Collaboration and Outreach Report: Focus is 2006 conference December 9, 2004

Action Items Vendor Thank You letter including invitation to 2006 meeting (Judy to Mail) Sign contracts for hotel rooms (Dave – Jeff) Begin financial preparations for conference (facility contracts Jan 05) Organize committee structure – who can or will help Call for Papers (April 1, 2004)

Action Items Webpage with themes, hotels etc (Announcement) Vendors need to be contacted Sponsorship Ops ($1K, $5K, & $10K) with reception, scholarship, conf item options Timeline Keynote Speakers (Governator or Spouse) Reception -Tech Museum?, Investigate Field trips - Monterey Aquarium, Elkhorn Slough –kayaking, boat tour, Marine Science Institute (Redwood City), Redwoods, Railroad (Roaring Camp river), Winery

May 7-11, 2006 San Jose’ California Joint Fifth NWQMC And Seventh National Volunteer Monitoring Conferences

Past NWQMC conferences 1998 Reno, NV –Monitoring: Critical Foundations to Protect Our Waters 2000 Austin, TX –Monitoring for the Millennium 2002 Madison,WI –Building a Framework for the Future 2004 Chattanooga, TN –Building and Sustaining Successful Monitoring Programs

Past National Volunteer Monitoring conferences 1988 Narragansett, RI 1990 New Orleans, LA 1992 Annapolis MD 1994 Portland OR –Putting Volunteer information to Use 1996 Madison WI –Promoting Watershed Stewardship 2000 Austin TX (overlapped NWQMC conf) –Moving Into the Mainstream

Ideas for Conference Theme (need to choose one) Monitoring Network: Design and Implementation National Water Quality Monitoring: A Place for Everyone Monitoring from Coast to Coast Plugging into the National Network Integrating many needs through a common design Monitoring Networks: Connecting for clean water Enhancing connections for a common goal Enhancing connection for a brighter future Enhancing connections for clean water Water Quality Monitoring from networks to the Net Casting the Net Water Quality Monitoring from net to Net

Overall Conference Structure Conference Structure – Sunday – Thursday –Convention Hall setup for vendors –Sunday –Breakdown for vendors- Thursday Sunday –registration (continues all week), field trips Monday - begin at 9:00 am end at 4:00 pm (with lunch at 1:00 pm – Workshops – full and half days – volunteer monitoring, EPA & USGS, short courses (Wetlands, Wadable Streams), Monday evening - Plenary Session & Fellows award (5 – 6:30 pm ) – (6:30 -7:30 social & poster exhibition) – J Griffin suggested Plenary be combined with dinner- agreed to by CPC, start at 5:30?, need to work out details Tuesday & Wednesday presentations and posters Thursday –National Network Design Rollout –Field trips

Conference Structure: Tues & Wed mornings 7:00 am – 8:00 am (continental breakfast) 8:30 – 10:00 am – presentation sessions - # concurrent sessions? 4? 5? - in each concurrent session, four 18 min presentations & 2 mins each for questions with 10 min for panel questions etc. (= 90 minutes ) – eliminates ½ hr discussion per session of prior conferences 10:00 – 10:30 am - Break (30 minutes) 10:30 – 12:00 – presentation sessions –In each concurrent session, four 18 min presentations & 2 mins each for questions with 10 min for panel questions etc. (=90 min) Lunch & poster viewing (12:00 – 1:30)

Conference Structure: Tuesday and Wednesday afternoon 1:30 – 3:00 – concurrent presentation sessions –In each concurrent session, four 18 min presentations & 2 mins each for questions with 10 min for panel questions etc. (=90 min) 3:00 – 3:30 pm – Break – longer to view posters? 3:30 – 5:00 pm – concurrent presentation sessions –In each concurrent session four 18 min presentations & 2 mins each for questions with 10 min for panel questions etc.

Conference Structure Additional Activities –Poster-Vendor Reception- Monday –Thursday am* 8:30 – 10:00 – National Monitoring in International arena 10:00 – 10:30 am Break 10:30 -12:00 - National Network Roll out with Q & A sessions Afternoon session for volunteer monitoring groups and possibly two field trips.

Conference Steering Committee Chuck Spooner Dave Tucker Jeff Schloss Linda Green

Conference Workgroup Monthly Conference Calls Quad-Chairs Conference Planning Committee Subcommittes- need heads and members –Program-Agenda-Plenary –Publicity, Sponsors & Vendors –Local Arrangements –Awards/Scholarships

What will Contractor (Tetra Tech) do? Organizational support… Provide staff support to all committees—help set up conference calls, produce/distribute action items, minutes Work with committees to develop, maintain themes and consistency throughout conference planning Develop, produce, print all conference publicity Develop, update, maintain conference website(s) Work with committees to implement various strategies Help organize/lead/facilitate some sessions Work with moderators on organization of all sessions—provide back-up support to moderators as needed Track, log-in, etc all abstracts Create proceedings/agenda CD Develop, distribute guidelines for posters, speakers, moderators Provide facilitation/organizational support during conference

What will NALMS do? Logistical support… Work with convention center/hotel on all logistical issues Work with vendors/exhibitors Work with contractor on website linkages (content, registration) Accept and track registrations, send out registration confirmations Provide logistical support onsite Work with Chattanooga Visitors Bureau Arrange field trips logistics – pay for transportation Arrange catering Handles money