Guidelines
Submitted by the Conference Committee
to the MAT Executive Council
on January 23, 2001
(to be approved by MEC)

All members of the MEC will have a role in the planning and delivery of the MAT Conference.

Budget for the MAT conference will be determined at the summer retreat. Allocation of that budget will be made by the MEC with recommendations from the Conference Chair.

The MAT Conference Chair will be an at large or regular member of the MEC.

The MAT Conference Chair will make routine reports of progress at the monthly MAT meetings.

A detailed project plan and lessons learned report will be maintained by the Conference Chair for future MAT Conferences.

The MAT Conference will serve as an Annual MAT meeting and MAT will provide an annual MAT report to the attendees.

All meetings for Conference Planning will be done utilizing Bridge technology whenever possible and be open to all members of MEC.

MAT Conference Planning Update:

Budget: no expenditures to date. Money transferred and budgeted as voted on by MEC. Contract submitted, approved, and funds encumbered for facility.

  • Facility and AV: $13,000
  • Speakers: $6,000
  • Incidentals: $1,000
Facility: The facility has been selected and contracted for the conference. Menu was voted on. No need for further contact until March 1.

Members:

  • Rick DeGraw
  • Herman Gonzalez
  • Janine Wilkins
  • Emily Weinacker

Marketing & Publicity: An initial marketing approach and plan has been decided.

Members:

  • Rick Kemp
  • David Gerkin
  • Emily Weinacker

Planning Assumptions:

  • Personal approach is the best
  • Marketing should be done as efficiently and cost productively as possible
  • All MAT members have access to MEMO

Web Page Elements: the web page will be maintained by MAT clerical help.

  • Map
  • Program
  • Registration form
  • Speaker information

Marketing Approach: personal invitations and MEMO

Marketing Timeline: November 2000: Mark Your Calendar memo
February 1: Second Mark Your Calendar memo (Registration included)
February 15: MEMO includes Program
Feb 15 to March 19: MEC personal invitations by college
March 8: MEMO with keynote feature
March 19: Notice to MEC re: number of registrants per college
March 21st: "Last Chance" Memo
March 28th: Registration Deadline
March 30: Numbers to Hotel
April 3: Registrant Confirmations with parking instructions

Program: An initial meeting of the program planning group was conducted. Call for presentations have gone out to potential speakers. We have received four proposals to date, and will be working to get more.

Theme: MAT 2001 Odyssey Learning Portals: Mind, Body, Spirit.

Technology Members: Ann Barrett, Emily Weinacker

Initial agenda:
7:15 am: Bookstore and Breakfast
8:30 am: Welcome
8:35 am: Keynote Address (Chancellor is unavailable, but we will do by video) 9:20 am: Recognition and Awards

  • Committee Recognition
  • Past Presidents Recognition
  • MEC Recognition

9:35 am: Break
9:50 am: Break Out Sessions #1
11:05 am: Break
11:15 am: Break Out Sessions #2
12:30 pm: Set Up Break
12:45 pm: Lunch

After Lunch Option One
1:30 pm: MAT on the Move (annual report)
1:40 - 2:10 pm Issue Presentations (3-5 issues)
2:15 pm Issue Round Robins (3 times X 15 minutes each)
3:00 pm Break
Silent Auction Items posted
3:15 pm Break Outs #3
4:30 pm Dismissal

After Lunch Option Two
1:30 pm: MAT on the Move (annual report)
1:45 pm: Break
2:00 pm: Break Outs #3
3:15 pm Break
3:30 pm Keynote
4:15 pm Closing

Registration: An online registration form has been developed and tested. Members:
Chrystle Hall (lead)
Barbara Yancy

AV Coordination: GCC has been contacted to coordinate AV delivery

Bill Coppola will trouble shoot

Vendor and Corporate Sponsors: Bookstore and silent auction

Ann Barrett
Marie Parker (silent auction prizes)

Speaker Coordination: responsible for introducing speakers, troubleshooting breakouts, meeting and greeting speakers.

Members:
Sue Kater (lead)
Jan Binder
David Gerkin
Rick DeGraw
Michael Springer

Materials Preparation: Determine method for issuing materials to attendees. Info to include: Bios and Pictures of presenters, program, note pages, session handouts. Could be a binder, spiral booklet or folder.

Barbara Yancy
Emily Weinacker

Unassigned MEC: need to sign up for job role

Dee
Tim
Anne WIlliams
Sandi
Emma

Posted 02/06/01.