Thursday+Reception+Notes

black font - initial notes and questions from Aug. 29 phone conference (Diane's notes) fuschia notes are from Helene, NDEO conference planner blue notes from Gloria Farrow, ADTA

Hi Helene,  Our local awards committee is meeting next Tuesday, so I wanted to update you and check on a few things.  Thanks for the update

**Update on Local Award recipients:**  ADTA will honor Billie Logan  NDEO/DEC will honor Pam Paulson (Leadership) and Florence Cobb (Florence founded the first dance program in MN at what was then Mankato State University (now MN State Universtiy at Mankato.)  Guild? I believe that Suzanne K, Tom and other local Guild people are considering this  This sounds reasonable  **Timing for awards**: no more than 10 min per organization; presenter needs to succinctly explain who the person is & why receiving award ; recipient needs to BRIEFLY acknowledge the award.  This is perfect and there needs to be a strong person to see to the timing I agree that we cannot have the total awards more than 20 minutes total. **Sequence of events for Thur Reception**: In our last local awards phone conference, Susan Simpson (local ADTA) was really helpful in getting us to think about practical matters and attention spans. She has also had experience with ADTA movement choirs, so here is how we see the overall Thur reception. Please let all of us know if this is realistic:

Bar opens in advance ( in lobby or a corner of Scandinavean Ballroom?) in the lobby is the best- we will need all the space - I agree <span style="font-family: Arial,Helvetica,sans-serif;"> 7 PM: Exec Directors Welcome (3 national orgs) 10 min ? This OK Sherry Goodill (ADTA President) will do the welcome <span style="font-family: Arial,Helvetica,sans-serif;"> Movement Choir: 35 min This is too long people will be looking for food I believe this is what was agreed on but will wait for Marylee to answer - also Marylee what type of music do you need? <span style="font-family: Arial,Helvetica,sans-serif;">Local Awards: 20 - 30 min The 20 minute sounds better. then if people run a minute or two over we won’t panic As above 20 minutes is plenty of time for awards

<span style="font-family: Arial,Helvetica,sans-serif;"> Circe 8 or 8:10 PM: Mingling and grazing We need to figure out when the food will be placed/served? Do we only want to leave 30 minutes to mingle and eat? We need to start promptly at 7:00 and adhere to the time table, then the Mingling/Grazing can start at 8:05 - ADTA has their Regional Caucuses starting at 8:30

<span style="font-family: Arial,Helvetica,sans-serif;"> 8:30, 8:45 (?): Tap Jam – This has not come together yet and we also need to figure out placement of instruments

<span style="font-family: Arial,Helvetica,sans-serif;"> There will be a podium and MIC – we will have some perimeter chairs and enough near the podium for those getting awards. Were you planning on flowers or something for them? A small presentation bouquet is always nice. <span style="color: #ff00ff; font-family: Arial,Helvetica,sans-serif;">If you want to have a projector It will be about $300 or more – Printed cards will be much cheaper and last longer. If we do 2-up on a page we only need to print 400 – 500

<span style="color: #ff00ff; font-family: Arial,Helvetica,sans-serif;">I will ask again about a platform which they will call a stage – will get back to you on that <span style="color: #ff00ff; font-family: Arial,Helvetica,sans-serif;">There will be a dance floor in 1/2 the room <span style="font-family: Arial,Helvetica,sans-serif;">It will be there for the whole conference

<span style="font-family: Arial,Helvetica,sans-serif;"> **Questions:** <span style="font-family: Arial,Helvetica,sans-serif;"> __Podium/Mic__: I understand there will be a podium and mic <span style="font-family: Arial,Helvetica,sans-serif;"> __Platform:__ You last wrote that had to check with hotel about a platform. Any word on that? With the large numbers of people on the floor, a platform would be important. <span style="font-family: Arial,Helvetica,sans-serif;"> __Projection__: Do we have a projector hook-up for a laptop? You mentioned printing out cards with agenda and recipients names, but I'd be happy to set up a simple Powerpoint or Keynote that could be projected. People also love seeing pix, so we could project that as well as names, agenda, etc. <span style="font-family: Arial,Helvetica,sans-serif;"> __Seating:__ mostly open space with chairs around the edges for those who want them, maybe a few chairs near the platform for award recipients? <span style="font-family: Arial,Helvetica,sans-serif;"> __Tap Floor:__ is hotel putting down a floor on one end of the ballroom? If so, would the elevated platform be at the other end or upstage of the tap floor? <span style="font-family: Arial,Helvetica,sans-serif;"> __Seque to Tap Jam:__ We were guessing on the time, let us know when you think it will start and how we'll transition into it. Also curious about who's leading it?

<span style="font-family: Arial,Helvetica,sans-serif;"> __Movement Choir__: (more a Marylee, Jody, Suzanne Question): Will you use music or maybe work with Guild? Susan Simpson felt we should allow 35 min, so please let all of us know if that sounds right. We will be talking more with Marylee about the Thur movement choir.

<span style="font-family: Arial,Helvetica,sans-serif;"> Thanks, Diane <span style="font-family: Arial,Helvetica,sans-serif;"> Hope I covered everything H