Tuesday, September 20, 2011

Just a few days to go before the Congress

We held our final committee meeting last Saturday and now we are busy working on the final details.

Committee members who volunteered to help set up on Friday will need to get their year, make, model and car license plate to Melvin or Thomas at DONE so they can arrange Friday parking.

Pre-Registrations are now over 450.  We've increased our catering guarantee to accommodate everyone.

Here are some other resources to keep up with the Congress.  Look forward to seeing you on Saturday !

Thank you, Cindy


Wednesday, September 14, 2011

Committee Meeting 9/17

A Congress Planning Committee meeting will be held this coming Saturday in Van Nuys, Braude Center.  Time to follow.

Friday, September 9, 2011

Congress Planning Meeting Agenda
Saturday, September 10, 2011, 12:30 p.m.
Historic Downtown Outreach Center
114 W. 5th Street
Los Angeles, CA 90013

1. Welcome and Sign-In
2. Review Overall Congress Day Event
Saturday morning Committee Set Up & Staff Coordination
3. Review Set Up Plans for Friday, Sept. 23
• Signage, Registration, Exhibit Tables, other ?
• Committee Volunteers on Friday
4. Review Final Workshop Sessions – Room assignments
5. Review Volunteer Coordination – Cadets, City Year, Other? Who are go
to persons on the day of the event?
6. Review Marketing the Congress – Brief review Event Signage, visits to
NCs, Website, E-blasts, Press Releases to the media, RAFFLE ? other ?
7. Review Congress Budget & Fundraising
8. Future Congress Committee Meeting Schedule
Sept. 17 Van Nuys
Sept. 23 (FRIDAY) – 3 p.m. move items and set up with DONE.
Sept. 24 (CONGRESS DAY) arrive 7 a.m. and Clean Up 4 p.m. -
- Congress Wrap Up meeting will be on Saturday, Oct. 1 following
the LANCC meeting.
Adjourn (2 pm or sooner)

Sunday, September 4, 2011

September 3 Planning Meeting Notes

Site Planning - reminder to all that coordination from now forward will be with DONE staff.  The committee has completed their plans for getting all into City Hall and now passes this on to DONE and City staff.

Workshop Sessions - a few final bios and speaker names need to be turned in to Tony and Cindy.  Be sure to send in ASAP, no later than Sept. 7.

Volunteer Coordination - Name and contact info for volunteer leaders promised.  We now move on to youth volunteer confirmations, which we are waiting for final confirmation.  Jay, Melvin and Heinrich will finalize this list and map out the volunteer needs. Heinrich has the latest list as of this meeting.  Several on the committee also signed up.

Raffle --  Idea for coordinating a RAFFLE received a split vote so those interested in coordinating will present plans at next week's meeting. Committee members interested in planning for a Raffle will present their plan at the Sept. 10 committee meeting.

Registration - Randy will be getting the name badges ready from the pre-registrations we have so far.

Early Set-Up -  All on the committee are asked to help set up on Friday, Sept. 23.  A team of three will go to DONE at approx 3 p.m. to help load and move items from DONE office to City Hall.  All other volunteers for this task are asked to be at City Hall no later than 5 p.m.  Meet in the Rotunda.  We will set up as much as we can.

Marketing the Congress - check the nccongressla.com website often for updates.  We still need to visit some NCs who have not registered.  Latest is we are down to 5 NCs not pre-registered.  Thank you to DONE for e-blasts.  Thank you to Stephen/Enci Box for promos.  Press releases to the media have gone out.

Next meeting after PlanCheck at 12 noon.  Agenda to follow in a day or two.

City Council will vote Tuesday to approve the Congress at City Hall.

Thank you!

Saturday, August 27, 2011

Aug. 27 Planning Meeting Notes

Site Planning is complete.  DONE staff will coordinate final details with City staff.

All who pre-register will receive an e-mail a few days in advance with confirmation, parking information, map.

There will be a Check-In area for volunteers, speakers, press will be in the kiosk area near the Mayor's office.

Pre-registration cut off is Sept. 22.  This will give time for last minute sign ups to have a pre-printed name badge.

Bag stuffing with City directories to be coordinated with volunteers from a senior center.

We have 240 registered so far.  Approx 75 NCs attending.  We need to get to 25 more NCs so all present.  This outreach effort will be shared by all on the committee.

We are planning for a definite 500 participants.  Will consider a contingency plan for 600-800.

Signs:  Suggest that we include signs on tables to encourage those seated to eat and move on to exhibit areas and networking opportunities.  Volunteers needed for table clean up.  Designate one of the rooms as a "Networking Room" (this needs more discussion).   Welcome Banner.  Ask Tom Soong re: DONE signs already available and easels.

Registration Name Tags -- Randy Waller agreed to do these on his home computer.  Need to provide him with paper.  Tags will be color coded for pre-registration, on site registration, staff, volunteers, speakers, electeds, press. Cindy will coordinate paper.

Budget:  More NCs are confirming contributions to the Congress.  Walmart is main title sponsor.  DONE is partner.  Law Offices of Ron Galperin is sponsor.

Room Assignments - Reviewed number of registrations and capacity.  May need to move some sessions to larger

Volunteer List - Volunteer youth to be confirmed.  Committee volunteers needed for Friday for set up and after 4 p.m. for clean up.   On day of Congress everyone will know where and what they are doing.

New form for non-website registrations.

Promotion -- Phone, personal visits, personal contact by all on the committee.  DONE e-blast should include that all should plan to arrive early to have a leisure breakfast and networking opportunity.

Raffle - we will discuss this at next week's meeting as an incentive to pre-register.

Workshop Sessions -- All session rooms will have equipment needed but we still need to know.   We are coordinating film and audio recording sessions to be posted to the website.

Event Schedule for the day (Production) - Cindy is drafting this timeline so we know who's doing what when. 

Program book -- Bios need to be sent in to Tony Wilkinson and Cindy ASAP.  Deadline to layout is Sept. 6, to printer is Sept. 15.

Thank you to the WLANC for hosting our meeting.

Next week's meeting at 12:30 after LANCC.

Thank you all for your hard work! 


Friday, August 26, 2011

Congress Planning Meeting - August 27, 2011 at 10 a.m.

This Saturday's Congress Planning Meeting will be held in West L.A. where the West L.A. Neighborhood Council meets:   The WLANC offices are located in the West L.A. Municipal Building, 1645 Corinth Avenue (Civic Center plaza) in West L.A.. Please note that the entrance is on the west side of the building, opposite the Court House (not the main entrance).

At this meeting we will finalize the following:

City Hall -- After several walk-thru meetings with the City's Special Events staff, Fire Marshal, DONE staff and Catering we will review the final plan for the day's event.  Need final map for printing in program.

Registration - Count is at 240

Signage for the Day's event

Workshop Session Speakers - All sessions should be completely organized and include someone to introduce the session.  Review sessions to be sure they match to the original theme and plans.  Review sessions for number of registrants to see if any sessions need to be merged or speaker / content revised.  Review handouts to be provided on day of the event by speakers / moderators and also that they are available in PDF format on the day of the event.  Speaker bios/photos -- not all are coming in.  May only have room for short bios only

Volunteers -- Last Saturday Jay volunteered to help with confirmation of volunteer list.  Need 25 volunteers confirmed for the entire day.

Promoting the Congress - Reaching out to the NCs not yet signed up or those with only one or two sign ups.  See website at nccongressla.com

Event Schedule for the day -- Cindy will review the timeline for the day's event and who is doing what when.

Full agenda to be posted later today. 

BIG Thank you to all our Committee volunteers for their hard work in organizing this year's Congress.

-Cindy Cleghorn

Wednesday, August 24, 2011