# data[].attributes.body
Matt Crutchman msc205@psu.edu
Jennifer Deichert jld61@psu.edu
Whitney Smith wdw5030@psu.edu

# data[].attributes.body
Toni Stuetz  tmm113@psu.edu
Devin Cunningham dmc49@psu.edu
Matt Werley mjw38@psu.edu

# data[].attributes.body
Hannah Alexander hza54@psu.edu
Penny Ward plw19@psu.edu
Amanda Kanouff asl154@psu.edu

# data[].attributes.body
Stacie Hritz sxd297@psu.edu
Patty Anderson pag2@psu.edu
Josh Rice jur418@psu.edu
Mark DeMorra demorra@umd.edu
Katie Daugherty kbd5394@psu.edu

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1. Plan conference schedule
2. Organize virtual tours
3. Facilitate tours during conference
4. Set up breakout rooms in zoom or provide links to tours
5. Check into commercial exhibitors (not needed now that we are virtual?)

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Workshop proposal call
Poster session call
Review workshop and poster
submissions
Inform applicants of
acceptance/rejection
Round table discussion topics
Organize online
activities/speakers
Evaluation

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Purpose: To give participants the opportunity to see potential new partners or explore new career pathways
Ideas: 3-5 virtual tours (recorded) that hit on STEM careers/STEM partnerships
- Energy Innovation Center (Matt)
- Aquaponics Club Confirmed (Hannah)
- SAE (World of Motion)
- NASA (Mark)
- PPG (Lyndsey)
- Phipps Conservatory
Potential/Backup Ideas:
Industrial Scientific
Inventionland
National Robotics Center
Argo AI
Google
Apple
Carnegie Science Center
Carnegie Mellon Outreach Center
ThermoFisher

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1. Pre-conference tours could be offered virtually as lead-up to conference (links that can be viewed live with question opportunities, and static link that can be viewed by interested people later).

2. Workshops & talks need to be evaluated by presenters on "effectiveness" in fully virtual environment. Ask: Still engaging? Still effective? What's the hook?

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1. Event Sponsorship
-Sponsorship goal: $100,000

-Basic package:

-Name on all virtual materials, list of sponsors, will there be take-home bags shipped out? Event program, Mention in all advertisements (social media, etc.)

-Event benefits to package:

Questions:

-Need to focus on national sponsors if Summit has national reach – create pipeline of 30 prospects; Ask Shop4-H about giveaways for participant bags

2. Help with virtual tours.

-What is the end goal with tours? Cost/time efficient?

3.  Business partner workshops/panel discussions

-Opportunity for prospective donors to speak to their vision, focus of partnerships and showcase current initiatives, good benefit for sponsorship

4.       Event budget

-Current budget amount?

5. Signage & recognition for donors

-In-kind donations

-Shop4H (reached out already)

-Sponsors                                              -Industry representatives

-Maybe do a workshop session with breakouts for educators to showcase current programming? Not necessarily a donor/fundraising question

8. Other:

-Future of STEM Workshop: Outreach to the Pittsburgh offices of national corporations to speak (virtual) at a session on where they see STEM in 10, 20, 50 years (can compare to internal discussions)

-Event app like EventMobi offers more interactive experience for participants and added benefits for sponsors

9. Actions/Next Steps:

-Create list of prospective donors (by region)

-Create language for outreach to prospective donors

-Finalize sponsorship packaging and benefits

-Outreach to prospective donors

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Conference Logo - completed
Marketing materials
~ Save the date
~ Promotion @ NAE4-HA
Set up C-vent registration to open in Mid January
Conference giveaways
Conference proceedings

# data[].attributes.body
Event sponsorships
Helping with virtual tours
Business partner workshops/panel
discussions
Event budget
Signage & recognition for donors
Trade show partners

# data[].attributes.body
Collaboration across creating Taskforce groups to continue the conversations

# data[].attributes.body
Strengthen partnerships with industry for career pathways

# data[].attributes.body
How do we create equity and access for STEM programming? (snap shot/what works...what doesn't)

# data[].attributes.body
How to create sustainability for this conversation

# data[].attributes.body
Develop an effective STEM framework (curriculum/broadening to create playbook guides)

# data[].attributes.body
Develop an effective STEM frame

# data[].attributes.body
Developing communication/messaging regarding STEM curriculum/concepts/activities

# data[].attributes.body
Cross state collaboration of curriculum development/programming and sharing of specialty areas

# data[].attributes.body
DEFINE: What will STEM/4-H look like in 10 years

# data[].attributes.body
How do we engage Cloverbuds/Cloverbud curriculum development (questions posed/check with states that have interest)

# data[].attributes.body
How do we create equity and access for STEM programming?

# data[].attributes.body
DEFINE: What will STEM/4-H look like in 10 years?

# data[].attributes.body
Cloverbuds
In/After School Programming
Sustaining STEM Programming
Camps [Day and Residential]
Challenge/State level Events
New STEM Curriculum
SPIN STEM Programming

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How do you prefer to learn?

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Peer review/scholarship for Posters and Workshop submissions

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Peer review/scholarship for Posters and Workshop submissions

# data[].attributes.body
create team of 6 blind review of reviewers from state program leaders

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How does/can your 4-H engagement influence your future career?

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google form to be created

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Program Highlight Posters - limited 1 per state

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__________ RFA distributed
Nov 3-8 NAE4-HA meeting - handouts
Dec 6 RFA Deadline
Jan1 RFA notifications
Jan 1-31 - Registration Open

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Penny & Toni to revise Save the Date.  Digital Save the Date shared with STEM Working Group at NAE4-HA Virtual Conference.  Audience includes STEM specialists from each state.  Need a list of invitees to email - get this from Josh or Karen.  

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Penny & Toni to revise Save the Date.  Digital Save the Date shared with STEM Working Group at NAE4-HA Virtual Conference.  Audience includes STEM specialists from each state.  Need a list of invitees to email - get this from Josh or Karen.  

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The save the date should be rolled out via e-mail, video, and flyer. We will need distribution lists.   Can we use nae-4ha distribution list?  

# data[].attributes.subject
The save the date should be rolled out via e-mail, video, and flyer. We will need distribution lists.   Can we use nae-4ha distribution list?  

# data[].attributes.body
Dec 6 RFA Deadline
Jan 1 RFA Notifications
Jan 1-31 Registration Open
May 4-6 Virtual Symposium

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Conference giveaways - what kind of budget do we have?Portfolios? Hubs, power banks, usb ports, charging converting cables, something techie?  Collaborate with the fundraising/partnership team to see if we could get something bigger. What's our budget?  Toni to put together a rough draft of giveways.  Can google do the giveaway?  

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Conference giveaways - what kind of budget do we have?Portfolios? Hubs, power banks, usb ports, charging converting cables, something techie?  Collaborate with the fundraising/partnership team to see if we could get something bigger. What's our budget?  Toni to put together a rough draft of giveways.  Can google do the giveaway?  

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About $800 in our budget for giveaways.

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Do we need an app for our conference with our schedule?

# data[].attributes.subject
Do we need an app for our conference with our schedule?

# data[].attributes.body
The cvent app costs $1200 for each conference used.   You can use it for personal agenda schedules, notification of changes and sponsorship. Do we have enough money to purchase this? Also, Penny will talk with Amy and Jeanette to see if we can pilot it at SLC.  The app can also create an added benefits for sponsors.

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Conference Proceedings - Technology must work. Emcee the flow of the day and must be cohesive.

# data[].attributes.subject
Conference Proceedings - Technology must work. Emcee the flow of the day and must be cohesive.

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1. Create a list of questions to ask of the donations office - in progress 7/11/19
2. Hold a meeting with Tammy Connelly to ask questions about what the soliciation/donation process looks like
3. Collaborate with National Council on solicitation procedures
4. Create list of donors to consider
5. Begin solicitation process and receive donations

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Do we consider this a sponsorship or donation?

Sponsorship and donation could be the same thing… The Field Guide to Gifts with Benefits should be able to help you decide if the funds received should be treated as a donation. If you decide to have different level sponsorships/contributions, it is advised that you indicate how much of each level will be considered a tax-deductible contribution. For example, if a Gold Level sponsorship is $10,000 and includes 8 tickets to the event (fair market value at $100 each) the tax-deductible portion would be $9,200 ($10,000 - $800 ticket value = $9,200).

Is there an “ask” amount? What levels of donations should we include in the donation letter?

This will be determined by you/the event leaders. Again, if there are any benefits (example: tickets) to the gift/sponsorship, clearly communicate the contribution portion vs the benefit portion of their chosen sponsorship level.

When drafting a donation what language to use? (is an example/sample letter we can use?)

Unfortunately, no sample is available. (FYI: I am working toward this goal for Extension; I just have not achieved it yet.) However, once you draft a solicitation letter or sponsorship form feel free to share! I’ll connect with the Office of Gift Planning, who is happy to review and make suggestions. They see thousands of solicitation letters/sponsorship forms and have valuable insight for us!

Is it ok to put EIN and tax status in letter?

Yes, that’s fine! For your records, you can find the 2019 Tax Exempt Statue Letter from President Barron and the Penn State W-9 on the Operations Reference Utility. If you have a donor who needs this information, it will be easy to find under the Development tab, then under Resources tab.

Who should it come from?

Typically, this comes from the person or committee who could field questions about the event (and how the funds are being used), just in case a donor has inquiries.

Are there any other forms we should send with donation letter?

No. Some donations (very high level or gift-in-kind) may require additional information or completed forms, but that is not a typical situation.

Are there national, state, local organizations that we should not solicit?

From the Development Office: If they are just asking for an annual level sponsorship ($10,000 and below), they can pretty much send a letter to anyone.  But if they’re asking for more than that, they should include our office.

# data[].attributes.body
Grable
PNC
Benedum
Covestra
Remake Learning
Pittsburgh Foundation
Google
ThermoFisher
Industrial Scientific

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Opening dinner May 4, 2021 with Dr. Brent Hales - need to ask if he will still serve as keynote speaker

Capnote: May 6, 2021 in the morning. Can Matt Crutchman check with Gregg Behr from the Grable Foundation.

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Grable foundation - Potential Cap/Keynote and funding.
Contact at PNC: Samuel Su and Laura
Emails sent to all above potential partners.
Emailing National again about possible funding of something.
84 Lumber Co. - $1K-$5K
S&T Bank  https://www.key.com/about/corporate-responsibility/keybank-foundation.jsp https://www.stbank.com/about/partnerships
Key Bank
Williams Energy- Need contact?
American Income Life https://www.ailife.com/About/Community
People Gas https://www.peoples-gas.com/contributionsrequest/
https://www.peoples-gas.com/sponsorships/
Pirate Parrot https://www.mlb.com/pirates/community/donations-and-appearances

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Best Teen Tech Center -  Tech Program Director Aaron McKinnon amckinnon@partner4learningcenter.org (Toured Tech center with Aaron and dropped off Card. CEO cell 724-462-1241 Terri.

InventionLand- Stopped by spoke to Donna she put 2020 Summit card on STEM/STEAM director Nathan Field desk

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Website - Penny & Stacie to add Google Sites link if using for posters, also add forms to the google sites so people can comment & connect.  Penny to update website. 

# data[].attributes.subject
Website - Penny & Stacie to add Google Sites link if using for posters, also add forms to the google sites so people can comment & connect.  Penny to update website. 

# data[].attributes.body
STEM Website
To Do: Confirm virtual tours, program schedule, speakers, deadline dates, partnership packages

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Reached out to Remake Learning Network. Sent Save the Date and told them more details to come.

# data[].attributes.body
Dr. Robert Tai - Deb reached out to see if he will speak.

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Mark and Stacie to work on working schedule. 

# data[].attributes.subject
Mark and Stacie to work on working schedule. 

# data[].attributes.body
1/10 - submit agenda
1/15 - testing
1/24 - launch
1/24-4/1 registrer Need Cost
4/2 - 4/27 register Need Cost
4/27 - registration closes

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The CVENT app is $1250 to use. Guidebook is an ap that has templates and is very easy to use. It also has great reviews. The cost is $5 per unique device that uses the app. We only pay for how many people acutally use the app. This is the self-service option which provides email support for users. Pay as we go, it gives us engagement metrics and insights, email support, interactive tools and social feed, re-time updates, cnetral content repository. $500 if all 100 attendees us it, which won't happen. We get; schedules, lists, interactive maps, put a floor plan in and they can click on it and say what room they want and what's going on, social media, shared photo album, to-dos, personalized social feed, private messaging, surveys, web links, document library, mobile admin, sponsorship opportunities, live polls, custom icons, and attendee check-in. We attach a credit card to the account and then pay after the event. At the end of the month it will bill me for the total use. we can launch it a month before the event for users to look at info beforehand.

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Come up with a catchy name to differentiate from the other STEM Summits.  Toni's suggestion - STEM Symposium

# data[].attributes.subject
Come up with a catchy name to differentiate from the other STEM Summits.  Toni's suggestion - STEM Symposium

# data[].attributes.body
STEMpowering through extraordinary times. Change Pittsburgh to Virtual 2020, take out the center stuff. Get this to Patty, Mark, and Dwayne and entire team. Completed

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Revise Save the Date and submit in Workfront to get to Andrea.  This should be distributed in October, 2020.

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Revise Save the Date and submit in Workfront to get to Andrea.  This should be distributed in October, 2020.

# data[].attributes.body
Completed

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People will pre-register and set up a link that additional people could put proposals in too. Stacie will take care of this. She will put in 45 minute workshops and give them the option to do double sessions if they want.

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People will pre-register and set up a link that additional people could put proposals in too. Stacie will take care of this. She will put in 45 minute workshops and give them the option to do double sessions if they want.

# data[].attributes.headline
Patty to talk with Bayer (Beth) for support.

# data[].attributes.subject
Patty to talk with Bayer (Beth) for support.

# data[].attributes.headline
Penny & Stacie to work on website and add google site link for posters, also add forms to the google sites so people can comment & connect.

# data[].attributes.subject
Penny & Stacie to work on website and add google site link for posters, also add forms to the google sites so people can comment & connect.

# data[].attributes.body
High Altitude Ballooning Groups; Skype a Scientist Program
https://www.skypeascientist.com/
Click2Science
Code.org

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Having more crossing state lines ideas for a way to share ideas and curriculum

# data[].attributes.subject
Having more crossing state lines ideas for a way to share ideas and curriculum

# data[].attributes.body
How do we keep older kids engaged with stem programming and keep that pipeline going to stem careers especially as they get older. On site opportunities perhaps for internships?

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Should be ready to open early January. Close registration by beginning of April or end of March. Will program sponsors have anything they will want to go out?

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Virtual Field Trips
Virtual Tours
Speakers? - Brent & Gregg (can we confirm this)
Generate Roundtable Topic Ideas

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Digital Mail
Digital Signage
Zoom Backgrounds
Logo
Wearables? Maybe for team members

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1. What's our fee for registration - this team will work toward a budget for what we need to spend on boxes or giveaways and report back to the team.
Costs for site to host the conference, cost for short conferences, cost for rocket books and to ship rocket books. Will there be costs for keynote or closing speaker?
2. Do we want another save the date with our future marketing? If Marketing team is able to get a new save the date done w/ new look then yes, we should go with it.  We should have a complete save the date with additional info that should be sent out in early January. RFA deadline is 12/20.  Don't need to include this in the January save the date.
3. Do we want a Symposium in a Box where we ship something to them. That would be an opportunity to get creative services involved to get something in print. Keep a box on the table. This team will research this idea a bit further before the next meeting. 100 Rocket books will be shipped to the first 100 registrants.
4. Deadlines - need dates mapped out
5. Are we still trying to target 100 on our registration goal or are we going bigger? We will go bigger.
6. What is our workshop schedule/timeline work up?
7. Are we doing Giveaways?

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Hannah, Lynsey, and Matt to get promotional videos from some of the places we already had lined up (tinkercad) to ask if they could be our ignite talks? Check with
SAE (World of Motion)  in Wexford, Aquaponics group out of Wexford, Robert Morris Engineering department, CMU. Looking for videos they already have. PNC didn't want to do a promotional tour live but they do have a video on making paint they will share with us. Matt is looking at the ones they already scheduled. Some have restrictions and can't do live virtual.  Mark suggests NASA for an online tour.  They are interested.  We need to get Mark a timeline and pin down what we want.  How many do we need? This team should start working now at lining up promotional videos and tour videos.

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1. STEM Tours

2. STEM in 4-H

3. Escape the Ordinary

4. Every Hundred Feet the World Changes

5. STEM Recess

6. "Oh the places you'll go" -Dr. Suess

7. "Not all who wander are lost" or Wander tours

8. Prepare for takeoff

9. Tech Tours

10. NextPittsburgh

11. Pgh Tech Tours

12. Are you ready?

13. Driving Tech Tours

14. Tech-Driven Tours

15. Got Tech?

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Invite exhibitors to conference to exhibit their STEM product virtually, provide giveaways, offer a workshop (provide submission URL).

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Patty Anderson pag2@psu.edu
Stacie Hritz sxd297@psu.edu
Jennifer Deichert jld61@psu.edu
Penny Ward plw19@psu.edu
Al Lewis alewis17@umd.edu

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Ideas:
Tinkercad
Maker
Sphero
LittleBits
Squish Circuits
Williams Energy

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Deadline for proposals is Dec. 20.  Mark will share w/ stem and geospatial group. Difficult to pull a schedule together without the proposals.

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Recorded workshops will be a good idea because of connectivity issues.

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This team will meet the first week in Dec to pin down budget so we can get the contracts started. Patty will schedule this.

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Play around with Whova and be ready to vote on this at the next meeting.
Meet with this marketing team and prepare a report for the next meeting - 12/21 at 1:00 PM.

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Play around with Whova and be ready to vote on this at the next meeting.
Meet with logistics team and prepare a report for the next meeting - 12/21 at 1:00 PM.

# data[].attributes.body
Play around with Whova and be ready to vote on this at the next meeting.
Play around with Whova and be ready to vote on this at the next meeting.
Meet with workshops team and prepare a report for the next meeting - 12/21 at 1:00 PM.

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Play around with Whova and be ready to vote on this at the next meeting.
Play around with Whova and be ready to vote on this at the next meeting.
Meet with fundraising team and prepare a report for the next meeting - 12/21 at 1:00 PM.

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We are with PA 4-H and part of the state STEM working team.  We are hosting a national conference on May 4, 5, & 6.  The purpose of the conference is to collaborate with other STEM specialists working in Youth Development to start a conversation on how we create equity and access for STEM programming across state lines.  This is a cross state collaboration of curriculum development / programming and sharing of specialty areas.  Would your company be willing to provide a virtual tour of your operations?  We're looking for videos to share with the audience that are under 30 minutes in length.  Also contact information so that our colleagues can partner with you on career readiness for youth and their future.

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Meeting w/ Kristin Monoghan & Susan Kertis re CVENT app

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Meeting w/ Kristin Monoghan & Susan Kertis re CVENT app

# data[].attributes.body
This app is part of the cvent platform. This is an attendee hub that has website and app and all aspects are provided. It is part of cvent and is a tool that we use after registration.  Registration is normal then after confirmation page and it's time for the event then we go to the attendee hub.  This is just a link.  The website stays live for 90 days after event date. If our presenters wanted to record prior to the event, we can then upload to the website.  We can do poster session too. We can email the link and put it on our website. When we click on the link the first thing we see is the login page (two-factor authentication). This is the main page or lobby of our event. It offers one on one appointments that you can schedule appointments. Anything in there can be re-labeled. Can do feedback surveys. Can see live and upcoming sessions w/ join sessions button, can see featured sponsors, partners, exhibitors, up to 8 on the home page. Two types of sessions 1) embedded video player - this allows people to interact and ask questions. There will also be polling and discussion coming in January.  They also have advanced production and that team will help to do advanced slides but it is additional cost.  This would be good for a larger session to make the conference more professional. All of the recordings are saved for 90 days but then we can have on demand longer but with an additional cost.  We can take them and put them on YouTube. 2) collaborative session - where we all have our cameras on and is a discussion rather than cameras off like a webinar. This would be good for roundtable discussion. It takes us into a cvent zoom room. Exhibitors or Sponsors can be re-named Posters. When you click on a specific "booth", there will be more information about each Poster. There will be a "Join Virtual Meeting" if you want to go into Zoom and meet with the Booth Staff. There is also a "Contact Us" form. This is all self service and is meant for us to run this on our own. We would have support to train us on the tools. If we want additional support they do have "professional services" for day of and advanced production. Speaker training to provide a white glove service. Attendance is tracked for every session. They also have engagement scoring that allows us to assign points to what's important to us to allow us to see who has the top engagement scores to see who was really engaged. The gamification piece will be ready in January and will be included in the base cost which will allow a badging system based on engagement/participation. There are two prices - software price (base price) $7300 (up to 250 attendees) and services price they would need an agenda and a list of what sessions we want their help so this will need to be scoped out with their cvent team. It is a minimum of $5000 and goes up from there.

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Marketing Materials:  A new save the date was requested in  workfront with a look and feel to be used on other promotion and marketing pieces.  Need more details for additional marketing pieces.

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Marketing Materials:  A new save the date was requested in  workfront with a look and feel to be used on other promotion and marketing pieces.  Need more details for additional marketing pieces.

# data[].attributes.body
Flat rate Priority Mail box is $15.20 and is recommended for books or heavy items and we should allow a week for delivery.

# data[].attributes.body
Energy Innovation Center is confirmed  for virtual tour/video
Aquaponics Club is confirmed for a virtual tour, they would like a live tour with Q&A.

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WHOVA - meeting w/ Grayson Appleget (12/21/2020)

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WHOVA - meeting w/ Grayson Appleget (12/21/2020)

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Will use CVENT for registration. It's free for us to use CVENT then upload the registration to WHOVA. Basic information is easy. For registration we download then import the excel spreadsheet. For Agenda - we go into a template and we copy and paste our info into the template. Support is available. 24/7 email support and normal chat business hours. Two months before the event they will walk us through to make sure we're set up properly. We will use Zoom for our breakout rooms. We put our zoom links into their template. Everything is customized (banners, logos, colors, etc). We build out own home page. We can do rehearsal sessions for us to practice before the conference. Use Whova polls, chat, Q&A, not Zoom, because it won't disappear in Whova. We will assign the sessions to the speakers and they will upload everything themselves in "Speaker Center". Table networking is new but this is something we could add topics in the community navigation and put people in rooms based on topic or they can choose to go in whatever room they want based on the topic that interests them. Poster presentations will go in Exhibitor tab so that people can freely flow in between posters. We could set up our virtual tours here as well so you would have two tabs under "all exhibitors" tab, one would say posters, the other would say tours. Resources tab is completely up to us to put in there what we want. The workshops will stay in there for a default of 6 months but we can request an extension at no other cost. We have access to download the content and upload to YouTube if we want. If we want to do a contest for how long they log into sessions and how long they stay there, they have leader board that tracks their points. Base costs

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Whova - pay cvent $250 to get info plus $1599 for base package and any add ons.
CVENT - total

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Short courses will be building this for us, we are going with CVENT, not Whova. As we build our agenda Susan will help us get everything we need. We need to get Susan our rough agenda. The app allows us to do live and pre-recorded presentations. We can do ala cart of polling etc. Shooting for a mid-Feb registration launch. Hannah will coordinate this with Susan.

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Patty went over the budget, Toni suggested we take a close look at our shipping, we might want to increase that number. Patty will check into this.

# data[].attributes.body
Have six 90 minutes sessions and seventeen 45 minute session and five posters.

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https://pennstateoffice365.sharepoint.com/:x:/s/STEMSUMMIT/ETR0kbEiLYBJpEtzNnbNIzIBAKT2jy8S41GsvzBH48jOaw?e=rbGeTn

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More "Outstanding STEM Connections" Ideas

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More "Outstanding STEM Connections" Ideas

# data[].attributes.body
Meet an engineer - https://tryengineering.org/students/profiles-careers/page/5/
Navigating Nuclear - virtual tour of Idaho National Laboratory - https://www.navigatingnuclear.com/nuclear-reimagined-vft/
NASA's Journey to Mars - intro video explaining the process of testing and preparing for the first manned mission to Mars - only about 10 minutes but a great video - https://www.nasa.gov/feature/journey-of-a-lifetime-mars-education-resources
UPM Forest Life - animated walking patch exploration of forests and their resources (maybe for a self-guided tour?) - https://www.upmforestlife.com/