2011 Event Meeting Notes

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Permalink Reply by Loyan Roylance on June 2, 2011 at 9:50am

May 18th Planning Meeting Notes

Folks – We had a great meeting this past Wednesday, delving deep to revisit and affirm the mission of WiN, re-examine our programming, and revisit the value proposition to our stakeholders and target audience. I’m happy to say that once again, after this process of self-reflection, we’re still on target with our original vision and moving positively forward to expand its outreach and appeal. It’s encouraging to have such a great group of individuals at the table focusing on this event and giving it their energy – you’re all to be commended. This week, special kudos go to Donna and Dan! Donna for “sparking” a conversation that lanced through to the issue of streamlining the venue and honing in to the idea of new concepts of format – exactly what an expert event coordinator does – GO DONNA! And to Dan, for helping us (and me) reconnect with and express what the core mission of WiN is. It helps to practice the art of putting words to this new thing in a way that helps not only ourselves stay focused, but communicate its value to our sponsors and stakeholders, and, most importantly, to the community and those we wish to serve. I’ll be sending out a few of the action items we discussed next week and give some progress updates at our next meeting. Which, BTW, is scheduled for Wednesday, June 1st at 5pm…

See you there!

And, Loyan… Yes, you’ll see this posted on the website too…

J

Mark

Permalink Reply by Mark W. Van Patten on June 2, 2011 at 9:59am

June 1st Notes

 

Folks – We had another rich meeting of the minds last night with many decisions made and a path forward identified.  Working form the agenda proposed and Dan and John’s “desirable WiN Features” document, we were able to bring greater structure to our process.  Below are my captures of the items reviewed, decisions made, and tasks identified.  (This will also be on the website, continuing Loyan’s former minutes…).

 

And, yes, Loyan, this will get posted in the new area…!  J

 

 

Members Present:          John Gardner, Nick Houtman, Matt Nees, Jason Prothero, David Schroeder, Mark Van Patten, Dan Whitaker

 

Agenda:

1. Progress updates on activity since last meeting
   1. Conversation with Conference Services

                                          i.    Kathleen and Mark met with Kavinda to review services rendered to WiN by OSU Conferences Services.

Outcomes:          Kavinda and Donna will prepare an estimate of cost to provide coordination services for the WiN event.  This estimate willbecome a line item in this year’s WiN

budget

An acknowledgement of greater commitment and resources provided to the event, especially the day of the event, is needed from the planning committee and presenting partners.

1. Meeting with SAO PDX

                                          i.    Michael and Mark met with Matt Nees, president of the statewide SAO organization and his staff to discuss partnering and greater outreach and extension between the state organization and the local chapter and community using WiN as a pivot point.

Outcomes:          Matt and his staff have committed to helping WiN mature and become more viable through resource commitment in the form of sponsorship strategies and acquisition and through greater outreach to industry and engagement of PDX-centric companies with the Willamette Valley/Corvallis/OSU through WiN participation.

                                The planning committee will provide SAO PDX with a program outline, preliminary budget, and all extant descriptive documents from past WiNs to help with the strategizing process.

1. Conversation with Oregon signature research institutes and IOOF and relationship to WAC.

                                          i.    Bill Ford is continuing to explore the concept of WiN as an onramp to the Willamette Angel’s Conference, using WiN to give the bootstrap entrepreneurs a leg-up in the form of showcasing, training, presentation, etc and as a natural conduit/component of WAC.

                                         ii.    Bill is also taking ownership of the past ONAMI/BEST relationship and will work with Skip to engage OTRADI and bring the level of the institutes participation to a higher level.

1. Sponsorship updates
   1. Matt Nees shared his activities and perspective on SAO sponsorship recruitment and acquisition efforts. 

Outcomes:          Matt has already reached out to corporate contacts in the PDX metro area to become WiN sponsors and received encouraging responses.  SAO will continue this effort based on the program and sponsorship value packages we create (see below).

1. SAO local will continue this effort through solicitation locally and within the OSU community, building on the pool from previous years and the commitment made by the OSU Office of

Research.

1. Program Outline Review/Brainstorming

Significant attention and consideration were given to the question of whether to change the venue of WiN and attempt to hold it solely within LaSells Stewart Center or remain in both facilities as was done previously.  This consideration was prompted by the concern of cost and resources expended to manage the logistics of the larger venue.  The value of the Alumni Center  vs. LaSells was considered from a branding, size, uniqueness and opportunity to exhibit perspective.

Outcomes:         

• It was decided to continue to use Alumni center for the value of its flexibility and size, and the ability to retain the uniqueness created by working with Conference Services and Special Occasions.  Concerns regarding resources to maintain placement within this venue were addressed by the SAO PDX efforts to recruit corporate sponsors and commitment of local/committee efforts to recruit and manage volunteer resources.
• Firm elements of the program were identified and known/decided to include:

a)    Current confirmed/available speakers:

1. Chandra Brown, current keynote (potentially one of two)
2. Ben Berry, AirShip VTOL Transformer
3. Tony Bash, CEO of Human Not Hollywood

b)    The Office of Research will hold its patent award presentations at WiN

c)    The Division of Business and Engineering is considering holding its BEcommunity collaborative commercialization-focused sponsorship awards at WiN

d)    Continued identification of technology/industry tracks for content.  For this year

1. a.    Manufacturing & Innovation
2. b.    Healthcare Innovation
3. c.    Mobile Technologies Innovation
4. d.    Cloud Computing

• Recognition of the need for better marketing and awareness efforts to raise awareness and create higher value of WiN
  • Focus on digital media – website, bogging, Facebook, twitter, email lists,
  • Weekly promotional campaign leading up to the event featuring exhibitors and adding value to sponsors

1. Tasks Identified
   1. Loyan will create a Google Docs space for storage of and collaboration on WiN-related documents, posting Dan & John’s outline as structure.
   2. The committee will review and edit this document, creating links to other relevant WiN documents, and incorporating decisions made into it, much like the use of a Wiki
   3. (Please add your individual take-away tasks to the notes)

 

 

Whew! We’re back on track…!  Keep the good ideas flowing, the energy running, and the pump primed.  WiN2011 is going to be the best WiN to date, and it’s only going to get better.

Thank you everyone for your continued efforts and dedication!

 

See you on the 15^th, when we’ll have our next meeting… Same time, same place…

 

Mark