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- Registration Committee conference call
- Wed, 5-15-10
On call: Joseph, Mark, Tdka, Sha, Adrienne, Jamie, Ann, Sylvia, Will Copeland, Mallory
To Do: Adrienne--add Ann, Gwen, Tdka, Ife to registration email list
- Agenda
- 1. Who will take on making a plan & timeline for what roles & responsibilities we need to fill and how to fill them? I think we need to define this as what needs to happen BEFORE June 21 and then DURING June 21-26.
Mark: An online support team [will be larger than registration, but include reg]. Just did a write-up to get folks to step up to help with online support. We're hoping that body of folks will develop into being the registration team, and would break off into folks who could be part of a registration team.
http://ict.ussf2010.org/wiki/outreach
Mark and Jamie will be in Detroit for the majority of June and are preparing to train a team of people.
We'll need to connect with Ann & Gwen and others in the office so they can be part of that too.
Jamie: Mallory will also be there for all of June, and Ross will be there for half of the month (he was on the registration team and designed the on-site system in 2007 so we'll benefit from his experience as well.)
Mark: this team will be a separate team from the ICT -- it should be its own. There should be a little separation between ICT & registration team, make sure we can all take care of all the things we'll need to take care of.
We should make sure that the NPC and the OC get the recruitment letter for the online support team. This would be a team to handle the online requests, and will feed into People's Media Center, and then also into the registration group. Shouldn't be described as a techie position, it's for people who know how to use the internet.
This should also be plugged into the volunteer recruitment process. Mark or Jamie will send it on to Adrienne so she can get it out to the NPC & OC.
We should have a specific call with folks on the online support team and folks in Detroit entering the registration information.
Adrienne is adding Ann, Gwen and Tdka to the registration list.
Tdka: Ife has also been helping with registration. We're also going to get started on the ground here, put a point person in charge of it. Thanks to Will for bringing this up and I'll make sure this gets done.
Sylvia: We need to make sure that folks in Detroit are up to date on this process and (helping) to lead the work needed.
We need a component that is also for the offline side of this, and need a point person for this.
There are lots of side conversations and we need to make sure we're all on the same page. Everyone should email online-support email if they need support.
Offline in registration: right now it's Ann, Gwen, Tdka and Ife. Mark has been answering when we ask for information. Ann gets in touch with Sha.
Sounds like online support mechanism is working so far, we are actually in pretty good shape. We just need to continue to build it out and get more people.
- 2. What tracking systems do we need and who is in charge of making sure they're working?
Tdka: need to be able to match who paid & who registered, so we can get a picture of how much money will be coming in soon.
We do have a piece that allows you to look up information for anyone who has registered and whether they've paid or not. Sha has been pulling those numbers.
All of the information about who has paid and not paid is in there. Sha can do a training to show folks how to look it up when he's in Detroit next week before the NPC.
Ann: we need to get names connected to each organization and get them entered into the database. Can we send out something to folks who have already registered but haven't entered the information in yet.
Tdka: nobody wants a situation where folks say they have paid and we can't verify it. How can we get together and discuss this directly before they come up to the desk?
Mark: we want folks to pay, we also know that folks who registered and haven't paid will arrive and pay when they get there. We'll need lots of mechanisms to show all the checks in, etc. That piece is pretty much in place.
Tdka: Victor doesn't want folks arriving and saying they sent the check but we didn't get it. he suggested we cut off the ability to send in checks 10-15 days ahead of the forum. Maureen was concerned that thousands would show up, say they paid but they didn't, and we don't have the ability to see that they paid.
- 3. What are the most pressing issues to resolve right now and who will resolve them?
- Folks in Detroit need to be able to pull information of who has paid and who hasn't. Don't know who to tell to send in their money.
Sha sent out a blast last week to everyone with a pending payment - organization OR individual - that said "you still need to pay and here is how". Solution suggestion: {didn't send a notice to everyone in the D that he had sent that email.} Come up with a plan and a schedule for when those reminder emails are going to go out. Ann and Gwen can search it one person at a time, and Sha can show how to do see the whole list. To do: Meeting with Sha, Tdka, Ann and Gwen.
- Folks in Detroit need to be able to enter information for additional members
Would be really helpful to update what we can NOW do. we can now add those names. Sha is going to send out instructions on this updated capability. Joseph will be on the call with Sha & Detroit folks for how to enter this info.
Sha will send out to the registration list.
- Need to set a system and a point person for offline registration in Detroit.
Tdka will be point person to set up a plan for offline registration. Mark will support.
- Set a deadline by which people need to send their check
- Part 2 of this meeting while folks are all in the same place for the NPC meeting
- We need to make sure that we are presenting the truth which is that we actually do have a system in place that is working.
We need to define a protocol for how to respond during registration and payment issues. From the point of glitch through.
To Do:
- AMB add Ann, Gwen, Tdka, Ife - Sha convo with Tdka, Ann, Gwen - Add registration as a working session on the NPC agenda - Tdka report back to Victor and Maureen on the status of info, systems that ARE in place - Sha send out updated data entry instructions to registration list - Who will work on protocol and plan [roles, timeline]?
Stepping up: Tdka, Jamie, Ross, Sylvia, Gwen - master planner Mark, Will, Adrienne, Ann, Joseph - protocol
- suggestion: we need to send a weekly reminder to organizations to register their names, and also find as many ways as possible to get them to enter that info themselves
$5 daily rate for folks who show up for 1 day!