sessions
• Record the conference
• Coordinate uploading of speaker presentations to computer

Notes

• Can get on-site volunteers from other schools

Space Fair Team

Outcomes

1. Students get leads on jobs and internships
2. Students have a forum to display their work to peers and industry representatives
3. Create an event that draws media attention to students

Tasks (non-inclusive)

• Coordinate ballroom setup with Union
• Define material needs (signs, electronics, etc.)
• Recruit companies
• Recruit students for poster session
• Organize judging of poster session

Notes

• Tech demonstrations would be interesting
• Book signing
• Perhaps a Space Fair-only ticket for people who don’t want to go to conference
• Can expand beyond ballroom and Union if necessary

Program Team

Outcomes

1. Ensure that participants are well-informed about events and locations
2. Coordinated travel and lodging
3. Develop an informative, entertaining, and innovative program

Specific Positions

Workshop Coordinator

• Communicate with workshop leaders, make sure that workshop outcomes are aligned with conference goals
• Coordinate room setup
• Define material needs (signs, electronics, rooms, etc.)
• Coordinate A/V needs with CITES or individual facilities
• Assign workshops to rooms

Travel coordinator

• Coordinate hotel arrangements with Union and Hampton Inn (note cutoff dates for giving up extra rooms)
• Moderate web forum
• Coordinate housing with UI students
• Create table of speaker travel information
• Purchase travel for some speakers

Tasks (non-inclusive)

• Design t-shirt and polo for volunteers and participants
• Get price quotes for shirts
• Develop user manual
• Print user manual
• Create signs and banners
• Print signs and banners
• Organize Thursday social event
• Organize Friday social event
• Organize Saturday award banquet
• Create name badges
• Design SEDS lapel pin
• Get price quote for lapel pin
• Get gifts for speakers
• Get folders and freebies from bookstore
• Get free things for door prizes
• Negotiate deals with local businesses
• Reserve display case in Union
• Develop registration area
• Contact ISGC
• Contact Aero Department

Kirk

• Coordinate Zero-G project
• Contact with speakers
• Develop Sunday program

Everyone

• Introduce speakers
• Add comments to user manual
• Develop script
• Organize travel info