2018 CCCApply Workshop Retrospective Meeting

Planning Activities

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 

Online Registration

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

< Cindy Mc was not able to attend the meeting > 
Actual attendees (left over badges?) - 
Number of write-ins (walk-in registration)  N/A

Now that we know how many badges weren't picked up: 

Feedback per Rick - All positive on the reg process

General Communications

Sandoval'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: 

We have everything we need to make this successful - we just need info earlier

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

Website Marketing

Brochure

Latest version - after edits 3/9/18 V.3

General Food & Beverage

MORE WATER!!!  wha wha wha

Feedback was that 

Breakfast

Location & Parking

excellent parking - great location

(I'd like 

Good location

easy to get to (proximity to airport)

hotels - great

Overall Lay of the Land

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

CCCApply Workshop signs.pdf

Dining Area 

No negative comments or feedback.  

Registration Station

Sponsors Area

On one hand, being setup outside was nice. It was a beautiful day.  

See "What did not work well > "

We need to survey the Sponsors on the details of their setup.  Outside may not have been their ideal setup.  

I think we missed on this one.  Unicon, for one, was placed way out front by the parking lot and after the initial registration hour - with folks coming in - no one had any reason to walk by their table or even know their table was there. 

We need to think through "flow of the day" when arranging layout for vendor/sponsor tables next year.  Ensure sponsors are placed in high traffic area - if not in an Exhibit Hall.

General Sessions

Session Rooms

Computer Lab

Unfortunately, the Computer Lab was a fail this year. 

First - we need to ensure that two people are designated / delegated to monitor the Computer Lab next year.  Kasey Crosby was initially supposed to attend and Patty assumed she would help out in this capacity. She was not approved to attend in the end, and no replacement was arranged. This was Patty's oversight. Lesson learned.

Also, for 2019, we need to take the feedback from the post-workshop survey and implement suggestions. Efren mentioned that some folks showed up to the Computer Lab expecting training.  This was not publicized, on the other hand - we didn't say much about the Computer Lab this year.  In year's past, we've tried many different formats:  training, open computer lab for folks to check their email, etc. 
IF we do another computer lab for 2019, we need to be VERY SPECIFIC about what is being offered, who is manning the room, what the colleges will be able to do in the computer lab etc.  This can be a very beneficial perk for colleges attending the workshop, but it has to be done right and communicated accordingly. 

Technology Equipment & Setup

Suggestions for 2019:

Ensure that we spend more attention to the IT / AV setup next year, including:

• Classroom/Session room IT setup
• Microphones
• HDMI cables 
• Projectors, screens, room speakers, microphones
• OR 
• Arrange to have the sessions videotaped or recorded some other way.  

No real problems reported with the IT setup other than the last minute snafu that Patty created with regards to needing to Zoom in a presenter at the last minute.

Unfortunately, the technology setup at OCC was good, but the "Smart Technology Classrooms" did not provide integrated microphones with the classroom workstations.  
Zoom - however - requires either a built-in microphone or a Polycomm phone system (teleconferencing system) in order to pickup the presenter's audio. 

Patty ended up needing to Zoom in a presenter (Charles from Unicon) as an expert presenter for one of her sessions. Patty did not clear this with Efren before hand (it was a last minute change to the plan).
This was not necessarily a disaster as it turned out - and little damage was done ultimately and thankfully because NO promises were made to the field (colleges) that we were using Zoom (or hoping to record) - though Patty did have to eat humble pie and apologize to the internal (Tech Center and Unicon) folks that were invited at the last minute by her.  

Still no harm, no foul.  BUT - lesson learned.

IF there's a chance that a session requires Zoom or 

IF we hope to record any of our sessions next year or in the future

WE need to ensure that the technology is complete and pre-requisites have been met for Zoom:  (Workstation or laptop with built-in microphone connected to the Projection system, projection, screen, speakers in the room, 

Tables, Chairs & Equipment

General Sessions

3/03/18:  Patty finished the Schedule,
Sessions & Presenters, and main Workshop Dashboard. 

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

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

Very well attended 

People were very interested in MyPath (9 or 11 colleges interested in coming onboard)

Per Mitch - want to get back to having their own workshop next year
Saw the benefit of being in our group - good questions, good feedback

Well attended and feedback to overlap again

47 people in the session!

Doing the Advanced instead of the both 

Hand-outs for beginners.
Follow-up to all attendees (and the field in general) and offer more training!

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 

Presenters & Speakers

Great feedback from attendees on the presentations.  

Upload to wiki and send out announcement once they are available for download

Great feedback from attendees on the presentations.  

Upload to wiki and send out announcement once they are available for download

Orange Coast College Volunteers

Patricia Donohue

Rick handled Pre-Workshop contact of the sponsors  and dealt with their needs in detail up front. In addition, Rick found out who was actually attending from each company. This level of detail had been overlooked. They expressed appreciation for the advance planning details and information and the way this was handled.

Rick made a table of Sponsors in the wiki on the Planning Checklist with the final list of sponsor attendees and contact info.

At the Workshop, Rick spent time with them to make sure their needs were covered. They were all happy with the location in front in the shade of the trees so they caught folks coming and going, and with the way we made sure their requests were met. (Rick did that too)

Due to the lunchtime outdoor venue, their 5-min presentations were moved to the closing session indoors in the Science Hall and told Michelle they were going to do this so she knew. Rick took the time to explain this all to them and they were all fine with it. They told me that often they do not receive these kinds of courtesies from the event coordinators. Unless Patty heard otherwise, this all went as well as could be expected under the circumstances.

2018 SPONSORS

Sponsor Raffle & Donations

Prizes / Donations

Post-Workshop Activities

• Survey - Retrospective