Agenda For Sab Conference Call Wedne (2)

Agenda for SAB Conference Call, Wednesday, August 14, 2009, 4-5pm Outcomes: • Afterward, we should be able to create a Save-the-Date card: ◦ Location decided ◦ Dates decided ◦ Student fees decided ◦ General content decided • These tasks will have people assigned to them: ◦ Publicity strategy ◦ Fundraising strategy ◦ Action plan development 1. Greetings!! How is summer going? 2. New Information and Proposals: 1. Amber, Colin, and Elizabeth had a conference call on July 31 to create a timeline and task list. To see the document we created, click here for the Google Doc or here for the Scribd version 2. The second weekend November seems to work best for people. 3. Emily and Eliz. propose a target number of between 50-60 participants. 4. After reviewing ORCC's budget and looking at the approximate costs for the conference, Emily and Elizabeth think that we have probably have the capacity to support a conference beginning on Friday, November 13 at lunch time and running through lunch on Sunday, November 15. 1. Elizabeth and Emily G. estimate the total cost of the conference to be around $13,000. ORCC will probably contribute some of that, but we don't know how much. Difference would have to be made up in student fees and donations. 1. Lodging-2 nights x 30 rooms x $100 per room/per night=$6,000 2. Food (Fri.: Lunch and Dinner, Sat. and Sun.: Breakfast and Lunch)- 6 meals x 60 ppl x $15/meal=$5,400 3. Space: Free 4. Give-aways: $1,000 5. Transportation: Carpooling 6. Total: $12,400 2. Skeleton Schedule of conference: 1. Fri. 1. Lunch: Registration, framing conference, other programming? 2. pm: Educational programing (workshops, panels, etc.), skill-building, team-building 3. Evening: kick-off? big draw? 2. Sat. 1. Breakfast: Programming? 2. am.:Educational programing (workshops, panels, etc.), skill-building, team-building 3. Lunch: Programming? 4. pm.: Action plans 5. Evening: big draw? 3. Sun. 1. Breakfast: Programming? 2. am: Presentation of action plans 3. Lunch: Closing

1. Votes: What location do you think would give us the best representation from the entire state? 1. Location: 1. Portland 2. Salem 3. Eugene 4. Other (please specify) 2. Big Draw: What should be the "big draw" which attracts students to come to our conference? 1. Musical Act 2. Keynote Speaker 3. Mini-grants 4. Other (please specify) 5. We don't need one 3. Student fees 1. $50/per participant=$2,500-$3,000 2. $75/per participant=$3,750-$4,500 3. $100/per participant=$5,000-$6,000 4. $150/per participant=$7,500-$9,000 4. Conference content: What do you think are the four most important skill areas for civically-engaged students who are working to get other students involved as well? Think about students leading Alternative Spring Breaks, planning Days-of-Service, leading clubs (service-focused, issue-focused, Greek life, etc.) as well as other students participating in other avenues of engagement. What do engaged students want to able to do better or learn more about? 1. Areas for vote: 1. Student/Volunteer Recruitment 2. Designing and Leading Reflection Activities 3. Project Planning/Visioning 4. Fundraising 5. Building and Maintaining Effective Community Partnerships 6. Community Mapping: Needs Assessment/ Asset Identification 7. Publicitly/Communications 8. Others? (we will add these to the list when we vote on them during the conference call) 2. MLK Day Event in Portland 1. Next steps: Need to assign people to these tasks 1. Venue and lodging-ORCC 2. Fundraising 1. Fundraising is going to have happen quickly as we aren't very far away from the conference 3. Publicity, Communications and Enrollment 1. Save-the-date 1. ORCC 1. Will create 2. Will distribute to schools without representation from SAB and to other contacts 2. SAB Members 1. Eliz. would like one or two "editors" for Save-thedate 2. Will distribute to contacts at their schools 2. Create publicity/recruitment strategy

1. Identifying and scheduling main draw 2. Create general strategy 4. Programming 1. Action Plan Development 2. More detailed "skeleton schedule" 1. Needed to be able to determine number of facilitators, panelists, etc., needed 2. ORCC will create 5. Communication within SAB 1. Conference "chats" over Gmail-chat or some other program vs. conference calls--what does everyone think? 2. What's working? What's not? E-mail? Ning site?