Camp Planning 08/20/24

Agenda:

Top priorities

• Time is running very short! 23 days until Camp begins!
• 2 meetings before camp;
• Next meeting on 8/27/24

Committee updates

Sponsors - Wilbur

• Up to date with thank yous and codes; no other news
• **maybe some more individual or bronze sponsors? No platinum available. No gold sponsors :(

Marketing - Blaine
Interview with Preston blog post by 8/22
Also working on posting items for Platinum and other sponsors
(Dan to blog about Lightning talks)

Conference Program - Joe
Updates from Joe on session approval?
(Dan: we have 20 sessions approved; 24 minimum)
**action: we had a deadline of 8/15, but have not filled it. What to do??
Lightning talks –
Need a blog post about it (what is it, how to sign up) and added to schedule
**need to figure out logistics
Keynote timing
Can we have 45 mins for lunch and plus 1 hour keynote?

Website and Registration - Wilbur
Registration numbers: 70 registered
**Fix needed for “news” landing page (images not rendering)

Venue - Dan
Finalizing food order
The food and beverage minimum is $35 per person before taxes and fees. If we are planning on 130 guests, that is $4550 per day.
Day 1
Breakfast - Pastry Platters, Coffee and Tea
Lunch - Sandwich Buffet for 130. Coconut Curry Bowls for the guests that are GF, DF or Vegan. Kettle Chips and Dip. Sodas with lunch
Happy Hour - MN BBQ Meatballs, Popcorn and Cheese Trays. Cash bar.
Day 2
Breakfast - Savory Mini Tarts with Fresh Fruit. Coffee and tea
Lunch - Healthy Bowl Buffet. Iced Tea
*Total for this is slightly above the minimum. Comes to $37 per person (we could strike the mini tarts and just offer fruit and coffee for breakfast*)
Room setup – we have the West Wing and up to 3 breakout rooms for sessions. Need to decide on configuration of our rooms and sessions.
**Can we do sessions in (1) West Wing (2) one larger breakout room and (3) one smaller breakout room?

Vendor tables - they have room up to 5 tables
Acquia, US Creative, Electric Citizen, Horizontal, UMN(?)
Do we need a swag table? – Phoenix has swag from Tag1
Plan for “day of” materials
Badges, Lanyards (*Dan can order as needed)
Easels, Tshirts, power strips (*Tim)
Signs (*Dan can order as needed)
Gender stickers (Phoenix to share link to order)

Budget - Phoenix
**how are we doing? Need more info

Project Management - Chris, Jen

Social Events – Jen
Wed 6 - 8 pm @ Malcolm Yards
**need to post this on website
(Bring some board games this year!)
Thu
Happy hour onsite, 4-5:30pm
**need to post this on website
(Maybe have an option for people to go to dinner in groups, if someone wants to organize signups and locations)
Friday night plans?
Casket Arts (Wilbur) or Horizontal (Jer)

Volunteers- Dimitri
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