Notes on the Advisory Board conference, May 1992 - Long-term advance planning asap set dates; tentatively 30-31 May 1992 (MSM) asap draft rough schedule of meeting; include some off time? (MSM) asap find out: can Omnipress bind on really short notice? Does it make sense to plan on having them print and bind version 3 of guidelines? (WP) 15 Aug inform AB of dates and schedule leading up to them (SH) 15 Aug schedule meeting rooms, AV and other equipment (DS) tentatively: overhead projector from hotel or conf services, LCD from computer center 15 Aug schedule housing, reserve rooms (DS) 15 Aug make backup plans for housing and meeting rooms (DS) 15 Aug inquire about exhibits, plays, concerts, etc. in May 1992 (DS) ? choose menus for meals etc. - Mid-term preparation ? check menu (again) 15 Feb ensure contracts signed, reconfirm room reservations 15 Feb prepare text of wallet-sized card with local phone nos for taxis etc for helpers and local organizers 15 Feb look at logon capacities from rooms where guests will stay; locate appropriate how-to-logon documentation or write it ourselves (self-written documentation due 1 March) ? arrange for shuttle service to airport? from airport? confirm meeting schedule, prepare clean e-copy and hard copy plan mailing in detail, give plenty of preparation time plan meeting handouts, give plenty of preparation time for folders for mailing? / handouts?: planning documents, self-evaluation documents prepare mailings: travel info, maps of Chicago draft some local VIP for welcome address N.B. if we plan to use ISO-style rules, we need to inform the AB well in advance of how we expect things to work. ISO rules appear to require negative votes to be accompanied by a list of technical changes which, if made, would change the vote to positive. (source: quotation from Jerry Andersen in Byte article on code wars, July 1991). - Short-term preparation mail travel info, maps of Chicago, info sheets for mailing: travel info sheet for mailing: do you want a VM account? for mailing: do you have dietary restrictions? for mailing: info on restaurants in Chicago (for arrival) (mailings should arrive 2 weeks in advance of meeting; mail 18-21 days in advance for U.S., longer for Europe) for folders: info on restaurants in Chicago prepare name tags prepare signs for meeting rooms etc figure out how we will get tags and folders to participants print taxi phone-number cards for local helpers mail guidelines for folders: schedule / agenda for folders: list of attendees for folders: notes on plans for future of TEI for folders: info on UIC for folders: quick facts on UICVM (for those who get VM accounts only) include whatever is necessary for logging on from dorm print handouts etc. stuff folders with handouts, pads and pens, etc give schedule / agenda to Reservations office by 22 May 92 prepare transparencies (for the dilatory) LB should come in several days early SC should come in two or three days early to meet and to plan make VM accounts for visitors who want them draft speaking notes for local VIP for welcome - Event management sign the buildings where meeting will be: TEI Advisory Board ==> station helpers at various points to direct the lost helpers to handle last-minute crises with caterers Document / Packet list due mail item 15 Feb 28 Feb tentative meeting schedule 15 Feb 28 Feb preliminary return information form: yes/no am the right person yes/no planning to come yes/no dietary restrictions (describe) 15 Feb 28 Feb early travel info letter: reminder of date and loc, enclose meeting schedule, reimbursement rules, and preliminary return info form 22 Apr 8 May (revised) meeting schedule 22 Apr 8 May final return info: flight plans need local VM/CMS account / Unix account reconfirm info on diet and affiliation 22 Apr 8 May main mailing: travel information 22 Apr 8 May main mailing: meeting information