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I thought it was a beautiful facility
Also it was great that we could use blue painters tape on the walls to post the room schedules

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Facilities worked well because all the session were in the same building. The exhibitor's room was a bit out of the space but by having door prizes connected to visits to each exhibitor I think that worked well.

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A good turn out,  several exhibitors were pleased with the # of visitors.

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I was glad that we had one session in Spanish and one in English so that we were able to cover more information without translating everything. Although I must admit, that we are code switchers at heart and used both languages liberally, but the PowerPoint presentations were available in both languages depending on which one
we were doing.

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Have two registration areas, one for Exhibitors / Volunteers and another area for participants.

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Consider cost or amt. charged.

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Add table for facilitators/exhibitors

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Always a challenge, but the participants were taken care of whenever they came in.

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Three topics were requested: Guns and school violence, use of 🤬 in school, and secondary education access for poor children.

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I noticed that this year I did not have to direct participants to rooms as I did in previous years. That may be because we were in a single building.

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Good spread of topics
keep seeking action recommendations

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I had a full room, I think it was a good session.  Parents wanted to buy the big books, however, they only had a credit cards.

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Find an app that will work. Constant Contact did not work as expected.  We can try EventBright or something else.

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Try to run as many name tags as possible earlier in the week. Then run more name tags for late registrations / same day registrations.

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Some cannot be done in 50
minutes

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Overall there was a good variety of Ed Cafe Sessions.  Have the sessions enter data about the districts or topics they can tackle.

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Lots of different sessions

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There was enough diversity and a great closing session that kept participants interested. They stayed till the end.

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Separate registration table into alphabetical order. We will need more staff/volunteers but this could help avoid one long line that is jumbled up.

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Perhaps, there is a way to do some of the registration in advance.

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KEEP IT SIMPLE, MY GOODNESS....TOO MUCH DETAIL, STEPS.......

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Have smaller panels to allow for more time.  The Parent Cafe was rushed there were  TOO MANY
presenters.

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Provide an online (cloud) shared folder to upload presentations and handouts. While people may not get us the files in advance, what ever we do get can be in one place versus multiple thumb drives.

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Support for presenters.Create a inute video that includes the to pictures of the room, who is the audience, dress code, expectations, and technology available. Possible incentive to encourage presenters to watch the video such as a movie gift card.

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Still too many formal (PP driven) presentations

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We just need more of them. It's very important to have one in each session.

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I noted that the classrooms seated 45, except for Room 107. We only printed 30 evaluations for each session. We should print more in the future.

Room 107 seats about 15.

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Sound problem from the valley, did not work. 20 minutes of no sound. Waiting on NowCast to find out participation analytics.

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Scheduling, ensure that the correct room is scheduled and not double booked.

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Need a plan of action for volunteers.

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Some apps didn't work as expected. Find more reliable apps.

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assistance at the institute was superior; help on hand at all times;  very helpful

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I did not see interaction during the observations I conducted in the first two rounds.

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good job; need to work on connecting the door prize process.

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Door Prizes, have a plan to collect and issue out prizes to the winners.

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Assign Michelle and Sulema come up with a plan that may or may not be adopted

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Put coffee in the exhibitor area

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Add something about exhibitors in the evaluation (visitors, satisfaction...

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Add a banner to the signature line of staff email accounts so we can advertise the event to anyone we email.

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1  visit title 1 and curr folks in June when budgets are prepared
2.  define: why is this institute unique:  only bilingual institute in state

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Communicate the date of the event registration / exhibitor information as soon as possible.

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April 5, 2019 - Send a "Save the Date" message ASAP!

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While we can raise the cost of exhibitor space, lets keep the price in range for Non-Profit and Community services. Charge somewhere between $25 -50 dollars. Non-Profit $25.00 and For Profit $50.00

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Clarify who will contact participants from the beginning.  This way if any consultant or staff member invite a group or person who needs to do the follow up?

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Clarify who will contact presenters from the beginning.  This way if any consultant or staff  member invites a group or person to participate who needs to do the follow up?

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Can we get a list of who attended? How many of the groups we recruited actually attended?

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Title 1 and Bilingual Directors - As funding is coming from Title 1 budgets can we start recruiting in May to have the budget set aside for the event.

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Use evaluation date for marketing! 100% beneficial is huge for participation

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Certificate of Attendance
Certificate of Appreciation for Presenting
Thank you for your commitment to Districts for sending your parents / teachers.

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Encourage districts / Community groups to Tweet a video or image of their groups.

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Parents presenting to parents and bilingual needs to be reinforced.

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More Art / STEAM activities. Semillitas Cartitas activities and maybe the PreK for SA outdoor curriculum

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Ability to pay for books in person at the live event.

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This year, we deliberately expanded the topic selection, not just in number, but in content. We wanted topics the participants would find very current, not repetative from last year, and that was practical for them. We decided to have fewer sessions that were promotional and not possible for families to act on later.

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In our follow up email communications, we can ask participants what they shared with others after the event.

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This year, we created a formal presenter guide document that outlined: due dates for materials and PowerPoints, the translation process, and what we're expecting in terms of engagement.

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This year, we created a formal guide for facilitators and translators. But we didn't really get to use it since we didn't know in advance who would be there.

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Perhaps we need to rethink the whole process. We've been trying to make it operate like a normal conference. But our event just isn't ever going to be like that. So while we still need the tradiational way for individuals to register, we need to figure out facilitate the large groups.

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We can generate more online viewers next year if we can promote the line-up sooner. They need to know exactly what time to tune in for the session they want to see.

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We need to get the livestream data from NowCast.

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This is the first year we charged exhibitors ($25, which basically covers their food). Next year, we should charge $25 for non profits and $50 for everyone else (including colleges).

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We created a much more formal guide for exhibitors this year. We also gave participants a kind of passport card for them to get signed at each exhibit table. The cards included contact info for them to sign up to receive our newsletters. Then they turned in those cards for the door prize drawing. We received about 100 cards, which means we have contact info for more participants than we usually have.

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For the record, this is the first year we moved the exhibits from the registration hallway to an exhibit room. This dramtically improved traffic flow and gave exhibitors more space (and less noise) to have conversations with their visitors.

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The milagros exhibit was the only one in the registration hall since NLCI was a partner this year. The interest in the hands on craft activities is a sign we might want to do the same or similar next year. (Our other partner, HIPPY, was also invited to have a table in the registration hall but chose not to.)

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We talked about expanding our prospect list of potential exhibitors to be more education focused (rather than dentists, for example).

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The plans for the doorprizes was good. The key is that we don't want to spend plenary time drawing names, waiting for the winner to come forward to ge their prize, and then drawing another.

Our plan was: (1) Ask each exhibitor to supply a doorprize, but also get them from other sources. (2) Collect the entry cards during lunch and draw the names semi-privately - with witnesses, but not an audience. (3) Post the names of the winners toward the end of the event and direct winners to pick up their prizes in the exhibit hall (or at a table in the plenary session room).

The implementation is where we had problems (particularly in clarity of who would do which task).

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Use evaluation data for promotion. 100% beneficial is huge for particpation.

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This year, we sent 5 focused promotional emails to our regular eNews list (which includes previous parent institute participants who have provided their email address). This is in addition to the IDRA Newsletter emails that included promotions.

2/2/18 - Sent 6,079 (Open rate: 16.9%) “You are Invited! Annual IDRA La Semana del Niño Parent Institute April 6”

2/22/18 - Sent 5,578 (Open rate: 15.9%) “Special Offer! Annual IDRA La Semana del Niño Parent Institute April 6”

3/9/18 - Sent 7609 (Open rate: 18.1%) “Rosie Castro to Keynote! Annual IDRA La Semana del Niño Parent Institute April 6”

3/27/18 - Sent 6,675 (Open rate: 16.9%) “One more week to save your seat! IDRA Parent Institute

4/5/18 - Sent 6,675 (Open rate: 16.9%) “Watch Live: IDRA Parent Institute Friday”

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This year, we published four articles promoting new toolkits for schools to use as parent engagement activities. The content was derived from last year’s parent institute. These articles were published in the printed IDRA Newsletter, the email newsletter, and as articles online (in addition to the toolkits being on the Families and Communities section of our website). The first three were published before the 2018 parent institute.

We also promoted the event through social media.

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Set up and promote the keynote speaker.

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Perhaps this next year, we can provide each group some data about their schools. We can use this opportunitiy to have them practice the Ed CAFE process.

And during the event, we can have sssions that relate to the stats (I imagine there will be common themes in each group's data).

Then during the closing session - in addition to the speaker - the groups can set goals for what they will do after the event.