1. VYC5 BTC Meeting
March 4, 2015
Presentor: ET

2. THE INSPIRATION

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

7. PUBLICITY

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 VietCatholic.net and LienDoanCongGiao.net
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