8th Organizing Meeting

Date: July 11th, 2024

Attendees:
Part I: Program Chair, Logistics Chair, General Chair, Advisor
Part II: Program Chair, Logistics Chair, General Chair, Advisor, Impact Chair
Absent: General Chair (Part I only), Chief of Staff

New Business/Action Items:

1. Motions and Voting:
   a. Motion to finalize event date of September 13th, 3-9PM
      Result: Passed (4 in favor, 2 pending)
   b. Motion to keep FYP Annual Cohort at 10 youth members selected by committee with feedback from past cohort
      Result: Passed (3 in favor)
   c. Motion to establish minimum contribution requirement for General Partners
      Result: Passed (3 in favor, 1 opposed)
   d. Motion to accept or reject [Organization] as General Partner
      Result: Failed (3 opposed, 1 in favor)

2. Program Development:
   a. Program Chair to finalize 10 Cohort List
   b. Program Chair and General Chair to finalize 1st Panel speakers
   c. Decision: No keynote speakers at the end, replaced with Closing Remarks
   d. Impact Chair and General Chair to provide 2nd Panel Cohort/Speaker list by Friday

3. Project Management:
   a. Program Chair to outline Tasks & Management Needs
   b. Logistics Chair and Advisor to develop Management Plan
   c. Logistics Chair to create Networking Section Plan

4. Partnerships:
   a. General Chair to follow up with [Organization]
   b. Impact Chair to follow up with AAP and Lookup
   c. Impact Chair to develop one-page Impact & Marketing Plan
   d. Discuss engagement with Student Organizations and 2023 Cohort

5. Logistics:
   a. Logistics Chair to negotiate Venue Contract

6. Future Planning:
   a. SXSW proposals due July 22, 2024
      - Program Chair to work on Panel 1 Proposal
      - General Chair to work on Panel 2 Proposal

Old Business:

1. Venue selection progress
2. Panel speaker nominations
3. Networking section planning
4. Partnership outreach
5. Impact plan development
6. SXSW proposal progress

Action Items:

1. Finalize event agenda
2. Complete panel speaker selections
3. Develop project management and networking plans
4. Follow up with potential partners
5. Negotiate venue contract
6. Progress SXSW proposals

The meeting was adjourned. The next meeting will be scheduled via the committee's usual communication channels.