Agenda

Minutes Present are D.J. Pisano, Larry Morgan, Sue-Ann Heatherly and Becky Warner

• Are the vans and pick-up points arranged?

• Are the vans and pick-up points arranged? yes, Sunday = 14 people. btw 10.35 and 16.00. Could arrive in one blue busload. We have enough money to cover separate drivers. We'll do that.

• • Announcement of school generally to the staff. They may be more willing to help if they feel more involved.

• • Use white large folders - get Bill to do colour insert for these.

• • computer account info, Larry has asked Chris Clark for any info he needs.

• • computer account info, browser complaints? login for each project and data reduction.

• How many can we seat under shelters?
• Do we need sound system for this? I assume that the band can take care of their own, how about Frank?

• How many can we seat under shelters? We have canopies so not an issue.
• Do we need sound system for this? I assume that the band can take care of their own, how about Frank? Make sure that Frank knows this talk is outside. Format? Make sure we get screen set up down there somewhere.

• Training sessions at 2, 6 and 8 pm on the Sunday. Observing will be at 12, 2 and 4 am. Organise these people into groups at registration. No need to coordinate with GBT HOP so can do it on first come, first served basis. ~16 people per group.

• Training sessions at 2, 6 and 8 pm on the Sunday. Observing will be at 12, 2 and 4 am. Organise these people into groups at registration. No need to coordinate with GBT HOP so can do it on first come, first served basis. ~16 people per group. Will need to rearrange the groups and schedule. 1 group per hour of 6 people from 12 until 8.

• What about the mini workshops? (Staffing them). Have emailed around (26th June), no responses as of yet.

• What about the mini workshops? (Staffing them). Have emailed around (26th June), no responses as of yet. Lay out more clearly what is involved. What do we actually want them to do?

• Are any students staying at MQ? If not we don't need the shuttles and we can significantly drop the accomodation costs.

• Are any students staying at MQ? If not we don't need the shuttles and we can significantly drop the accommodation costs. We have made a commitment to MQ to pay so can't drop the accommodation costs. Drop the vans to MQ.

Hike info in general email to staff. Get tour bus to drop us at gravel road. Find actual distance of hike.

• Does Becky have everyone's arrival/departure info?

• Does Becky have everyone's arrival/departure info? Bob Kerr and Snezana haven't replied yet.

AOB

• Do we have tour bus for the GBT tour etc?
• Do we have telescope tour scheduled, will need guides for this too.
• Put travel authorisation, or other itemisation form in folders of those who have requested financial aid as well as the non-NRAO lecturers.
• Becky will need an account to charge the NRAO-lecturers costs to.
• Have to check with Jeff Mangum that the food costs for REUs will be covered somehow. Can be charged to REU accounts, CV and GB.
• Check that it is explicit in email that food is not included.
• How we are going to deal with people that don't want to pay for food?
• Make copies of notes of lectures available before each day.

So far have D.J., Larry and Jules

So far have D.J., Larry, Sue Shears and Jules. Sue and Jules will do the Monday morning.

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• Arrival/Departure
• Registration
• Reception
• Banquet
• 40' observing
• GBT observing
• Accommodations
• Meals
• Saturday
• Lecturers
• Budget

Arrival/Departure

• Are the vans and pick-up points arranged?

Registration

• Who will be there and when? 12-5pm on Sunday the 8th and 7-8.30 am Monday 9th at lobby of residence hall. Larry, DJ? So far have D.J., Larry and Jules
• Folders, I've asked Jose Alonso for materials, he is sending us literature and souvenirs, no folders unfortunately. Sue-Ann says that we have a large no. of ring binders in the warehouse. Do we want to use these?
• How is GB stuff coming?
  • computer account info, Larry has asked Chris Clark for any info he needs.
  • RFI stuff, Name badge, site map, schedule, receipt for bill, notice that food is obtainable with badge. Van schedule, map to other accomodation, 40' obs schedule, GBT obs schedule, NRAO brochure. Tour brochure. Hike info. NRAO stickers. Leftovers from AAS (Mark Adams is waiting for these to get back from Hawaii, emailed him again today).

Reception

• Is all arranged?

Banquet

• Will need to invite the scientific staff and spouses.
• How many can we seat under shelters?
• Do we need sound system for this? I assume that the band can take care of their own, how about Frank?

40' observing

• Training sessions at 2, 6 and 8 pm on the Sunday. Observing will be at 12, 2 and 4 am. Organise these people into groups at registration. No need to coordinate with GBT HOP so can do it on first come, first served basis. ~16 people per group.

GBT observing

• What about the mini workshops? (Staffing them). Have emailed around (26th June), no responses as of yet.

Accommodations

• Does everyone have a room (students and lecturers)?
• Are any students staying at MQ? If not we don't need the shuttles and we can significantly drop the accomodation costs.

Meals

• ?

Saturday

• To Cass in the morning (~10 am) we then bring them back by shuttle (~4pm). Need signup at registration. We'll need guides/volunteers. Shuttles may be a problem as drivers will be busy taking people to Dulles.

Lecturers

• Does Becky have everyone's arrival/departure info?

Budget

• What is the rough budget?
• Can we waive registration fees for REUs? Done
• Do we have enough to offer financial aid, not knowing the outcome of the NSF grant? Current requests are $2194 for US participants and $3900 for non-US

> Here is the budget as I've calculated it with help from Becky
>
> Lecturers lodging and food $4,000
> Lecturers travel $7,000
> Coffee breaks $1,800
> Reception $200
>
> This totals $13,000 with the drivers, books for those who we have waived the registration fees and stationery (including name badges, folders, pads and
> pens etc.) left to cover (The banquet is being covered by Dale's budget).
> We have a total of $30,000 from the NAIC and NRAO budgets, in addition to the $200 registration fees totalling $6,000.

-- LarryMorgan - 27 Jun 2007