| Done |
Due Date |
Task |
Notes |
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| x |
January |
Investigate venue costs. Talk with Ray about setting up registration Nov. 9th (the night before DUC). Check with Monica Dorme or Clark McLean about computer lab in Zimmerman |
Continue with CNM-WTC talk to Ray Garcia 224-5251; Start MOU |
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| X |
February |
Talk with Census about this years Data Users Conference. Start requesting speakers for topics |
Barb said she would call the last week of Feb. |
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May |
Finalize MOU w/ CNM WTC |
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| X |
May |
Preliminary Price Quote from Catering |
$2,750.71 |
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Summer 2016 |
Work on Updates to the mailing list. Keep the Affiliates list up-to-date |
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Summer 2016 |
Book Denver Regional Office staff and talk to Tom Edwards at CLMSO/check in with Monica Dorme or Clark McLean about computer lab in Zimmerman |
Check for conflicting meetings: NM Assoc of Cos, SBDC annual and quarterly meetings, NMLA, Local govt infrastructure (NM Muni League) |
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June-July |
Contact potential presenters - start presenters spreadsheet |
Suzan Reagan:
Unrealistic goal with the Census Bureau this year. However, local speakers are set!
Finalize presenters end of July |
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July 31 |
Start this years Conference Webpage |
Post an update to the facebook page |
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Aug 8 |
Finalize agendas |
This isn't realistically done until about the beginning of September |
their presentation, time slot, locations of both meetings, |
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Aug 15-19 |
Create Brochure |
Consider catering costs before setting conf registration cost |
parking, hotels, registration counts, etc. |
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Aug 15 |
Finalize Credit Card App with titles for presentations |
Have Patrick Patten move the app into production and add a link from the BBER webpage. |
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Aug 15 |
Check on catering costs before setting conf registration cost |
$55 early reg. 65 week prior, 75 day of… |
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Aug 15 |
Set next year's date (tentative) |
Suzan Reagan:
Nov 11 is Veteran's Day next year. The week before is elections. Looking at Nov. 9 th & 10th.
This would give State Employees 5 days out of the office.
Targeting early August 2017 for DUC.
Consider August next year? |
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Aug 22 |
Order parking passes for affiliates workshop |
kshore:
We used to be able to order any number of permits and use the extras in BBER thru the year. New policy is that permits expire after 60 days so extras can't be ordered. Wait until close to workshop and order number needed, with a few extra. Mail immediataly after receipt so affiliates will receive in time.
Census Speakers no longer an issue. Pay for parking structure for them.
Get ASAP to mail to affiliates in time. See inserted comment on this cell. Send tickets to Census speakers home address as all mail gets radiated. |
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Aug 29 |
Reserve Student Union Building |
sub.unm.edu/event-planning/unm-departments.html list of SUB food options, restaurants in walking distance |
UNM:
Consider moving up by 2 weeks (Aug 15)
Consider Kelly's for lunch for affiliates.
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Aug 29 |
Send brochure original to CG Printers in PDF |
Steven Garcia 883-8164 and cgprintersinc@aol.com Sent on 9-10-15 |
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Aug 29 |
Call printer for quote (for mailing list of 800) |
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Sept or Oct |
Get extra copies for the FOR-UNM Meeting, extra copies of text for the bulletin |
Mo sent out an e-mail marketing the conference to FOR-UNM subscribers. |
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Sept or Oct |
Order sign for BBER to put on table |
UNM:
Starting price is 200 up to 600. |
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Sept 5 |
Post finalized DUC agenda and registration on the BBER web site. Census hasn't Confirmed all speakers. 9-10-15 |
Send to affiliates by e-mail first |
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Sept 9 |
Send e-mail to affiliates w/link to Conference page |
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Sept 12 |
Start compiling packets for affiliates |
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Sept 12 |
Finalize mailing list for brochure mailing |
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Sept 19 |
Snail-mail affiliates agendas and registration form |
Included 10 brochures in each packet - Completed Oct 9th. When mailing packet (manilla envelopes) make sure to tape over metal tab |
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Sept 26 |
Send brochure and mailing list to Campus mailing |
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Sept 27 |
Press release to Steve Carr at UNM and UNM Today calendar |
Do press release first & then use a version of this as a narrative for the e-list contacts (below), enter our event on the UNM Today calendar |
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Sept 28 |
E-lists, Calendar postings, web postings, & broadcast e-mail contacts |
Contacts include David Espey (health professionals), Dawn Kenney (X) (higher ed. Institutional researchers), Larry Compton (X) for NMLA/SLA, MFA, NM Dept. of Workforce Solutions (X)(Rachel Moskowitz for web posting and/or LMR ad), NM Econ. Devel. Dept.(X) (Beth Davis for broadcast e-mail), Main Street program (Jeff Mitchell)(X), SBDC network, Dely(X) (Asian org. network), Mike Ingles(X) (GAC/NMGIC) |
Move this up next year. |
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Sept 29 |
Place preliminary catering order |
Placed preliminary order for 165 on 10/4/12 |
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Sept 29 |
Registration check 6 weeks out |
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Sept 30 |
Distribute 6 plackards on campus |
Econ Dept (front office ask Tami), Law Library (Ask reception), Health Sciences Library (pin in foyer), Zim Circulation (table by ATM), Parish (ask front desk), BBER main office (easier done with two people in one car) |
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Sept 30 |
Remind affiliates to register if they plan to attend. Send SDC/BIDC Affliiates list for corrections |
Affiliates list will go in folders so should be updated beforehand. |
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Sept 30 |
Send Reminders to all speakers |
Request PowerPoint and other matierials. |
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October |
work on Data Bank PowerPoints, handouts and presentations. |
workup and place PowerPoints, evaluations, handouts, affiliates list, FOR-UNM marketing, NMB marketing, BBER marketing, etc. |
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Oct 1 |
Buy any supplies needed: colored paper, folders, business cards, extra ink for the color printer, nametags |
Work with Debbie G. on this - for 2012 needed folders (7 boxes of 25), name badges (1 box of 100) and 2"x4" labels for folders. DO NOT WAIT ON THIS |
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Oct 12 |
DATA BANK:
No longer nessisary as speakers give name at parking structure. Set this up when buying parking permits.
e-mail parking instructions & maps to out-of-town presenters |
When mailing packet (manilla envelopes) make sure to tape over metal tab |
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Oct 6 |
Registration check 5 weeks out |
Note that as of 10/9/15 had 23 paying and 48 including speakers, comps, staff. For comparison, 10/10/14 the Conference had 25 registrations, 17 registered on 10/14/13, 21 registered on 10-11-12, had 14 in 2011 and 27 in 2010. |
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Oct 7 |
Print name tags for week 5 registrants |
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Oct 13 |
Remind Steve Carr about 2nd press release |
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Oct 13 |
Email BBER notification for conference |
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Oct 13 |
Registration check 4 weeks out |
Note that as of 10/23/15 had 40 paying and 52 including speakers. Comps, staff. For comparison , the Conference had 38 registered on 10/17/14, 36 registered 10/18/13, 37 registered on 10-17-12, had 43 this time in 2011 |
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Oct 14 |
Print name tags for week 4 registrants |
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Oct 20 |
Registration check 3 weeks out - send counts to presenters |
Had 54 on 10/24/14, 54 on 10/25/13, 64 on 10-25-12, had 72 3 this time last year. Give attendance count update to presenters. |
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Oct 22 |
Print name tags for week 3 registrants |
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Oct 22 |
Review folder contents/materials/handouts |
evaluation forms, |
Send to Elizabeth Davis? |
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Oct 24 |
Email BBER reminder notification for conference |
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Oct 27 |
Registration check 2 weeks out |
Had 71 on 10/31/14, 70 on 11/1/13, 93 on 11/1/12, 98 on 11/1/11 |
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Oct 28 |
Melt Down Day |
Call informing that the Census Bureau Director would be attending. |
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Oct 31 |
Finalize catering order |
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Oct 31 |
Finalize conference set-up with number of registerations with Ray Garcia at CNM-WTC |
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Nov 1 |
Update and distribute emergency contact information |
Give copy to Suzan, Guy, any others in key positions. |
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Nov 1 |
Call caterer for preliminary head count |
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Nov 2-6 |
Make and print attendance certificates for Workshop, include blanks |
Print in color |
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Nov 3 |
Registration check 1 week out |
114 on 11-8-12 (had 126 this time last year) Give attendance count update to presenters |
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Nov 6 |
Stuff folders: business cards (Suzan/Jeff), agenda, flier for economic outlook conference, eval forms, save the date, NMB, FOR UNM, data bank informational flier, census fact sheet, NM data census profile sheet, bios |
160 folders: Agenda(), Bios(), Eval Forms(), FOR UNM (), DB info flyer(), Census quiz(), NMB(), Economic outlook conference(), save the date(make one), business cards () |
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Nov 6 |
Send out a reminder e-mail to all attendees! |
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Nov 6 |
VISIT CONFERENCE CENTER |
Ray Garcia |
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Nov 6 |
Print name tags for week 2 registrants |
After this week, start printing as they are received |
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Nov 7 |
Library room check |
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Nov 7 |
Print our registration list for tables |
Do |
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Nov 8 |
Buy workshop snacks |
muffins, bottled water, chips, sodas, cookies |
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Nov 8 |
Pack boxes in car |
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Nov 9 |
AFFILIATES WORKSHOP |
Take handouts, name tags, certificates, snacks, lunch forms |
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Nov 9 |
Visit Conference Center after workshop; setup registration night before DUC(?). |
Check on table set up, talk to staff, check bathroom for paper towels |
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Nov 9 |
Suzan presentations copied |
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Nov 9 |
Conference staff meeting |
Distribute notes, roles, responsibilities, emergency numbers |
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Nov 9 |
Name tag quality check |
Should have ALL affiliates, ALL presenters for both days, ALL BBER staff who plan to attend, and ALL registrants to date |
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Nov 10 |
DATA USERS CONFERENCE |
Take supplies, tape signs, check set up, Stat Abstracts, folders, name tags, presentations, box with cords/tape/scissors/pens, coordinate help |
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Nov 14 |
Post presentations to BBER web site |
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Nov 14th week |
Pick up plackards from campus locations |
Econ Department, Anderson lobby, Zimmerman South entrance, Parish Librar, Law Library, Health and Science Library, Planning Department (Probably not here next year) |
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Nov 14th week |
Thank you notes, certificates |
See thank you notes page in this file |
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Nov 14th week |
Reconcile registrations with billing |
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Nov 30 |
Evaluate conference successes and difficulties |
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Nov 30 |
Check next year's date (tentative) |
Check for conflicting meetings: NM Assoc of Cos, SBDC annual and quarterly meetings, NMLA, Local govt infrastructure (NM Muni League), |
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Dec 1 |
Do next years schedule |
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Filetype Excel XLSX | Posted on 08 Jul 2022 | 3 years ago
