# Presentation: 028996

## Collaboration and Outreach Report:Focus is 2006 conference 

- December 9, 2004

## Action Items

- Vendor Thank You letter including invitation to 2006 meeting (Judy to Mail)
- Sign contracts for hotel rooms (Dave – Jeff)
- Begin financial preparations for conference (facility contracts Jan 05)
- Organize committee structure – who can or will help
- Call for Papers (April 1, 2004)

## Action Items

- Webpage with themes, hotels etc (Announcement)
- Vendors need to be contacted
- Sponsorship Ops ($1K, $5K, & $10K)  with reception, scholarship, conf item options
- Timeline
- Keynote Speakers (Governator or Spouse)
- Reception -Tech Museum?,
- Investigate Field trips - Monterey Aquarium, Elkhorn Slough –kayaking, boat tour, Marine Science Institute (Redwood City), Redwoods, Railroad (Roaring Camp river), Winery

## May 7-11, 2006 San Jose’ California

- Joint
- Fifth NWQMC
- And
- Seventh National Volunteer Monitoring
- Conferences

## Past NWQMC conferences

- 1998 Reno, NV
**Monitoring:  Critical Foundations to Protect Our Waters**
- 2000 Austin, TX
**Monitoring for the Millennium**
- 2002 Madison ,WI
**Building a Framework for the Future**
- 2004 Chattanooga, TN
**Building and Sustaining Successful Monitoring Programs**

## Past National Volunteer Monitoring conferences

- 1988 Narragansett, RI
- 1990 New Orleans, LA
- 1992 Annapolis MD
- 1994 Portland OR
- Putting Volunteer information to Use
- 1996 Madison WI
- Promoting Watershed Stewardship
- 2000 Austin TX (overlapped NWQMC conf)
- Moving Into the Mainstream

## Ideas for Conference Theme(need to choose one)

- Monitoring Network: Design and Implementation
- National Water Quality Monitoring: A Place for Everyone
- Monitoring from Coast to Coast
- Plugging into the National Network
- Integrating many needs through a common design
- Monitoring Networks: Connecting for clean water Enhancing connections for a common goal
- Enhancing connection for a brighter future
- Enhancing connections for clean water
- Water Quality Monitoring from networks to the Net
- Casting the Net
- Water Quality Monitoring from net to Net

## Overall Conference Structure 

- Conference Structure – Sunday – Thursday
- Convention Hall setup for vendors –Sunday
- Breakdown for vendors- Thursday
- Sunday –registration (continues all week), field trips
- Monday - begin at 9:00 am end at 4:00 pm (with lunch at 1:00 pm
- – Workshops – full and half days – volunteer monitoring, EPA & USGS, short courses (Wetlands, Wadable Streams),
- Monday evening - Plenary Session & Fellows award (5 – 6:30 pm ) – (6:30 -7:30 social & poster exhibition) – J Griffin suggested Plenary be combined with dinner- agreed to by CPC, start at 5:30?, need to work out details
- Tuesday & Wednesday presentations and posters
- Thursday
- National Network Design Rollout
- Field trips

## Conference Structure: Tues & Wed mornings

- 7:00 am – 8:00 am (continental breakfast)
- 8:30 – 10:00 am – presentation sessions
- 	- # concurrent sessions? 4? 5?
- 	-in each concurrent session, four 18 min presentations & 2 	mins each for questions with 10 min for panel questions etc. (= 	90 minutes)
- 	 – eliminates 1⁄2 hr discussion per session of prior 	conferences
- 10:00 – 10:30 am - Break (30 minutes)
- 10:30 – 12:00 – presentation sessions
- In each concurrent session, four 18 min presentations & 2 mins each for questions with 10 min for panel questions etc. (=90 min)
- Lunch & poster viewing (12:00 – 1:30)

## Conference Structure:Tuesday and Wednesday afternoon

- 1:30 – 3:00 – concurrent presentation sessions
- In each concurrent session, four 18 min presentations & 2 mins each for questions with 10 min for panel questions etc. (=90 min)
- 3:00 – 3:30 pm – Break – longer to view 	posters?
- 3:30 – 5:00 pm – concurrent presentation sessions
- In each concurrent session four 18 min presentations & 2 mins each for questions with 10 min for panel questions etc.

## Conference Structure

- Additional Activities
- Poster-Vendor Reception- Monday
- Thursday am*
- 8:30 – 10:00 – National Monitoring in International arena
- 10:00 – 10:30 am Break
- 10:30 -12:00 - National Network Roll out
-     with Q & A sessions
- Afternoon session for volunteer monitoring groups and possibly two field trips.

## Conference Steering Committee

- Chuck Spooner
- Dave Tucker
- Jeff Schloss
- Linda Green

## Conference WorkgroupMonthly Conference Calls

**Quad-Chairs**
**Conference Planning Committee**
**Subcommittes- need heads and members**
- Program-Agenda-Plenary
- Publicity, Sponsors & Vendors
- Local Arrangements
- Awards/Scholarships

## What will Contractor  (Tetra Tech) do?

- Organizational support...
- Provide staff support to all committees—help set up conference calls, produce/distribute action items, minutes
- Work with committees to develop, maintain themes and consistency throughout conference planning
- Develop, produce, print all conference publicity
- Develop, update, maintain conference website(s)
- Work with committees to implement various strategies
- Help organize/lead/facilitate some sessions
- Work with moderators on organization of all sessions—provide back-up support to moderators as needed
- Track, log-in, etc all abstracts
- Create proceedings/agenda CD
- Develop, distribute guidelines for posters, speakers, moderators
- Provide facilitation/organizational support during conference

## What will NALMS do?

- Logistical support...
- Work with convention center/hotel on all logistical issues
- Work with vendors/exhibitors
- Work with contractor on website linkages (content, registration)
- Accept and track registrations, send out registration confirmations
- Provide logistical support onsite
- Work with Chattanooga Visitors Bureau
- Arrange field trips logistics – pay for transportation
- Arrange catering
- Handles money