Planning Meeting for PhD Student Conference

Sub-Committee Reporting

March 22, 2004

 

I.                    Report from Logistics Committee

a.       Training on audio-visual equipment

b.      Getting atrium set up—chairs, registration and food tables, etc.

c.       Food for conference

                                                               i.      What food are we getting?

                                                             ii.      How many people should be buy for? 

                                                            iii.      What is our budget? (talk to Roger)

d.      Time keeping cards and name tags

 

  • The training for using the audio-visual equipment is on Tuesday, March 30th at 12:30pm in BU 111 if anyone else wants to join the party. 
  • The atrium is reserved.  We anticipate setting it up for about 70 people, and the Logistics Committee will talk to Chad Sweatman about setting it up.  Also, as many of us that can come at 8:00am on the day of the conference to help set up would be great. 
  • We can’t use room 205 until after 10:00am, so one of the panels will have to begin a little late
  • The registration table will have the name tags and the programs.  We will have someone sitting there to have people sign up when they arrive.  (The program committee will get volunteers to watch the registration table and the food)
  • Ginger will talk to the workshop about using their big coffee maker
  • Becky will confirm our budget with Roger and get back to the Logistics Committee.  Get the credit card from the business office in SPEA 314 (and ask if they have name tags available)

 

II.                 Report from Program Committee

a.       Chairs for each panel

b.      Speaker for opening remarks and person to hand out awards

c.       Posters during lunch? 

 

·        A confirmed list of chairs will be out shortly

·        Tom Evans is the keynote speaker and Kurt Zorn will hand out the awards

·        Program committee will email the final program to participants and ask them to share papers with their fellow panelists. 

·        IT panel is really just a colloquium

 

 

III.               Report from Awards Committee

a.       Anything to report on the status of awards

b.      Awards ceremony

 

·        Awards are on track as far as we know.  The committee got copies of the papers to the judges.

·        Question about who will judge the environmental science presentation

 

IV.              Report from Publicity Committee

a.       Preliminary conference program

b.      Flyers to hang up

c.       We will be sending out emails 

 

  • Publicity committee will get out the finalized program and flyer
  • We will also hang up the flyer in the bulletin board downstairs
  • Key to bulletin board in is room 260 with Kristen
  • We will also get the program information posted on the web soon

 

V.                 A Few Miscellaneous Items

a.       Do we need to meet again before the conference? 

b.      What do we need to do to set up?   

 

 

DESCRIPTIONS OF COMMITTEES

 

LOGISTICS COMMITTEE

 

Responsibilities: responsible for choosing the date of the conference, choosing the location, reserving the rooms, talking to Roger and other colloquium professors and getting their support, coordinating food, coordinating audio/visual support, taking care of registration table and name tags, making time-keeping cards for panel chairs, and taking care of any other logistical details.

 

Members: Maxine, Mike, ???

 

PROGRAM COMMITTEE

 

Responsibilities: responsible for determining the conference theme, getting a keynote speaker, putting the abstracts received into panels, getting faculty chairs/discussants for panels, outlining times and activities of conference, planning the and determining other program details

.

Members: Rob, Richard, Tatyana

 

PUBLICITY COMMITTEE

 

Responsibilities: responsible for getting the word out about the conference to SPEA PhD students and faculty and other departments on campus, trying to increase submissions through strategic hounding of people, getting information on our website, and all that kind of thing.

 

Members: Ginger, Becky, ???

 

AWARDS COMMITTEE

 

Responsibilities: responsible for asking campus departments and institutes to sponsor awards for student papers, responsible for outlining the award topic areas and criteria, getting faculty to judge awards, getting award certificates and checks, planning the awards ceremony with program committee, and making the world a better place in general. 

 

Members: Abby, Evelyn, Jamie?