January, 2024
Concept
A pod is a central location where UURMaPA members may gather to participate in our virtual conference. The pod may utilize a church with appropriate audio-visual technology to allow group participation for major presentations like the keynote address and also have the capacity for small group breakouts. Alternately, a pod may use a conference center that has the capability of hosting this type of gathering. Whichever is used, it must be fully accessible for our members.
Team Leadership
Each pod should have a team of individuals to share the organization of the pod. At least two people will be responsible for the various needs to put together a successful pod. Three to four would be ideal so that all aspects are covered. One person should be sophisticated in audio-visual technology, or have access to someone to contact in the event of technical issues that may come up during the conference.
Sleeping Accommodations
Organizers using a church should consider where travelers might find sleeping arrangements. The location should be near hotels or motels with different price points. Some pods may offer a list of alternative accommodations such as Airbnb or bed and breakfast locations nearby. If using a conference center, make sure rooms are accessible.
Meals
A pod provides food during the conference. It may provide catered meals on premises where people share the cost or provide a list of local restaurants where people can partake of differing cuisines. Coffee, tea and water should be available throughout the conference. A pod using a conference center will have the meal service provided as part of the cost of the center. Healthy snacks, such as fruit or energy bars, should also be available. A system of reimbursement for alcoholic beverages will allow those who partake to do so without burdening the cost of the pod unnecessarily.
Transportation
Some people may use public transit to travel to the pod location. The pod organizers should identify which modes of travel are convenient to get to the pod. If possible, pick up and drop off for those using public conveyances should be offered. Also, helping people travel from hotels to the church daily should be considered. An alternative is using Lyft or Uber services if they are available.
Technology
Since this is an online and in-person event, the host site should have the capability for adequate interactions with those online and in the room. Robust wireless connections for laptops and a strong, reliable internet connection for the video projector are critical. A person familiar with the host technology is required should technical issues arise. Also, sound amplification is needed for interactions between the pod and others online. This might mean a microphone for speakers who are interacting with a keynote or other presentation. There is also the possible need for assisted hearing devices for individuals.
Breakout Space
There are times for small group sessions as part of the conference. Separate rooms where smaller groups of pod participants can gather will be needed. These spaces should also have wireless connectivity. Comfortable seating will allow for a pleasant experience. Depending on the size of the pod, two to four rooms may be needed to keep the breakouts to no more than 6 individuals.
Costs
Each pod should be self-sufficient financially. Individuals may apply for scholarships to reduce the cost of registration. Each pod should develop a budget for food. The pod location may request reimbursement for the use of the space and or supplies for meals. Pod organizers should not bear the total cost of the pod. A possible solution is to ask everyone attending a pod to contribute the same amount to cover shared meals and drinks excepting alcohol. A pod at a retreat center may apply for an advance to cover the cost of making a reservation. The advance will be paid back through registrations at that site.
Publicity
Each pod will coordinate with the planning committee to publicize the pod location so people may make choices of where to travel. Each pod should highlight local attractions that might entice attendees to come to that pod location. One member of the pod team should be designated as contact to answer questions and create a list of attendees.
Health Concerns
Given that covid continues to affect the our society, the pod organizers need to follow the national and local protocols concerning precautions for in-person meetings, social distancing and mask wearing. Organizers and attendees also need to follow the protocols and mandates of the specific location where the pod will be gathering. The current conditions should be communicated to any who might attend so that they can make their own health risk assessment.
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