ideaSPARK Meeting notes (Monday August 2, 2010)
I wrote names in red if you’re responsible for a particular task. If you know that you can help get something or help with a task, please let me know!
The biggest change– We’re having a TENT ON FAYETTEVILLE STREET Friday September 17th through Sunday the 19th. We’ll need a tent, tables, TV’s, headphones, big paper to write ideas on, and volunteers to man the booth!
Timeline:
This week: finalizing as many sponsors as we can, updating the website with event details, sending email out to mailing list asking for help
Next week: Organizing final fundraiser event if the mailing list doesn’t get us everything we need, opening registration (all of you should help spread the word via Facebook event, Twitter, blogs, etc.), finalizing poster layout design, early press releases going out, printing fliers/posters
Week of August 23rd: Passing out posters/fliers all over town! All volunteers should get a stack from our meeting on the 23rd to put up in their offices/schools/hangouts/apartment communities, etc. PLUS major press release push
Week of August 30th: Speaker presentation files due to us for review, test-run at Kings (they will be busy the following week with Hopscotch Fest!)
September 16th 5:00pm — volunteers start arriving for the awesome event!
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Monday August 2, 2010: Meeting notes
In attendance:
Carlee Mallard
Cyn Mallard
Rianna Mallard
Don Fick
Fundraiser: Sumit
*We’re having a fundraiser at Lonerider Beer sometime between August 13-20 to raise money for the remaining needs (tent, flier/program color printing, tables, cake, Flickr, nametags, chairs, and banner/whiteboard/canvas)
Tent:
*We’ll have a clipboard/paper for passersby to sign up for the PKN mailing list for future events
*TechShopRDU wants to sponsor. How can they help?
*Where can we rent a tent with side panels so that visitors can view the video presentations in the daylight? Lonerider Beer has a tent, but no side panels or Lonerider branded banners Don
*We still need a videographer to commit to 5pm – 10pm recording Thursday night and quick turnaround editing to play all the presentations on a loop at the tent from Friday afternoon through Sunday night Janet
*We also want to have a whiteboard/canvas/banner paper in the tent to collect ideas about some of the presentations or a to-be-decided Question of the weekend.
-TechShopRDU might be able to spraypaint/stencil the ideaSPARK logo in the middle
-Need to look into getting Jerry’s Artarama to sponsor a canvas or materials (paper/pens, etc.)
Fliers/Posters: Cyn
*Big posters
*Save the date (future PKNs) at booth poster
*Small postcard fliers
*save the date fliers
*Do we want a program to pass out for the night?
Sponsors:
*Will be sending an email to mailing list asking for sponsors for remaining materials needed, volunteers, and cash Nicole
*Need to finalize budget
*TechShopRDU might be able to sponsor some printing materials
*Need a Flickr photo account sponsor to upload all event photos
*Nametags (about 300)
Emcee finalized: Alex Gibson will be the MC for September event
PR: Brianne
*Brianne will continue to help with press releases, but we could use additional help writing PRs & getting more PR for specific speakers
*Could we write a press release for each presenter (or at least some of the big ones like DRA) to help draw more attention to the specific topics at this event?-We could ask each presenter to write a short paragraph about their presentation and what they want people to know about it ahead of time
Registration:
*We will be opening registration to reserve your seat for the September event in the next 2 weeks (Kings official capacity is set at 250, so that is the absolute MAX)
*Before opening registration we need to get all sponsor’s logos on our pknraleigh website, list all the final presenters, and tidy up the front page of the website
Volunteers
*We will have 22 shifts for the ideaSPARK booth throughout the weekend, each 2-hour shifts. We’ll probably need about 15 volunteers. If you’d like to volunteer at the ideaSPARK/PechaKucha booth Friday, Saturday or Sunday, please let us know!
