2nd Organizing Meeting
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
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Suggested Division of Labor:
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Jose & Aliza & Cameron: Design & Implementation of Keynote + 1st Panel
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Keegan & Marx: Design & Implementation of Breakout session + 2nd Panel
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Joanna & Jose: pre party, after party, tiktok engagement
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Role Finalization & Accountability
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Marx & Jose - General Chair: Responsible for overseeing the entire event and ensuring its success
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Aliza & Cameron - Program Chair & Chief of Staff: responsible for design/implement programs, project management, post event evaluation, general partnership, long term planning
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Keegan - Impact Chair: responsible for community engagement, social media campaign, impact partnerships
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Marx - Fundraising Chair: responsible for funding & sponsorship
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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
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Decision Making
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major decision such as themes, final event format/program/general timeline & partners: votes from all fyp organizing committee
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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
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Keynote + 1st Panel:
Jose & Aliza
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Breakout session + 2nd Panel:
Keegan & Marx
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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