ACE 2010 Program Committee Meeting Notes 11-04-09

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ACE 2010 Meeting: Wednesday, November 4, 9 a.m. PACIFIC

  1. Welcome new members
  2. Report from joint meeting of scheduling/proposals & speakers subcommittees.
    1. Survey results
  3. Observations after eXtension conference
    1. Site
    2. Technology
  4. Marketing the conference
  5. Call for proposals?
  6. Other
  7. Next call--November 19 or 20?

ACE 2010 St. Louis Planning Meeting 11-4-09

Attending: Terry M., Debbie, Jennifer Alexander, KS, Linda, Brian, Roger, Suzanne, Tom K., Tom M, Larry, Steve, Beth Raney, Floyd D., Emily, Janet

Welcome/open:

Jennifer Alexander, KS State ACE rep, joining to rep the Host committee

Linda will be handling Joe Marks fun run.

Brian joining.

Tom Merrill reporting on recommendations from scheduling and speakers subgroups. His notes inserted here:

Schedule Notes

ACE 2010 – St. Louis

10/26/09

Sunday, June 13

3 p.m. (or so) ACE board meeting begins

Monday, June 14

ACE board meeting continues

3 p.m. (or so) Research presentations

7 p.m. Opening reception / possible speaker (or other activity related to wellness – maybe even “wellness buffet” of possible wellness activities)

Hospitality Suite

Tuesday, June 15

Breakfast – SIG meetings or rather SIG gatherings

Full day of breakout sessions

ACE business meeting

Lunch – Hermance speaker, Pioneer Awards and Awards of Excellence

Planned evening – Dinner – speaker? – maybe a wellness activity

Hospitality Suite

Wednesday, June 16

Full day of sessions

Lunch – presentation of C&A awards including outstanding professional skill awards

Dinner on your own – networking

Late evening – xTension Chords, silent and live auctions (in lieu of hospitality suite)

Thursday, June 17

Breakfast session and conference wrap-up

Possible SIG workshop (or more intensive workshop) or optional tours


Notes:

  • No awards banquet; awards presented during other sessions.
  • No regional meetings.
  • Do we want SIG meetings? – Wait for survey results… Possible SIG grazing sessions (at a breakfast or lunch or dinner… Pick up food… Visit your SIG sessions… Possible two different times).
  • Hermance speaker – is it required? Not required, but endowed. Keep it.
  • What sort of speakers do we want?
  • Do we want to have breakfasts, lunches and dinners planned out – to conduct more business?
  • In addition, discussion on having a night in with wellness-type efforts.
  • Survey Monkey went out to check with members. Results not back from headquarters and survey is still live.
  • SIGs may hold actual business meetings before or after annual conference electronically.
  • How much should we pack things in? Should we have night out, or all in? Waiting for survey results.
  • Survey results arrived during our phone meeting and Tom shared. We will take a look and review and follow up later.
  • Observations from eXtension meeting including technology:
    • Held at same hotel.
    • Stayed in other hotel and most of meetings in other, but those meetings that were there were nice.
    • Floyd, technology was pretty good. Communications/internet capabilities used what hotel provided. Worked well. Had really good band width. Only difficulty was where needed wired connections, so used wireless, which was much faster.
    • Video streaming, audio streaming, etc., good. Solid connectivity.
    • Staff accommodating/easy to work with. Provided soundboard, speaker microphones. No tech difficulties, except one power outage that threw off network, but got right back on. Probably due to construction.
    • Positive feedback from attendees @ eXtension.
    • Free Internet part of deal for attendees; attendees need to be part of the original block to get free. May have to request to have charge removed after billing.
    • Only negative heard was regarding distance from downtown, but not widespread feedback.
    • Need to build in cost of tech support from Floyd and group into registration fee. Need to decide how many sessions want to record.
    • From extension perspective, very much a part of value added to have the sessions recorded.


Marketing

Announcement in next issue of Signals. Jennifer will write. Will need to be ASAP.

Review of KS responsibilities.

Call for Proposals

Will address in next call after reviewing the survey results.

Other

Terry created collaborate.extension.org wiki for us, under organizations, ACE, program committee.

Some notes are being placed there; these notes will be placed there.

Working on additional dates for next meeting. 19th and 20th not good for several. Terry will set up a poll.

Theme folks will be meeting next week.

Speaker subcommittee will also need to meet.

Brian: possibility of follow-up workshop for Writing Sig with leader from last year’s workshop. Brian will look into that.

Linda: possibility of day trip to U of MO J-school. She will look into it. Debbie will look into transportation options for this, and other possible post conference activities.

Fleishman/Hillard testing facility.

Extension head for MO, Monsanto, etc.

Contract w/hotel includes one dinner at the hotel.

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