Minutes - Sunbelt Expo Building Committee Video Conference Meeting

August 8, 2007

Polycom sites Gainesville, Live Oak REC, Quincy REC Apopka REC, Leon Co Ext.

In Attendance

Wayne Smith	Barry Treat	David Dinkins	Ben Beach
Henry Grant	John Baldwin	Les Harrison	Charlotte Emerson
Clay Olson	Ryan Attwood	Louise Ryan

Wayne Smith called the meeting to order at 11 am and attendee’s were identified, minutes of the last meeting were approved as posted online http://sunbelt.ifas.ufl.edu. Three major exhibits will be set up at the entrance of the building as was done last year. Dr Smith requested each of the three responsible for those report as to progress to date ( CALS, Research & Extension)

Charlotte Emerson provide an update on the CALS exhibit progress and she reported good participation is expected along with the ambassadors being present again this year. She also discussed the idea of counting visitors in attendance in the exhibit as a whole so we know how many people are visiting the exhibit. Possible sampling strategies were discussed.

John Baldwin discussed the Extension exhibit progress and proposes a similar exhibit to last years with some enhancements in addition to some banners stands and a legislative budget display. There is planning for stand up height computer tables, possible six free with two computers. There was also discussion about how to attract people to the computer stations.

The use of either metal buttons or stick on name tags was discussed as a means to identify Faculty staffing the various exhibits. Companies on line or the use of Chic Hinton’s office to produce the metal buttons (2-3 inch diameter) with design/logo was discussed. Price for the buttons was estimated at a dollar each.

Barry Treat discussed the Research display and suggested a similar display to last year's modified to reflect the genetic theme. There was some discussion concerning a reprinting of the IFAS genetic research publication.

There then followed a discussion of the building appearance in general. The photos (online) from last years exhibit were suggested as a reference to getting this years exhibit set up. Banners put up last year did not stay up, so re-hanging will be necessary.

Wayne reported he had met with most department chairs in IFAS and several faculty individually about putting something (exhibit) in the building this year. He reported much enthusiasm prior to budget cut talks. Since budget cut there has been some waffling. Wayne will continue to push the issue and follow up with exhibitors. Applications will continue to be done online and the application process needs to be more user friendly.

Charlotte discussed adding to the application shirt size needed for exhibitors so additional follow up will not be necessary. It was also decided by the group to use consistent logo polo shits for exhibitors.

Henry Grant reported the expo would print name tags for exhibitors if the names were given to them by Sept 1.

Report from the site visit done on the 6^th included comments pertaining to the building floor that needs cleaning and possibly painting, and reinstalling signage. Last years report gave the inventory of promotional items and various other equipment left in the building. (posted on the web)

A flag pole location was discussed and agreed on (Steve Perry). Ben Louise and Wayne discussed IT needs and electrical out let needs for cameras etc.

Prioritizing building improvements was ranked along with associated budget costs. Items included:

back door signage
Flag pole
Back door signage
Additional cooling (fans)
Awning at the back door (retractable)
Floor painting
IT needs

$6458 is the O&M funding for building improvements this year.

Options for IT upgrades: assessment – all network components were borrowed last year. The good thing about that is no dust; bugs, etc. get into the equipment to cause problems.

Cameras needed this year are one outside and two inside (three would be one more than last year) an extra switch is needed for the third camera – all were borrowed last year purchase price is $500 each.

A 24-port switch is needed as well as a wireless access point – all combined cost approx $1000.

Wayne’s suggestion is we purchase one camera and borrow the remainder.

John Baldwin will develop job descriptions for volunteers and Les will coordinate what day’s attendees will staff exhibits and the time frame involved.

Current giveaways in the building include 4000 gator fans – will order 15 K more ($ 4000), Tote bags ($1100), plants ($300).

Polo shirts for exhibitors $17- $20 each Chic Hinton will supply – application will trigger one shirt – exhibitors and staffers may purchase a second shirt at cost. Charlotte will coordinate through application process.

John will get the hand truck to move shipped display items from expo Mail room to the building site. ($359).

For those exhibitors wishing to mail boxes etc to the Sunbelt Expo the shipping address is: University of Florida Exhibit

Space location B-6
# of Packages
c/o Sunbelt Ag Expo
Receiving office – Spence Field
290-G Harper Blvd
Moultrie GA 31788

Wayne discussed the travel budget and stated that most travel by county and state faculty was day travel and costs were absorbed by those traveling.

Those that need overnight or other travel support should work with John Baldwin NE District Extension Directors office on campus. 352-392-1781.

Plant material from last year used in the exhibit needs to be scaled back especially the large trees Monrovia Nursery supplied.

Set up of exhibits can start on Sunday afternoon the 14^th and need to be completed by 2pm on Monday the 15^th. Plant material will be delivered Friday the 12^th.

The general displays of CALS Research and Extension need to be set up first and then subsequent exhibitors.

Louise and Wendy will maintain updated information on the web. – Application form for exhibitors is on the UF/IFAS Sunbelt site (http://sunbelt.ifas.ufl.edu).

If exhibitors need overnight accommodations contact Charlotte Emerson (Baptist Retreat) John Baldwin (4-H Camp).

Opening and closing of the building during the expo will be done by Wayne, John, Charlotte, and Barry.

Wayne will present to Deans the 20^th of August

Next planning meeting scheduled for Sept 10, 2007 11 am. Henry and Louise will see about attending by polycom in Leon County.

Respectfully submitted

Clay Olson