Minutes - Sunbelt Expo Planning Committee Meeting

June 27, 2007
Next Meeting Aug. 8,  11 a.m.

  1. Call to order and introduction of persons present and on polycom. (Wayne Smith)
  2. Web hits comparison for CALS 2005 vs. 2006. (C. Emerson)
    • ’05 Website info & data is not available
    • ’06 data is available
  3. Discussion of General Layout and Strategy. W. Smith
    Display layout reviewed and described by:

    CALS - Emerson
    Extension - Baldwin
    Research - Treat

    • 40’x60’ interior space with 20’x40’ porch
    • ’06 displays numbered ~ 27
    • ‘06 displays were very crowded – recommend reducing the numbers of displays (~15)
    • Serpentine floor layout preferred
  4. Job Descriptions. "Ask Me, I Can Help" stick-ons? To be developed by Baldwin
  5. Exhibitor Application Form (see attached draft). Smith
    • Desiring interactive displays (emphasized - touch and feel)
    • No posters - unless accompanied by representative
    • Exhibit size - dependant on total numbers of exhibitors and requested space, - all is unlimited at present.
    • Signage and pre-set up visit to site. Week of August 6. Baldwin/Smith confirm going - all invited to walk through and survey site for needed materials. Initial plan. Arrive on site at 10 a.m. tour, go to lunch and return home
  6. Give-aways - (Emerson)
    1. Gator Fans left over and restocking 
    2. Bags restock
    3. Exhibitors encouraged to provide giveaways
  7. Dress-shirts  (Emerson)  - checking on gator logo - polo shirts ~ $

    Number & Size need to be added onto application form

  8. For sale stuff (Emerson) - not encouraging sale of logo items or books
  9. Identification of Tasks and Lead Persons. Smith and Coord. Team
    • Plants (L Felter, Clay) - #’s reduce slightly from ‘06
    • Name Tags and Passes - (Henry ‘volunteers’)
    • Scheduling Display Staffers – to do
    • Scheduling and Managing Set Up - to do
    • Daily Openers and Closers - volunteers and assignments at event
  10. Budget and Purchasing Control   (Smith) - $ available for Ops and Maintenance

    Inc.: signage, ceiling fans, floor paint, Computer Router install (IT-Ben), WebCam, Computers 5-6 with Kiosk, more outlets (Kevin), gator flag (as $ available?), handcarts (2)

  11. Other?  - Overnight Stay Option - Valdosta motels, Camp/Room at Madison Cherry Lake,  Norman Park Baptist Center.
  12. Banners - one needs refitted with new theme: “ Solutions for Your Life throught Genetics” Banner stands - Kimberly Mansfield has many types  (repairs - see Chic Hinton)
  13. Election of a Chair  and Recorder of Minutes (we accept volunteers). Smith

    Chair - W. Smith, Cochair - Clay Olsen

  14. Meeting Frequency - Next Meeting Aug. 8,  11AM
  15. Other  - Call-in Conf. protocol - send with announcement. Notify Charlotte Emerson of call in site and number. Cemer@ufl.edu 
  16. Adjourn.

(Minutes by B. Treat)