Core Committee Notes Page

From ETS

Contents 1 Meeting Notes August 28, 2008 2 Meeting Notes September 25, 2008 2.1 Keynote Speakers 2.2 Budget Update 2.3 Attendee Guide 2.4 Live Question Tool 2.5 RFP 2.6 Equipment Needs 2.7 Registration 2.8 Marketing 3 Meeting Notes October 30, 2008 3.1 Keynote Speakers 3.2 Budget 3.3 Timeline 3.4 Subcommittee Updates 4 Meeting Notes November 20, 2008 4.1 Updates 5 Meeting Notes December 18, 2008 5.1 Symposium Pre-conference Game 5.2 Friday Pre-conference session 5.3 Marketing campaign videos and posters 5.4 Timeline 6 Meeting Notes January 29, 2009 6.1 Timeline Updates

Meeting Notes August 28, 2008

Thanks Derick!

TLT Symposium Core Group Meeting 8/28/2008

Budget We have two external sponsors - McGraw Hill - Cengage o They are each contributing $5,000

There are no internal sponsors

Rough estimate for internal budget is $40,000 - based on 350 attendees o 40 attendees for Friday o ½ day without lunch

For this year we are increasing the estimate to 400 attendees on Saturday - we still estimate 40 attendees for Friday o if we get more than 40 attendees, we will need to look for another venue

Lunch will be provided by one of the sponsors

The budget number will still be 632-27 and the cost center will be Symposium

Kevin will need to approve the purchase of alcohol for Friday night dinner - this cost comes out of Kevin’s miscellaneous funds

Speaker contract: We will not use the speaker contract that we used last year - Sheri is checking with JTH to see if he wants to do some sort of MOU with the keynote o This will be different that the speaker contract that the university uses

We will need the visitor information sheet - Jane sends this to individuals via PDF, and it is then sent back through the mail

Any gift purchased for keynote speakers (including lunch speakers) needs to be under $100 each - these come from unrestricted funds that JTH pays for out of his miscellaneous funds

Gifts purchased for faculty presenters is under $25

Attendee gifts must be branded Penn State and come out of marketing cost center Sheri has asked that everything goes into TrackITS except for any meals (group meals) related to the Symposium and any travel related to the Symposium (including traveling to campuses for any promotional efforts) - travel form needs to be used for any travel that has to be done o scan and send the form electronically to Kim • the original that Barb signs does not need to be sent

We need to talk with JTH to confirm reimbursing presenters who travel from the campuses - the budget currently has $4,000 estimated to cover this o based on 20 people o presenters are paid for gas and one night of lodging • they are not paid for food or for kids - we want to increase this estimate to 40 people o this will increase the estimated cost

Krystal will find out from JTH on any reimbursement details on students that travel from the other campuses

Honorarium: This will depend on who the keynote is.

Krystal needs to be kept posted on any details regarding this - this year’s offers are $2,000 (each for two people)

Program Committee Updates We do not have a keynote speaker yet - Michael Welsh is unable to attend, but we are seeing if he can change his plans - David Wiley we have not heard back from yet - Dana Boyd is unsure of her schedule yet as she is interviewing for a new position

We will take 2 out of 3 - the most we will have is 2 speakers (morning and lunch)

Theme: Student Engagement and the Culture of Teaching and Learning - the sub-theme is “reimagine”

JTH has signed off on the theme and concept for the marketing campaign

Known events: Half day on Friday Full day on Saturday

Friday events: Best Practices Roundtable Video Conference with Hartford Geriatric Medicine - this will probably take place in the HHD East building o these people are not at the Penn Stater on Friday

Instructional Technology Fellows Best Practices Meeting - Schreyers Honors College and Macauley Honors College from CUNY o This will take place at the Penn Stater • Will be less than 20 people

Geo-caching Game/Activity - this is being planned by Brett

Food for Thought Dinners - these would be for people coming into town early - they are held at various locations that people can choose from for which one they want to attend

Saturday Events: Jeff is working on the grid for this day - he will send to the Penn Stater in the next week to reconfirm the rooms and areas that we have

Publishers Round Table - Cengage - McGraw Hill

Request for Proposals: Program team is working on this now

The form will be put on the Symposium site

Marketing The Save the Date blurb has been approved and will be sent out this week JTH has approved the concept for the marketing campaign

Digital Media Will be filming keynote and lunch speakers - talking about live streaming of keynote o can reserve another room in the Penn Stater for overflow

Will be doing more shooting and uploading videos leading up to the Symposium and during the day of the Symposium

Jeff and Matt will go out to the Penn Stater at some point before the holiday break to look at areas and logistics for filming

Meeting Notes September 25, 2008

Keynote Speakers

• Danah Boyd has agreed to speak at the Symposium (lunch speaker)
• David Wiley is 95% certain he will speak

Both speakers will receive $2,000 plus travel

Budget Update

• Following up with JTH on final budget

1. $40,000 plus $10,000 from two textbook sponsors ($5,000 from each)

• Jeff is also speaking with Tom Morton from Apple regarding iMacs and if they want to be a sponsor

1. need to give Tom the specs of what we would want to be on the iMacs
2. we would want them to be available for the Friday sessions

• Student travel expenses

1. JTH is ok covering expenses for students if they are presenting

• Presenters and attendees are getting the same gifts this year

Attendee Guide

• Derick will send last year’s guide to Jeff to start putting boilerplate info in for this year

Live Question Tool

• Allan is working with Brad and Chris Stubbs to have our own version based on MoveableType

1. goal is to have it available at the Symposium
2. will try to have it available before the Symposium for attendees to submit questions in advance that we could feed to the keynote speakers to give them an idea of what attendees are thinking of

RFP

• The RFP is up on the Symposium site but it is not published yet

1. Jeff and Derick will review form to make sure that all the fields needed to generate mailing lists are on the form

Equipment Needs

• Kasey will be getting a van to transport machines to the Penn Stater

1. 14 laptops from MTSS
   1. the specs of what will be on the Windows machines is on the RFP form
   2. we will want to find out what version of Office is on the MTSS machines and that they have Firefox installed
2. 10 iMacs from Apple
   1. we will get these machines a week in advance of the Symposium and will be stored in Rider Building

Symposium equipment team will be responsible for transporting machines

Registration

• Call for proposals and registration for presenters opens beginning of October

1. announcements go out week of 9/29

Marketing

• RFP and registration for presenters announcement

1. Derick and Jeff created and draft and sent to Cole and JTH for review

• RFP form to be put into SemReg

1. this will be done before the RFP announcement goes out
2. Jeff will write a description to send to Heather Ormsby for SemReg

Meeting Notes October 30, 2008

Keynote Speakers

• Jeff sent another note to David Wiley and copied Cole and Ken Udas with the visitor form

• Danah Boyd must complete the visitor form regardless of whether she accepts the honorarium or not
  • she wants to donate the money as a gift to a student doing research in her area
  • Jeff will write her back noting that we can honor her wishes, but the money has to be given to a college and not an individual student

Budget

• The budget is at $50,000
  • $40,000 plus $10,000 with sponsors
  • Apple and Dell have offered to loan machines for use at the Symposium

• Budget is estimated for 400 attendees

Timeline

• Updates made to timeline
  • Robin is the custodian of the timeline and will submit new version to Core team members

Subcommittee Updates

Program Committee

• 6 faculty proposals received so far
• 5 personal invitations to faculty to submit proposals have been sent out
• Bare bones agenda has been put on Symposium site
• Keynote bio info has been posted to the Symposium site

Marketing Committee

• Christian Brady has agreed to participate in the promotional campaign
  • Christian will identify students and advisors who can participate in this campaign
• Hannah will coordinate interview, photos, and video of students and advisors
• Hannah will begin to design the intros and outros for the Symposium videos

Meeting Notes November 20, 2008

Updates

Proposal submissions:

We have received 21 proposal submission with 4 pending that we know are definites

• there are 24 open slots for presenters
• over half of the submissions are from the campuses

Spreadsheet regarding proposal submissions is available to view on the student site.

• includes technical needs
• Jeff will send to Sue at the Penn Stater after Thanksgiving break

Marketing:

Interview and video shoot of Chris Brady was done this past Monday for first “reimagine” video

• shot in HD
• files available to view in folder on Athena

Erin Long and Hannah interviewed and filmed a student for the first video yesterday

• filmed in front of the green screen in Digital Commons
• The student talks about what she is blogging about – dancing
  • Hannah is going to go to one of the student’s dance rehearsals and will use footage of her dancing in the video

The intros for the videos have been started by Justin Miller

• draft of the intro will be put into the folder on Athena
• planning to have the intro completed by end of next week

Pre-conference ideas:

Brett will have a geo-cashing game on Friday

• you bury something and get the GPS coordinates and then put those coordinates on a web site for people to try and find it

Allan will be doing a bootcamp on Friday

• split the afternoon into two sessions
  • still deciding on first half (blogging, podcasting, etc.)
  • open house at Pollock
    1. tour of DC
    2. Testing Center

Meeting Notes December 18, 2008

Symposium Pre-conference Game

http://ets.tlt.psu.edu/wiki/Symposium_Pre-conference_Game

4 or 5 quests that users must accomplish on their own that lead up to the Friday before the Symposium

• Quest#1: Introduction to Education Technology at Penn State (end of January)

• Quest #2: Twitter and Wikis (mid February)

• Quest #3: Blogs at PSU (end of February)

• Quest #4: YouTube (third week of March)

• Quest #5: On Campus Service Hunt (23 Willard as a base; 1 to 5 pm)

Conference Poster Session:

Announce game, players, acknowledge efforts

Show YouTube mashup

Friday Pre-conference session

Set up as a boot camp

• blogs
• Twitter (Flickr, del.ici.ous)
• YouTube (can participate in tour of Digital Commons)
• wikispaces

Will use a computer lab on campus as opposed to the Penn Stater

• Wagner training lab is reserved from 12:30 to 5:30
• Still working out times of sessions as well as times of tours for Digital Commons and Testing Center

Marketing campaign videos and posters

Jeff has met with Cole and discussed changes to the intro of the videos and the look of the posters

• Jeff, Dave, Derick, Matt, Justin, and Hannah had a follow-up meeting to discuss the workflow to make the changes
• 1 video will be released each month starting in January up until the Symposium (total of 4)
• During the day of the Symposium, the man on the street videos will be uploaded as they are completed to the video page on the Symposium site
  • There will be a canned intro and outro for these videos that will be consistent with the other videos that are being produced

Timeline

Marketing Group will choose a give-away item for all attendees

• will present choices to Core Group for approval

Meeting Notes January 29, 2009

Timeline Updates

Jeff, Kasey, and Matt went to the Penn Stater on 1/20

• we will primarily use the same setup as last year in regards to room layout
• Kasey has worked with MTSS to get 14 machines to use in the breakout room
• We will be using one room for filming
  • Room 216
• Looking into doing a live stream of the keynote speakers
  • The Penn Staters connections are not fast enough
    • Matt is looking into getting a T1 connection

We will use a 2 projector system in President’s Hall

• the keynote speaker will be between the projectors
  • this will help with the filming because the screen won’t be directly behind the speaker as it was last year

Rooms 216 and 217 at the Penn Stater will be available on Friday 4/17 for us to store equipment in after 2 pm

• we will have two sets of keys for each room

2 offices are being set aside for us to use as storage

• one is upstairs and one is downstairs
• we will get keys for both of these offices

We have Presidents’s Hall 1-4

• we are going to have an information table set up for the Lion Ambassadors
• we are trying to get the registration area near the glassed-in area

The private breakfast for the speakers and invited VIPs will be in The Gardens restaurant the morning of April 18

We released the rooms that we had originally planned to use at the Penn Stater for the Friday, 4/17 activities

• these activities will now be done on campus
• there may not be any room charges
  • Allan is looking to use labs that we can reserve
• Jeff will send follow up note to Susie Blauer confirming everything

Jeff has placed the day-at-a-glance grid in the Projects folder on Athena