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AANC-Con Plan & Status

4/29/07

AANC-Con Organizing Committee

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Contents (hyperlinked)

• 2/4/07 Agenda• Proposed 4/1/07 Agenda• Open Action Items• Conference Overview• Subcommittee Membership & Deliverables

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Agenda AANC-Con Organizing Committee 4/29/07 9:30 AM, CSM Planetarium

Time Topic

5 Agenda Review

5 Action Items

15 Proposed Role Changes

30 Proposed Action Plans

5 Next Steps

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Proposed Next Agenda AANC-Con Organizing Committee 6/3/07 9:30 AM, CSM Planetarium

Time Topic

5 Agenda Review

5 Action Items

15 Proposed Role Changes

30 Proposed Action Plans

5 Next Steps

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Open Action Items

# Date logged

Title Description Owner Team Due date

Status

2 2/3/07 Confirm logo authorization

Confirm we are authorized to use the "Reach for the Stars Logo"

Mohsen Dean Drumheller

4/15/07 Open

3 2/3/07 Enlist Dave Rodrigues Contact Dave Rodrigues and enlist his participation, hopefully on the Communications & Publicity subcommittes

Carter Roberts

4/15/07 Open

5 2/3/07 Update roles Each team: Review and enhance team deliverable descriptions (reviewed in 2/4/07 meeting) as necessary and email to Doug Brown prior to next meeting.

All 3/30/07 Late

6 2/3/07 Develop initial action plans

Each team: Identify your key actions, your deliverables, other's deliverables upon which you are dependant, and appropriate completion dates. Email to Doug Brown prior to next meeting.

All 3/30/07 Late

7 4/29/07 Dr. Pamela Gay A/V Figure out A/V setup for presentation from Illinois

Dean Drumheller

Darryl 6/3/07 Open

8 4/29/07 Theater availability Check on availability of the theater on 9/29 Mohsen 4/15/07 Open

9 4/29/07 Food facilities and rules?

Check with the school on school regulations or contractual obligations, and facilities that we could use to put on a cold or catered dinner for attendees and for volunteers. Controlled area. Campus food service?

Mohsen 6/3/07 Open

10 4/29/07 Raffle permission Confirm with Charlene that charging for raffle is OK. And selling AANC commemorative T-shirts is OK.

Mohsen 4/15/07 Open

11 4/29/07 Find webmaster Check with students to get volunteers Darryl Mike Portuesi

4/15/07 Open

12 4/29/07 Arrange a URL Arrange domain name and hosting Mike P 4/15/07 Open

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Roster

Name Email Affiliations Subcommittees(chair / member)

Office Home

Alan Gould agould@berkeley.eduadgould@comcast.net

Berkeley, IPS, PPA Web 510-643-5082

Annette Gabrielli agabrielli-sfaa@sbcglobal.net SFAA Reg 415-703-4539 Carter Roberts cwroberts@earthlink.net EAS, Chabot Raffle, Vend 510-524-2146Darryl Stanford stanfordd@smccd.edu CSM AV, FT&S, Food, Obs,

Repro, Vol650-574-6256

Dave Harris getastrodave@gmail.com Hercules Stargazers 510-526-5974Dave Rodrigues daverod@aol.com PR?Dean Drumheller drumhellerd@smccd.edu CSM AV, FT&S, Food, Obs,

Repro, VolDebbie Dyke astrodeb@comcast.net EAS, TVS Memorabilia 925-461-3003Doug Brown Doug_Brown@amat.com

dnabrown@ix.netcom.comFPOA MC 408-235-6801 408-223-0615

Ed Pieret epieret@comcast.net SMAS AV, FT&S, Food, Obs, Repro, Vol

650-595-3691

John Dillon jdillon@randallmuseum.org SFAA Program 415-332-8096Kenneth Frank kennethfrank@planitarium.net FPOA, SFAA, SFSA, Scope CityProg 415-421-8800 415-789-0459Liede Marie Haitsma stfrncis@ix.netcom.com MDAS Food, Vol, Memo 925-939-6137 Michael Kran michael.kran@kran.com LPCAC 415-888-3293Mike Koop koopm@koopm.best.vwh.net SJAA Raffle, Vend 408-446-0310Mike Portuesi portuesi@jotabout.com SFSA Comms & Publicity 415-550-9366Mike Ryan MikLR@comcast.net Program 650-592-3192Mohsen Janatpour janatpour@smccd.edu CSM AV, FT&S, Food, Obs,

Repro, Vol650-574-6272

Richard Ozer rozer@pacbell.net MDAS, EAS, GSSP Reg, Fin 510-532-5477Walt Heiges WEHeiges@aol.com SVAS, TAC 916-684-3421

Cell

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6/3/

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9/23

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510-410-4697 1 11 1

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1415-272-4310 1 1925-323-1046 1 1415-889-3601 1

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408-206-2162 11

510-406-1914 11

Meeting Attendance

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Overview: AANC-Con 2007

• Date: September 29, 2007• Time: 12:00 noon – 12:00 midnight• Location: College of San Mateo• Sponsors: AANC, WAA• Registration: $TBD• Theme: Educational outreach• Expected Attendance

– Pre-Registrations: 100

– Total flow: 1,000

• Logo: “Reach for the Stars”– http://collegeofsanmateo.edu/reachforthestars/reachAboutUs.htm

• Purpose: – Raise funding for the CSM planetarium & observatory

– Educational outreach

– Have fun!

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Subcommittees and Deliverables

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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

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Subcommittee Membership

Memo-rabilia

Master of Cere-

monies

Program Raffle Vendors &

Donations

Comms & Publicity

Registra-tion

Finance Audio Visual

Facil, Traffic & Signage

Food Obser-ving

Session

Repro-duction

Volun-teers

Memo MC Prog Raffle Vend Pub Reg Fin AV FT&S Food Obs Repro VolAlan Gould 2Annette Gabrielli 2Carter Roberts 2 2Darryl Stanford 2 2 2 2 2 2 2Dean Drumheller 2 2 2 2 2 2Debbie Dyke 1Doug Brown 1Ed Pieret 1 1 1 1 1 1John Dillon 2Ken Frank 1Liede Marie Haitsma 2 2 2Mike Koop 1 1Mike Portuesi 1Mike Ryan 2 2Mohsen Janatpour 2 2 2 2 2 2 2Richard Ozer 2 1 1Walt Heiges

Dave Rodrigues 2 ????

Key:Lead / ChairMember

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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

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Audio Visual Notes & Plans

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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.

• See also Webmaster, which is part of this subcommittee

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Communications & Publicity Notes & Plans

• Ask Andrew Fraknoi to publicise on the radio

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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

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Facilities, Traffic & Signage Notes & Plans

• Planetarium holds 100, room 109 holds 67 and has video projector, as does 209.

• Set up chairs in plaza. – However, no presentations there until sunset due to sun washing out

screen.

• Theater seats 400, but is remote and costs $800 minimum.

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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.

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Finance Subcommittee Notes & Plans

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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

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Food Subcommittee Notes & Plans

• Cold dinner is a possibility, but hot is preferred. Campus food service can probably cater.

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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

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Master of Ceremonies Notes & Plans

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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

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Memorabilia Subcommittee Notes & Plans

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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

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Observing Session Notes & Plans

• Observatory has room for ~10 telescopes, with 110 VAC outlets, in addition to the 4 in the observatory

• Use grassy area next to plaza for scopes. No power available there.

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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

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Program Subcommittee Notes & Plans• Imke de Pater is keynote speaker – Outer gas giants?• Dr. Pamela Gay (board of AAVSO)• Jane Houston-Jones – Cassini mission outreach• TBA • Christopher Go – imaged “Red Jr.”• ASP – kid’s events, ALPO will participate project astro, Night

Sky Network, AAVSO• Phil Plait

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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.

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Registration Subcommittee Deliverables

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Raffle Subcommittee Deliverables

• Put on raffle.• Don’t let it get too commercial• Keep it fair

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Raffle Subcommittee Notes & Plans

• Put on raffle. (Sam)• Invite SETI and LMSS

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Reproduction Subcommittee Deliverables

• Reproduce registration package and signage &

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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:1. Jim Burr JMI2.

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Vendors & Donations Notes & Plans

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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.

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Volunteers Notes & Plans

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Webmaster 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.

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Webmaster Notes & Plans

• .