3 Meeting Agenda 7:00PM Opening Prayer 7:05PM Activity & Introduction 7:15PM Updates from Las Vegas, NV7:20PM Updates from CA – OC, San Diego, San Jose, Sacramento, Vancouver BC, Portland7:40PM Executive Updates7:45PM Updates from Committees8:25PM Next StepsRegistration Help – prayer group and BTC reaching outBi-Weekly update8:30PM Closing Prayer
4 Executive Updates Tết Festival was a success! Registered 50Raised $7,000Met our goal on matching fundsTotal amount raised with matching - $65,000.00Mailing of letter/flyer to over 500 Vietnamese Priest across US.Registration is currently at 300.Scholarship being offered – 4 at this timeNew flyers, poster, and registration formPLU tour set up for March 7th 9-11AM
8 Publicity UpdateDirect s to LeadersDirect s to TNTTDirect s to Prior ParticipantsSocial Media (Facebook)Next Steps
9 Direct Emails to Leaders 2/1/15 sent 1st round: 250 prior VYC leaders s provided by cha Chương (35 invalid s); only one responded Su Le from GX Cac Thanh Tu Dao VN, Atlanta, GA2/24/15 sent 2nd round and got responses from:LM Peter Vo Son, Tong Thu Ky Lien Doan Cong Giao VN Hoa Ky; ed out and also uploaded VYC5 info to VietCatholic.net and LienDoanCongGiao.netLM Dominic Danh Tran, Don Bosco Orange, NJ; will promote at retreat for TNTT mien Dong Bac March 6 and youth rally in Dallas/Fort Worth March 14Pt Hoang Ngoc Quy, GX Duc Me Famita, Fort Worth; he sent to chu tich & pho chu tich GX, Quy Tr cac nhom gioi tre o GXThien Ta, Fort Worth, TX; expressed interest in Praise and Worship; connected him with Ban Van NgheNhiem Ta, Dallas-FTW, TX; forwarded to GX Fatima, GX Hang Cuu Giup, GX Thanh GiusePham Van Minh, GX Saint Lucy, Long Beach, CA; Vu Hong Phuong coordinating with OCSr Grace Duc, Lovers of the Holy Cross, Los Angeles, CA; taking a group of 60Uyen Vu, Legion of Mary in OC; registered & coordinating with OCTamara Tran, Dong Hanh Tay Nam; connected her with OCAnthony Nguyen, TNTT Santa Ana; registeredFather Bill Cao; coming to VYC5Sr Mary-Han Nguyen, San Gabriel, CA; inquired about our parish but didn’t respond further
10 Probably need a new strategy/approach with TNTT Direct s to TNTT cac doan truong)2/14/15 sent 1st round: no response2/24/15 sent 2nd round: two responsesTr Khoa, Kito Vua, Sacramento, CATr Nguyet Sara Hoang, Xavie Can, SW SeattleDirect s to Prior Participants2/15/15 sent 1st round: 1,069 >> 521 opened, 25 clicked through (website/letter to parents), 114 bounced, 9 unsubscribed2/27/15 sent 2nd round: 946 >> 203 opened, 9 clicked through, 3 unsubscribedProbably need a new strategy/approach with TNTT
11 The Draw for these posts: Social Media Outreach via VYC Facebook Page (949 Likes)“Hello Seattle!” Post (paid $20 to Boost Post)6,360 reached41 Likes, 5 SharesVYC5 is heartbroken for our Seahawks…1,799 reached56 Likes, 4 commentsAre you a Group Leader…1,034 reached16 LikesHow are we building towards VYC5…916 reached (within 5 hours)24 Likes, 1 ShareThe Draw for these posts:Interesting Picture or VideoInteresting Tag Line or descriptionEmotion – something people can relate toResults??FB reach rise but did registration increase??Any relationship between geographical location of People Reached and geographical location of Registrants??
12 People Reached: Do we have a good represenation from all major Viet hubs? By CitySeattle, WA537Los Angeles, CA134San Jose, CA109Garden Grove, CA106Houston, TX94Baltimore, MDPortland, OR87Westminster, CA79Chicago, IL70New York, NY65Renton, WA62San Diego, CA54Santa Ana, CA50Sacramento, CA47Bellevue, WA41Lynnwood, WA40Tacoma, WA35Washington, DC34Ellicott City, MDPhiladelphia, PA33By CityKent, WA32Dallas, TXEverett, WA31Irvine, CA29Las Vegas, NVBrooklyn, NY25Huntington Beach, CA24Long Beach, CABoston, MA23San Francisco, CAOlympia, WA22St. Louis, MOAnaheim, CA21Phoenix, AZSan Antonio, TX20Milwaukee, WI19Jacksonville, FLKansas City, MO18Federal Way, WAOrange, CALouisville, KY17Fountain Valley, CABy CountryUnited States5,975Vietnam289Canada28Australia12South Korea8France7Japan5GermanyMexico2Norway
13 Next StepsDirect Marketing 3rd and Final to Leaders, TNTT, and Prior Participants 3/9/15Identify and contact/follow-up with major Vietnamese parishesFacebook Postings about once every 10 daysIs your City/Parish represented at VYC5 or do you want to coordinate with someone coming from your area? Check out this map and (map of current participants)Use materials/blogs generated for our websiteCityParish Name2Houston, TexasGiao Xu FatimaPhiladelphia, PennsylvaniaNew York, New YorkArlington, TexasBoston, MassachusettsGarland, TexasGX Duc Me Hang Cuu GiupOklahoma City, OklahomaWest Falls Church, VirginiaHarvey, LouisianaSpringfield, VirginiaGrand Prarie, TexasGX Thanh Giuse
14 Finance – Khối Tài Chánh As of 3/2/15:Donations $51,406, Sponsorships $13,000, HCH profit $905Deposited $6,935 cash/check from registrationGuesstimate $40,000 still pending from EventbriteReimbursements: $33,954 (mostly PLU deposit, posters, publicity), plus bank and check feesBank balance - $38,039
16 Vision & Goals Volunteer Committee To support each committee by providing sufficient volunteers during VYC 5To provide volunteers with clear communication and operation tasks/roles for cohesive teamworkTo provide a fun and spiritual experience to cultivate our youth ministry
17 Committee Questions Volunteer Committee How many volunteers will you need?per convention day, per session, etc.Who is your ideal audience?age group, experience, skills, etc.Special requests?
18 Action Items Volunteer Committee Meet with each committee to understand specific volunteer needsCreate template to recruit/capture volunteersTool for leadershipCreate tracking system for volunteersVolunteer Advertisement: Website PageAnything else?
20 Internal Team Lead Responsibilities: Anh Micol – transportation: To & From Airport, arranging drivers for vans and school busAnh Henry Vu- Tour Package: Henry will plan out the logistics of the tour, transportation to and from tourAnh Dung Ho: Will be helping with FAQ from the perspective of parentsChi Quyen Vu- Hospitality Inbox: PR of hospitality, answering Questions related to hospitalityTeresa: manage Hospitality websiteNeed: Liaison for ban am thuc (Co Ben) & hospitality
21 Tour Package We will NOT host after conference on Sunday Only ONE tour timeJuly 2, 2015Tour 1 PMEveryone will be transported to church and/or meet at churchNumber of buses will be determined on number of tour participantsWill find out based on forms created by Anh Micol
22 Transportations Thursday July 2, 2015 Pick up at Airport and drop off at Church:10 AM, 12 PM, 2PM, 4PM, 6PM, 8PM, 10PMFriday July 3, 2015Pick up at Airport and Drop off at PLU:9AM, 12PM, and 3PMNo pick up on SaturdayDrop of at Airport on Sunday12PM, 3PM, 5PM5PM will be either at airport or at church
32 Technical Design Priorities Minimize/Eliminate Audio FeedbackThis may create restrictions where we can put the choir, altar, etc.Support the stage ‘look’ that we desireWe do not need to ‘show-off’ equipment to be successful.Hiding equipment is just as important to create the environment we want to for VYCDeliver high quality audioIt has to sound good after #1 and #2 is done in order to have a successful event.Support sounds ‘feeling’ and dynamic range required by entertainment, praise & worship, adoration, liturgyDeliver proper lighting brightness for stage effects & photography & video (30 frames per second)
33 Gymnasium Choir Location Existing curtain is 50’ high will be OFF STAGE, LeftLocate next to sound control (quickly respond to feedback/sound problems)Prevent feedback due to microphone arrays/setupExisting curtain is 50’ highStage is 137’ wide, edge to edge
34 Truss (can cover with banners) Example: Indoor Design (Front) This is for illustration only, not final, not to scaleTruss (can cover with banners)BackdropCurtainCurtainTrussProjector ScreenTrussTrussProjector ScreenTrussTorchCurtainSkirtCurtainSkirtChairs for clergyAltarChairs for clergyAccess RampStageAudio controlQuestion: Where will choir go? Where should speakers go? How big are speakers (8’ wide)? Decorate over the truss with banners?
35 Example: Indoor Design (TOP) This is for illustration only, not final, not to scale. Trusses (T) are hidden. Lighting is mounted on trusses, speakers could be ‘flown’ (suspended)StageBackdropTorchChairs for clergyChairs for clergyAltarTTTProjector ScreenTProjector ScreenAccess RampAudio controlQuestion: Where will choir go? Where will speakers go? How big are speakers? Will everything fit or can we hide it?
36 Example: Outdoor Stage (Front) This is for illustration only, not final, not to scale Backdrop20ft20ftSteps16x20 StageStepsStepsStepsQuestion: Do we need night time lighting?
37 Example: Outdoor Stage (Top) This is for illustration only, not final, not to scale 16x20 StageBackdropStepsStepsAudio controlQuestion: Do we need night time lighting?
38 Example: Choir Design4 main microphones, 1 for each harmony (Soprano, Alto, Bass, Baratone). This is placed in front of choir (best singers in front)Supporting microphones for rest of choir standing in back12 Instrument line-inputsStill need to decidePiano or Keyboard?
39 Example: Band Design Drumset– pre-wired & shared for all bands Place on rolling platform to easily move aside on stageMonitors – in-ear or free standing or suspended?
40 Sound Check Schedule 2 Wednesday July 1, 5pm-9pm - Setup Thursday July 2 9am-10pm – Rehearsal/checkJuly 2nd TimeRehearsalPoint of Contact9:00amBand: By Thy Will ?Truong10:00am11:00am12:00pm1:00pm2:00pmClosing Ceremony5:00pmLiturgy walk throughSr. Mai7:00pmOpening CeremonyChi Huong9:00pm-12Entertainment - Van Nghe
41 Sound Check Schedule 3 Friday July 3rd 8am-1pm July 3rd Time Rehearsal Point of Contact8:00amOPEN9:00amVYC5 Choir10:00amEmcee Sound Checks11:00amRESERVED: Out of Town Bands12:00pmRESERVED: Final Checks1:00pmRESERVED: Liturgy / Priests / Speakers
42 “Coming together is a beginning; keeping together is progress; working together is success” Henry Ford
43 Next Step Committee to work closely together. Focus on local participants with reach outsidePortland, OR 3/08Vancouver/Surrey, BC 3/08Everett, Olympia, Tacoma, West Seattle, AuburnFirm up speakers listPush for registrationTell a friendPrayer