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Meeting held at Taffys Retsaurant, Monday April3rd, at11:30am
Present: Glenn Wells, Damon Oran, Woody Adams, Andy Kowalewski
Apologies: Paul Olson
Technical stuff:
Woody now has the manual in Word format, and will work with Glenn to generate a
list of topics for each of the sessions. We will need that as soon as possible
to put into our final brochure.
Woody has spoken to Mike Korson of TI about a few suggestions - Glenn will
follow that up with Mike and Pete Profilet, and maybe see if Pete is able and
willing to present one of the topics, maybe "The
Importance of Central
Libraries".
Marketing stuff:
Andy had run up a list of costs related to various parts of the conference.
These are:
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Level 1:
Sit down dinner Thursday night, including dinner speaker, one
only sponsorship available
Benefits to sponsor:
Signage?
Conference advertising?
Fifteen minutes for company speaker?
Display table?
Costs to us
$38 per person including taxes and charges = $3800
$300 for Wallace Chariton, the Texan historian
Suggested charge to sponsor: $4000 (seems a bit steep to me)
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Level 2 Sit down lunch Thursday and Friday (two sponsorships
available)
Benefits to sponsor:
Signage?
Conference advertising?
Ten minutes for company speaker?
Display table?
Costs to us
$26 per person including taxes and charges = $2600
Suggested charge to sponsor: $2600 (again seems a bit steep to me)
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Level 3 Buffet breakfast Thursday and Friday (two available)
Benefits to sponsor:
Signage?
Conference advertising?
Display table?
Costs to us
$24 per person including taxes and charges = $2400
Suggested charge to sponsor: $2400 (again seems a bit steep to me)
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Level 4 Bar sponsor - Open bar from Thursday after conference (5pm to
6pm), close bar and sit down for dinner 6pm to 7pm with corporate speaker
during this time, then dessert and coffee 7pm to 8pm
while Wallace is
talking about Texas history. Bar open (for non-liquor drinks?) from 8pm
until 11pm while the band is playing and people are dancing.
Benefits to sponsor:
Signage?
Conference advertising?
Display table?
Costs to us
$7 per person per hour plus about $100 for staff.
Suggested charge to sponsor: $1000
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Level 5 Band sponsor - live band with eight players
Benefits to sponsor:
Signage?
Conference advertising?
Display table?
Costs to us
$2200
Suggested charge to sponsor: $2000
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Maybe we can combine Level 4 and 5 if we can find someone to foot the bill
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Level 6 Afternoon coffee break - includes coffee, soda, water, peanuts,
pretzels, chips and cheeses
2 available
Benefits to sponsor:
Signage?
Conference advertising?
Display table?
Costs to us
$9 per person including taxes and charges = $900
Suggested charge to sponsor: $900 (again seems a bit steep to me)
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Level 6 Morning coffee break - includes coffee, soda, water
Benefits to sponsor:
Signage?
Conference advertising?
Display table?
Costs to us
$5 per person including taxes and charges = $500
Suggested charge to sponsor: $500
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Displays -
15 tables available
6 foot long, with electricity supplied
Cost to us: $45
Suggested charge to exhibitor: $160
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We believe none of these costs are a problem, so we'll go with that.
Damon is confident that sponsorships are not a problem. He has a list of
companies willing to work with us. He will be contacting Paul
about taking the
next steps.
Damon and Glenn are going to run up a call list for service bureaus and
designers they know in the ATE industry. We can all man the telephones to
generate a few more
registrants, and try to get some extra help to do that too.
Woody will approach Pete Rogan about sending at least twenty designers to the
Conference - we have agreed that they are entitled to a $100
discount because of
the assistance Cerprobe has given us.
Cerprobe are keen to have a video of the conference. Woody will find out whether
Cerprobe is expecting us to organise that, or whether they will do it
themselves.
We all agreed that we need to keep the momentum going by urging people to
register sooner rather than later.
We
also need to get our final brochure done. That can be completed once Woody
and Glenn have settled on topics and presenters for each of the sessions, though
apart from Woody, presenter's names can probably be
left off that brochure if we
haven't soon settled on a presenter for each session.
Venue stuff:
We decided that there won't be too many registrants with their spouses, and that
a dance band will
go to waste. We decided that a DJ would be hired for playing
music after the dinner on Thursday night, and with an open bar, that would
become a networking session. I've since had a thought - the exhibitors
would
probably welcome the opportunity to use this time also.
Pete Rogan, Cerprobe's VP of marketing, will be in town this week. Woody will
speak with him about doing the keynote presentation.
Doug has offered to introduce the dinner speaker.
Other stuff:
We're in reasonable shape, but because things are starting to hot up, we decided
to meet weekly until the conference. That will be each
Monday at Taffys
restaurant at 11:30am. We may also have a conference call towards the end of
each week to see where we're at.
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Cheers
Andy Kowalewski (972) 550 6365
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