APA California 2015 Conference Local Host Committee Meeting

Transcription

1 APA Califrnia 2015 Cnference Lcal Hst Cmmittee Meeting MEETING REPORT Octber 11, am Nn MetrCenter Auditrium, 101 Eighth Street, Oakland 1. Intrductins 2. August Meeting Recap At the meeting we cvered the fllwing tpics: Preparatins fr Anaheim cnference Merchandise items and bth fr Anaheim Fundraising August updates t the website and final preparatins n the calls fr presentatins and mbile wrkshps 3. Anaheim Wrap- up As a destinatin, the Anaheim cnference had higher attendance than the last few. Lwer attendances were tied t the cmbinatin f lcatin and the ecnmy The three mst highly attended cnferences were San Jse (2007), Hllywd (2008), and Anaheim (2013). The Oakland cnference shuld expect a high attendance n range with these as: It is in a very urban area Has gd cnnectins t tw majr airprts, and There are a large number f planning prfessinals clse- by in the Nrthern and Sacrament sectins. Anaheim did a lt f things different such as shifting times fr several events. The LHC c- chairs are waiting fr the pst- cnference reprt. In the meantime the c- chairs will pair up past cmmittee chairs with ur current nes t discuss lessns learned. Schedule Thse wh attended thught the Sunday Diversity Summit was gd. As many peple had t travel n a Saturday, it was suggested that events ccur later in the evening. Anaheim had a partial day n Saturday; Oakland wuld likely have a full day We shuld let peple knw abut First Friday and encurage peple t explre Oakland prir t Saturday. It was nted that there isn t a keynte speech as part f the cnference, but are generally presented during the lunchens. In past there have been tw and they bkended the cnference.

2 There were a lt f walk in students wh didn t pre- register. The CPF auctin was cnstrained in length and was during the cnsultant s receptin making it hard t hear and fcus. The schedule needs t be very clear t all attendees and vlunteers Sessins There were sme A/V, website uplading f presentatins, and ther technical issues. Several ppular sessins were in smaller rms, making fr cramped quarters. Many peple attended marketing sessins which the LHC nted shuld be avided during sessin selectin. Fr Q&A sessins it was hard t hear questins. Need t have a micrphne at all sessins fr Q&A The Diversity Summit did nt knw wh t cntact fr a micrphne s there is a need t have A/V cntacts clearly psted. If there is n micrphne the presenter shuld repeat the questin. New full- day technical sessins were held n Saturday. Saturday did nt feel rushed. Registratin Used vlunteers n Saturday t prepare packets fr registratin pick- up n Sunday. Registratin was NOT user friendly indicating we have an pprtunity t make it better: We shuld make it clear what is included in each type f registratin: Many registered fr pening receptin even thugh it was included, and needed a refund. Need t make it easier t add/change HOWEVER we will need t use the registratin sftware under cntract t the Chapter. Many had issues with the app. Maps were nt clear and need t be custmized. 4. Spnsrship/Fundraising Fundraising started TODAY! We have ur first spnsrship cmmitment fr lanyards frm RRM in San Luis Obisp. Please Jackie and Darcy with spnsr leads r have talked t anyne with an interest in helping spnsr the cnference. The cmmittee has created a list f ptential spnsrs and assigned each member up t 3 cmpanies t cntact. Jean will send ut an with what cmpanies t cntact and talking pints We want t start ur fundraising drive nw t cincide with the annual budgeting cycle fr many cmpanies. Our target is t raise $125,000. CC Darcy and Jackie n all s and ANY discussins abut spnsrship. Especially if a cmpany says n they shuld knw Jean will send mnthly s with a reprt.

3 D sme hmewrk t learn abut yur assigned firms. Be sensitive t ptential ethical cnflict f interests if yu wrk fr a public agency. PDF is available fr sending s. Spnsrs can pay by check OR call Francine Farrell t make a credit card payment. 5. Mbile Wrkshps A draft call fr mbile wrkshps is being prepared. The cmmittee is planning t start accepting submissins n Nvember 10, The prpsal frm will ask a lt f questins t allw the cmmittee t get a better sense f what will happen in each prpsed sessin, hw much each will cst, the length, ptential CM credits, etc It will be a lw- tech submittal prcess each prpser will cmplete a wrd frm and it t the cmmittee. Each sessin prpsal shuld relate t a sessin track and be cmpleted under the same wrd limits as presentatins. Let Mika knw if yu have a partial idea and need help fine- tuning it and getting ther resurces. 6. Diversity Diversity is an verall cnference theme fr presentatins. Need t identify rganizatins and speakers t present fr sessins/mbile wrkshps. Preliminary list f rganizatins that have been cntacted. Let Mir knw if yu have any ideas f thers t cntact. Hansn and Mirparticipated in an APA cnference call t talk abut hw APA as a whle can prmte diversity thrughut all APA State and Natinal cnferences. Will help with the utreach and identificatin f pssible rganizatins/presenters frm apprpriate APA affinity grups. 7. Cmmittee Reprts Hspitality We have bked the Oakland Museum f Califrnia fr Saturday Octber 3, The cmmittee is wrking n ther events and keyntes. Any cnference events will be planned t minimize cmpetitin with cnsultant events/parties. Merchandise We successfully distributed merchandise at Anaheim: pins, casters, and frtune ckies. The cmmittee is in a hlding pattern until early 2015 when the cmmittee will start wrking n planning fr cnference merchandise and ther items. Cnference letterhead may be prepared. Planner s Guide Old guides have been reviewed fr reference.

4 Neighbrhd prfiles are being drafted. Each ne will cntain a: map, descriptin, highlights, and demgraphics. If yu can assist with mapping, please cntact Jackie. Can take the same cntent fr the website int handuts The printed guide will als be available n the App Prgrams/Sessins The call fr presentatins was finalized ahead f the Anaheim cnference and the windw fr submittals will start in December. The cmmittee is wrking with the Chapter t update the cnference website and nline submittal frm t g live arund December 1st Hansn will wrk with the planning directrs grup t invlve them in reviewing presentatins t ensure senir practitiners are interested. Juan will send ut an t all wh have expressed interest in reviewing presentatin t determine in which tracks they have an interest. The cmmittee will wrk with mbile wrkshps n scring criteria. Juan tk a lt f ntes n things that went well and didn t g well in Anaheim Publicity Erika is wrking n creating a schedule with rll- ut dates s publicity can help maximize effrts fr getting the wrd ut abut the cnference. This will be sent ut and then we can start crdinating cntent and getting things in the newsletter and nline Vlunteers Thank yu fr all thse wh vlunteered at the bth. Sign- up Genius was really helpful. Cmmittee chairs need t start thinking abut the need fr vlunteers early. Hw many wuld yu need? What rles wuld they have? Aiming t have 75 vlunteers fr cnference. Syd will cntact each chair t determine hw many vlunteers each will need. Need t find a lead vlunteer fr each day wh will be the pint persn. Anaheim had a cncierge. Syd will create vlunteer incentives based n the length f vlunteer shift. Student Day/Presentatins Jean will help with this in the future. Feedback frm Anaheim: 150 students pre- registered and 25 cmpleted walk- in registratin. Had perfect amunt f sessins based n the number f students. The Alumni/Student mixer needs t be mre clear that it s pen t anyne. Maybe call it a mentr mixer instead.

5 Mixer was funded by CPF but that isn t ging t be the case fr Oakland. Syd will wrk with universities t get $100 spnsrships that will give each a table during the mixer fr advertising. The student pster sessin was disrganized. Juan will wrk with Syd t incrprate int the prgrams and make better rganized. Can cnsider crdinating the pster sessins as salns. Will crdinate with universities t get department heads invlved and generate interest early n and have a separate due date fr these than fr regular call fr presentatins. 8. Open Discussin Next meeting will be 12/13/14 at the Metr Center Auditrium 2015 meeting dates: 2/7/2015 4/4/2015 6/6/2015 8/8/2015 Optinal: 7/11/2015 Optinal: 9/12/2014 Walk thrugh date fr chairs TBD Alternate htels are being identified thrugh Angie C- chairs have a call- in number fr cnference calls. Cntact yur c- chair and Francine t reserve it.