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VYC5 BTC Meeting March 4, 2015 Presentor: ET.

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Presentation on theme: "VYC5 BTC Meeting March 4, 2015 Presentor: ET."— Presentation transcript:

1 VYC5 BTC Meeting March 4, 2015 Presentor: ET


3 Meeting Agenda 7:00PM Opening Prayer 7:05PM Activity & Introduction
7:15PM Updates from Las Vegas, NV 7:20PM Updates from CA – OC, San Diego, San Jose, Sacramento, Vancouver BC, Portland 7:40PM Executive Updates 7:45PM Updates from Committees 8:25PM Next Steps Registration Help – prayer group and BTC reaching out Bi-Weekly update 8:30PM Closing Prayer

4 Executive Updates Tết Festival was a success!
Registered 50 Raised $7,000 Met our goal on matching funds Total amount raised with matching - $65,000.00 Mailing of letter/flyer to over 500 Vietnamese Priest across US. Registration is currently at 300. Scholarship being offered – 4 at this time New flyers, poster, and registration form PLU tour set up for March 7th 9-11AM

5 Tết Festival

6 VYC5 Mailing


8 Publicity Update Direct s to Leaders Direct s to TNTT Direct s to Prior Participants Social 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, GA 2/24/15 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 and LM 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 14 Pt 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 GX Thien Ta, Fort Worth, TX; expressed interest in Praise and Worship; connected him with Ban Van Nghe Nhiem Ta, Dallas-FTW, TX; forwarded to GX Fatima, GX Hang Cuu Giup, GX Thanh Giuse Pham Van Minh, GX Saint Lucy, Long Beach, CA; Vu Hong Phuong coordinating with OC Sr Grace Duc, Lovers of the Holy Cross, Los Angeles, CA; taking a group of 60 Uyen Vu, Legion of Mary in OC; registered & coordinating with OC Tamara Tran, Dong Hanh Tay Nam; connected her with OC Anthony Nguyen, TNTT Santa Ana; registered Father Bill Cao; coming to VYC5 Sr 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 response 2/24/15 sent 2nd round: two responses Tr Khoa, Kito Vua, Sacramento, CA Tr Nguyet Sara Hoang, Xavie Can, SW Seattle Direct s to Prior Participants 2/15/15 sent 1st round: 1,069 >> 521 opened, 25 clicked through (website/letter to parents), 114 bounced, 9 unsubscribed 2/27/15 sent 2nd round: 946 >> 203 opened, 9 clicked through, 3 unsubscribed Probably 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 reached 41 Likes, 5 Shares VYC5 is heartbroken for our Seahawks… 1,799 reached 56 Likes, 4 comments Are you a Group Leader… 1,034 reached 16 Likes How are we building towards VYC5… 916 reached (within 5 hours) 24 Likes, 1 Share The Draw for these posts: Interesting Picture or Video Interesting Tag Line or description Emotion – something people can relate to Results?? 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 City Seattle, WA 537 Los Angeles, CA 134 San Jose, CA 109 Garden Grove, CA 106 Houston, TX 94 Baltimore, MD Portland, OR 87 Westminster, CA 79 Chicago, IL 70 New York, NY 65 Renton, WA 62 San Diego, CA 54 Santa Ana, CA 50 Sacramento, CA 47 Bellevue, WA 41 Lynnwood, WA 40 Tacoma, WA 35 Washington, DC 34 Ellicott City, MD Philadelphia, PA 33 By City Kent, WA 32 Dallas, TX Everett, WA 31 Irvine, CA 29 Las Vegas, NV Brooklyn, NY 25 Huntington Beach, CA 24 Long Beach, CA Boston, MA 23 San Francisco, CA Olympia, WA 22 St. Louis, MO Anaheim, CA 21 Phoenix, AZ San Antonio, TX 20 Milwaukee, WI 19 Jacksonville, FL Kansas City, MO 18 Federal Way, WA Orange, CA Louisville, KY 17 Fountain Valley, CA By Country United States 5,975 Vietnam 289 Canada 28 Australia 12 South Korea 8 France 7 Japan 5 Germany Mexico 2 Norway

13 Next Steps Direct Marketing 3rd and Final to Leaders, TNTT, and Prior Participants 3/9/15 Identify and contact/follow-up with major Vietnamese parishes Facebook Postings about once every 10 days Is 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 website City Parish Name2 Houston, Texas Giao Xu Fatima Philadelphia, Pennsylvania New York, New York Arlington, Texas Boston, Massachusetts Garland, Texas GX Duc Me Hang Cuu Giup Oklahoma City, Oklahoma West Falls Church, Virginia Harvey, Louisiana Springfield, Virginia Grand Prarie, Texas GX Thanh Giuse

14 Finance – Khối Tài Chánh
As of 3/2/15: Donations $51,406, Sponsorships $13,000, HCH profit $905 Deposited $6,935 cash/check from registration Guesstimate $40,000 still pending from Eventbrite Reimbursements: $33,954 (mostly PLU deposit, posters, publicity), plus bank and check fees Bank balance - $38,039

15 Khối Trưởng: Tracy Thảo Bùi
Volunteer Committee Khối Trưởng: Tracy Thảo Bùi

16 Vision & Goals Volunteer Committee
To support each committee by providing sufficient volunteers during VYC 5 To provide volunteers with clear communication and operation tasks/roles for cohesive teamwork To 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 needs Create template to recruit/capture volunteers Tool for leadership Create tracking system for volunteers Volunteer Advertisement: Website Page Anything else?

19 HOSPITALITY Presentor: ET

20 Internal Team Lead Responsibilities:
Anh Micol – transportation: To & From Airport, arranging drivers for vans and school bus Anh Henry Vu- Tour Package: Henry will plan out the logistics of the tour, transportation to and from tour Anh Dung Ho: Will be helping with FAQ from the perspective of parents Chi Quyen Vu- Hospitality Inbox: PR of hospitality, answering Questions related to hospitality Teresa: manage Hospitality website Need: Liaison for ban am thuc (Co Ben) & hospitality

21 Tour Package We will NOT host after conference on Sunday
Only ONE tour time July 2, 2015 Tour 1 PM Everyone will be transported to church and/or meet at church Number of buses will be determined on number of tour participants Will 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, 10PM Friday July 3, 2015 Pick up at Airport and Drop off at PLU: 9AM, 12PM, and 3PM No pick up on Saturday Drop of at Airport on Sunday 12PM, 3PM, 5PM 5PM will be either at airport or at church

23 Website Update

24 Website Highlights What’s new? Workshops, content, blog updates.
8 groups listed – Washington, California, Lousiana, Canada… Familiar faces help visitors feel comfortable coming to VYC

25 How to Log in Scroll down to bottom Then Log in

26 Need a web meeting? Click ‘Staff Access Point’ Log in with vyc5seattle
Click on a room (orange, blue, brown)

27 Where visitors come from
From where do people visit? 472 from WA 375 from CA 38 from TX 31 from LA 12 from NY Australia, too!

28 When are people visiting?
PR committee is bringing more people to website Facebook Blog re-post PR

29 Committees can make a difference for PR
Share your stories, struggles Share your faith Share your ideas, dreams about VYC5 Share what inspires you Share your gospel reflection…

30 You are missing out… Website is a great place to outline decisions
Help your committee organize information Reduce burden of repeating yourself It makes VYC5 more fun and builds excitement!

31 Technical Update

32 Technical Design Priorities
Minimize/Eliminate Audio Feedback This may create restrictions where we can put the choir, altar, etc. Support the stage ‘look’ that we desire We do not need to ‘show-off’ equipment to be successful. Hiding equipment is just as important to create the environment we want to for VYC Deliver high quality audio It 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, liturgy Deliver 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, Left Locate next to sound control (quickly respond to feedback/sound problems) Prevent feedback due to microphone arrays/setup Existing curtain is 50’ high Stage 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 scale Truss (can cover with banners) Backdrop Curtain Curtain Truss Projector Screen Truss Truss Projector Screen Truss Torch Curtain Skirt Curtain Skirt Chairs for clergy Altar Chairs for clergy Access Ramp Stage Audio control Question: 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) Stage Backdrop Torch Chairs for clergy Chairs for clergy Altar T T T Projector Screen T Projector Screen Access Ramp Audio control Question: 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
Backdrop 20ft 20ft Steps 16x20 Stage Steps Steps Steps Question: Do we need night time lighting?

37 Example: Outdoor Stage (Top) This is for illustration only, not final, not to scale
16x20 Stage Backdrop Steps Steps Audio control Question: Do we need night time lighting?

38 Example: Choir Design 4 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 back 12 Instrument line-inputs Still need to decide Piano or Keyboard?

39 Example: Band Design Drumset– pre-wired & shared for all bands
Place on rolling platform to easily move aside on stage Monitors – in-ear or free standing or suspended?

40 Sound Check Schedule 2 Wednesday July 1, 5pm-9pm - Setup
Thursday July 2 9am-10pm – Rehearsal/check July 2nd Time Rehearsal Point of Contact 9:00am Band: By Thy Will ? Truong 10:00am 11:00am 12:00pm 1:00pm 2:00pm Closing Ceremony 5:00pm Liturgy walk through Sr. Mai 7:00pm Opening Ceremony Chi Huong 9:00pm-12 Entertainment - Van Nghe

41 Sound Check Schedule 3 Friday July 3rd 8am-1pm July 3rd Time Rehearsal
Point of Contact 8:00am OPEN 9:00am VYC5 Choir 10:00am Emcee Sound Checks 11:00am RESERVED: Out of Town Bands 12:00pm RESERVED: Final Checks 1:00pm RESERVED: 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 outside Portland, OR 3/08 Vancouver/Surrey, BC 3/08 Everett, Olympia, Tacoma, West Seattle, Auburn Firm up speakers list Push for registration Tell a friend Prayer

44 Closing Prayer Next BTC Meeting 4/1/15

45 Ban Cầu Nguyện To pray for VYC5 – focus on particular group each month. Registration/Publicity Staff/Volunteer Participant/group leaders Speakers

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