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

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

Tuesday, August 16, 2011

Congress Planning Meeting - August 20, 2011 at 10 a.m.

This Saturday, August 20, 2011 the Congress Planning Group will meet at

Tom Bradley Family Source Center
5213 W. Pico Blvd.
Los Angeles  90019
10:00 a.m. - 12 noon

Monday, August 15, 2011

Workshop Sessions

Thank you to all committee members who came out to last Saturday's meeting.  We voted to approve the sponsorship categories.  Some committee members are working hard to get that $5,000 sponsor!

Thursday, August 11, 2011

Congress Flyer

Planning Meeting - Saturday, Aug. 13 - Downtown LA

Congress Planning meeting this Saturday, Aug. 13 at 1 p.m. at the Historic Downtown Outreach Center.  Parking is available for $5 on Spring Street.

Saturday, August 13, 2011, 1:00 p.m.

Historic Downtown Outreach Center
114 W. 5th Street
Los Angeles, CA 90013

1.  Welcome and Sign-In
2.  Congress Event Schedule (see reverse side)
3.  Congress Budget Update:
• Fundraising - Jay Handel / Mary Garcia 
• NC Funding Update / City Hall costs - Thomas Soong / Melvin Canas, DONE 
4.  Registration Update – Registration Count so far
5.  Volunteer Coordination – John Stammereich
6.  Workshop Sessions - Tony Wilkinson– Final Updates on Sessions so we can move on to promotion of speakers & topics
7.  Congress Event Logistics - Heinrich Keifer – updates from City Staff
8.  Marketing the Congress - Cindy Cleghorn / Nina Royal
Website (NEW) / NC visits / BONC / City Council / Press / Media / E-blasts
9.  Day of Event Program Line Up
10.  Next Planning Meeting:  August 20 – 10:00 a.m.  – Tom Bradley Family Source Center, Conference Room, 5213 W. Pico Blvd., Los Angeles 90019

Wednesday, August 3, 2011

Next Planning Meeting - Sat. Aug. 6 at 8 a.m. at Hollywood Constituent Center

Our meeting will be Saturday, Aug. 6 at 8 a.m.

I know its early! Our time will be limited so we will get right to our meeting. Bring your coffee!

If you are coordinating a Workshop Session, please come prepared with the latest updates as to speakers (confirmed or invited) and if you need help with anything.

We will also talk about the venue set up. Heinrich has updates from meetings with City staff. This will also relate to the Workshop sessions and room coordination.

Thank you to all for helping with Fundraising and Promoting the Congress -- we have received more