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Agenda for July 2007 Planning Call
Tuesday, July 24th, 4pm Eastern
3. Fiscal sponsorship
Our conversations with YouthNoise were great, but they couldn't take on fiscal sponsorship and we are hoping they'll help us on other aspects of the conference.
Right now we are pursuing the host campus as the fiscal sponsor.
4. Budget
We put together a draft budget but would like assistance with thinking through specific parts of it before revising:
a. Sponsorship Fee
We were thinking about having 2 sponsorship levels: $1000 and $500. The $500 level would get baseline benefits (materials to participants, table at Opportunities Fair, etc. -- yet to be worked out). The $1000 level would get $500 sponsor benefits, plus a higher degree of visibility/access (yet to be worked out). Sponsors will need to pay when they register (no capability for voucher system).
b. Registration Fee
Early Registration $125/person
Regular Registration $175/person
c. Planning Committee "Reward"
There are going to be a bunch of people who add a lot to their workload by helping out with this conference - we were thinking that this cannot go unrecognized. We have a proposal to make and think through with all of you:
- All Planning Committee members: do not have to pay a registration fee
- Committee Chairs: $500 towards travel to/from the conference (and no registration fee)
- Conference Co-Coordinators: $500 towards a trip to the host campus before the event for planning and preparation purposes and $500 towards travel to/from the conference (and no registration fee)
Questions
What should the $1000 "special features" be for sponsorship? Are these appropriate dollar amounts for sponsorship? Are the registration fees appropriate? How do folks feel about not having differentiations between registration types (student, staff, nonprofit, year of service, etc.)? What should the limit be for the number of Planning Committee members/chairs in order to still cover our costs?
5. Filling the gaps
a. Adding students to the Planning Committee
b. Status of subcommittees
6. Other Questions?
7. Next steps
Conference call number: (605) 990-0200
Conference call code: 203896#
1. Host campus (and dates)
The Feinstein Institute of Public Service at Providence College has had a series of conversations with the administration on campus. They have received initial approval from administrators, but have questions they would like to work out before committing -- and we have asked them questions, too. Here's what we are currently discussing:
- College mission and conference program: Comfort level of the administration with the usual program of the campus conference.
- Low-cost housing: PC has no venue on campus, but are checking with orgs/campuses off-campus
- Fiscal sponsorship: Possibility of PC serving as the conference's fiscal sponsor
- Insurance: PC should cover everything, since the campus is serving as the host; they are going to make sure that's the case
Questions
If PC does not work out, what options do we have?
2. Website
Heather has developed a relationship with Changing the Present (http://www.changingthepresent.org/). We developed a site map for the Campus Conference web site (see attached). Changing the Present has agreed to do limited web development for us (most will be covered by us, allowing us to update information quickly) and to host it on their site for us. We have also discussed buying the domain www.campusconference.org to use as a landing page (and the URL that we can point people toward when doing outreach), and that link will redirect to the conference site on Changing the Present. The draft "page wrapper" that Changing the Present has developed is attached as well.
Questions
What comments or suggestions do you have about a relationship with Changing the Present?
We told Changing the Present that the final decision to move forward will come from the Planning Committee. They drafted this "page wrapper" because they wanted to start working on it. Do you feel comfortable moving forward with Changing the Present? Any reservations about buying www.campusconference.org and redirecting it to the Changing the Present site?
Conference call code: 203896#
1. Host campus (and dates)
The Feinstein Institute of Public Service at Providence College has had a series of conversations with the administration on campus. They have received initial approval from administrators, but have questions they would like to work out before committing -- and we have asked them questions, too. Here's what we are currently discussing:
- College mission and conference program: Comfort level of the administration with the usual program of the campus conference.
- Low-cost housing: PC has no venue on campus, but are checking with orgs/campuses off-campus
- Fiscal sponsorship: Possibility of PC serving as the conference's fiscal sponsor
- Insurance: PC should cover everything, since the campus is serving as the host; they are going to make sure that's the case
Questions
If PC does not work out, what options do we have?
2. Website
Heather has developed a relationship with Changing the Present (http://www.changingthepresent.org/). We developed a site map for the Campus Conference web site (see attached). Changing the Present has agreed to do limited web development for us (most will be covered by us, allowing us to update information quickly) and to host it on their site for us. We have also discussed buying the domain www.campusconference.org to use as a landing page (and the URL that we can point people toward when doing outreach), and that link will redirect to the conference site on Changing the Present. The draft "page wrapper" that Changing the Present has developed is attached as well.
Questions
What comments or suggestions do you have about a relationship with Changing the Present?
We told Changing the Present that the final decision to move forward will come from the Planning Committee. They drafted this "page wrapper" because they wanted to start working on it. Do you feel comfortable moving forward with Changing the Present? Any reservations about buying www.campusconference.org and redirecting it to the Changing the Present site?
3. Fiscal sponsorship
Our conversations with YouthNoise were great, but they couldn't take on fiscal sponsorship and we are hoping they'll help us on other aspects of the conference.
Right now we are pursuing the host campus as the fiscal sponsor.
4. Budget
We put together a draft budget but would like assistance with thinking through specific parts of it before revising:
a. Sponsorship Fee
We were thinking about having 2 sponsorship levels: $1000 and $500. The $500 level would get baseline benefits (materials to participants, table at Opportunities Fair, etc. -- yet to be worked out). The $1000 level would get $500 sponsor benefits, plus a higher degree of visibility/access (yet to be worked out). Sponsors will need to pay when they register (no capability for voucher system).
b. Registration Fee
Early Registration $125/person
Regular Registration $175/person
c. Planning Committee "Reward"
There are going to be a bunch of people who add a lot to their workload by helping out with this conference - we were thinking that this cannot go unrecognized. We have a proposal to make and think through with all of you:
- All Planning Committee members: do not have to pay a registration fee
- Committee Chairs: $500 towards travel to/from the conference (and no registration fee)
- Conference Co-Coordinators: $500 towards a trip to the host campus before the event for planning and preparation purposes and $500 towards travel to/from the conference (and no registration fee)
Questions
What should the $1000 "special features" be for sponsorship? Are these appropriate dollar amounts for sponsorship? Are the registration fees appropriate? How do folks feel about not having differentiations between registration types (student, staff, nonprofit, year of service, etc.)? What should the limit be for the number of Planning Committee members/chairs in order to still cover our costs?
5. Filling the gaps
a. Adding students to the Planning Committee
b. Status of subcommittees
Questions
What is the best process for adding students to the Planning Committee?
What subcommittees can we do without? (for list of subcommittees go to: http://campusconference.wetpaint.com/page/Subcommittee+Members)
Where do we need more assistance with planning and organizing?
What is the best process for adding students to the Planning Committee?
What subcommittees can we do without? (for list of subcommittees go to: http://campusconference.wetpaint.com/page/Subcommittee+Members)
Where do we need more assistance with planning and organizing?
6. Other Questions?
7. Next steps
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