GB . Singledish . Jun13th

Minutes present are Karen O'Neil, D.J. Pisano, Becky Warner and Sue-Ann Heatherly

Arrival/Departure

Are the vans and pick-up points arranged?

Need travel details from all students, so far only have details for a few students. We need to give a deadline of the 25th of June, if they don't respond by then they can make their own way here.

Need to give Becky updated list of students. with REUs as well.

What happens when something goes wrong? Is there a contact phone number?

Telescope operator who needs a list of people to call.

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? put out email for extra people to help with this. List of volunteer opportunities people can sign up for.

Folder of materials for registrants, computer account info, 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, ask for AO stickers for students. AO folders, other AO literature (ask Chris and Steve). Leftovers from AAS (ask Mark Adams). Need to get folders together now so need extra stuff if stuff is going to be included.

pads of paper in classroom rather than in folder, 60 pads, 80 pens, handouts?

Can they pay with credit card? yes. Visa and Mastercard but they will need to see Becky with Credit Card, registration desk can only deal with cash and checks. Could take numbers of cc's for forms.

Reception

Where and is all arranged?

need to hit up Dale for money for booze for reception and band for banquet (~1000, 500 for band and 500 for booze) Opening reception to be held in RH lounge. Will need shuttles (blue tour bus) at ~7, 9, and 11? morning bus at 7 but have 'hidden' van at 7.30 that we shouldn't tell anyone about. Don't have shuttle at 11 on Sunday. No 7pm bus on Friday.

Need to book Rec Area for Banquet with Amy.

40' observing

Does sue Ann need any help? Galaxy doesn't transit until 00.00, sets about 13.00, observing will be after midnight, 1hr per group. Need to stay in Bunkhouse. <6 per group. 8 groups, 4 per night. Will be doing this Sunday and Monday nights. 3 training sessions. Sunday afternoon, 1 and 6, Monday evening at 6pm. Need to sign this up beforehand so that people have clothes/etc. Reminder at registration.

GBT observing

Are the students broken into groups (needs to be arranged w/40' observing)?
Are the hands-on projects sorted out? Still in Phase I Az, don't know what Az we'll be at during school.
What about the mini workshops? (Staffing them). We need a sign-up for staff. Need pulsar canned data in addition to projects listed on wiki. Vlad? Could get him to do the HOP for pulsars as well as the canned data.
Do we have enough idl licences? check with CClark, we'll need a lot. IDL may give us some free licenses.
Does arecibo need anything? Are they even having any mini workshops? check with Chris and Steve

Observing, general

Is there a van schedule? How late does it run? Have the students been appraised of the need to stay in the bunkhouses?

Accommodations

Does everyone have a room (students and lecturers)?
Bunkhouse, can we supply blankets, towels and pillows or do we need to tell everyone staying there to bring them? We'll cover people who are only staying one night, but anyone staying there for the duration needs to supply their own. There is a washing machine in the bunkhouse, people staying one night can get blankets etc, which they can strip in the morning and dump in the washing machine.

Meals

Will there be enough vegetarian meals for ~20% of the participants to be vegetarian? Yes
Have the meal payments and logistics been worked out? Charge at registration for room and food. Badge then acts as payment. If they don't want NRAO food they will have their name badge marked with something.

Banquet

Is that all sorted out? (I have asked Alan Dutchess to arrange a band. I am awaiting the final OK, but he thought it should be fine.) Is it going to be at the picnic grounds? Are all science staff invited? their spouses? We should invite everyone as pretty much everyone will be deputised for the school at some point.

We are going to need tents and food sorted for this. Is banquet going to be catered by Cafeteria? Need to check how many can be seated under shelters. Can take stuff from outside cafeteria to picnic area on Friday after lunch.

Saturday

Has the hike been sorted out? Are students signed up? Are there rides and meals?. Need location before anything else. To Cass in the morning (~10 am) we then bring them back by shuttle (~4pm). Need signup at registration. We'll need guides/volunteers.

Lecturers

Does Becky have everyone's arrival/departure info?

Budget

What is the rough budget?
Can we waive registration fees for REUs?
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

AOB

Does Jeff Mangum have accomodation?
Books, need to check with Carol Zeigler. 20 in stock. Karen was told 100 3 months ago. Can run copies of lectures to and send books out later. Chris is supposed to have copies on pdf ask him if he still has them.
Will need buffet lunches and tents + tables and chairs set up to avoid overcrowding the cafeteria. Can give the 40' training groups names and tell them to go to lunch at specific times to break things up.

Next Meeting

June 27th - has to be this date as Starquest will be here, need to move the deadline forward to 25th

- LarryMorgan - 12 Jun 2007

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