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Chairperson To Do List
Topic Started: Sep 4 2015, 10:58 AM (64 Views)
Darin M. Bicknell
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The Chair Person will post an update and coordinate new meetings and take control of the overall needs of the conference planning.

Currently we have a meeting Planned for 12th of September.

We are now using this forum to help coordinate all information the Chair Person needs to make sure all members on the executive or PIC's are coming here and updating everyone.

The link to send everyone to for all conference information be they sponsors or attendees will be

http://www.aimsconference2015.com/

Most of the relevant information is now up minus the registration form. This should be ready soon by the 5th or 6th of September.

We are now getting a number of questions on HOW DO WE PAY... HOW DO WE REGISTER... so that needs to be done asap.

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OVERVIEW
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Made 2nd September Website Update

Quote:
 
Please check the spellings and grammar. If it's ok feel free to distribute to your contacts.
Our website is online! Check out www.aimsconference2015.com. Please note:
Registration form download is not available yet.
Breakout schedule is not ready.
I have not updated breakout speakers' profile because very few that I have received.
Please open it in both desktop and smartphone. Let me know if you find any bug.


Daecy 3rd September Update:


Quote:
 

Dear all,

Attached is the final proposal that i need to send asap.

Please note several things:
1) 12 sponsor tables in the conference, no worries it will be comfortable as we have plenty of room inside

2) 4 sponsor tables outside

3) For the 'indoor' sponsor, i put the price as 2,200,000 which covers:
a) 1,5 million conference ticket for 2 persons
b) lunch, snacks, tea break for two days for 2 persons (maybe around 200,000 for two persons for two days)
c) and the price of table about Rp 500,000
otherwise, the fee of selling the table is too low if we sell at 2 million

4) For the 'outdoor' sponsor, i put the price as 700,000 which covers 3b and 3c

5) For lunch, we can place it along the hall outside which leads to the toilet OR just lunch box

6) For the sponsorship, i ll try to contact Stationery, Robotisc, Magazine, etc.. will be something that related to education, yet probably not in Montessori field

7) I guess we should use more reliable 'email' address..otherwise some ppl might think the proposal is a bit suspicious as we don't have:
- institutional email address
- institutional bank account
any idea about this?

Edited by Darin M. Bicknell, Sep 4 2015, 01:44 PM.
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Darin M. Bicknell
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Made note there are number of grammar errors on the page I will looks these over tonight and send you a copy of corrections. We really need the registration form up asap. I have sent you the OLD form from 2013 if that helps. We also need to double check what email we are using as the catchall for the conference and registration.

The current poster has 2014 not 2015 as the email.


Emails:

Quote:
 
I Made Bhaskara
Sep 2 (2 days ago)

to yulvita, me, nourma, Rozana, Principal, Corry, Desiana
Thank you for the input ibu Yulvita. Will work on it today. I do have few questions:

1. I'm not clear with what you mean by "For the other speakers also it is better to include our institutions' names." I hope you don't mind explaining.
2. Regarding registration contact. In my opinion it will look odd if i put ibu Corry's phone but not ibu Mentari's. Can we put her landline number?
3. Is it possible for ibu Yulvita to create one email aimsconference2015(@)gmail.com? So it will look similar to our website.
Thank you.

Regards,
Made



Quote:
 
yulvita hadi yarti
Sep 2 (2 days ago)

to I, me, nourma, Rozana, Principal, Corry, Desiana
Thanks Pak Made,
1. I meant our schools. Here is from last time:
Darin Bicknell – Canadian Montessori School Jakarta

Among those on the list, there are a few I have not heard from, so I don't know whether they are available to be the breakout presenters this year.

2. Ok. The phone number is: 087781232230
3. Ok I will

Thanks again.
Attached to this post:
Attachments: RegistrationFormOLD2013.doc (140 KB)
Edited by Darin M. Bicknell, Sep 4 2015, 02:17 PM.
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daecy

Dear All,

This a gently reminder that we will have AIMS Executive Meeting on this Saturday, 12 September 2015 at Jakarta Montesorri School. As Darin posted yesterday, we will have this meeting early morning at 8:00:-9:30 AM. I hope the rest will also confirm the attendance at this forum so we know how many of us will present during the meeting. I believe Ibu Carol also need to know how many will attend so that se can arrange the food and beverage and seatings arrangement.

Thank you
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daecy

Since the sponsorships package already promoted. I would like to know from the previous conference coordinators, did we have any some sort of receipt/ invoice receipt that we can apply for this matter? I hope we are also ready for the similar thing with the participants registration receipt as well.
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Corry

I will come, and maybe 1 or 2 persons from Palm trees will join . I have to make it sure tomorrow .
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Yulvita

Several ways as for the receipts, one of which is by giving the scanned receipt, especially if they need the AIMS stamp. I will bring the stamp on Saturday.
Alternatively, we can give the receipt on the D day at UMN, usually they don't mind.
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daecy


Minutes of AIMS meeting : 12 September 2015

1. Next coordination meeting on 3 October 2015 at 8:00-11:00 am ( then few days afterward we decided to make it on 26th Sept 2015 at UMN)

2. Breakout schedules, Ibu Yulvita coordinated with Bapak Made to update the newest speakers and topics. We also got confirmation from Sanata Dharma to fill out 2 breakout sessions. few speakers would like to change schedule and topics.

3.Ibu Carol informed that Ibu Ella from Directorate PAUD confirmed to be the keynote speaker. We will get the confirmation on the person ( From the Direktorat) who will do the breakout session regarding SPK around 3rd Oct 2015.

4. We are also waiting for the confirmation whether Ibu Ferry Ganis to be our Keynote speaker. By Fery is the wife of Bapak Anies Baswedan ( our Education Minister) who is active in PAUD field throughout Indonesia and also active in parenting field. We expect her confirmation as well at least 2 weeks before the event. Ibu Maya is following this matter.

5. We will prepare and send the official letter to all breakout speakers.

6. The breakout speakers from outside Jabodetabek will get 2 day pass for conference, airline transportation allowance, 2 days accommodation.

7. We will prepare the receipt for participant who register

8.We will also prepare the sponsor form, invoice , and receipt.

9. Ibu Carol and Ibu Corry offered their 2 ( total 4) helpers to help during coffee break and lunch session. The coffee breaks which are prepared by UMN Catering in boxes will be plated.
10. We need more volunteers to help for this event.

11. We need to prepare the budget for the speakers Airplane . For Christine we will need to prepare AU$ 1,700,- and RM 600 for Aisha.
Banners for promoting the event. Few of us felt it would be good to have this banners to be printed and placed outside of the school ; but few others felt that it would not be efficient since the location of their school are not in the main road. We felt it would be effective and efficient to placed these banners near to the UMN. So we decided to ask the kelurahan at Gading Serpong for the fee of putting up the banners including the tax . Who would like to be in charge for this matter?

12. Goodie bags will be prepared by Bogor Montessori School.

13. The event posters have been received by few board members and would be distributed to many schools. It was also sent to few universities in Jakarta.

14. The people manning the sponsor table will not get the certificate

15. Sponsor table location will be decided using Lottery system. We need to decide the place and venue to conduct this lottery.

16. The registration PIC already sent the email poster to all AIMS database.

17. We need to find other ways to promote the event to get more exposure. Please share Ideas.


Thank you


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Darin M. Bicknell
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I am using Facebook and so is Corry and others are spreading the word but we need to convert the message we are sending into conference registration. We only had 4 registered on Friday the 18th of September that is not good. I think it is important to do a number of things.

1. Get a set and complete list of past participants and call each and everyone of them in Indonesia to see if they are coming / registering for the event. Carol mentioned making sure we have this list to know who has been contacted.

2. We need to get 100 registered users by Friday 25th of September. 200 by October 3rd and our target of 300 by 10th of October. This means we must get others to help ask and sell people on registering for the conference in greater numbers than before. We can only do this by calling / emailing and following up if we want to get at least 100+ for break even on the event.

3. Banners as Corry suggested seems reasonable price given we got a great deal on the venue.

4. Part of the problem is the registration form doesn't work on phones or small media devices like tablets. So I have made the softcopy of the registration form available. People can download and send via email. I have given all the members of the executive access. Please spread it widely. I have added Poonam and Gayle as well to the list.

5. There are number of other people asking how they can help I have forwarded them Yulvita and Daecy to have them help coordinate volunteers. I think there are at least 3 or 4 people but some are not in Jakarta which makes it hard for them to do more.

Edited by Darin M. Bicknell, Sep 19 2015, 05:54 PM.
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Corry

I think getting more participant is crucial . We need to be more active , putting banners can help us to get more people. To make sure the numbers of participant may be we can start to make a list of people we know that they are interested in joining the conference but They have not registred yet and push them to register soon.
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