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2011-10-01 Hopkins Imaging Conference Planning (Update)

posted Oct 1, 2011, 2:45 PM by Issel Anne Lim   [ updated Oct 4, 2011, 11:48 AM ]
Update on our various tasks:

Task List:
  • Kwame:
    • Populate our new lists.johnshopkins.edu mailing lists with the email addresses from the Google Groups, the Imaging Initiative Organization Spreadsheet, the Registrants for the Conference spreadsheet
    • Use the python script on the Accepted Abstracts spreadsheet to find the PI with the most submissions
    • Go to GRO meeting and apply for extra conference/lecture funding (anyone else want to come? free pizza! Monday at 6p)
      • Received!! Thanks to Kwame and Di for presenting the Imaging Conference! :)
  • Bradley:
    • Finalize the food plan: Papa John's pizza, veggie, snack items, plasticware, napkins, etc. from Costco (see Accounting spreadsheet for more details)
    • Drinks: keg, alcohol
    • Finalize prices/amounts/who's-in-charge-of-what on financing spreadsheet
    • Coordinate the coffee with Joyce 
      • --> too expensive; no refreshments during actual conference
    • Get a volunteer to get the coolers from the GSA office on Thursday and/or take them back on Friday
  • Geran
    • Assign numbers / positions for each poster
    • Create a map for the layout of the poster presentations
    • Create ballots for judges (assigning five random posters to each judge; each poster is judged by at least one person with a PhD; final decisions tabulated by 6:40pm)
    • After October 1st: Compile reviewer scores and rankings from the abstracts (these will be counted towards the Research Competition)
  • Issel: 
    • Add Mehmet, Dan, Mark to the mailing list
    • Email departmental administrators next Monday then Tues/Weds before the conference
    • Email professors a reminder about their lecture times
    • Email about October 1st deadline: poster confirmation (to authors who haven't responded), reviewer deadlines, registration
    • Certificates / envelopes for poster prizes?
    • Create Imaging Initiative powerpoint for conference introduction and conference conclusion (with map / poster layout)
    • Create program (include funding from GRO, TPTRI, BME, GSA Coolers, Kirby Printing)
    • Email poster authors about what to do
    • Email reviewers about what to do
  • Volunteering at Conference:
    • Mehmet Erturk, Mark Mentzer, Dan Wu, Di Xu, Yi Zhang
    • ** Put up signs for conference and registration and food
    • ** Put programs on different tables
    • ** Put up easels and figure out when to ask authors to set up posters
Thank you to everyone for your help!