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<HTML> <HEAD> <META NAME="GENERATOR" CONTENT="Adobe PageMill 2.0 Mac"> <TITLE>untitled.html</TITLE> <META NAME="AUTHOR" CONTENT="Louis A. D'Amario"> </HEAD> <BODY BGCOLOR="#ffffff"> <P><CENTER><B><FONT COLOR="#000000">8th AAS/AIAA Space Flight Mechanics Meeting</FONT></B></CENTER></P> <P><CENTER><B><FONT COLOR="#000000">February 9 - 11, 1998</FONT></B></CENTER></P> <P><CENTER><B><FONT COLOR="#000000">Embassy Suites Hotel</FONT></B></CENTER></P> <P><CENTER><B><FONT COLOR="#000000">Monterey, CA</FONT></B></CENTER></P> <P><CENTER> </CENTER></P> <P><CENTER><B><FONT COLOR="#000000">CONFERENCE PLANNING CHECKLIST</FONT></B></CENTER></P> <P><FONT COLOR="#000000"><BR> </FONT><TABLE BORDER="1" CELLSPACING="1" CELLPADDING="0" WIDTH="100%"> <TR> <TD VALIGN="TOP" WIDTH="82%"><P><CENTER> </CENTER></P> <P><CENTER><FONT COLOR="#000000">When</FONT></CENTER></TD> <TD VALIGN="TOP" WIDTH="382%"><P> </P> <P><CENTER><FONT COLOR="#000000">What</FONT></CENTER></TD> <TD VALIGN="TOP" WIDTH="40%"><P> </P> <P><CENTER><FONT COLOR="#000000">Who</FONT></CENTER></TD> <TD VALIGN="TOP" WIDTH="111%"><P> </P> <P><CENTER><FONT COLOR="#000000">Status</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">ASAP after <BR> dates, location, hotel, and conference chairs are identified.</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Submit paperwork for obtaining AIAA approval for co-sponsorship of conference - pre-requisite for advertising conference in Aerospace America (i.e., meeting schedule and call for papers).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">or </FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Approved 5/12/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">ASAP after Huntsville conference (2/97).</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Call Embassy Suites to notify them of committee concurrence on hotel selection and set up date for next planning meeting at hotel. <BR> <BR> Contact Monterey Bay Aquarium to reserve 2/9/97 date. <BR> <BR> Request cash advance from AAS. <BR> <BR> Open checking account after receipt of cash advance from AAS. <BR> <BR> Establish master billing account with Embassy Suites (i.e., send in credit application for approval).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">Done </FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">Done </FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">Done </FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">Done </FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Approved 4/9/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">3/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Prepare call for papers (deadline for submitting abstracts is 9/15/97); send to Carolyn Brown for distribution in general mailing and inclusion in Space Times.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Mailed to AAS 3/7/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">3/97 - 4/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Arrange with AIAA to get call for papers published in AIAA Bulletin section of Aerospace America and on AIAA home page; pay page charges ($250).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">or </FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Check mailed 5/12/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">4/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Send call for papers to Shannon Coffey for listing on AAS TC home page.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(4/1/97 5/6/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">5/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Execute contract with Monterey Bay Aquarium and pay $2250 fee for aquarium rental.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Contract and check mailed 5/21/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">6/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Send conference information (registration, hotel, banquet, etc.) to Shannon Coffey for listing on AAS TC home page.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(5/17/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">~7/1/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Prepare and mail second call for papers (deadline for submitting abstracts is 9/15/97); include conference information (registration, hotel, banquet, etc.); request banquet reservations.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Mailed to AAS 6/18/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">7/97 - 11/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Call Robert Jacobs to get authors' instructions for preparation of papers and submission of papers for proceedings, and pre-publication cost of conference proceedings.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(7/23/97) </FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><8/1/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Pay $1000 deposit to Embassy Suites.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Check mailed 7/18/97) </FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><8/2/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Send conference program summary to Shannon Coffey for listing on AAS TC home page.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Sent 7/7/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><8/2/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Send Monterey information to Shannon Coffey for listing on AAS TC home page.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Sent 7/7/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">8/4/97 - 8/7/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Solicit for volunteers for session chairs, paper sales, and registration at Astrodynamics Conference.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><8/9/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Deadline to exercise option with Embassy Suites to cancel fourth day. Decision made to cancel fourth day.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Letter mailed to Embassy Suites 6/19/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">9/97 - 10/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Select speaker for plenary session.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Roger Bourke, JPL Mars Program)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">10/15/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">First cut at conference program: session schedule, number of concurrent sessions, number of papers per session, session titles, session chairs, papers assigned to each session.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(10/22/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">~10/15/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Send session information and long abstracts of papers to session chairs; request feedback on eliminating papers.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(10/25/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">11/1/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Update conference program based on responses from session chairs, withdrawals, etc. Send copy to general chairs.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(11/7/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">11/1/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Mail letters notifying authors of acceptance of papers. Letter includes: (1) cover letter as per example, (2) session summary (session number/name, session chair, list of papers, etc.), (3) instructions for preparation of papers, (4) instructions for submission of papers for proceedings, and (5) cover page for paper. Cover letter contains allowed presentation time, request for 50 copies of paper, request for short biography for session chair, request for short abstract for technical chairs, statement that overhead transparencies are preferred, and request for any special audiovisual needs.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(11/10/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">11/1/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Send revised session information and copy of author acceptance letter and instructions to session chairs; request session chairs to make sure authors submit short abstracts on time.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(11/14/97) </FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">111//97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Prepare material for third mailing: cover letter, conference information, etc. Send to Carolyn Brown for mailing. (Due to AAS by 11/6/97; to be mailed by 11/14/97.)</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Mailed to AAS 11/3/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">11/14/97- <BR> 11/15/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Second site visit by LAD & DVB to Monterey to (1) finalize conference details with Embassy Suites, (2) finalize banquet details with Monterey Bay Aquarium (including menu), (3) investigate motorcoach transportation to/from Monterey Bay Aquarium, and (4) investigate support available from Monterey Convention Bureau.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(11/14/97-11/15/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">12/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Finalize conference program. No changes allowed beyond this point.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">12/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Send final conference program with short abstracts (FileMaker Pro file) to general chairs.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(1/15/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">12/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Send final conference program with short abstracts (FileMaker Pro file) to Shannon Coffey for AAS TC web site.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(1/22/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><1/98</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Prepare final conference program; send to Les Sackett.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(1/15/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><1/98</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Print final conference program (250 copies). Printing done at CSDL at no cost.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(1/23/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><1/98</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Arrange with transportation company for one motorcoach for transportation between hotel and Monterey Bay Aquarium for banquet; pay deposit.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(11/17/97)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><1/23/98</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Return signed event prospectus and banquet sheets along with banquet deposit check to Monterey Bay Aquarium; deposit covers 80% of estimated food and beverage charges ($4368.68).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Mailed 1/10/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><1/29/98</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Pay transportation company remainder of fee for one motorcoach for transportation between hotel and Monterey Bay Aquarium for banquet ($294.76).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(Mailed 1/10/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">2/5/98 12:00</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Notify banquet caterer of final number of attendees (5% overage allowed; absolute maximum is 104).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(2/3/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><2/6/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Print conference registration form containing attendee information (name, affiliation, address, phone, email address, staying at Embassy Suites?, etc.) and conference information (registration fee paid, banquet tickets bought, proceedings purchased, AAS membership fee paid, etc.).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(1/24/98) </FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><2/6/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Print copies of receipt form for conference attendees: registration fee, banquet tickets, proceedings, paper sales, AAS membership fee, etc.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(1/24/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><2/6/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Print conference banquet admission tickets.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(1/24/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><2/6/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Print paper number place holders for paper sales room.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(1/24/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><2/6/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Print sign-up sheet for motorcoach (capacity 47) for conference banquet.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(1/24/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><2/6/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Print volunteer sign-up sheets for registration table and paper sales room. (Get from Les.)</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(1/24/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><2/6/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Print and mount placards for technical sessions, guest lecture, and reception.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></P> <P><CENTER><B><FONT COLOR="#000000">DVB</FONT></B></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(2/2/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><2/6/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Purchase name tag holders and print name tags.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></P> <P><CENTER><B><FONT COLOR="#000000">DVB</FONT></B></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(2/2/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><2/6/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Get supplies needed for conference: cash boxes, pads, pencils/pens, rubber bands, paper clips, stapler, envelopes, pointers, etc.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></P> <P><CENTER><B><FONT COLOR="#000000">DVB</FONT></B></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(2/2/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000"><2/6/97</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Get gift for guest speaker (or at least come up with some ideas).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">or </FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">At conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Obtain breakfast vouchers (for presenters not staying at Embassy Suites), and hotel manager's reception vouchers (for attendees not staying at Embassy Suites); vouchers to be provided by Embassy Suites.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">At conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Recover packages sent to Embassy Suites from AAS Headquarters, conference organizers, etc.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">At conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Enlist volunteers to staff conference registration table and paper sales room. (Mike Ross is working on this.)</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">At conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Determine if any papers have to be withdrawn: i.e., 50 copies of paper are not available and/or the presenter (who is one of the authors) is not at the conference.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">At conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Collect and give to Robert Jacobs: (1) three preprints of each paper, (2) one original of each paper, and (3) 4 copies of conference program (one marked up to show withdrawn papers)</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></P> <P><CENTER><B><FONT COLOR="#000000">DVB</FONT></B></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(some originals are missing)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Provide to Robert Jacobs: (1) copies of registration forms for registrants who have paid for proceedings, (2) remittance for money paid at registration for proceedings, (3) complete name/address/telephone/fax list of all authors, (4) names of editors of proceedings (i.e., conference general and technical chairs), and (5) and list of persons to receive free copies of proceedings (GC, TC, R. Bourke, AAS, AIAA).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(2/26/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Provide preface for proceedings to Robert Jacobs.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></P> <P><CENTER><B><FONT COLOR="#000000">LLS</FONT></B></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(3/20/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Provide front cover illustration for proceedings to Robert Jacobs.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></P> <P><CENTER><B><FONT COLOR="#000000">LAD</FONT></B></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(3/8/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Send payment for AAS TC web site to Shannon Coffey.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(2/26/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Settle account with Monterey Bay Aquarium.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(3/17/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Settle account with Embassy Suites (includes Swank Audiovisual Services).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(2/26/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Provide copies of conference registration forms to AAS (Carolyn Brown).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(2/26/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Provide copies of conference registration forms to AIAA TC (Sal Alfano).</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(2/26/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Prepare final budget report.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(5/12/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Satisfy AIAA co-sponsorship obligations.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">AIAA</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">GC/TC </FONT></CENTER></P> <P><CENTER><B><FONT COLOR="#000000">DVB</FONT></B><FONT COLOR="#000000"> </FONT></CENTER></P> <P><CENTER><B><FONT COLOR="#000000">LLS</FONT></B></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TBD</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Prepare General Chair final conference report.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TBD</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Send program changes (withdrawn papers, corrections to paper titles, author names, etc.) to Shannon Coffey for AAS TC web site.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">TC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(4/15/98)</FONT></CENTER></TD></TR> <TR> <TD VALIGN="TOP"><FONT COLOR="#000000">After conference</FONT></TD> <TD VALIGN="TOP"><FONT COLOR="#000000">Send following items to Shannon Coffey: lessons learned list, conference checklist, past meeting information table.</FONT></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">GC</FONT></CENTER></TD> <TD VALIGN="TOP"><P><CENTER><FONT COLOR="#000000">Done</FONT></CENTER></P> <P><CENTER><FONT COLOR="#000000">(7/19/98)</FONT></CENTER></TD></TR> </TABLE> <BR> </P> <UL> <P><FONT COLOR="#000000">GC = General Chair, TC = Technical Chair<BR> <BR> </FONT> </UL> </BODY> </HTML>