| Task Description | Time info | Volunteer committed | Ongoing Status |
| Balloons - bring balloons for inside decorations and signs outside | Planning includes checking price and availability. (About 40 balloons) Day before, pick up in afternoon and bring to set up after 4PM Day of, move outside to street sign locations | DVGN - Deer Valley Gifted Network Shannon Keenan | |
| Signage - determine what can be used from last year, create new signs | 3-4 weeks prior get signs left from last year and walk facility to determine what other signs are needed, then make additional signs Day before, bring signs to ASU Law College after 4pm and place (2-3 people 2-3 hours) Day of, make sure signs are in place at 8am, remove all signs at end of event, send to storage | Janet Hoo and SEVAGT | Every group will need to determine what signs they need - if any |
| Conference program - desk top publishing skillset to layout program | Planning will include determining layout program and what format content must be in Draft of program should be completed in the first couple weeks of March. Final editing done 3rd week in March. To printers by March 21 | Sherry Gerner (sister of Lisa Hounsell from NWVSG) | forwarded file from last year ads being accepted until 3/18 |
Record sessions -
technology proficient to record some sessions for podcast
| Have technology solution determined so speakers and A/V people know what is needed by mid March Day of, set up and record sessions. Submit recordings before leaving event | Nancy Foote | may have some students help too |
Spanish Interpretation - need interpreter and interpreting equipment | Planning - find interpreter and equipment, reserve. Have back up or mulitple interpreters Day of, make sure seats are reserved in keynote and other sessions (if possible) for interpreters and recipients | Barbara Hidalgo volunteered to interpret. Need to have back up in case of illness | Still need back up and to arrange for equipment Check w/ Lori McClellan |
AAGT Affiliate Chapter Table - Present information on finding closest parent support group and/or how to start new parent support group | Planning, prepare/collect info on different groups and determine how to present. Schedule for table to be manned throughout the event Week of, confirm volunteers scheduled and delivery of content. Day before, set up table after 5pm Day of, make sure volunteers are ready at each shift | need team leader Gretchen Reinhardt volunteered to help with mapping of current chapters and support groups | Still need team leader |
Check in and badges - Print and prepare badges, manage check-in process | Planning includes time to print and prepare badges in two batches. Two weeks before first batch. Week of, second batch. Day before, after 4pm lay badges out on check in tables Day of, arrive by 8am, have written instructions for 4-8 to assist during check-in | AGG - Avondale Guardians of the Gifted (volunteers will be excused from check-in table in time for first session) | Kristen Lorten will print badges and coordinate volunteers (and Jason McIntosh) AGG may need additional volunteers AAGT Board member volunteers needed at check-in tables until 10AM |
| Lunch - coordinate menu, order, delivery, and oversee self serve of box lunch and beverages | Planning - select menu so choices can be listed on registration form. Week of, make sure team has water covered Day before, come to venue after 4pm, review plan to distribute lunches Day of, coordinate with lunch provider and team to have lunches in place at proper time. Have team distribute lunches. | NWVSG - Northwest Valley Supporters of the Gifted Leah Bowers, Karen Langran | choices are selected, Club, Vegetarian, Cashew Chicken SEVAGT will help distribute lunch |
Resource tables - summer camps, schools/ alternatives/ supplemental
options, other information | Planning, review previous events documents. Distribute assignments to team to call to order materials, and to create lists. Make sure signs are available or can be created to group/identify materials at venue. Week of, make sure signs are ready and team is scheduled to arrive at venue after 4pm with all materials. Provide AAGT with electronic documents that can be included on website. Day before, team sets up resource tables, 3-4 people 3-4 hours. Day of, have team members periodically check tables. End of day, distribute materials to affiliate chapters. | WVSG - West Valley Supporters of the Gifted Sara Gilligan | Sara Gilligan is working on |
Southern AZ resources - collect resources for attendees from southern
AZ | Planning, work with Resource tables team to minimize overlap and to determine information to collect. Week before, arrange for delivery of items to Resource Tables team. | Debbie Cutler and Kirsten Walker | need volunteers from Tucson |
Northern AZ resources - collect resources for attendees from northern
AZ | Planning, work with Resource tables team to minimize overlap and to determine information to collect. Week before, arrange for delivery of items to Resource Tables team. | Marlene Armstrong | maybe Payson chapter? |
| Children/preteen program - need a few teenage volunteers to help | Planning, contact and schedule high school volunteers. Two weeks before, make sure Children's Program coordinator has contact information. Create community hour certificates. Day of, make sure volunteers arrive and certificates get to volunteers at end of day. | TPG - Tempe Parents for the Gifted Melissa Robison is coordinating volunteers | Peggy Payne contacted, no volunteers yet KR Scott from Mountain Pointe will help find volunteers |
| Speakers and speaker lounge - set up and maintain day of | Planning, schedule speakers, create document for website (list of sessions that will be availalbe), create document for Program (including short bio on speakers and short description of sessions). Determine comfort foods and other items for speakers relaxation and prep area. Day of, set up area at 7am, oversee speaker area during day, clean up at end of day. | (Mesa did last year) A new chapter in Scottsdale may help, waiting to hear from Linda Levitt | Kris Mason helping, but may be out of town March 26 Still need a couple people to help set up and maintain speaker area Ann Salmon will provide transportation for Vicki Ragsdell (keynote speaker) |
Exhibitor liaise - seek out exhibitors, set up area day before,
oversee exhibitor set up early Sat. morning | Planning, see that all desired exhibitors are contacted and have information to register. Determine maximum exhibitors allowed, establish approval criteria. Week before, remind exhibitors about event, provide details for set up and tear down. Determine layout. Day before, be at venue at 4pm. Set up tables with place cards on vendors tables. Day of, be at venue at 8am (or earlier) to oversee Exhibitor set up. Make sure vendors have what they need and act appropriately. | TPG - Tempe Parents for the Gifted Floyce Chavez - heads up | Invites to exhibitors sent out 10 1/2 tables so far |
| Publicity | Now, print out flyers and make available for all events. Ask teachers you know to send home flyers with students (variations of flyers with and without disclaimer for school districts are available) Include information and link to the event, and promote the URL www.aagtparentday.com when talking to those that are interested in getting more information or registering We have (or will have) a flyer and registration form in Spanish on the website | Everyone | Website being updated Need help to get press releases and flyers to publications for parents, and posted on websites |
| AAGT Membership table and prize distribution | Planning, get membership applications printed. Have a computer for online membership applications to be completed, collect paper membership applications | AAGT Board | |
| Clean up day of 3:30-4ish - 4 -6 people needed | Day before, designate different areas and create checklist for each. Determine how to distribute and collect lists at end of event. Day of, provide checklist for each area/volunteer. Make sure lists are available for any volunteers who want to help, get lists distributed and collected at end of day. | Angila Gallenstein and REACH? | Will need more help |