2021-05-04 Planning Annual Meeting notes

Live captioning? Daina mentioned Otter.ai but I have never used it.

• Moderator needs to remember to enable the captioning.

• David D. will check to make sure the captioning comes across in the records.

Registration software? How are we going to log attendees?

Carmen and Dave: thinking between 75-100 people? If even? Most likely no more than 100.

David to check on Zoom meeting capacity? We want to allow for interactivity, but don’t want limit attendance.

Could use eventbrite for registration? David D. to investigate this. Deadline of May 21st!

Ask people to register for separate Zoom meetings?

Register for the main event though eventbrite, but in the confirmation email, send the individual links to the sessions. Have the different sessions start and end at the breaks.

Will not record the working group sessions.

Facilitators for each session.

Would like to have one facilitator for each session:

• Carmen and Dave to take turns introducing the sessions and presenters.

• Facilitators will monitor the chat and speaker’s list. Will help presenters with questions.

• If there is time, they should attempt to count how many people are in each session.

• Call for volunteers to facilitate at the open forum.

• Need 7 facilitators, and one backup person.

  • Fresno has 3 people that can volunteer.

  • Dana Ospina and Pam Kruger have volunteered as well.

Testing out the Zoom platform with the presenters…volunteers to help with this?

People needed for this:

Carmen, David D., session presenter, and facilitator.