Category: Minutes

MAPOR EXECUTIVE COMMITTEE MONTHLY MEETING AGENDA

August 17th, 2020

12:30 – 2:00 CST/1:30 pm – 3:00 pm EST

Zoom invite

MAPOR MOMENT of the MONTH:  Our MAPOR Moment of the Month recognizes Justine for getting the fabulous newsletter out, describing our conference and call for papers in more detail.  

Attendees: Ned, Lindsey, Mary, David, Kevin, Ipek, Leah, Dana, Evgenia, Justine, Sara, Stephanie

Agenda:

1. Approve July minutes           (Ned)

July minutes approved

2. President’s Update     (Ned)
   1. Statement on inclusion and diversity- endorse AAPOR, https://www.aapor.org/Publications-Media/Public-Statements/AAPOR-Statement-on-Diversity,-Equity,-and-Inclusio.aspx
   2. Mid-September meeting
      1. Please respond to Doodle if you haven’t
      2. Will be heavy focus on conference program and logistics
   3. Call for nominations will go out soon to members (last year sent 8/27)

Input on nominations for fellows and executive council https://docs.google.com/spreadsheets/d/1_qeEYjY2nqwVzMFohy7LCPU598xdnNhFL6DTbMrniXg/edit#gid=2

Proposal to endorse AAPOR’s statement, rather than creating our own statement for MAPOR. AAPOR’s statement is comprehensive and all-encompassing. Ned will circulate the AAPOR statement to Council and give an opportunity to endorse and perhaps add. We will discuss and finalize at next month’s meeting.

Please respond to scheduling poll by end of this week. 

Major agenda items are conference planning and finance update. Ned and Ipek will put together a draft agenda. 

3. 2020 Conference                          (Sara/David)
   1. Abstract acceptance status notifications
   2. Latest update on remote conversion and software
   3. Student Paper Competition Award Updates
   4. Abstract review and conference program
   5. Student paper competition 
   6. MAPOR annual conference fees

1. Moderator role; Networking lunch; Book raffle
2. Speed networking
3. Fellowship program
4. Outreach to specific institutions

We’ve received 17 abstracts, which is lower than previous years. Sara will extend the deadline 2 weeks (September 4) and will increase reach out to potential participants. Sara will confirm with Tom Smith whether a 1-week extension to student paper deadline is okay. Even though we’re behind where we were last year, a last-minute push is normal. And, if we have fewer papers/sessions, it’s fine – we have strong key presentations already lined up and we can have more of a focus on those.

Conference software: two final options are Cadmium (AAPOR used) and Prestige. Had a good meeting with Prestige, big advantage is the tech support that they provide during virtual conferences. Still waiting on cost estimate. Hope to have decision made by end of this week.

Conference speakers are confirmed and have a good sense of how they will engage with the virtual interface (without knowing yet final software). 

Sara, Ned, Mary, and Allison meet to discuss sponsorship. With either software platform, there are some good options for how to integrate sponsors (“commercials”, sponsoring individual sessions, etc.). The cost of an “exhibit hall” is too much, but we could schedule a “session” for a vendor or sponsor if they prefer.  

For “live” sessions, we will need to identify moderators, to manage questions and discussions. Whether we have “discussants” is still up in the air. If so, might be good idea to run a training or practice session for the moderators/discussants. For poster sessions, Sara is thinking about how to engage Fellows to provide support to poster presenters.

4. Treasurer’s Report                           (Kevin)
   1. Budget Updates

Checking: $35,598

Savings: $45,025

Kevin received a $440 check from AAPOR for people who became members through their website. He will deposit to savings this week. And, Kevin received new list of members from AAPOR to add to our database. 

For next meeting, Kevin will prepare cost scenario tied to virtual conference. Mary reported that sponsorship commitments seem to be down from last year – too early to make final prediction. 

5. Communications                     (Justine)

Justine will amplify the call for submissions to social media, highlighting the extended deadline. Then will add additional touches as we get closer to September 4.

6. Sponsorship   (Allison/Mary)

Notifications/requests went out to previous sponsors last week. Mary will give 2 weeks before she follows up with non-responders. 

7. Webinars            (Patrick)
   1. Fall:  AAPOR short course or other presenters?

Lindsey reviewed AAPOR presentations and sent some ideas for follow up. Two topics are identified, but will take some work with presenters to make them effective topics for a MAPOR webinar. Patrick prioritizes “practical take-aways” for our attendees. 1) How to measure Hispanic ethnicity? (build on Census presentations) and Measuring perception of discrimination (Pew experimental questions); 2) [???]

Patrick will send out a description of topics for Council review and discussion. He is prepared to go ahead with the “ethnicity” topic for the fall webinar (mid-October) but he needs to work with Census/Pew to modify their AAPOR presentation to make it more relevant for our audience. 

8. Summer/Fall 2020 Mixer           (Evgenia/Lindsay)
   1. Should we try a Zoom happy hour?

Evgenia attended the PAPOR event in Zoom (about 20 people attended). Introductions, 2 Truths and a Lie, then small break-out rooms to play another game. It went well, and MAPOR could do something similar. Evgenia will send around a proposal/recommendation. Target on timing will be early October. In addition, we’ll do some sort of “get togethers” tied to the Conference in November.

9. Website              (Patrick)    

Link to the current newsletter is posted.

10. Other business?            

Evgenia is trying to find email addresses of the Fellows to contact them regarding mentorship program. Such a list exists – Sara will post it in MAPOR drive. 

Next Meeting: Annual meeting in mid-September!

Committee Composition: 

1. Conference (Sara, Dana, David, Leah)
2. Sponsorship (Allison, Mary)
3. Webinar (Patrick, Lindsay)
4. Website (Patrick)
5. Student Award (Ipek, Ned, Kevin, Dana, Evgenia)

GO MAPOR GO!

MAPOR EXECUTIVE COMMITTEE MONTHLY MEETING AGENDA

July 20th, 2020

12:30 – 2:00 CST/1:30 pm – 3:00 pm EST

Zoom invite

MAPOR MOMENT of the MONTH:  Our MAPOR Moment of the Month recognizes Sara and the conference committee for their diligent work on the upcoming MAPOR conference, and releasing the Call for Participation last week!  I’d like to also thank Patrick for taking on extra responsibility with the website.  

In attendance: Ned, Lindsey, Leah, Kevin, Evgenia, Patrick, Justine, Mary, Sara, Dana, Stephanie

Agenda:

1. Approve June minutes           (Ned)

June minutes approved

2. President’s Update     (Ned)
   1. Sad news about Ashley
   2. Statement on inclusion and diversity
   3. Mid-September meeting; virtual with actual happy hour if feasible?  
      1. Will send Doodle 
   4. Input on nominations for fellows and executive council https://docs.google.com/spreadsheets/d/1_qeEYjY2nqwVzMFohy7LCPU598xdnNhFL6DTbMrniXg/edit#gid=2

Should MAPOR craft our own statement of inclusion and diversity? It’s something we believe in, and our recent conferences have focused on that. Should we align on AAPOR’s statement? If any Council members are interested, reach out to Ned.

Last year Council met in mid-September to finalize plans for conference. We should do same thing virtually this year – think about how the rest of the group can help with conference planning. (FYI, AAPOR Council meeting is September 14 & 15)

Continue to think of potential names for Exec Council and Fellow nominations. 

3. 2020 Conference                          (Sara/David)
   1. Latest update on remote conversion and software
   2. Call for Conference Participation and Student Paper Competition Announcements launched
   3. Student Paper Competition Award Updates
   4. Abstract management programming and review updates
      1. Next step for abstract review, program compilation

1. Moderator role; Networking lunch; Book raffle
2. Speed networking
3. Fellowship program
4. Outreach to specific institutions

Call for participation was distributed. Confusion about how abstracts@MAPOR.org email address works… Team will trouble shoot ☺

The Cadmium quote MAPOR received is significantly higher than AAPOR quote, but it includes features we don’t need, will look for ways to cut. Meeting/demo scheduled for Friday (7/24). Sara will try to check in with Kristin O prior to the meeting, to get feedback on AAPOR experience. Leah had several groups respond to her, but two of them are not really what MAPOR needs. Prestige is the one group with whom we’ll move forward – Leah is setting a meeting with them next Wednesday. Several Council members will join both meetings. 

Conference program: Burton Reist from Census giving pedagogy hour. Evgenia, Justine, and Sara are working on organizing a session on “representation”…recorded presentations, then all presenters will come together for discussion/live Q&A. Who publishes in our academic journals? What are demographics? Leah is talking with a sociologist working in area of health disparities; Sara talking with communications professor on representation in the media; also exploring connection with Barbara Riesman (UIC) on topic of LGBTQ+ representation. Sara is excited that the virtual format is allowing this flexibility and experimentation on content. 

Evgenia started list of potential university departments – should we send the call for participation to these departments? Evgenia will send emails and copy Sara.

Later will discuss Speed Networking and In Memoriam sessions.

Idea to organize presentations by topic, rather than trying to fit them together by “session”. 

Idea of pairing students with Fellows/mentors to work on specific projects. We’ll work to identify mentors, will announce program at Conference, and teams have ~10 months to complete projects and present at 2021 Conference. Evgenia will draft descriptive email, and Ned will send to all Fellows to gauge interest. 

4. Communications                     (Justine)
   1. Summer newsletter launch
   2. What other communications in spring on our news, including social media postings?

Justine has content, is working on newsletter. Also working on FB and Twitter updates.

5. Sponsorship     (Allison/Mary)

Once we have a selected conference platform and understand how it works, we can define how the different levels of sponsorship will look. Then will reach out to existing sponsors, and think about who we can add. Idea to frame sponsorships as not just supporting the conference but also supporting students/the future of social science research/etc. 

How to handle vendors and a virtual “exhibit hall”?

6. Treasurer’s Report                           (Kevin)
   1. Budget Updates

Checking: $35,765

Savings: $45,025

Not much change in our accounts. Need to make some sort of announcement about Doris Graber contribution – wait until conference, put a note in program, and also at business meeting?

MAPOR is PCI compliant for the year. 

7. Webinars            (Patrick)
   1. Fall:  AAPOR short course or other presenters?

Lindsey offered to finish reviewing the AAPOR presentations, and see if she finds anyone to recommend. The last webinar had a very technical focus; maybe use COVID as a topic? 

8. Summer/Fall 2020 Mixer           (Evgenia/Lindsay)
   1. Should we try a Zoom happy hour?

Maybe connect with PAPOR and get input on how their Happy Hour worked. Evgenia will follow up with Bob Davis.

9. Website              (Patrick)    

10. Other business?            

No other business.

Next Meeting: August 17th 2020 at 12:30 CST

Committee Composition: 

1. Conference (Sara, Dana, David, Leah)
2. Sponsorship (Allison, Mary)
3. Webinar (Patrick, Lindsay)
4. Website (Patrick)
5. Student Award (Ipek, Ned, Kevin, Dana, Evgenia)

GO MAPOR GO!

MAPOR EXECUTIVE COMMITTEE MONTHLY MEETING AGENDA

June 15th, 2020

12:30 – 2:00 CST/1:30 pm – 3:00pm EST

Zoom invite

MAPOR MOMENT of the MONTH:  Our MAPOR Moment of the Month recognizes council for participating in the VAPOR event last week, and providing the best trivia questions!  

Attendees: Ned, Lindsay, Mary, Leah, Ipek, David, Allison, Patrick, Evgenia, Justine, Edward, Kevin, Sara, Stephanie

Agenda:

1. Approve May minutes           (Ned)

Minutes approved

2. President’s Update     (Ned)
   1. MAPOR at AAPOR 
   2. Planning for bigger meeting (was at NORC last year)
   3. Input on nominations for fellows and executive council

All-chapter party went pretty well. Each chapter gave a 1-minute presentation, then chapter trivia game. Seems like we could replicate this for our own virtual conference.

Usually we have a larger in-person meeting in the fall to plan the conference. Even if we can’t be in-person, should we plan on a longer Exec Council meeting in September to help with planning? One question is the timing of the call for abstracts – extend a bit? If so, have longer meeting in late September…

 Note that we need to start thinking about nominations for fellows and exec council. Ned provided link to master spreadsheet – add to it if you have ideas. 

3. 2020 Conference                          (Sara/David)
   1. Latest update on remote conversion and software
   2. Call for Conference Participation and Student Paper Competition Announcements
   3. Student Paper Competition Award Updates
   4. Abstract management programming and review updates

1. Moderator role; Networking lunch; Book raffle
2. Outreach to specific institutions

Conference committee met last week. 1) Will schedule a call with anyone on Exec Council who attended the AAPOR conference, to collect impressions on software (Cadmium) and format. 2) Leah has reached out to several other vendors (Subversive, Prestige, 4^th Floor Creative). Prestige seems like it could be a good option and they can schedule another demo of others want to check them out. Meet with 4^th Floor Creative tomorrow to explore options and pricing. Prestige and Cadmium have similar prices. Discussion of whether to record all presentations or to also incorporate some live interaction. Seems like recording is better for the presentations – removed connectivity issues and requires less “moderation”. We need to think about the “chat” feature and be clear on how to use it, etc. And, if pre-recorded, what is the value of grouping into “sessions”? 3) Launch call for participation late June – will keep it similar to prior years, just remind people of virtual considerations (may need to pre-record, post earlier than conference dates, etc.). 4) Looking at conference theme, add panel on Why Representation Matters in Research… women, people of color, LGBTQ, etc. Sara is asking for input and suggestions on panel members. 5) Student paper competition will be announced at same time as call for participation – need to review language to address virtual format. How many awards? Let’s wait and see how many papers are received. 

4. Treasurer’s Report                           (Kevin)
   1. Budget Updates
   2. Impact of conference switch

Checking: $35,946.36

Savings: $45,024.65

We believe costs for a virtual conference will be low, although calculating whether we can break even will depend on a few variables.

1. Sponsorship: If we can maintain a fair percentage of our sponsors, we will be able to tolerate high conference costs and still break even. However, given the financial situation of universities and organizations at the moment, we expect that sponsorship will decrease this year.
2. Attendees and Membership: We expect that attendance to the conference will be lower than previous years.  This may have an adverse effect on membership, as I assume a lot of folks will not renew their membership unless they attend the conference. If we keep costs low, perhaps we can increase attendance??
3. Software costs: This is still unknown, although costs reported from AAPOR were about $15k for their virtual conference. This is a tolerable amount for us, and we should be able to get a rate that is well below that as we will have a much smaller conference than AAPOR.

Also, keep in mind that our finances are very strong. We intended to spend up to ~$8k this year on travel awards which we will not need to spend this year. Overall, we could absorb a big hit for the conference (~10-20k) and still be strong financially.  

5. Communications                     (Justine)
   1. Newsletters for 2020: May/June (Spring), (October)  Fall
   2. What other communications in spring on our news, including social media postings?

Usually spring newsletter goes out right before AAPOR. Justine will finish the draft and send it around for review. Will include survey results, etc. Will try to include some concrete info on virtual conference. Think about timing with call for abstracts.

6. Webinars            (Patrick)
   1. Fall:  AAPOR short course or other presenters?

Nothing is set yet. Considering October date for webinar, so have a little time to finalize plans. Something on COVID-19? Could we merge with virtual conference?

7. Summer/Fall 2020 Mixer           (Evgenia/Lindsay)
   1. Should we try a Zoom happy hour?

Something to consider for fall. We may be able to have an actual happy hour, depending on situation.  

8. Past President                 (Ipek)
   1. Student award subcommittee 

With virtual format, need to re-think these awards and how they’re structured. For next year (2021), think about travel awards and maybe also diversity awards. Idea of “fellowship” award that matches students with mentors, they work together on a project. Evgenia will draft a timeline for consideration.

9. Sponsorship       (Allison/Mary)

Would be helpful to know more about the format of the conference, before we draft our “ask” for sponsorship. Hard to know how many universities will be constrained by spending freezes.  Edward offered to join the Sponsorship team.

10. Website              (Ashley/Patrick)                        

Nothing new to report.

11. Other business?            

Ideas to help students: speed networking, webinar to help with preparing CV or preparing for interviews, etc. 

Next Meeting: July 20th 2020 at 12:30 CST

Committee Composition: 

1. Conference (Sara, Dana, David, Leah)
2. Sponsorship (Allison, Mary)
3. Webinar (Patrick, Lindsay)
4. Website (Ashley, Patrick)
5. Student Award (Ipek, Ned, Kevin, Dana, Evgenia)

GO MAPOR GO!

MAPOR EXECUTIVE COMMITTEE MONTHLY MEETING AGENDA

May 18th, 2020

12:30 – 2:00 CST/1:30 pm – 3:00pm EST

Zoom invite

MAPOR MOMENT of the MONTH:  Our MAPOR Moment of the Month is to recognize Sara, David, Dana, Patrick, and Leah for their work starting to adapt our 2020 conference to a remote platform.  This will be our largest undertaking of 2020 and they have gotten off to a great start thus far.

Attendees: Ned, Patrick, Evgenia, Kevin, Ipek, Lindsey, David, Mary, Edward, Leah, Dana, Allison, Stephanie

Agenda:

1. Approve April minutes           (Ned)

Approved.

2. Presidents Update     (Ned)
   1. MAPOR at AAPOR- likely Zoom Chapter event 6/10 at 5:00 or 6:00 EST
      1. MAPOR Zoom backgrounds? 
   2. Good news from hotel (Amada)    

Hotel is not imposing any penalty for canceling 2020 conference – good news! 

Ned received info on the AAPOR chapter events, he will follow up. There will be some sort of interactive activity, based on chapter teams. We should put some effort into publicizing event. June 10, 7:00p eastern.

3. 2020 Conference                          (Sara/David)
   1. Latest update on remote conversion
      1. Messaging for members
   2. Call for Conference Participation and Student Paper Competition Announcements
   3. Student Paper Competition Award Updates
   4. Abstract management programming and review updates
4. Moderator role; Networking lunch; Book raffle

We want to use a vendor/contractor for providing virtual conference tools. Talking with JSM and AAPOR to learn from their experiences (Ipek will start an exchange with AAPOR/Delia). Trying to keep this more “dynamic” than a long webinar… How to integrate speed networking? How to simulate “coffee breaks”? 

Sara drafted message to membership announcing virtual conference. Should we include specific dates? Does it make sense to keep the Friday/Saturday schedule? We should keep it reasonable and determine capacity, then craft call for participation based on that capacity. Important to have ability to record (or, pre-record) sessions – at least keynote and pedagogy sessions. 

Need to keep in mind University spending restrictions. Members may not be able to charge even a lower registration fee. We should make decisions that assume small amount of revenue coming in. And assume “transient” attendance at sessions. 

Next steps: 1) we need to get a sense of costs associated with conferencing tools, then develop a few budget options; 2) send message announcing virtual conference ASAP – and, how do we quickly gauge interest in joining the virtual conference?; 3) in June, send call for participation, which should include a cost estimate for participants; 4) finalize plan for fellowships, to match students with mentors – to increase interaction around conference

4. Treasurer’s Report                           (Kevin)
   1. Budget Updates
      1. Potential remote conference impact

Checking: $37,085.76

Savings: $45,024.30

Doris Graber gift will be earmarked for Annual Student Paper award.

MAPOR finances continue to be very strong. Over the past 5 years we have averaged an annual surplus of ~$6,500. Prior to COVID-19, we planned to spend an additional ~$8,000 this year towards student awards and travel grants. Initial projections estimated that we could absorb these costs for several years. Due to COVID, Kevin ran projections for dropping the conference this year. The bottom line is that the overwhelming majority of our costs are driven by the conference. He estimated conservative projections for revenues – membership (50% reduction), sponsorship (50% reduction), webinars (100% reduction) and conservative projections for costs. Under these assumptions, MAPOR would generate a small surplus for the year ~$1,200.  If we lose all sponsorship for the year, we would run a deficit of ~$4,500.  If we lose ALL revenue for 2020, essentially not collecting any membership fees for 2020, we would run a deficit of ~$7,000. Even the worst case scenario is tolerable over the long term and does not threaten the financial security of the organization.

Virtual Conference.

CVENT can host virtual events but the software is not a conference hosting platform. They need to be integrated with another software to host the event.

CadmiumCD – This is the software that will be used by AAPOR for this year’s annual conference. Kevin reached out to them to schedule a demo and discuss this as a software to host our conference. One benefit of using the software would be that those who register and use it for AAPOR would be familiar with the platform. In addition, we would be able to obtain insight and experience from those who are hosting the AAPOR conference. Potential costs are unknown at this point. Kevin assumes the estimate of cost would be based on the products we would select and use.

5. Webinars            (Patrick)
   1. Fall:  AAPOR short course or other presenters?

Nothing new to report. Depending on how virtual conference comes together, perhaps skip the fall webinar. Still plan to “scout” from AAPOR. According to our survey, many members are interested in “survey methods” as a webinar topic. 

6. Communications                     (Justine)
   1. Newsletters for 2020: May (Spring), (October)  Fall
   2. What other communications in spring on our news, including social media postings?

Wait until next month to publish “spring” newsletter, when we have details of conference further along.

7. Summer/Fall 2020 Mixer           (Evgenia/Lindsay)
   1. Should we try a Zoom happy hour?

Let’s see how AAPOR goes…  One idea is to identify a smaller group, like students, to have a virtual happy hour/meeting. Use something like “hangouts”, or breakout rooms, to connect in smaller settings.

8. Past President                 (Ipek)
   1. Student award subcommittee 

Nothing new to report.

9. Sponsorship       (Allison/Mary)

On hold until we know a bit more about our conference format. And, keeping in mind university spending restrictions. Think about how we can leverage new “on-line” format to highlight sponsors.

10. Website              (Ashley/Patrick)                        

Nothing new to report.

11. Other business?            

Evgenia finished analysis from member survey. How to disseminate results? Include summary stats in spring/summer newsletter, highlighting what’s the same, what changed, etc. 

Next Meeting: June 15th 2020 at 12:30 CST

Committee Composition: 

1. Conference (Sara, Dana, David, Leah)
2. Sponsorship (Allison, Mary)
3. Webinar (Patrick, Lindsay)
4. Website (Ashley, Patrick)
5. Student Award (Ipek, Ned, Kevin, Dana, Evgenia)

GO MAPOR GO!

MAPOR EXECUTIVE COMMITTEE MONTHLY MEETING AGENDA
April 20th, 2020
12:30 – 2:00 CST/1:30 pm – 3:00pm EST

MAPOR MOMENT of the MONTH: Our MAPOR Moment of the Month is for everyone who contributed to our huge webinar, blowing-out all records. Special thanks to Patrick for organizing that and making it happen during COVID-19.

Attendees: Ned, Justine, Kevin, Ipek, Stephanie, Patrick, Mary, Sara, Leah, Ashley, David

Agenda:
I. Approve February minutes (Ned)

February minutes approved. No March meeting/minutes.

Leah Dean (new member): starting at RTI DC office next week. Volunteering as ad-hoc member of exec council.

II. MAPOR at AAPOR (Ned)
a. Actually may be something
i. Meetings being set-up
Might be something virtual, in conjunction with the AAPOR virtual conference. Is there interest from the chapters to have a mini virtual meeting? Ned supports some type of MAPOR participation – he will continue to join discussions, see how it evolves, and report back.

III. Treasurer’s Report (Kevin)

Checking: $28,562.66
Savings: $45,023.94

Doris Graber listed MAPOR as a remainder beneficiary in her trust. Kevin has been in communication with the legal group distributing the funds for the last few weeks. They indicated the amount to be distributed to MAPOR will be approximately $7,500, which is almost twice their original estimate. They will be sending a check to Kevin within the next week however Kevin may not be able to get the check until the stay at home order has been lifted.

Membership list updates:
334 Members
76 students (23%)
258 non-students (77%)
Tax filing:
MAPOR non-profit status for state and federal is up to date for the year.

Membership survey: 153/528 = 29% RR, AAPOR RR2 (2 partial completes)

Kevin cleaned the dataset and posted a copy of the data to the Google drive. There is an SPSS file available and he will post an excel file today. Kevin asked if someone was willing to create set of response frequencies for the data. An example from last year is posted with this year’s results.

IV. Webinars (Patrick)
a. HUGE Spring webinar with Rebecca Powell
b. Fall: AAPOR short course or other presenters?

Final count was 238 registrants (~127 through AAPOR email); peak 144 attendees (~120 attendees stayed through the end of the session). Comments from people at small local gov’t offices who expressed strong interest in learning R. Variety of fed agencies – FDA, USDA, Census. Overall, a successful publicity event.

AAPOR will still have on-line short courses, so MAPOR could pick one to use as our fall webinar. Also, some suggestions for topics came through member survey.

V. 2020 Conference (Sara/David)
a. When do we come up with a remote plan?
i. Hotel implications?

Discussion: Need to come up with remote plan soon. We need to investigate hotel contract to see by which date we have to make decision. Contract language is not clear. We need to be cautious and not assume we can move forward as normal. Multiple options to consider: keeping dates but going virtual, rescheduling to later date, just skipping the 2020 conference. Need to keep in mind restrictions that universities are putting on travel and non-essential expenditures. Kevin will reach out to CVent and see what solutions they might have for virtual conference hosting. Discussion that we should decide on format before sending out first invitation for participation – need to think about what content is most appropriate for the MAPOR membership (may be different than AAPOR). Should we do a brief survey to members, on the topic of virtual conference? Consensus is that we don’t want to open up to too much input.

Motion to change 2020 conference to remote format. Approved by Council.

Ned will contact hotel.

Will decide on messaging to membership soon – will send out early May.

Discussion about free registration for students, increased emphasis on paper competitions, etc.

b. Speaker Updates: Trent Buskirk has agreed to lead our short course on interactive graphics with R (shout out to Patrick for suggesting him!) and Claudia Deane , VP of Research and polling expert at Pew will lead our keynote (shout out to Jenn Agiesta for suggesting her!)! Sara is still working on a pedagogy hour speaker – like to build on the theme of measuring identities and making research more inclusive and have been looking for folks who work in measuring demographics such as race. If anyone on council has seen or heard of any interesting presentations please reach out!

c. Call for Conference Participation and Student Paper Competition Announcements – will be working on this towards the end of the month.
d. QUESTION: should the call for participation address or include a tentative plan? Eg, we plan to move forward with our schedule as usual (or do we build in more time for abstracts?
e. Student Paper Competition Award Updates – will be included in above announcements. Maybe send separate communication to MAPOR and AAPOR listservs after announcements go out?
f. Abstract management programming and review updates

VI. Communications (Justine)
a. Newsletters for 2020: May (Spring), October) Fall
b. What other communications in spring?

Will include some data from member survey, updates on the decision to go to virtual conference, small segment on MAPOR to AAPOR. Maybe delay the Spring newsletter a bit, until we have more solid information.

VII. Summer/Fall 2020 Mixer (Evgenia/Lindsay)
a. Ann Arbor in August or September?

No discussion today. We’ll see how things evolve. Glad we fit in our Chicago event!

VIII. Past President (Ipek)
a. Student award subcommittee

Will continue paper competition. If virtual conference is free, no compelling reason to pursue making awards.

Evgenia will continue to update the university list, to try to target departments for membership.

IX. Sponsorship (Allison/Mary)

How much drop will there be in sponsorship? Maybe not a big concern because we won’t need as much sponsorship if we don’t have in-person conference. We need to consider how best to frame sponsorship requests – what is compelling in the environment of a virtual conference?

Usually the push for sponsorship is summer, and the goal is to get funds in time to prepare paper conference program.

X. Website (Ashley/Patrick)

Nothing to report.

XI. Other business?

Discussion of communication with members in general – make sure we have solid information before we share it.

For May meeting, Kevin will prepare a review of the budget, and what the impact may be on not holding an in-person conference.

Committee Composition:

I. Conference (Sara, Dana, David)
II. Sponsorship (Allison, Mary)
III. Webinar (Patrick, Lindsay)
IV. Website (Ashley, Patrick)
V. Student Award (Ipek, Ned, Kevin, Dana, Evgenia)

MAPOR EXECUTIVE COMMITTEE MONTHLY MEETING AGENDA
February 17th, 2020
12:30 – 2:00 CST/1:30 pm – 3:00pm EST
Dial-in: 1-866-244-0944; passcode: 5175115#

MAPOR MOMENT of the MONTH: Our MAPOR Moment of the Month is for our Secretary-Treasurer for getting the membership survey ready to launch. Thank you Kevin!
Attendees: Ned, Lindsay, Sara, Patrick, Ipek, Leah, Dana, Kevin, Justine, David, Evgenia, Ed

Agenda:
I. Approve minutes (Ned)
Meeting minutes from both December and January are approved.

II. Membership Survey (Kevin)
Kevin implemented all feedback and has finalized the survey. 313 current members + last year’s members will receive the survey. Protocol will include email invitation with link to survey, plus up to 3 non-response reminders. Kevin will update email communications to reflect Ned’s name, then send out later this week.

Last year, Council was excluded from the survey. Decision to follow same protocol this year.

III. Treasurer’s Report (Kevin)
a. Updates
Checking: $28,224
Savings: $45,023
b. Membership list updates
313 current members, but have not received January list from AAPOR (so may be small number of additional members). Decision to not wait to launch MAPOR survey.
c. Tax filing
Kevin filed federal form this morning. Purpose is to maintain not-for-profit status.

IV. Chicago Mixer: New date (March 10) (Ned/Kevin/Stephanie)
a. Monk’s Pub
b. Plan for roll-out and announcing
This coincides with AAPOR Council meeting. MAPOR will offer 1 drink ticket to everyone who signs in. Kevin will coordinate with Monk’s one week before event to give them a heads up and figure out how exactly to implement drink tickets.

Justine and Ned will plan communications – social media now, then reminder closer to date.

Note that mixer falls on an “election” day (several state primaries), so may be a conflict for some members.

V. Communications (Justine)
a. Launch February newsletter
Draft of the winter newsletter will sent around for feedback later this week.
b. Newsletters for 2020: February (Winter), May (Spring), October) Fall
c. What other communications in winter/spring?
Justine will send around calendar for social media communications, and also running list of newsletter topics, for comment/input.

VI. 2020 Conference (Sara/David)
a. Conference theme
b. Speaker Updates
c. Call for Conference Participation and Student Paper Competition Announcements
d. Student Paper Competition Award Updates
e. Chromebook acquisition: when, what, how many?

Conference theme: Why Representation Matters?

Working on getting speakers lined up. Election, diversity topics. It’s been difficult getting attention of potential speakers – maybe due to election activities. Trying to get speakers lined up by end of February (Sara will share list of potential speakers already contacted)

Calls for participation and student competition application is drafted in March, sent out in early May. Documentation from last few years is available on MAPOR drive, and can be used as templates.

Need to sign hotel contract – Sara will follow up with Ned. Or maybe not… last contract signed may still be in effect. Sara will confirm if what she received was the event order – needs to be compared to 2019 event order and to contract for 2020.

Chromebook purchase – push to spring or early summer. Also need to assess need for laptops once we tour new conference space in hotel.
 

VII. Webinars (Patrick)
a. Spring: Rebecca Powell confirmed
b. Fall: AAPOR short course or other presenters?
Rebecca is confirmed for April 8. Topic is Data Management the Tidy Way (using R, integrating with Tableau, etc.). Info will be in Feb newsletter, and announcements through other media will be made in early March.

Fall webinar/short course plan is not set yet. Patrick will scout potential speakers during AAPOR.

VIII. Summer/Fall 2020 Mixer (Evgenia/Lindsay)
a. Potential cities
b. Who is attending from MAPOR Council?
Ann Arbor and/or Madison in September – keep on radar

IX. Past President (Ipek)
a. Student award subcommittee
Dana, Kevin, Evgenia, Ned and Ipek met to brainstorm on student awards. Spend ~$6000-$8000 per year on student travel award or some type of merit award. When should new award be announced? Needs to be discussed. Want students to be aware of opportunity, but don’t want to compete with paper awards.

X. Sponsorship (Allison/Mary)
No report this month. Ned will follow up.

XI. Website (Ashley/Patrick)
a. Updates to calendar for events
Will update with Chicago mixer, webinar, etc.

XII. AAPOR All Chapter Event (now “official”) Updates (Ned)
a. Ponce City Market on the Friday night
b. Sponsoring photo booth ($1500) and raffling one membership and conference registration

XIII. Other business?
None raised.

Committee Composition:

I. Conference (Sara, Dana, David)
II. Sponsorship (Allison, Mary)
III. Webinar (Patrick)
IV. Website (Ashley, Patrick)
V. Student Award (Ipek, Ned, Kevin, Dana, Evgenia)

MAPOR EXECUTIVE COMMITTEE MONTHLY MEETING AGENDA
January 24th, 2020
12:00 – 1:30 CST/1:00 pm – 2:30pm EST
Dial-in: 1-866-244-0944; passcode: 5175115#

MAPOR MOMENT of the MONTH: Our MAPOR Moment of the Month is for our new webmaster Ashley for learning WordPress and making the necessary 2020 updates. Thank you Ashley!
Attendees: Ned, Ipek, Kevin, Evgenia, Lindsey, Mary, Stephanie, Patrick, David, Ashley
Agenda:
I. Approve minutes (Ned)

(Request for Ned to attached previous meeting minutes when he sends monthly agenda)
Decision to defer minute approval to next month, when we will approve both December and January minutes

II. Membership Survey (Kevin)
a. Updates based on feedback
b. New instrument
c. Launch date

Decision to keep Q13 on overall satisfaction with conference. Add question on speed networking and formal interview options. Will remove reference to discussants. Make some other minor adjustments, based on feedback.

Plan is to make final changes next week, program, then send via Qualtrics. Kevin will send a test link, and requests that Council members run through and send feedback on bugs. Kevin will send Ned draft of invitation email to approve. Plan is to launch by 2nd week of February, which is just before our next monthly Exec Council meeting. Prenotification communication will be sent 2-3 days before survey. Kevin will send through CVent.

Concerning sample – should we send just to members or to everyone (“friends of MAPOR”)? Decision: send just to current and last-year MAPOR members.

Student survey (on topic of cost burden): have only 8 responses; different universities have different policies on how they do or don’t cover costs of attending conference. Intention of survey was to collect information to help us make decisions on distributing student travel grants. Responses will be summarized and shared with Council (Evgenia).
 

III. Treasurer’s Report (Kevin)
a. Updates
b. Membership list updates

Current bank account balances:
Checking: $27,578
Savings: $45,023

Accounts are pretty stable right now, no big change from last month/end of year figures. Two sponsors who have not yet paid; trying to track them down – but our surplus is still higher than we projected last year.

Kevin will update membership list and make sure it’s complete before sending the survey.

IV. 2020 Conference (Sara/David)
a. Conference theme
b. Speaker Updates
c. Call for Conference Participation and Student Paper Competition Announcements
d. Student Paper Competition Award Updates
e. Chromebook acquisition: when, what, how many?

Sara and David have not had a chance to connect (congrats again to Sara!); they will have a more substantial update for next month’s meeting.

Brief discussion on purchase of new Chromebooks for use during conference presentations. Patrick offered to help determine needs (5 machines; what specs?) and keep eye out for good deals.

V. Potential 2020 Mixers (Evgenia/Lindsay)
a. Potential cities and times of year
i. Should we consider a Chicago one (since a lot of us are here :))
b. Who is attending from MAPOR Council?

Lindsey asked for input from both Madison and Ann Arbor colleagues. Madison suggested to wait until summer, rather than this semester. Ann Arbor suggested to avoid various spring breaks, AASRO, etc. Neither location was able to identify concurrent conferences or other events on which to piggy-back. Still need more discussion on Ann Arbor timing – is April too close to Chicago event (see below)? Is there a benefit to holding during SRC’s Summer Institute session? Is waiting until September too late (consideration of deadline for 2020 conference abstract submission)?

In Chicago, AAPOR Council meeting is March 9-11… idea to have MAPOR mixer event on March 10. Ipek/Mary will check with Nora Cate, and Ned will check with Kevin regarding last location/arrangements.

Should we identify local universities/organizations that don’t currently participate in MAPOR and target them with mixer invitations? Suggestion to cover 1 drink and appetizers at each event.

VI. Past President (Ipek)

Initiative left over from last year is student awards – we have $$, so need to decide how much to spend. Ned and Ipek will create committee (Ned, Ipek, Kevin, Evgenia) to explore number of awards, dissemination, etc.

VII. Sponsorship (Allison/Mary)

What are possible targets for additional sponsors? Who has been in the mix for years? Who has never been in the mix? Ron L. or John S. may have started a spreadsheet to track this – Mary will pursue. What is our pitch to potential sponsors – what’s in it for them? More info will be shared at February meeting.

VIII. Communications (Justine)
a. Newsletters for 2020: February (Winter), May (Spring), October) Fall
b. Plan to solicit content for Winter newsletter in early Feb
c. What other communications in winter/spring?

Last year we had 3 newsletters. Justine will reach out to others to finalize content of February newsletter – can be heavily based on last winter’s.

Also thinking about social media releases – ex. March 10 mixer in Chicago.

IX. Website (Ashley/Patrick)
a. Updates
b. Conference presentations updated?
c. Ned will review for content and other changes we could make over year

Ashley completed initial updates. Ned will review and make further suggestions.

X. Webinars (Patrick)
a. Late Spring: Rebecca Powell?
b. Fall: AAPOR short course or other presenters?

(Patrick had to leave the meeting early. Ned will follow up for an update)
 

XI. AAPOR All Chapter Unofficial Event Updates (Ned)

Ned is on the committee to plan the AAPOR All Chapter event in Atlanta – rooftop party!

XII. Other business?

Committee Composition:

I. Conference (Sara, Dana, David)
II. Sponsorship (Allison, Mary)
III. Webinar (Patrick)
IV. Website (Ashley, Patrick)

MAPOR EXECUTIVE COMMITTEE MONTHLY MEETING NOTES
December 16, 2019
12:30 – 2:00 CST/1:30 pm – 3:00pm EST

MAPOR MOMENT of the MONTH: Our MAPOR Moment of the Month is for our outgoing council for a successful MAPOR 2019, with special thanks to our Conference Chair Dana Garbarski. MAPOR 2019 was an outstanding event characterized by professional execution and collaboration.

Attendees: Ned, Justine, Lindsey, Mary, Kevin, Sara, Patrick, Ipek, Alison, Dana, Genny, David

Agenda:
I. Welcome New Council Members: Introductions
a. Stephanie Chardoul, David Sterrett, Lindsey Witt-Swanson, Ed Ledek
i. Need to add to website
b. Welcome new Student Liaison Evgenia Kapououz!

New council members – please send photos to post to the website to Ned unless you would prefer we use photos you provided for the election.

II. Past President (Ipek)
a. Hotel Bill

The final hotel bill was $26,226.17. This was lower than previous years. Dana reviewed the bill and identified several areas where the bill was lower than usual. Kevin delivered the check and it has cashed.

III. 2019-2020 Council Transition (Ned/All)
a. Monthly meeting schedule
b. MAPOR Google Group; Google Drive; Website; and MAPORnet

Ned will reach out to new members and make sure they have access to the appropriate folders and files. Please reach out to Ned if you find you do not have access.

c. Committees/new roles/transition meetings
i. Conference (Sara, Dana, David)
ii. Sponsorship (Allison, Mary)
iii. Webinar (Patrick)
iv. Website (Ashley, Patrick)
v. Student Events (Evgenia)

Kevin will send a list of email addresses of early career and student members to Genni so that she can send an email and query about their expenses. Kevin will reach out to Genni to discuss revising questions and reaching out to those folks.

Grants/Awards Committee – We need to get together a group to begin considering how we are going to distribute funds in 2020. Ned, Ipek, Dana, and Kevin will start this out and will pull in others soon. Kevin presented a list of tasks during the in-person meeting and the business meeting during the conference. This information is contained in the slides from the business meeting.

Ned suggested a speed networking event during the next conference?

IV. 2019 Conference Debrief (Dana/All)
a. All expenses paid/conference hotel receipt?
b. Thank you notes to sponsors/any unpaid invoice?
c. Conference overview
d. Business meeting items

The only remaining outstanding cost for 2019 finances is to cover the cost of the video editing of Barbara’s presentation. The video is being edited now and the costs will be finalized before the next council meeting.

There is only one outstanding invoice for sponsors. Alison and Kevin will follow up with that group. In previous emails, the sponsorship chair has sent an email asking sponsors for feedback and thanking them for their support.

Hotel gave us a 10% discount on the final bill. They forgot to give us a projector for the keynote and for this and other oversights they decided to reduce the bill. They did not include all of the costs for the desserts we added during the conference, we weren’t sure if that was intentional or not.

Having more breakout sessions was very helpful. It was unfortunate that the air temperature could not be better adjusted in the rooms which had been broken in half. We should consider this next year as it doesn’t seem possible to regulate the temperature in those rooms to comfortable levels.

We talked about purchasing Chromebooks or other simple laptops that we could usde instead of having to borrow laptops from RTI or another organization. Ned and Ipek should think about how much they want to spend for these. Patrick believes that a good estimate of cost would be around $250 per unit. We should have a group review what type of models we should purchase. It would be nice to be able to have laptops purchased at the same time so that they can be updated at the same time.

Dana will upload the latest documents from the conference onto the drive. She will work with the website group to make sure the slides or other digital materials are uploaded and available. Dana will work with Ned to make sure the appropriate communications go out to MAPOR members letting them know when these are available.

V. 2020 Conference (Sara/David)
a. Conference support committee
b. Other items

Member spoke with Sara about volunteering for support on the conference. She will include her in meetings about the conference going forward. Dana and Patrick will also continue on the conference support team for 2020.

Sara will be in out January because of her soon to be delivered baby! : )

We need to start thinking about a theme but Sara has a tentative theme of, “Why Representation Matters”. She is going to be very intentional about thinking about speakers in line with this theme. She will think about getting communications out about this soon.

VI. Member Survey (Kevin)
a. Plan to launch early February
b. Next steps

Kevin will make the first review the survey and distribute to EC members for feedback. Conference chair and President should pay particular attention to the survey and consider what they would like to edit, add, or delete. We should be mindful about only including survey questions where we have a plan for the data, otherwise we just include length and increase burden to the survey.

Ned suggests asking Ed if he can assist with this process.

VII. Treasurer’s Report (Kevin)
a. Updates
b. Membership list updates

Checking: $28,094.65
Savings: $45,022.44

Kevin will close the books on the 2019 budget at the end of the year. As of now we have a surplus of approximately $8,200.

Kevin will work to compile the member list for 2020. After this is complete we can send the member survey.

VIII. 2020 Mixers (Ned)
a. What should we do?
i. Events in Ann Arbor, Madison (or elsewhere)

1. Coincident with other events

What are conferences or events that occur in these cities where we would consider having a social event? It is nice when we can try to have an event where we would invite other who are not MAPOR members so that we can try to recruit them to membership.

IX. Communications (Justine)

Social media was great during the conference this year and we had a special emphasis on sponsors.

X. Website (Ashley)
a. Updates
b. Ability to upload conference presentations
Ned to update the new EC members for the website. Ned will reach out to Ashley to get those updated.

XI. Webinars (Patrick)
a. Plan for 2020
We had a late spring and fall webinars last year. Ideally we would continue this is 2020. Target for April and October. Patrick is going to reach out to Rebecca Powell about having a webinar on using R. She presented at a previous AAPOR conference and her talk could probably be reduced down to a MAPOR webinar.

We may think about recruiting important and significant speakers during the AAPOR conference. Can we recruit more persons and plan for more than two conferences per year?

Kevin will look into if AAPOR speakers are able to share their presentations with other groups? He will review the agreement between AAPOR and their webinar presenters. We want to be sure we are not asking them to do something they have agreed not to do.

XII. Other business?

MAPOR EXECUTIVE COMMITTEE MONTHLY MEETING AGENDA
November 18, 2019
12:00 – 1:30 CST/1:00 pm – 2: 30pm EST

MAPOR MOMENT of the MONTH: Our MAPOR Moment of the Month recognizes 2018 – 2019 Executive Council members. Thank you all for your hard work! It has been a pleasure serving with you.

Attendees: Ipek, Kevin, Ashley, Mary, Mandy, Josh, Sara, Dana, Justine, Patrick, Ron, Colleen, Allison, Ned.

Agenda:
2019 Conference (Dana)
Registration (238 as of 11/18; most likely will break last year’s record)
Follow-up emails to first time attendees, early career, and students. Colleen will follow-up with students about these events. Ipek and Ned will follow-up with the others.

Add more to continental breakfast? note people who stay at hotel get breakfast. We have a larger group for the short course so may need to increase this to accommodate the increase.

Program addendum: printed or posted? We will print addendums and put them on the registration tables.

Program + signs. Should be delivered within the next day or two.
Set-up logistics and support needs. We used WhatsApp in the past and we will use it again this year. Kevin and Patrick will show with the equipment and MAPOR materials around 3. Kevin will send a WhatsApp text when they arrive so folks can help bring up the materials. Dana and Colleen will do the walk through around 2:30.

Friday lunch counts and event orders. 98 for lunch.

Tables for networking events: review so we are taking the lead at a table. We have assigned a few tables and we will place people where we need them the day of the conference.

Sponsor tables. We have 5 tables confirmed. We will remove the 6th table.
Counting attendees at each session. Can we have moderators report if the conference session was well attended or not attended? This may be a better way to collect this data than trying to make actual head counts. Sara and Dana will develop a form for moderators to capture this info.

Point for next council to consider: early registration from participants to prevent last minute pulling out of the conference! Other organizations handle this in different ways. Dana can look into how this is done as ASA. We put this topic on the agenda for the next meeting with the new council.
Student engagement/events at the conference (Colleen) . Colleen has been in contact with student members about events. The new student liaison can assist Colleen during the conference.

Certificate for the student paper competition winner (Kevin). Kevin will pass this to John or Ipek.

Volunteers and table staffing (Kevin). Kevin has 2 students and 2 staff from his lab to help out. He may need other times for people to fill in briefly while he goes to lunch or goes to the bank to get Stephanie added to our account. Kevin will reach out via WhatsApp for assistance when it is needed.

Awards session (Ipek). Plaque is made, Ipek will bring it to conference. We are set for the keynote and the Awards ceremony.

AAPOR @ MAPOR (Ipek). AAPOR will have a table with registration. Adam Thocher will be at the conference and will be at the booth at some times throughout the conference. The AAPOR chapter and relations chair will be at the conference and will attend the business meeting for a brief presentation.

Member Meeting (Ipek)
Slide deck (Ipek, Ron, Ned, Dana, Kevin, Allison, Colleen)
Final slide section to Ipek by 2:00pm Saturday

Ipek will email the speakers to update their slides for the meeting.

2019 Council Lunch During the Conference (Ipek)
Cantina Laredo (508 N State St, Chicago, IL 60654)
November 23rd (Meet at lobby @ 11:45am)

Please RSVP with Ipek if you have not done so.

Council Contact During the Conference (Ipek/Ned)
Council Contact Document Hyperlink

Please update your name and number of the list. Ned will set up the WhatsApp group for this year. Expect an invite soon.

Communications (Justine)
Social media postings and pictures during the conference
Volunteers to assist
AAPOR 75th anniversary digital message request

We want to make sure we have an official presence on social media during the conference. Justine will be posting but needs assistance for others. Colleen and Mary will tweet out where they take part in the conference. Justine will meet with them to share access to the MAPOR Twitter account.

Sponsorship (Allison/Ron)

We are waiting for payments from 4 groups although they have all confirmed their sponsorship. Allison will follow-up with 1 more group.

MAPOR 2019 Election Updates (Ipek/Kevin)

Congratulations to our new council members!

Treasurer’s Report (Kevin)
Update
Member Survey

Checking: $55,149.33
Savings: $45,022.09

Current hotel cost estimates are lower than anticipated. Current estimates of year-end budget indicate a surplus of ~$4,000. This is primarily driven by increases in overall conference registration numbers, however unanticipated increases in the short course attendance and increased revenue from webinars also contributed to this surplus. Other expenses were lower: printing costs were lower, we only named one student paper award winner, and council meeting costs were less than anticipated.

Historically the member survey has gone out in December or January. However, last year the member survey went out shortly after the conference. Kevin was the lead on this as the Associate Secretary / Treasurer. Without an associate, I have not had the time to push this forward and take input from council on the survey. Kevin recommended putting the survey on the agenda for the next EC. Ron suggested that we get at-large members to assist with the survey in the future.

2019-2020 Council Transition (Ipek/Ned)
Meeting schedule
Updating Google Groups

Other Business?

The IT restrictions for RTI laptops have increased since last year. Patrick will have individual log-ins for each computer and will set these up on Thursday.

Sara can help with the recording of the pedagogy hours.

AAPOR anniversary messages. AAPOR has identified a platform by which members can identify as MAPOR members and provide anniversary messages or express gratitude for AAPOR. We will make a video during the MAPOR lunch.

Next Meeting: Member meeting Saturday, November 23 at 4:30 pm

MAPOR EXECUTIVE COMMITTEE MONTHLY MEETING MINUTES

October 21, 2019

12:00 – 1:30 CST/1:00 pm – 2: 30pm EST

Dial-in: 1-866-215-5503; Passcode: 9109781#

MAPOR MOMENT of the MONTH:  Our MAPOR Moment of the Month recognizes Dana and the conference committee for their diligent work on the annual MAPOR conference planning. Also, I would like to thank Patrick for his work on organizing the MAPOR webinars. 

A message from Kevin – “Big shout out to Patrick for hosting such a successful event.” 

Present: Ipek, Ned, Ron, Ashley, Dana, Justine, Allison, Josh, Sara, Patrick, Colleen

Agenda:

1. 2019 Conference               (Dana)
   1. Registration (72 registrants to the conference as of 10/18/19 at 3pm)
      1. 59 general, 16 students; 33 for lunch so far
      2. 16 for short-course (room can do 35 in classroom style; could convert to theater style if get to close or go over); we expect another ten from Amerispeak at least
      3. Friday morning working group will recap February interviewers + interviewing workshop. The working group has 15 registrants so far
   2. Conference program
      1. Two papers have been withdrawn
         1. Still need chairs/discussants (Sara) and final images (Allison)
            1. Allison says will have EOD (Dynata and U of C SLAB)
               1. Dana will follow-up if necessary
            2. Waiting for info from Frank M. as well
   3. Hotel room block 
      1. Haven’t heard from Ranka recently. Ipek suggested Dana to call Ranka as she is more responsive via phone.
         1. As of 10/7 were on track
            1. Dana will follow-up with Ranka, Jeff, Anada
            2. May need to send email to registrants
   4. Budget/estimated costs
      1. Budget will be similar to last year with some small changes
   5. Student paper competition 
      1. Received additional paper from solicitation from Dana; 3 submissions in total
         1. Have reviews back from half of fellows at this point
         2. All appear to be substantive, and so may only give one award this year
   6. Sponsor tables and info
      1. We only have one firm “yes” so far
   7. Laptops + Book raffle donations + printer/signage 
      1. Won’t be doing book raffle this year, rather next year’s registration fees will be the raffle prices. 
      2. Dana will get signs printed at Kinko’s in advance of conference
      3. Patrick will provide laptops from RTI
         1. One will have HDMI for keynote; will test built-in webcam
         2. Could get better webcam if will be doing more streaming in the future
   8. Anything else? 
      1. Dana suggests going to lunch tables to lead conversations with people may not necessarily know, so that is a true “networking” lunch; will be a way to bring in new people
      2. Will have programs printed and delivered directly to NORC
      3. Sara is in need of two session chairs, and Ron, Allison have volunteered

1. Student engagement/events at the conference             (Colleen)
   1. 16 students registered so far
      1. Ned, Ipek, or Dana will send note to early career people about Sara’s early-career panel as well as events that Colleen is planning
         1. Will likely have lunch at Quartino on the Saturday
         2. Happy hour was on Thursday at the Kerryman last year, with approximately 10 RSVP, 7 attendees
            1. Will open happy hour to “early career”
      2. Ipek will send an email about student activities at MAPOR and highlight free student lunch on Friday via MAPORNET and AAPORNet

1. Other conference related updates   (Ipek)
   1. “In memoriam” session updates/plans
      1. Joe Murphy working with Tim Johnson on a tribute to John Loft
      2. Chuck Whitney (past president 1985-86) also passed during 2019 and Fellows also acknowledge this along with their tribute to George Bishop. 
   2. Fellow and student paper award announcements at Keynote
      1. Ipek will ask Nora Cate or John S. if they prefer presenting the award
      2. Ipek will share draft keynote agenda and her talk with Dana
      3. Ipek will order a plaque to be presented to the 2019 Fellow 
   3. AAPOR Booth and presentation at the conference
      1. AAPOR MCR chair Tamara Terry and Kellen staff Adam and Eric will be there with the booth; Tamara will present on AAPOR membership at business meeting    

1. Sponsorship     (Allison/Ron)

• Ron suggests acknowledging sponsors earlier in conference, based on feedback from Question Pro
• Could have a “meet the sponsors” table at lunch
• Ipek will thank the sponsors before the keynote
• Justine and Allison will thank sponsors individually via social media, and tagging them

1. Treasurer’s Report               (Ipek on behalf of Kevin)
   1. Budget updates
      1. Checking: $32,755.70 (increase due to conference registration, webinar)
      2. Savings: $45,021.71

1. MAPOR equipment inventory 
   1. Kevin will create inventory list when back in town 
2. Registration materials/name badges + ribbon for name tags
   1. Ipek will confirm with Kevin have enough tags, ribbons
3. Ipek will confirm with Kevin to make sure we have a certificate for the student paper competition winner

1. Communications                     (Justine)
   1. Plans on upcoming social media postings/communication w/ members
      1. Sponsor highlights
      2. Conference related updates
   2. Social media postings at the conference 
      1. Dana will follow-up with Justine re conference-related postings

1. Succession Planning         (Ned)
   1. Ipek and Ned meeting this week to discuss plan for succession in appointed positions (Student Liaison, Webinar Coordinator, Sponsorship Coordinator etc.) as well as newly elected positions

1. MAPOR 2019 Election Updates   (Ipek)
   1. Ipek and Kevin meeting soon to discuss programming and schedule

1. AAPOR Chapter Party (MAPOR representation)         (Ipek/Ned)
   1. SAPOR organizing chapter party
   2. Ned and Ipek will talk offline about being representative

1. Anything else?
   1. Recent webinar had 27 concurrent log-ins