Pittcon 2021 General Committee Updates and Plans Amidst COVID-19 Uncertainty
The Pittcon 2021 General Committee reflects on past meetings and members, highlights key missions and changes post-COVID. They discuss plans for the upcoming conference in light of the pandemic, exploring options for a live/hybrid or virtual show. Emphasis is placed on driving committee efforts, reducing costs, and ensuring the best conference experience for all participants.
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2020-08-20 Pittcon 2021 1stGeneral Committee meeting
Ed Ladner USDOE-NETL 2009 Pittcon President Pittcon member for > 40 years 2001-2 Chair SSP 2000-1 Chair-elect SSP Ed will be very much missed by us all . as a great friend and a caring Committee and Society member
Dr. Iona Black Active Society member for over 20 years Active Pittcon Committee Week Staff ~ 20 years Her Student Aides were always best-in-class Affectionately remembered by all who knew her
Pittcon Mission Statement Advancing and enriching scientific endeavor by connecting scientists worldwide, facilitating the exchange of research and ideas, showcasing the latest in laboratory innovation, and funding science education and outreach. Thank you to Helen Boylan and Rocco Pacella for developing Mission, Vision & Values Statements for Pittcon
A New Normal Pittcon 2020 was the last pre-Covid Conference You will ever attend!
Dramatically Changing Landscape GBAC Star Accredited (Global Biorisk Advisory Council) New bus, taxi, Uber & Lyft Terminal New pedestrian walkway Video signage Water bottle filling stations (3) All hotels < 1 mile of Conv. Center On-line room specifications https://www.mccno.com/planners /floorplans-capacities/ Pittcon 2021 will be first large post-COVID show Meeting Planner Portal pw = spice
Time for New Ideas & Processes The post Covid Era will Start in 2021 and will be with Us for a long time!
2021 Pittcon - Will it Take Place? There continues to be is a high level of uncertainty due to Covid New Orleans is still Yellow We must plan for 2 options: Live / Hybrid show is a go or Virtual only show is a go Continue to drive our committee and office efforts to enable either option Proactively identify opportunities to reduce our cost footprint in all committee work Put together the best Conference and Show ever for Program, Short Courses, Exposition, Networking and Employment
Pittcon 2011-2020 Income/Expense/Net Steady decline in Income, we MUST reduce our Expenses Expenses range from $4.8M to $6.3M Steady decline in Income + no systematic reductions in expense = declining net income We have been net negative 3 times (2017, 2018, 2020) and effectively net zero once (2014)
Hall Updates Covid-related issues (GES, Hall, etc) We are expected to measure surface temps of all entering Convention Center Administer color coordinated (day-specific) wrist bands for those <=100.4F Refuse entry to those not passing (after 2nd test a few minutes later) Plan, execute and bear all costs of above Details remain to be clarified with ENMNOCC GES/On-Peak/Callaway Most folks are on furlough Contacts may differ from those listed on roster More to follow as we get closer
Status Updates Pittcon 2020 WU meeting (Teams) held 7/30/2020 Final Reports highest completion than any time in >10 years Pittcon 2021 PC Team working on hybrid conference for 2021 (Scott K. lead) Target to have vendor and path in place by end September Contract re-negotiations existing contracts New Contracts and Purchases Delay as late as possible before committing. Contracts: Verify escape clause in event of Covid-related cancellation
Status Updates Pittcon 2021 2021 Budget released to Chairs 2021 Roster released to Committee 2021 Room assignments released to Chairs months ago 2021 Expo Status ~470 booth (186 companies) 5 seminar rooms 2021 Program status 40 symposia accepted 15 award symposia Call for papers open Financial Infrastructure & Process Optimization (addit l slides)
Financial Process Optimization Benchmarking study completed in June Opportunities for improvement were identified The implemented improvements should reduce time required for accounting/reporting/closing processes Next phase of project started late July QB online implementation QB training and certifications in process New Chart of Accounts consistent with non-profits More efficient financial analyses, auditing, tax reporting Revised coding Monthly accounting process outline Optimized closing and reporting processes Virtual and in person consulting visits Three month project duration target
Pittcon 2021 Schedule Pittcon 2021 Ends on Wednesday, March 10, 2021 Impacts ALL Committees Most Impacted Committees (those with vendor contracts) A-V Committee Arrangements Communications Technology Expo Housing/Transportation Short Courses Registration Security Program Activities PIE
2021 F2F Schedule 2-Mar-21 Tuesday 3-Mar-21 Wednesday 4-Mar-21 Thursday 5-Mar-21 Friday 6-Mar-21 Saturday 7-Mar-21 Sunday 8-Mar-21 Monday 9-Mar-21 Tuesday 10-Mar-21 Wednesday Expo move in begin GES lines floor Suite starts Short Courses Short Courses Short Courses Short Courses Short Courses Committee B'fast starts Program ends @ 5pm Program-all day Program Program Security/SOA begins SOA flies in Reg opens (pm) Posters Posters Posters Posters Expo ends @ 3pm Expo Expo Science Week Science Week Employment opens @ noon Employment ends @ noon Employment Employment Pittcon Heritage 4:45-5pm Mixer (Posters) Coulter Lecture 5pm 5:30-7pm NIJ Posters/Mixer Frm Pres. Dinner @ HQ hotel Waters Dinner @ HQ hotel Award Recpt after Coulter @ HQ hotel Pittcon Party ? No Plenary
Pittcon Office Update New Hires: Corey Gerheim (x209) - Program - gersheim@pittcon.org Colleen Felentzer (200) will start Monday, August 24 - Society Admin. - felentzer@pittcon.org
Office Staff/Committee Expectations Joe Cox dedicated to: QB online certification/conversion to QB on-line Implementing revised Chart of Accounts/coding Developing/documenting new processes and schedules Shelley Simpson-Forget Hybrid Conference (w/Scott) Program interface updates (A2Z, Experient, etc) No Insite, warrant, expense, etc. visits to Joe (options discussed later) No Office, Teams, computer, etc. visits to Shelley or Scott Office door will remain locked because of COVID regulations
Office Notes The updated Pittcon Mission, Vision, and Values will be posted on the website by early next week. These statements were emailed to all committee and staff members. These should be reviewed and kept by all. These will be promoted to our attendees, exhibitors, media, and extended audience. Marketing will be compiling a timeline for committee and staff reference. 1st phase will come out in early September. Coordinate with your committee s staff member on dates to be included in this timeline, or contact the Marketing staff directly if you do not have a direct staff liaison. Please contact the Marketing staff directly if you have any updates to the Pittcon.org website or updates to be included in the Pittcon Particles newsletter (Maranda). Marketing will be distributing the Pittcon 2021 marketing plan on September 1. It will be accessible by all via the committee site.
Your Toolkit Anti-virus protection Do not open attachments unless you know the source www.webroot.com E-mail Committee Chairs/Chair-elects No company info/taglines in Pittcon e-mail communications All e-mail, Teams, software questions to John Sember not Shelley Meetings Video Meetings MS Teams Conference Calling www.freeconferencecall.com Conference office 8 to 12 Rec333 larger meetings (25)
Your Toolkit The Pittcon Website http://www.Pittcon.org E-mail group addresses listed Warrant, Personal expense, site trip expense procedures SD-Insite All questions to Eli Absey not Joe Cox Business Cards Valarie Cassidy Any help requests not addressed above Contact Tammy
Your Toolkit Training (Sember/Varine) Outlook E-mail Committee Chairs No company info/taglines in Pittcon e-mail communications MS Teams Expenses/Warrants See training at Pittcon.org Under Expenses Eli Absey Room Layouts (for Mtg. Coord.) Get room specifications (and drawing) from website Instructions TBD for C or C-E to make electronic drawings No hand drawn submissions
Your Committee-Specific Toolkit The 2020 Final Reports Your Committee timelines 2020 Invoice Detail Spreadsheet Review charges from 2020 Decide what you really need for 2021 Identify lower cost options (if available) Identify and communicate what you do not need In contract specifications with vendors When Office equipment, A-V, Catering, etc. request forms go out Your Budgets Accomplish your work as cost effectively as possible Beat your budget, if more $ needed, make a business case Communicate special needs if they arise
Help Chain Stuff Happens Reach out for help, if needed Reach out BEFORE your deadline Your Help Chain: Your committee Neal Dando Eli Absey Jonell Kerkhoff
Dont Hesitate to Question We are in this together!
Presidents Comment Whatever Successes We Have Achieved in the Past and Whatever We May Enjoy In The Future Depend Upon The Priceless Assets of Deep- Seated and Meaningful Personal Integrity C.E. Woolman, Founder, Delta Airlines
Thank You for Your Work and Support ! Any Questions?
