25^th Annual Minority Health Conference

Planning Committee Minutes

Tuesday, October 22, 2002

Meeting began at 4:01pm.

I. Announcements

· Speaker meeting scheduled today 10/22/02, 5-6 in Ros. 101

· Publicity meeting scheduled for 10/30/02, 5-6 in Ros Student Lounge (2^nd floor). Email Kisha at kmerchan@email.unc.edu with questions.

· New Business for next meeting will be the discussion of brochure illustration, which should depict the conference theme.

II. Minutes – October 8, 2002 Meeting

· Paraphrased by K. Hanson, and accepted by committee

III. Old Business

a. Conference Theme – K. Hanson announced this as the final theme

b. Conference attendance costs – K Hanson needs to check in the Yolanda and Barbara about the final breakdown of the registration fees. Was unable to report accurately.

IV. New Business

a. Timeline – K. Hanson reported that we are on schedule for the month of October. We should be working on recruiting speakers, developing all publicity materials, solidifying web cast participants, and identifying sponsors.

b. Committee Reports

· Budget/Finance – K. Hanson reported on M. Hickens behalf. The sponsor recruitment letter has been created and is being approved. If persons on the committee have contacts with organizations and/or companies that they think should be solicited, please let M. Hickens know. K. Hanson will ask M. Hickens to make the database of letter recipients available so that people will know if a company needs or can be added.

· Speaker – W. Robinson announced the meeting scheduled today. They had one meeting since our last planning committee meeting where three major session topics were discussed and developed. The sessions include Qualitative Research, Health Disparities & Politics, and Race Based Medicine. They are thought that the Health Disparities & Politics session will be a conference wide session involving a panel discussion. This may involve two session times as oppose to one. S. Wilson said this has been done before, so logistically it wouldn’t be a problem. K. Hanson suggested to proceed with developing the other sessions and planning for the panel discussion.

· Publicity – Danielle Spurlock reported on K. Merchant’s behalf. Announced the upcoming meeting. B. Holt announced the completion of the Conference Save the Date postcard. It was circulated during the meeting. 7000 were printed. 1500 remain for conference/lecture/presentation distribution. Email Kisha if you need postcards. Y. Ferguson, A. Kim and S. Wilson will be at APHA and volunteered to help distribute cards. We might consider giving promotional materials (e.g., overhead, cards, Powerpoint slide) to UNC faculty and staff we know who are presenting at the meeting. B. Holt also reported which committees are responsible for the many parts of the brochure. Committees directly involved with the brochure are the Budget/Finance, Publicity, Poster, and Speaker committees. Mid-November is the goal date to have most of the information for the brochure identified.

· Poster – Y. Ferguson and committee met with previous poster session committee chair, Seronda, on 8/10/02. The language for this year’s communications with potential presenters will be amended to inform them that their information will be posted on the web. Deadline for poster abstract submission is Monday, 1/13/03.

V. Adjournment – 4:43pm