2nd Organizing Meeting

May 31, 2024 

 Action Items  

 General 

 

 

 Partners Nomination 

 

 

 

 Each nominates three external organizations/individuals as general partners 

 

 

 

 One Page Event Plan Overview & Budget Preparation 

 

 

 

 Jose & Aliza 

 

 

 

 

 

 Worst and best case for Keynote + 1st Panel 

 

 

 Max and min budget for Keynote + 1st Panel 

 

 

 

 

 Keegan & Marx 

 

 

 

 

 Worst and best case for Breakout session + 2nd Panel 

 

 

 Max and min budget for Breakout session + 2nd Panel 

 

 

 

 

 Joanna 

 

 

 

 

 Max and min budget for the venue  

 

 

 

 

 Next Team Meeting Time:  Jun 5, 2024 10:00 AM EST / 10PM GMT + 8  / 7AM PST FYP | Organizing Committee Meeting V3.0 

 

 

 Subcommittee 

 Program & Chief of Staff 

 

 

 Event Program overview, themes, timeline, feasibility 

 

 

 

 Min (1 event in sep) 

 

 

 Max (1 event in sep, SXSW, 1 event in Dec) 

 

 

 

 Prepare a list of key dependencies 

 

 

 Prepare a one page of tasks management  

 

 

 Fundraising 

 

 

 Prepare a list of funder 

 

 

 Impact 

 

 

 Prepare a list of impact partners 

 

 

 Logistics 

 

 

 Prepare a list of todo from last year day of event 

 

 

 Move 1st & 2nd meeting notes to Wiki & remove sensitive information 

 

 

 Move meeting to discord 

 

 

 

 Meeting Notes 

 1. Division of Labor, Role Finalization & Accountability, Decision Making 

 

 

 Suggested Division of Labor: 

 

 

 

  Jose & Aliza & Cameron: Design & Implementation of Keynote + 1st Panel 

 

 

 Keegan & Marx: Design & Implementation of Breakout session + 2nd Panel 

 

 

 Joanna & Jose: pre party, after party, tiktok  engagement 

 

 

 

 

 

 

 Role Finalization & Accountability 

 

 

 

 Marx & Jose - General Chair: Responsible for overseeing the entire event and ensuring its success 

 

 

 

 

 

 

 Aliza & Cameron - Program Chair & Chief of Staff: responsible for design/implement programs, project management, post event evaluation, general partnership, long term planning 

 

 

 

 

 

 Keegan - Impact Chair: responsible for community engagement, social media campaign, impact partnerships 

 

 

 

 

 

 Marx - Fundraising Chair: responsible for funding & sponsorship 

 

 

 

 

 

 Joanna - Logistic Chair: responsible for all execution of logistics to and on day of event such as social media campaign implementation, organizing volunteers, catering, chair arranges 

 

 

 

 

 

 Decision Making 

 

 

 

 major decision such as themes,  final event format/program/general timeline & partners: votes from all fyp organizing committee 

 

 

 Sectional decisions such as impact partners, details of panel 1 or panel 2, food offering in catering review by team and final decision by chair.  

 

 

 

 

 2. Section Planning Report/Overview 

 

 Theme 

 Behavioral Health Priorities for next 5 years -2030  

 Timeline 

 Event  

 Sep -> SXSW -> Sep/2024 

 

 

 

 Keynote + 1st Panel:  

 

 

 Jose & Aliza 

 

 

 Breakout session + 2nd Panel:  

 

 

 Keegan & Marx 

 

 

 Event Engagement Networking, Afterparty 

 

 

 Joanna  

 3. Partners Nomination 

 Up to 3 general partner 

 

 

 … [Status: voted to move forward] 

 

 

 … [Status: voted to move forward] 

 

 

 … 

 

 

 

 Up to 15 impact partner 

 

 4.Logistics 

 Next Team Meeting Time:  Jun 5, 2024 10:00 AM GMT-12 , 10AM SA,  7AM PST, Wed - 7PM 

 Move Notes to Open Wiki  

 Move Community Discussion to Discord