IEEE R5 GreenTech Conference Organizing Committee Meeting - 2

#2021 #GreenTech #R5 #Annual #Meeting

2^nd meeting for the organizing committee and all concerned

• Date: 13 Mar 2019
• Time: 06:00 PM to 08:00 PM
• All times are (GMT-07:00) US/Mountain
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• 2644 West Colfax Avenue
• Denver, Colorado
• United States 80204
• Building: Original Brooklyn's
• Room Number: Upstairs

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• Starts 05 March 2019 01:54 PM
• Ends 13 March 2019 07:54 PM
• All times are (GMT-07:00) US/Mountain
• No Admission Charge

• 

1. Review the updated organizing committee chart and fill the vacant positions.
2. Review Hotel RFP.
3. Discuss the theme for the conference
4. Review R5 Feedback to the proposal, which includes: 

Reference -  Denver SLIDES

• More information about technology and subject areas
• More details about OC organization and member’s profile.
• More compelling information about Denver section proven records of supporting previous GreenTech (2013, 2017) and 2018 summit on MM Waves
• Reference – Denver Budget Excel file

On the conference side:

• Target 150 persons
• Conference duration 1.5 day: full day Thursday + ½ Friday
• Potential 6 breakout rooms
• Industry Sponsors (Patrons) $10,000
• Questions for clarification about A & B:

ADV Budget:

• Not clear why the budgeted ADV cost of $500 for the conference where as ADV budget for the R5 meeting is $2,500? Conference needs more ADV to secure 150 persons in attendance and typically R5 meeting attendees would come through emails and students through the competition!

Lunch budget cost for Thursday:

• Conference duration of 1.5 day finishes noon Friday.
• Are we assuming 150 will attend R5 meeting and are we assuming the arrival of R5 meeting attendees before noon Friday? The question is why there is a high cost for lunch allocated ($39/person)? Worksheet “Combined”, D16

Registration Fees:

• $675 IEEE fee is perceived to be high for 1.5 day.
• $810 Non-IEEE fee seems to be high.
• Compare to Industry 1 day fee is  typically $200 - $350

RFP

• Wednesday 8am-5pm Exhibit Hall and Registration area – is this for setup and will be accessed all day?
• Room requirements 237 and F&B commitment $55K – this seems to be high. If you ask for best estimate then you may able to get a better price when compare response to the RFP from different hotels!
• It would be important to provide space requirement for student competitions and in particular Robotic Competition         

5. Review and develop a plan and a time table for organizing the meeting.                                                                                                                                                       

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