Galaxy III Facilities Sub-Committee
Thursday, September 6, 2007, 1 p.m. (ET)
Attendance: Bob Coppedge, Jane Haskell, Joan Grott, Leanne McGiveron, Laurie Sula, Paul Horngren,
Jennifer Smith, Steve McKinley
Minutes from May 3 Meeting were approved as sent.
Paul reported on a change in the Galaxy III dates to September 15-19, 2008 (schedule has moved
forward one day).
The Indianapolis Motor Speedway decided to host a Grand Prix race for motorcycles – scheduled
for September 14, 2008 (the original starting date of Galaxy)
150,000-175,000 people are expected in attendance for this event
Indianapolis was willing to honor the existing Galaxy contract but was also interested in altering
Galaxy dates. The city and hotels made concessions to the Conference in exchange for moving
our conference dates: the city will absorb all costs associated with Convention Center – rental
and food and beverage – approximately $20,000. Hotels are also assisting with changes needed
in any Marketing/PR materials that had already been produced.
All hotels and convention center have accommodated the move of our conference one day
forward. No function space or overnight lodging space was lost as a result of the change
(exception: 175 rooms at the Westin have been reallocated to other facilities).
The Galaxy Steering Committee and JCEP approved the change in dates.
Keynote speakers are able to change their dates.
Volunteer needs for Facilities Committee
Steve submitted a draft of volunteer needs to the Galaxy Volunteer committee in July. This draft
was reviewed. Suggested changes/revisions were discussed.
We need to provide some additional details for the volunteers in terms of a skill set that is needed
to perform the various duties. This will be especially important for the A/V Equipment and Cyber
Café volunteers – Leanne and Steve will work on wording for these volunteer roles.
Additional revisions are included in the revised list at the end of this document.
The Volunteer committee will compile all sub-committee requests along with their responsibilities
to recruit volunteers for each role.
Committee members have agreed to plan various menus.
A series of questions have been developed to ask the Steering Committee at their face-to-face
meeting in a couple of weeks.
ESP will help with Ruby Luncheon and Taste of Indiana.
The Facilities budget will be revised to reflect the elimination of fees for the Convention Center.
More accurate A/V expenses will also be calculated.
Convention Center and Hotel Contracts
All are signed.
Many Extension conferences charge a fee for use of A/V equipment by seminar presenters. Fees
are typically charged for flip charts, overhead projectors, and LCD projectors
This fee covers consumable supplies, burned out light bulbs, etc.
Purdue equipment has a $1,000 deductible that applies to theft or arson of equipment.
A fee also deters presenters from asking for more equipment than they actually need for their
The facilities committee will propose a flat fee for any equipment or supplies that will be needed
by the presenter. The proposed rate is in the range of $10-25/item. This proposal will be
considered by the Educational Programs committee and the Galaxy Steering Committee who will
set the final fee.
Presenters will also be encouraged to provide their own laptops to ensure readability of PPT
Leanne will propose that the Internet Café be open from 8 a.m. – 6 p.m. daily (1 hour before the
first session begins and 1 hour after the last program for the day)
AgIT is also able to provide 2 desktop computers, a B/W printer, and a color printer for the
Plans are well underway!
The Galaxy Steering committee will do a walk-through of the facilities during their Sept. 2007
meeting to determine the locations and number of signs needed.
We will want signs to be consistent in appearance throughout.
Steve and Paul will provide a summary of the signage needs to Jane who will develop a concept
of the signs and return an order electronically to Purdue Conferences for completion of the
The convention center and some hotels have plasma TV’s where we can post a daily schedule of
Galaxy III Web site: (new, shortened version!) http://www.ces.purdue.edu/galaxy
Includes information related to the Facilities Sub-committee (committee lists, minutes, Convention Center
Facility Guide, menus, etc.) Look under the Volunteers & Committees tab, then Other Resources, and
Facilities Sub-Committee. A list of files is posted there.
Next Conference Call - Thursday, November 1, 1 p.m., Eastern Time; call in details will be e-mailed closer
to that date.
Volunteer Needs for Facilities Committee
1 person per seminar room per day to be point person for A/V needs; set up and take down technology;
trouble shoot as necessary. Will be supported by PU AgIT staff system administrators for major problems.
There are 20 concurrent sessions scheduled, so 20 volunteers would be needed per day.
2 volunteers to support AgIT staff who will be responsible for monitoring the room during operating hours
(to be determined); help with check-in, minor computer issues; help to keep traffic moving through café.
Will likely want to have volunteers work 2-4 hour shifts. AgIT is checking to see if volunteers are needed
for this responsibility.
10 people to help Decorations committee set up for each major meal function: Opening Event; Ruby
Luncheon; Auction and Taste of Indiana; Brunch/Closing Celebration. There will be four Regional Awards
Banquets with 400-850 per banquet – 1 will be at the Hyatt, 1 at the Marriott, and 2 at the Westin. 6-8
people will be needed at each function.
5 people per day to ensure that correct signs are put up outside seminar rooms identifying the sessions to
be held in each room. Additional signage may also need to be posted around the Convention Center and
Hotels. Perhaps request an additional 2 people for this purpose each day.
Additional volunteers will be needed for Opening Night to direct attendees to and from the Indiana State
Museum. They’ll hold directional signs and greet people along the way. We’ll need to determine the
number in September when we do a walk through. 10 minute walk (2-3 blocks)
1-2 people will be needed at each door for each meal function to check name badges of those entering