Retrospective Meeting
Agenda
Meeting agenda and timeline:
Priority Action Items
| Date | Item | Who | Deadline | Notes |
|---|---|---|---|---|
| 4.6.18 | Post-Workshop Survey | Mitch - First Draft
| COB Tuesday April 10 | Mitch provided the first draft for review at the retrospective meeting on 4.06.18; based on discussion topics and feedback from the committee, we identified ways to update the first draft Crista will await our final draft and send out as soon as it's proof read and prepped to send to all Attendees. |
| 4.6.18 | Sponsor Survey | ? TBD |
| |
| 4.6.18 | Announcement to All Colleges - Workshop Review & Slide Decks Online | Patty - First Draft Crista - Proof read & mail out | ? TBD | We didn't finish our discussion about what to provide to the college who weren't able to attend - however, we agreed that all colleges should get some kind of information on what took place, stats on attendees, links to the slide-decks and call for recruitment for next year's Workshop. Patty will take a stab at first draft of an announcement/page to post on the CCCApply Public Docs space. Send to Crista when complete. Post a blurb and link to info on the CCCApply Project Site |
| 4.06.18 | Start 2019 Workshop Planning Immediately - May 2018 Steering Meeting | Stephanie Murguia - Chair
| May 2 |
|
Retrospective Feedback Checklist
Item | What worked? | What didn't work so well? Notes | ||
|---|---|---|---|---|
Pre-Workshop Activities | ||||
Planning Activities | The fact that this team has done this event for many years was helpful to pulling it together with very short time (3 months) | START EARLIER NEXT YEAR!!! Need to have host college confirmed by end of September 2018? ASAP | ||
On-site Activities | Efren worked. That's what worked. Because of Efren's enthusiasm and expertise, we were able to pull off this event with very little time to plan. | We didn't find OCC until December 2017. Less than 3 months for all planning. Need to have our Site confirmed early so we can map out the lay-of-the-land and have more planning time for: Sessions location Proximity of sessions to Food and bathrooms and general session, etc. Time to plan the Computer Lab Time to plan TECHNOLOGICAL NEEDS - such as the Zoom links | ||
Registration | What worked? | What didn't work so well? | ||
Online Registration | Everything. Constant Contact is made for this type of event planning. Don't change CC. | Final Constant Contact Reg Number: 287 Per Cindy McCartney, feedback for 2019: Designate ONE person to handle Registration (online counts, late reg, cancellations, etc.). Too many hands in the pie is not working. Suggestion: Marissa from Logistics. Since Logistics manages the final Catering order, they need to have a constant handle on reg counts, cancellations, etc. | ||
Actual Attendee Counts | Per Cindy via email 4/07/18: | < Cindy Mc was not able to attend the meeting > Now that we know how many badges weren't picked up: 287 - final registration number 59 - no shows (approximately) 228 - Total Attendees (approximately) 79.5% attendance vs. registration count 21.5% attrition rate (this is right in-line with previous years)
Feedback per Rick - All positive on the reg process | ||
Communications | ||||
General CommunicationsSandoval's team will once again manage the communication for the Workshop and the Constant Contact Registration process and Landing page. Here's a link to the ongoing Email Campaign schedule: | What worked? We have everything we need to make this successful - we just need info earlier | What did not work? Need to get started earlier Should be an agenda item at every Steering meeting after roll call - Workshop Committee Need commitment from college for next year's college (NorCal) - at May meeting Need to find time at the CACCRAO schedule - general announcement! EARLY! Are CCCApply & eTran going to be together again next year (explore feedback from the survey) | ||
Email Campaigns | Great. | Need more information earlier - to generate excitement | ||
Website Marketing | Great. | Need to start earlier so not rushing at the last minute. | ||
BrochureLatest version - after edits 3/9/18 V.3 | Great. Good format. It's working. Stick with it. | Need to start earlier. the sooner the content (sessions) and theme and tracks are confirmed, the sooner they can begin the brochure. | ||
Meals & Hospitality | What worked? | What didn't work? | ||
General Food & Beverage | Good food overall. | MORE WATER!!! wha wha wha Feedback was that | ||
Breakfast | Good feedback. | We'll see what folks say in the survey. | ||
| Lunch | ||||
| /wiki/spaces/PD/pages/353009938 | ||||
| Beverages & Snacks | MORE WATER!!! | |||
Facilities & On-Site Operations | ||||
Location & Parking | excellent parking - great location (I'd like Good location easy to get to (proximity to airport) hotels - great | Nothing Feedback from Efren: the host college does have to kick-in some expense and that needs to be understood. Tables, chairs, signage, balloons, volunteers, (total expense = comes out of the A&R budget! $2500 (not including the beautiful orange jackets, but did include the dinner) Efren chose to have lunch outside (which required tables & chairs being rented, awnings, | ||
Overall Lay of the Land | Most people loved the layout - the Horticulture Gardens was BEAUTIFUL and a delightful lunch experience | Some feedback on the spread of the MBCC rooms and the main rooms | ||
Excellent pre-event map with arrows to the Registration station and session rooms. We should definitely put these together each year, they are very helpful. | ||||
Signage | Signage was very well done and feedback was there was plenty of it. | |||
| Disabled Persons Transportation | Efren had golf carts available to help transport any ADA needs, but not sure if people knew or took advantage of it. | |||
Rooms & Setup Locations | ||||
Dining Area | Wonderful to sit outside and the Horticulture Gardens was lovely. | |||
Registration Station | Perfectly stationed. | |||
Sponsors Area | We need to survey the Sponsors on the details of their setup. Outside may not have been their ideal setup. | |||
General Sessions | ||||
Breakout Rooms | ||||
Computer Lab | ||||
Technology Equipment & Setup | ||||
Tables, Chairs & Equipment | ||||
Sessions & Schedule | ||||
What Worked? | What didn't work so well? | |||
General Sessions3/03/18: Patty finished the Schedule, | All presenters attended! Still get good turnout and feedback for one-day workshop Add to Survey: Did this work out as a one-day event (eTran & CCCApply) and what topics | Always running behind on getting content (sessions) All presenters need to be armed to answer general questions about Steering Way to collect questions (some way to give feedback) link from the get-go to enter questions (before and after workshop) Alot of colleges and especially A&R staff don't have ancillary funds for events (have to be very selective to what events they go to). No budget. Need more Q&A time - sharing information | ||
Sessions & Tracks | Overall - Good group of sessions | What didn't work so well? Way to address and follow-up on questions from attendees Way to vent if need to - and get answers (get that data and bring to the presenters) Need to have an Annual Update (CCCApply Year in Review) at each workshop | ||
| MyPath Session | Very well attended People were very interested in MyPath (9 or 11 colleges interested in coming onboard) | |||
| eTran Session | Per Mitch - want to get back to having their own workshop next year Well attended and feedback to overlap again | |||
| Report Center Session | 47 people in the session! Doing the Advanced instead of the both Hand-outs for beginners. Post hand-outs and Slide desk on Wiki | Feedback - heard want more sessions! Since colleges have unique needs and staffing, Merrie had sign up sheet to find out who needs more training We should schedule MORE RC trainings throughout the year | ||
| Computer Lab | ||||
| Data Security Session | 75-80 people | Add to survey - if they have questions or want to contact the security team or be contacted with them | ||
| Administrator | ||||
Presenters & Speakers | Here are the Speakers and presenters e-mails: Updated by Rick 3.6.18 Ben Baird - bbaird@californiacolleges.edu Bryan Dickason - bdickason@cccco.edu Cindy Gonzalez - IT Director, Los Rios CCD - gonzalc@losrios.edu Craig Hayward - craig.hayward@bakersfieldcollege.edu Kelly C. Kilby - kelly.kilby@hobsons.com Kyla Mannon - kayla.mannon@fresnocitycollege.edu Mike Caruso - Mcaruso@ccctechcenter.org Mark Cohen - mcohen@ccctechcenter.org Mitch Leahy - mleahy@santarosa.edu Stephanie Murguia - smurguia@cerritos.edu Tim Calhoon - tcalhoon@ccctechcenter.org Merrie Wales - mwales@ccctechcenter.org Michael Quiaoit - mquiaoit@cccco.edu Michelle Pena - michelle.pena@bakersfieldcollege.edu Omid Pourzanjani - opourzanjani@cccco.edu Olivia Alvarado, IT Director, Los Angeles CCD - alvarao@email.laccd.edu Patty Donohue - pdonohue@ccctechcenter.org | |||
| Presentations & Slide Decks | ||||
| Session Hand-outs & Signage | ||||
Volunteers & On-site Support | ||||
Orange Coast College Volunteers | ||||
Sponsors | ||||
| Sponsor Invitations & Registration | ||||
| Sponsor Logos | Rick Snodgrass (Unlicensed) | |||
2018 SPONSORS | ||||
Please join us in thanking our 2018 Sponsors!
| ||||
| Hobson's Starfish Logo |
| |||
| Sponsor Shipping Materials | ||||
Sponsor Raffle & Donations | ||||
Raffle | ||||
Prizes / Donations | ||||
Post-Workshop Activities | ||||
| Surveys |
| |||
Travel Reimbursement
For presenters, speakers and employee volunteers that require travel reimbursement, please see the form templates below. For more information, visit "Travel Reimbursement Forms" on CCCApply