Notes from retreat meeting

[Reddy, India Anjuli]

Hi everyone,

 

Just sending along some notes for those of you who weren’t at the meeting yesterday. The gist was that there’s still a lot to do/decide on. We need to get our act together if we want this to be a success. I know we can do it, we just need to move this up a bit on our to-do lists.

 

India

 

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Our class should be at the zoo by 7:30am, meet by the concrete lions near the conference center

 

coffee in morning and afternoon

 

small breakfast snacks in the morning

 

Opening: Terry or Jeff Balser opening about 50th anniversary. Melissa will talk to Terry about asking Jeff. 

 

Closing: Terry or Danny

 

Posters: 25 poster boards needed

All classes that are presenting posters this year will be represented in each of the two poster sessions

India will send e-mail very soon regarding who is in each poster session and info about poster printing

poster board size: 4x6 or smaller, all names have been passed on to Karen- poster printing, will be paid. 

parking passes at the door with validation at the conference center.

Judging: Each science talk speaker judges 3-4 posters. M1s and M2s also judge. about 41 judges total. Modify the rubric as necessary. 2 movie ticket passes per person. 1 winner from each class.

Give instructions after the science talk to put posters on both sides of the board depending on whether they're in the first or second session.

Pull down all the poster stuff after or during lunch

 

Laura – Can you do the retreat book cover? Please? :)

 

Lanyards as 50th year Vandy MSTP anniversary gift? Or 50th anniversary pins for everyone? Lanyards as prize for scavenger hunt? USBs branded with Vanderbilt MSTP for 50th anniversary?

 

Scott and Brian need to contact advising colleges about introducing the new students with an APPROPRIATE presentation ASAP. A survey has already gone out to the first years. Scott and Brian also need to pick a speaker for the Senior Reflection. John Erikson? Tanner Freeman and Brian Grieb? Ben Dean is out as an option, since he will not be at the retreat this year.

 

Science talks: Blair, Catherine, and Matt are meeting on Wednesday to send out e-mail to speakers, decide on prize(s), and decide who the judges are. 

 

Scavenger hunt people: Photo area for right after lunch?

Scavenger hunt pictures, live tweeting? Prize for group with best pictures? Prize: trip back to the zoo?

 

Class dinners:

$15 per person attending class dinners

We need to contact each class to get a liason to Melissa about class dinner.

Reimburse one person? Or buy gift cards for each class equivalent to $15x# of people in the class?

 

Melissa is out the week of June 9th. 

 

[Laura Armstrong]

Thanks India. I am happy to work on the cover- since it is the 50th anniv it would be cool to use photos from over the years. Nothing too ambitious since it is kind of late but at least a one or two from each decade would be good. I will contact Melissa and Jim.

For the poster session- can we have the judges judge 3-4 posters each session (6-8 total)? That way we could have the returning M3s do all the judging, we should only need ~8 judges and because we aren't doing the sessions by class two judges could see all of one classes' posters. (And you mean 41 posters total not judges right?)

For the science talks could we have everyone rank their top three talks and choose the winners based on that? Since everyone should see all the science talks everyone can be a judge.

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[Catherine Meador]

Thanks so much for these, India. Sorry I missed the meeting. Aside from science talks -- which Blair and Matt and I are meeting about this week as you mentioned -- are there other specific things that we need point people for? Are all the scavenger hunt/class dinner logistics already being taken care of by someone? If something needs work, let me know and I can add it to my list.

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[Money, Kelli Marie]

Pratik, Scott, and I are getting together tomorrow to make final decisions on how we want to do the scavenger hunt. Who is taking care of class dinners?

 

Kelli

[Reddy, India Anjuli]

Laura – About the posters, that sounds fine. I’ll have the M3s judge 2-3 posters each session. We will actually need more like 15 or 16 judges because we decided that each poster should be judged by 2 people. With 45 posters, that means we will need to get 90 score sheets back. 90 divided by 6 (3 posters each session) = 15 judges. But that’s fine because there are 16 rising M3s. I will be sending out the e-mail to the judges and to the poster presenters today. Any changes you want to make to the scoring sheet?

 

In regards to the science talks, we talked about having everyone judge. However, since the last round of science talks is right before closing, we didn’t think that counting all of those ballots would be feasible. Of course, this is up to the science talk committee.

 

Kelli – I will e-mail Melissa today to ask her to send out a call for class dinner leaders from each class.

[Matthew Surdel]

The science talks will be judged by everyone via survey monkey. We will have everyone pick their top 3 and it will tally automatically. Just assuming everyone has a smart phone or access to one.

Matt

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