Camp Planning 09/10/24

Agenda

Top priorities: Last minute planning
(Blaine) Make sure automated email notifications each day
(Dan/Tim) Materials are needed for onsite – can be dropped off Wed at Campus Club office, or first thing Thursday morning (7:30am)
(Wilbur/Eva) Volunteer slots need to be filled, do we have a backup plan
Registration/Check-in: all set with printouts and tablets to check people in?
Photography for camp
Canin will handle photos, and bring stickers to indicate photo preference for attendees

Committee updates

Sponsors - Wilbur
Reminders needed for when to show up, what to bring, etc. (for Platinum) - Wilbur
Dan shared map for assigning tables; **bring a printout of each sponsor names to place on tables - Wilbur

Marketing - Blaine
Schedule of newsletters in last 10 days

• THU, 9/5: Camp is one week, last call to register!!
• MON: 9/9: Get ready; things to bring, parking and directions - attendees
• TUE: parking update, times and reminders, Wed night gathering
• WED: Day 1 schedule of events
• THU: Day 2 schedule of events
• FRI: Thanks and survey link (**need to make a survey)

Any new blog posts?
Social media posts for sponsors

Conference Program - Joe
Session schedule is done and published
Lightning talk registration is open (Chris to MC?)
Dan and Wilbur to run the opening remarks
Dan has slide deck with sponsors slide if we want to share with speakers

Website and Registration - Wilbur
Attendees to date: 104 out of 130 (paid or sponsor/speakers
Maybe 3 free student scholarships (*still waiting to verify status)
T Shirts - we are missing some sizes, **did anyone reach out to people?

Venue and Materials - Dan
(Dan) Bringing printed badges, stickers, ribbons
(Tim) bringing materials in storage (power strips, foam core signs, easels,
(Wilbur) Printed schedules?
(Tim) Tshirt status, will we have enough?
Parking is reserved for up to 50 spots for us (but not free). If the ramp says full, you can try to ask for TCDC spot by buzzing the attendant.

Budget - Dan, Phoenix
Approximately $1k short of our target budget

Social Events – Jen
**are we doing a dinner signup sheet on Thu? Tim may help organize

Volunteers- Dimitri
Do we have all slots filled for the days of camp?