CUWL Coordinating Committee Chairs and Representatives Conference Call
May 12, 2008

Present: Ewa Barczyk, Marlys Brunsting, Steve Frye, Jean Gilbertson, Lisa Jewell, Leanne Hansen, Valerie Malzacher, Joshua Ranger, and Richard Reeb (recorder).


Entire call, scheduled for 9:00-10:00 a.m., was devoted to fine-tuning plans for the June conference.

Attendees’ list: Names of staff and their campus affiliation have been posted to the wiki. Jean continues to receive a trickle of changes. Current count stands at 160 for two-day conference. By day the totals are: Tuesday = 144; Wednesday = 137. No plans to do close tracking of whether those registered attend one or both days. New registrants are added both to the wiki list and the master email list maintained by LTG (Madison). Attendance list will be locked down about a week from now.

Marlys has created Description/Feedback pages for each roundtable session.

Hotel reservations: Jean will be sending reminder to CUWL directors about making reservations for Monday and/or Tuesday night at one of the local hotels. Steve has compiled and posted details online. He will also be contacting Doubletree and adding to the hotel list if those dates are available at the state rate.

Parking: Steve has already added a parking page. Online maps are coming soon. HSLC visitor parking is strongly recommended. Use the hospital parking ramp only if you want a black hole experience.

Susan Gibbons plenary session: Steve will forward the form to Lisa who will ask Susan to sign the permission form so her presentation can be videotaped. Steve will have the Madison staff presenting the Wed. plenary on the “Resource Discovery Tools” also sign the permission form.

Tuesday dinner possibilities: Jean will contact WiLS about local restaurants they recommend to out-of-towners (for WiLSWorld). Sign-up sheets will be available to assist individuals/groups in making dinner plans. Lisa will phone in reservations to the restaurants.

Catering services: Union catering needs to have drinks/pastry orders confirmed by the end of this week. Steve will find out whether Wisconsin Union has exclusive contract and if not, when alternative sources can be arranged. Thinking of having coffee and pastries in the morning, and cold beverages in the afternoon.

Roundtable and breakout session survey: Steve reported that email survey will be sent out by mid-week to help plan room assignments for breakout and roundtable sessions, and also gather ideas in advance on specific topics for roundtables.

Conference assessment: Ultimately decided to have only an online survey following the conference.

Conference materials: No need to supply folder to each conference goer. However, Lisa will have name tags with campus affiliation prepared for each registrant.