Meeting/Event Information
2025 OSWAPIC Conference Committee Meeting
Meeting notes:
- Transition to Star Chapter: Kelsey discussed the transition from Planning Pod to Star Chapter, highlighting the need to build the new system and its functionalities, such as selling tickets, managing attendees, and conducting surveys. They also mentioned the lack of to-do tracking and floor plan reviews in Star Chapter, which they are addressing with a Google sheet.
- Transition Details: Kelsey explained the transition from Planning Pod to Star Chapter, emphasizing the need to build the new system. Star Chapter will handle functionalities like selling tickets, managing attendees, and conducting surveys. However, it lacks to-do tracking and floor plan reviews, which are being managed through a Google sheet.
- Google Sheet: Kelsey described the Google sheet being used to track to-do items and floor plan reviews, which are not available in Star Chapter. The sheet includes a dashboard to manage tasks, assign them to people, and track progress, ensuring milestones for planning the conference are met.
- Star Chapter Features: Kelsey highlighted the features of Star Chapter, including ticket sales, attendee management, and session evaluations for CE credits. They are still learning how to utilize Star Chapter fully and are working on building the necessary components before it goes live.
- Star Chapter Access: Brenna inquired about access to Star Chapter, and Kelsey explained that it is still in the build process. They are working on adding necessary pieces to the website before it goes live, aiming for early August to start ticket sales.
- Build Process: Kelsey explained that Star Chapter is still in the build process. They are working on adding necessary pieces to the website, such as resources pages, contact information, and links for forms and surveys, which were missing in the initial build.
- Access Timeline: Kelsey mentioned that they aim to have Star Chapter live by early August to start ticket sales. They are prioritizing the completion of the build to ensure all necessary components are in place before going live.
- Ticket Pricing and Discounts: Kelsey and Brenna discussed ticket pricing for APIC members, non-members, and students, considering a 10% increase from last year and the possibility of early bird discounts. They also explored group discounts for long-term care facilities and the challenges of verifying eligibility.
- Pricing Strategy: Kelsey proposed a 10% increase in ticket prices for APIC members and non-members from last year. APIC members would pay $60, non-members $77, and students $22. They also discussed offering early bird discounts to encourage early registration.
- Group Discounts: Kelsey and Brenna explored the idea of group discounts for long-term care facilities. They discussed the possibility of offering a percentage discount for groups of four or more, but noted the challenge of verifying eligibility for these discounts.
- Student Tickets: Kelsey mentioned that student tickets were underutilized last year, with only one ticket sold and later refunded. Despite this, they considered keeping the student ticket option and possibly offering early bird discounts for students as well.
- Verification Challenges: Brenna raised concerns about verifying the eligibility of individuals registering for discounted tickets, especially for targeted groups like long-term care facilities. They discussed relying on the honor system and possibly using a registration process that includes verification steps.
- Vendor Sponsorship Packages: Kelsey and Brenna reviewed the vendor sponsorship packages, including the introduction of a diamond package for the post-conference reception. They discussed the feedback from vendors and the need to determine the venue's capacity to finalize the number of vendor packages.
- Diamond Package: Kelsey introduced a new diamond sponsorship package, which includes hosting the post-conference reception. This package is priced higher than the platinum package to cover the additional costs of the reception.
- Vendor Feedback: Kelsey shared feedback from vendors, who appreciated the range of sponsorship options available. Some vendors expressed interest in the post-conference reception but were deterred by the variable costs. The new diamond package addresses this by providing a fixed price.
- Capacity Considerations: Kelsey emphasized the need to determine the venue's capacity to finalize the number of vendor packages. They discussed the importance of ensuring enough space for all vendors and the potential revenue from sponsorships.
- Venue Update: Brenna provided an update on the Salem Convention Center as a potential venue, noting that the quote came in over budget. They discussed the costs, including food and AV systems, and the need to find ways to reduce expenses while ensuring adequate vendor space.
- Cost Breakdown: Brenna detailed the costs associated with the Salem Convention Center, including food, AV systems, and room rental. The total cost was around $8,000, with significant expenses for breakfast, lunch, and projection packages.
- Expense Reduction: Brenna suggested ways to reduce expenses, such as adjusting the buffet options for breakfast and lunch. They emphasized the importance of providing coffee and pastries in the morning, as attendees would be traveling from out of town.
- Vendor Space: Brenna discussed the layout of the venue, including the placement of vendor tables in the hallway and the main room. They considered options for accommodating all vendors and ensuring adequate interaction between attendees and vendors during breaks.
- Comparison with Last Year: Kelsey and Brenna compared the costs of the Salem Convention Center with last year's Peace Health conference, which had lower expenses due to a free venue. They discussed the need to cover costs and provide scholarships, and the possibility of bringing in outside snacks to reduce food expenses.
- Cost Comparison: Kelsey and Brenna compared the costs of the Salem Convention Center with last year's Peace Health conference. Last year's conference had lower expenses due to a free venue, with total catering costs of $2,505.
- Scholarship Funding: Kelsey emphasized the need to cover conference costs while also providing scholarships. They discussed the importance of generating enough revenue from ticket sales and sponsorships to support these initiatives.
- Outside Snacks: Larkin suggested the possibility of bringing in outside snacks to reduce food expenses. Brenna noted that the Salem Convention Center does not allow outside food, but they would inquire about the possibility of bringing in snacks.
- Speaker Topics: Kelsey provided an update on potential speakers and topics for the conference, including emerging pathogens, professional development, surgical site infections, and instrument cross-sections. They emphasized the importance of diverse content applicable to various backgrounds, including long-term care.
- Speaker List: Kelsey listed potential speakers and topics for the conference, including Krista and Jesse on emerging pathogens, Molly on professional development, and Karen Ward on surgical site infections and CHG bathing.
- Diverse Content: Kelsey emphasized the importance of having diverse content that is applicable to various backgrounds, including long-term care, acute care, and ambulatory settings. They discussed the need for presentations to meet specific criteria for CE credits.
- Additional Speakers: Kelsey mentioned additional potential speakers, including Dr. Ladoni on vascular access, Rebecca Peplo on instrument cross-sections, and Dr. William Rutala on construction and ICRA topics. They encouraged participants to provide feedback and suggestions for other speakers.
- Next Steps: Kelsey outlined the next steps, including receiving updates on vendor capacity, tightening the budget, finalizing sponsorship packages, and getting Star Chapter live. They encouraged participants to collaborate on the planning process and assign tasks as needed.
- Vendor Capacity: Kelsey stated that they will receive updates on the venue's capacity to accommodate vendors. This information will help finalize the number of vendor packages and ensure adequate space for all participants.
- Budget Finalization: Kelsey mentioned the need to tighten the budget by comparing costs and identifying areas for potential savings. They will finalize sponsorship packages based on the venue's capacity and projected revenue.
- Star Chapter Launch: Kelsey aims to get Star Chapter live by next week. This will provide a platform for collaboration and registration, ensuring all necessary components are in place before the conference.
- Collaboration Encouraged: Kelsey encouraged participants to collaborate on the planning process, assign tasks, and provide feedback.
Follow-up tasks:
- Meeting Notes Access: Copy and paste the meeting notes into an accessible document for all participants until the access issue is resolved. (Kelsey)
- Star Chapter Access: Ensure that all participants have access to Star Chapter once it goes live. (Kelsey)
- Vendor Capacity: Contact Carol to determine the maximum capacity for vendor tables at the venue. (Brenna)
- Budget Comparison: Prepare a comparison of the current year's budget with the previous year's budget to identify areas of increased expenses. (Kelsey, Brenna)
- Venue Capacity: Confirm the maximum capacity of the venue to ensure adequate space for participants and vendors. (Brenna)
- Vendor Package Details: Update the vendor package details based on the venue capacity and finalize the number of each vendor package level. (Kelsey)
- Speaker Topics: Review and finalize the list of speakers and topics, ensuring they are relevant to the target audience, including long-term care. (Program and Speaker Subcommittee Team)
- Google Sheet Access: Send invites to all participants to collaborate on the Google Sheet for conference planning. (Kelsey)
