[PBSS] Fw: Winter Tech?

[Bill Bentley]

More Information about what it takes to put on a regional...

Thanks,
Bill
----- Original Message ----- 
From: "Patty Daw" <pdaw at innerrealmbooks.com>
To: <caver at caver.net>
Sent: Tuesday, April 15, 2008 7:55 PM
Subject: Fw: Winter Tech?


Bill,

Following is a message that I sent to the Socorro cavers when they were
getting ready to host a SWR Winter Tech.  It gives some basic guidelines for
running the event.  Please let me know if you have additional questions.

Thanks,

Patty Daw
SWR Treasurer


>
>
> Good Morning Mike,
>
  I've created sort of a list or guidelines for > putting on a Winter Tech
meeting (see following).  Please let me know if
> you have any questions at all.
>
> Thanks,
>
> Patty Daw
> SWR Treasurer
>
> Putting on a Winter Tech for the Southwestern Region of the NSS:
>
>
> Set the date - usually the first full weekend of December >
>
> Find a location for the meeting. Will need a meeting room that will seat
> 50
> -100. Will need computer projector since most people are now doing their
> papers on PowerPoint. May need a slide projector or some other equipment.
> Ask the presenters what type of equipment they will need.
>
> Also, will need an area (lobby etc) outside the meeting room which the
> attendees will have to pass through so the SWR treasurer (me) can get them
> to
> sign in, collect dues etc. Will also need an area for Rich Wolfert (Inner
> Realm Books)to set
> up his book sales.  There may be other vendors.
>
> Need to send out a call for papers soon. Carol Belski can help you with
> this, especially what information the presenters need to give you. The cut
> off date for sending you the abstracts etc needs to be about mid-November
> so that you have plenty of time to set up the schedule of talks. We can
> help you set up the schedule of talks.
>
> Usual agenda: 8:00am coffee & donuts 9:00am SWR meeting 10:00am talks
> start. You will have to figure out the length of each talk, breaks, and
> lunch.
>
> Dinner can be on our own or at a restaurant or someone’s home. The
> Saturday
> evening party is usually at someone’s home. Some Winter Techs have held
> the
> dinner and party at the same place as the talks.
>
> If no one has floor space to offer for cavers to crash at, it would be
> good
> to have a list of possible motels near the meeting.
>
>
> Within reason, the SWR will reimburse the grotto for supplies and
> refreshments (but not
> alcohol).  Often the hosting grotto will put a donation jar near the
> refreshments and the
    cavers are usually very generous about doanting for the refreshments.
Usually the
    grotto is able to get a meeting room at no cost such
> as at the BLM offices that we used in Carlsbad. If you want to charge for
> the Saturday night dinner I (as the treasurer) can collect that money as
> people sign in and give the money to the grotto in time for them to pay
> for
> the dinner. Or you can have someone from your grotto handle collectinig
> the money.
   Other than possibly paying for dinner, there is no registration
> fee for the Winter Tech.
>
>