Materials+Page

//Notes on forms, handouts, evals, publications, signs, etc//
PROCEDURE FOR ASSISTIVE TECHNOLOGY EXPO Entries by Linda 8-13-10: Draft of two versions of Expo Brochure can be found on Shared Files, Assistive Technology, EXPO, 2010 Docs OR Publications, etc. 1. Trifold for mailing 2. Regular view for electronic distribution. These are edited from drafts sent by Debbie H. and Dori A. THE EXPO DESCRIPTION NEEDS TO BE FINISHED! The draft is on the trifold version, but not complete on the other "pretty" one.

**WE NEED TO GET THESE IN FOR APPROVAL ASAP! They need to go through various steps of approval, then to the website and be sent out.

= __ EXPO SITES __ = = __ 1. Secure sites in December/January __ = · “Hotel Information form” and “EXPO Specs form” are in EXPO folder 2. Contract process: hotel will develop contract. Review it for any discrepancies. 3. Send final contracts to IU for signature 4. Return signed contacts to sites, along with Credit App, Tax exempt form, etc.

__ 1. Develop a Save the Date flyer – send to Gwen for her to send to John T. for approval. __
2. Distribute flyer to: PaTTAN offices and make copies for display racks.

__ BUS __
1. After hotel contracts have been signed, send or fax bus quote letter to 3 bus companies (need at least 3 quotes). Bus folder will have letters of previous bus companies we sent letter to. 2. Contact the bus company who is low bidder to secure a contract. 3 Give contract and other quotes received to ??? 4. After Board Meeting return signed contract to bus company. 5. Have the IU send the deposit required either with the contract or separately. 6. Verify with bus company that they received contract and check. 7. Confirm arrangements with bus company several weeks before the EXPO.

EXHIBITOR REGISTRATION PROCESS 1. Work on revisions to “Exhibitor Invite Letter and “Exhibitor Registration Form” 2. Once hotel contracts are signed, send out “Exhibitor Invite Letter”, “Exhibitor Registration Form” and Save the Date flyers in mid-April · Send by email to last year’s exhibitors in “EXPO email address book” · Send hard copy mailing to “EXPO Contacts” in Manu_Vendor database The exhibitors can be found in “CISC AT MANUF_VNDR DB” database. In data entry layout, do a find on “EXPO Main Contact” in box under “Invite to Exhibit at EXPO”. Go to layout called: “5160 labels Expo Contact” mailing labels and print out. If you get new manufacturers for EXPO, enter them in database and check the “EXPO Main Contact” box. 3. As exhibitor registrations are received, enter them in the “Exhibitor-Staff Registration” database. 4. Create an email address book “EXPO 2009” and enter their email address in the 2009 email address book. 5. As checks are received, record check info in Exhibitor-Staff database. 6. In early October - send out the manufacturer confirmation letter. Use the “5160 Mailing labels” layout. The letter is the “Exhibitor confirmation ltr” layout in the Exhibitor-Staff database and would need to be updated. Include the following in the mailing: · “Important Exhibitor Presentation Information” (if they are presenting) · Presentation Schedules (if they are presenting) · Driving directions w/ hotel maps if they are driving

7. If the exhibitor is blind, send the confirmation letter and the other documents (in PDF format) by email before the EXPO.

__ BROCHURE __
1. Start working on brochure as soon as possible. Use last year’s brochure as a template and revise what you can. Send to Nan for any revisions to the Description and Learner Outcomes. Nan & Susan will give you content info. Include the exhibitor company names. Include Directions to Hotel Sites with brochure mailing. (Copy of last year’s electronic brochure is under Brochure in EXPO folder.) 2. Have Nan review draft. 3. Once Nan approves it, get approval for ASHA from John Dellegrotto, ACVREP from Debby Holzapfel and give to Janet for approval. Send to Gwen for Act 48 approval. She will fax to John Tommasini for approval. Once approval is received from John T., email electronic version of brochure to Jen W. to be put on PaTTAN website.

__BROCHURE DISTRIBUTION__ – send out in August (3 mos. ahead of EXPO date)

2750 (approx.) - for the “CISC combo mailing lists” data base. Print out a blank record of the data entry layout and ask Nan to check off who should get mailing. Make sure OT’s & PT’s are included 3 – to each exhibitor that is coming to EXPO (approx. 130) 30 – to each IU AT Consultant (approx. 50 AT’s) – divide them up between Consultants if IU has more than one consultant 20 - to each Center for Independent Living (approx. 33 entries in CISC Combo DB) 20 – to Ann Dolloff at PIAT at Temple University 3 - to each University – Special Ed Dept. (approx. 55) with letter 3 - to each University – Office for Students w/disabilities (approx. 59) with letter 3 - to each University – Special Name Dept. (approx. 41) with letter 700 - to Michael Stagemyer for STL kits 100 - to Braille/Large Print (Julie & Yolanda) to send out with Braille/Large Print mailings 100 - to Cathy Nadberazny for her vision labels 200 - copies for Hbg display racks 20 – to Nancy Zeigler @ BSE, 7th floor 100 – extra Send PDF electronic version of brochure w/directions to: · Registered Exhibitors · AT Consultants · IU Special Education Supervisors · Linda Rhine – she distributes to EI · Karen Nikolic – to send to IU Hearing Supervisors · Michael Stoehr – to send to SIACT · Debby Holzapfel – to send to IU Hearing Supervisors · Cindy Judy – to send to ODR · PaTTAN sites for them to copy for their display racks and for any other copies they need · Send electronic version to Marilyn Calderelli for Parent to Parent newsletter <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· All EXPO committee members

COURSEWHERE ANNOUNCEMENT

1. Develop CourseWhere announcement and have Lisa/Jen send it out soon in early September to the following “Areas of Interest”. Tell Lisa/Jen it needs to be sent to the 5 groups below. Use last year’s as a template: <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Assistive Technology <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Blindness/Visual Impairment <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Deaf/Hard of Hearing <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Speech & Language <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· PaTTAN Events Mailing List

EXPO INFO ON PATTAN WEBSITE Have Jen/Rick Creech put the following documents on the website. They can add each document separately whenever it is ready. <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· EXPO brochure w/driving directions <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· A listing of the participating exhibitors – use “Program Format for web” layout in Exhibitor_Staff database <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Presentation Schedules

INFORMATION TO BE SENT TO ASSISTIVE TECHNOLOGY CONSULTANTS 1. Send the following documents to the AT Consultants beginning of September: <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Public Service Announcement—revise – have Nan approve. It is in “brochures, announcement, flyers” folder <span style="display: block; font-family: 'Courier New'; mso-fareast-font-family: 'Courier New'; msofareastfontfamily: 'Courier New'; msolist: Ignore;">o Send a copy to each state university with the University letter
 * Memo to ATs
 * Flyer for IU paycheck
 * Send a copy to each Assistive Technology Consultant
 * 30 copies of EXPO brochure divided between IU AT consultants – don’t forget to send them an electronic version as well

UNIVERSITY MAILING Send a mailing to each university in the “Universities” database beginning of September. The mailing includes: 1. University letter – revise letter and have Nan approve 2. Public service announcement – revise and have Nan approve 3. Three copies of the EXPO brochure

Directions to complete mailing: Choose the 5160 label layout for each of the three separate categories: Specific name/dept, Sp Ed Dept & Students w/ disab. Using the “Data Entry” layout, do a “find” for the first mailing category (Specific name/dept) by putting an “x” in the box. Print out mailing labels for that category. Do the same procedure for the next two mailing categories.

EXPO PROGRAM The EXPO program is made up of the following pieces and can be found inside the “Handouts” folder, then “EXPO Program” folder: Also included:
 * Cover
 * Welcome page
 * Divider page
 * PaTTAN Events – Transcripts, Certificates of Attendance & Credit Info
 * Exhibitor Listing is printed out from the “Program format” in the Exhibitor_Staff Registration database.

PRESENTATIONS & PRESENTATION SCHEDULES 1. PaTTAN Presentation(s) – Nan & Susan develop presentation 2. Handout – get from Nan or Susan as soon as possible. They will have to be copied for each site. They are given out at each of the PaTTAN presentations. 3. Presentation Schedules – revise last year’s (Exhibitor folder, then Presentation folder): <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· A PDF version is put on the website as soon as possible <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Copies are made for the exhibitors <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Copies with codes are made for the session facilitators & staff <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Copies of the 15 min. & 30 min. presentations w/codes are given to the exhibitors who are participating in those time slots

PATTAN BOOTH 1. The beginning of Oct., send a PDF version of the Assistive Technology listing to each AT Consultant and ask them to email any changes to you. Have copies of the AT listing made for the PaTTAN booth at each site and include a copy in each Exhibitor Welcome Packet. <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Use the “AT Consultants” database. Go to “Data Entry” layout. Do a find on the IU field by typing in an asterick. It will only find the records that have an IU number in that field. Do a “Sort” by IU number. Select the “Two Column” layout. Go to “Print” and turn document into a PDF. 2. Nan takes the responsibility of having someone gather materials for the PaTTAN booth.

ATTENDEE SPECIAL REQUESTS

1. Print out a copy of each CourseWhere notice you receive from the attendee registrations regarding “Special Needs” requests. <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Interpreter requests go to the following: Western Region – Debby Holzapfel; Central Region – Karen Nikolic; Eastern Region - ?. – contact them immediately, so they can start requesting an Interpreter. <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Braille and Large Print requests: save in folder until closer to the EXPO. After the deadline date to request Braille & Large Print, tally all the requests and contact Cathy Nadberazny at PaTTAN Harrisburg, ext. 3317 to discuss getting the Braille and Large Print copies made and the quantity needed for each site. You will need to send the Program Booklet and Session Attendance Verification Form to Cathy. Re quantities: if you get two requests for Large Print for the Pittsburgh site, request at least another two or three copies.

ATTENDEE – FORM & SUPPLIES NEEDED 1. Session Attendance Verification Forms - They are in the “Handout” folder, in the “Session Attend Verif forms” folder and will need to be revised for each site. 2. Print out name badges the week before the EXPO. 3. Put together attendee Packets (EXPO Program, Session Attendance Verification Form, Name Badge, Lunch Ticket) Put in boxes or crates. I used tabbed dividers to break out the alphabet. 4. Blank Sign-in Sheets 5. Blank name badges 6. Pens, Sharpies 7. Extra Programs 8. ASHA CEU Participant Form 9. Generic Certificate of Attendance 10. Paraed Certificate of Attendance 11. ACVREP Certificate of Attendance

SIGNS
 * Exhibitor Table Signs – Make a table sign for each exhibitor registered for EXPO. The document is in the “Exhibitor” folder called “Exhibitor Table Signs”. Print on blue card stock and laminate them. Make two sets – put each set in alphabetical order in a separate manila envelope for Nan – write on the envelopes: “Exhibitor Table Signs”. In addition to the company name, list the product categories they carry.


 * Exhibitor Assistance Signs – they can be found in “Exhibitor” folder. They are used by exhibitors during the EXPO, if they wish to leave their booth for lunch and/or a break or when they are doing a presentation. For blind exhibitors, give them the signs with the Braille on the back.


 * Directional signs - There are directional signs in the box, but if any are needed you must ask the hotel staff if we are allowed to hang them.


 * Breakout Room Signs (Door cards) – “see Hotel folder”. Make a listing of the presentations occurring in each breakout room for each location. Print on card stock. Find out from each hotel which direction their “Door Card holders” go – vertical or horizontal and adjust sign accordingly.

EXHIBITOR WELCOME PACKET An envelope is made up for each exhibitor booth -- for each individual day they have a new exhibitor(s) cover their booth. Example: SAGE Technology usually has a different person cover their booth each day. You would need to make up four packets for SAGE Technology. 1. Go to “Exhibitor” folder, then “Exhibitor Welcome Packet” folder, then “Exhibitor Welcome Packet contents” file for the contents of the packet. Note: Include only the name badges for each particular day. If a new exhibitor is joining the booth the next day, I have found the first day’s exhibitor can loose the new exhibitor’s name badge. 2. Put the following labels on the envelopes: 2. Put packets in boxes in date order. Mark boxes “Exhibitor Welcome Packets”. 3. If exhibitor is blind, they still get a Welcome Packet in case they have an assistant. Give them the laminated signs with the Braille on the back.
 * Welcome Packet label (layout in Exhibitor_Staff database)
 * Exhibitor Name label (layout in Exhibitor_Staff database) – place name labels for each exhibitor attending that day
 * Date labels for exhibitor packets 5160 – found in “Exhibitor folder” – place in upper right hand corner

SUPPLIES NEEDED 1. Plastic Badge holders w/clip – for Exhibitor, AT Consultant & Staff badges 2. Ribbons for plastic holders – Exhibitor (maroon), AT Consultant (yellow), PaTTAN Staff (blue). Order from G. G. Tauber Company ( [|www.ggtauber.com] ) Note: When ordering - the way you type the word “EXHIBITOR” or “Exhibitor” is the way it will be imprinted on the ribbon. 3. Table stands for exhibitor booths signs 4. Lot of Pens 5. Sharpies for adhesive name badges 6. 5395 Adhesive Name Badges for attendees 7. 5392 Name Badge Refills for Exhibitors, AT Consultants and Staff 8. A supply box filled with workshop type supplies; stapler, staples, multiple colors of cardstock, manila envelopes, paper clips, scissors, tape (scotch, masking, duct), pens, markers, tablets, stickies in multiple sizes, rubber bands, binder clips, etc.)

HOTEL ARRANGEMENTS 1. Work with hotel catering contact to finalize all arrangements (use Hotel Spec sheet as a guide): <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Exhibit Hall Layout – email layout to contact <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Breakout Room setup <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Registration area setup <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Catering <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Audio needs <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Complete Agendas for each site and email to contact 3. Have Nan work on Exhibit Hall layouts. Send to hotel contact. 4. Make copies of the Exhibit Hall Layouts on cardstock for Nan & Mike. Put Mike’s in a file folder. Put Nan’s in the envelope with the exhibitor booth signs 5. Make sure you carry your hotel files with you, because you will have to refer to them. 6. You might have to work with an Audio Visual person at some of the sites

STUDENT ANNOUNCERS If any students will be assisting as announcers, greeters, etc., a student certificate for the site each student will be helping at is made. A badge is also made for each student. (Gifts and certificates are usually given to them by the AT consultant they are familiar with)

LAST MINUTE STUFF 1. Confirm with exhibitors, who are riding the bus, where they are joining the bus. Print out the “Bus & Flight” layout from the Exhibitor-Staff Registration database and keep with you.

POST EXPO DUTIES

<span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Check off attendance and # of hours in CourseWhere for each site – ask Jen or me for instructions <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Thank You letters to exhibitors. <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· Evaluations compiled and summarized – maybe – or scan them <span style="display: block; font-family: Symbol; mso-bidi-font-family: Symbol; mso-fareast-font-family: Symbol; msobidifontfamily: Symbol; msofareastfontfamily: Symbol; msolist: Ignore;">· #’s of people attended entered in SWTA database