NSS WikiReminder for our ISDC organizing committee telecon on Sunday April 2, 2006 at 1:00 pm Pacific / 4:00pm Eastern time.
Call in: 888-387-8686 Room code: 6863339# Hi everyone, I thought a good subject for this call would be conference readiness. What is out there that might sneak up on us Wed morning. What are your needs that have not been met for you to accomplish your task. Agenda:
1. Introductions Lowry Burgess, Brian Schoening, Pat Montoure, Mark Hopkins, Lisa Kaspin, Seth Potter, Dave Snead, Mike Turney, George Whitesides, Brett Silcox, Robin Snelson, Dave Stewart, Joe Redfield, Frank Pietronigro, Vern Mcgeorge, Craig Ward
Frank discussing Space Art- Jon Ramer will join later to discuss: Insurance policy for art? Jon Ramer figuring out value of artworks, what coverage? George doesn’t think ISDC has insurance. Lowry asked if hotel has policy. Pat: contract has insurance language (does it cover the art? She’ll check) George and Brett will see what insurance NSS has and see if it can cover the conference. Otherwise ISDC will get its own. Put riders on current policy to cover specifics we don’t have yet. Brett to get policy pulled up, to make inquiries.
2. Programming Sponsors for zero gravity art? Frank inquiring. Also asked about time slots (Space Art on all 4 days) What times are lunches, dinners? “A” ballroom will have to be close to 7:30 pm Carnegie Mellon wants to sponsor a reception for Space Art Finding a space? ask Los Angeles CMU alumni (star-studded) - want 100 people – Also awards ceremony and soft sell for Space Art fund. Sat evening before dinner? Discussion offline. Will this be invite-only? Again, CMU alums will have to discuss what they want. Hospitality room logistics need to be taken care of. Schedule printout? Dave is adding events as well as sessions to his database. Has a “View Schedule.” Put title and presenter info into Dave’s database Robin- suggesting put the info all into a readable (Word) linear format. Dave has the “view spreadsheet” and “view schedule” options. George to discuss schedule display with Dave and Robin offline. George: need to gather names and talks that aren’t already in the database and send them in by end of weekend. Frank has Space Art program info in linear form. George says to send it to Robin and Dave. No “underbooked” sessions; many have been consolidated; may be too late to submit. Squish down time of the talks if necessary Mark emailed to request info from Valentine, Mankins on track info. George asking that Mark send that info to Dave; Valentine, Mankins need to hurry. Bruce McKenzie needs info (new track chair, new to telecon) Mars Settlement. Will settle offline.
3. Operations. What supplies do we need? Karen needs supplies for signage. Programming/ AV? We assume LCD projectors. Speakers should bring their own laptops; we can’t afford supplying. George: Boeing Young Engineers volunteered 6 projectors from Boeing. Ask Northrop-Grumman if we can get 6 projectors from them. Brian Schoening: will be contact within NG to get the 6 projectors Space Art people say their budget will cover their AV needs. Need projectors, DVD players on a loop (at least 2). NO on companies supplying computers for security reasons. NASA will be sponsoring org (what? For ISDC) don’t understand. Get special rates for JPL people?
4. Registration and Volunteers Craig will send his supply needs list to Pat later. Need to know where to put the tables and know how to staff. Coordinate with Craig, Gary, Planetary, Pat, George. Badges should be printed several days in advance ideally where Gary is (East Coast- then ship here). Gary’s not coming until Tuesday. Backup: print locally but again a few days ahead. Want to avoid last-minute printing. May need a suitable printer on West Coast, Gary’s working off the East Coast; can negotiate through his Xerox contacts. Josh is organizing logistics about registration, badge printing (offline) Tours are now up on Web, need volunteer coordinator for each tour to watch everyone. Craig has put out a call for tour guides ISDC bags: Space Age Publishing Co. will sponsor them. Brett’s coordinating. Tues May 2 gathering at Planetary to stuff the bags. Get the stuff to Planetary by the Friday before. Postcards are done: one for ISDC (to 15,000 people), one for ORBIT (to 3,000- those most likely to buy) Meetings in Los Angeles: AV meeting Thursday at 10 am at hotel. Aiming to nail down all logistics by then. ISDC Meeting on Thurs night 8 pm Room TBA Fine-tooth comb needs for the whole conference. Volunteer meeting:Pat: Many volunteers can’t get to hotel in time for volunteer orientation meeting, many out-of-towners. George: Need to find someone to be in charge of training session; Craig can’t (do on Sun, one on Wed. evening)
5. Program Book April 18 or 19 to printer; but need Planetary Society approval (how much time does Lisa need to give to Planetary Society to look book over?) Lisa needs tracks and chairs list, not all of the time slot info, as the program schedule’s not going into the book. By April 5, Lisa will have all the data for the book- on Thurs 7:30 pm meeting discuss if things need to be pulled out or added Awards list and short description- when each will be given- Art awards list (from CMU reception?) shall be sent to Lisa. What size pictures for program book need? 300 dpi Frank wants to get Lisa the Space Art bio info for the book; also sent Dave Snead the info. Frank and Dave discussing particulars on how to assign time slots. George will advise on whom to include (Space Art and everyone else) Lisa already has 51 bios! Lisa waiting for bio approval from some; told not to be concerned at this point. Lisa wants it on record that she at least asked for approvals.
Database issues: Tried to schedule a paper- and it vanished! Dave took down number of the paper- it has disappeared! Dave going over logistics of how to pull a paper off the system; also updating database to sync with grid.
Filling in slots; none of the choices online include the 4th; Dave will take care of this. Volunteer form Pat sent: it is the updated form.
How do volunteers register if they’re not going to have to pay? Send in form (not online registration); we’ll input their info into database. Don’t know yet on Track Chair registration pay or not
Put Brett Silcox’ name on volunteer form (? Didn’t understand that last)