Twenty-First Planning Committee Meeting

59th Annual DPI/NGO Conference (6-8 September 2006)

Thursday, 22 June 2006

3:00p.m – 5:00 p.m.

S-1027

 

Minutes

 

  1. Pre-Meeting Comments
    1. The Chairman welcomed back the Chair of the Conference and thanked her.
    2. The Chair of the Conference thanked the everyone from the Planning committee for their work in her absence. She commented on her trip to Africa, and discussed programs led by young people across the continent, and their success, specifically regarding government grants.
  2. Adoption of the Agenda
    1. The agenda was adopted.
  3. Adoption of the Minutes
    1. The committee was not in a position to adopt the minutes, as they had not been distributed to or reviewed by many of the members.
  4. Subcommittee Reports:
    1. Trouble Shooting

                                                               i.      There was no trouble to report.

    1. Networking

                                                               i.      The committee reported that they had completed their networking paper, submitted their midday workshop proposal, and put together a draft blurb for the website. They also reported that they had acquired a networking trainer, to discuss the process of networking and networking systems.

                                                             ii.      The committee reported that they had selected some videos pertaining to the Conference themes, and would show them during their event at the Conference.

    1. Multigenerational

                                                               i.      The committee reported that they had put together a survey, to reach out and involve more people across the world in the Conference’s multigenerational agenda.

                                                             ii.      The committee discussed some other forthcoming youth-based UN initiatives, to potentially form partnerships with.

    1. Midday Workshops

                                                               i.      The committee reported that they had received close to 100 applications. They had also placed a blurb on the website. They expected to have decided the midday workshops by the end of July.

    1. Events and Fund raising

                                                               i.      The committee reported that there were some pending donor prospects.

                                                             ii.      They discussed the potential creation of a journal such as the one produced for last year’s conference, as a fundraising initiative. 

                                                            iii.      There was a comment regarding a travel package that would bring in $110 per person, and a donation package, which would bring in $45 per person. Explanatory resources regarding these packages and what they entail were made available.

1.      It was stressed that the Conference would have to draw people to take advantage of these packages, in order for them to make financial sense.

2.      Editors of the DPI NGO Reporter made it clear that they were willing to donate their time and services to the Fundraising Committee.

3.      There was some discussion regarding whether or not people would get behind this issue, and how it might be properly marketed. It was agreed that in order for these packages to work, the committee must strongly support and promote them.

    1. Media

                                                               i.      The committee reported that letters for college newspaper editors had gone out to over 100 colleges.

                                                             ii.      There had been a number of interviews that were up on the Light Millennium website.

                                                            iii.      A blurb goes into the Centerpoint website every other week, to update readers on Conference details.

                                                           iv.      Regarding the film festival, the committee reported that potential donors had toured the Dag Hammarskjold Auditorium and subsequently promised a donation.

                                                             v.      There had been a meeting with the Atlantic Monthly. It was noted that funds from any involvement with the Atlantic Monthly would not be received by the Executive Committee until after the conference. Nevertheless, it was noted that this initiative would be pursued.

    1. Internet

                                                               i.      A printed copy of the website, which had recently been launched, was passed out. A representative from DPI went through the website on a laptop and presented its features.

                                                             ii.      There was some discussion regarding an online traffic monitoring tool for the website, as well as some website marketing initiatives.

    1. Resource Centre Support

                                                               i.      The committee reported that there were roughly 1400-1450 registrants. 294 of these were youth, 50 countries were represented. 367 NGOs were represented.

                                                             ii.      There was some discussion regarding under representation of youth.

                                                            iii.      There were some questions and comments regarding online registration, its bugs, and the mailing or miss-mailing of user names and passwords.

  1. Discussion of Plenary and Roundtable themes
    1. The Chairman moved to review and continue the last week’s discussions regarding plenary and roundtable themes.

                                                               i.      There was discussion of the merge of roundtables 3 and 4.

1.      The open space in the program would be filled by a roundtable on Human Security. It was reported that the Nicole Deller, World Federalist Movement had agreed to assist in recommending speakers and writing a blurb for the panel.

    1. There was a comment that roundtable speakers should be notified to leave time during the session for audience participation.

                                                               i.      There was some discussion regarding what exactly would happen in that extra time, and how it would be best utilized.

                                                             ii.      There was a comment that the distinction between roundtables and panels should be clarified.

1.      There was a comment that in the previous year’s conference, there had been a write up on this issue. It was recommended that this write-up be reviewed.

2.      There was some discussion regarding last year’s roundtable format, and how this year’s might be improved.

3.      The Chairman suggested that a committee be formed to brainstorm and clarify the direction and format roundtables should take.

a.       It was agreed that this committee would yield a product by the following Wednesday.

4.      It was suggested that the room of each roundtable should be taken into consideration.

  1. Recommendation of Speakers
    1. There was some discussion regarding speaker invitations, contacts, acceptances and declines.
    2. There was some concern expressed regarding the size of the merged roundtable. The Chairman remarked that the issues were significant enough, and that the caliber of the speakers on this roundtable was excellent enough to warrant a larger roundtable.
    3. A representative from DPI reported that 23 invited speakers had accepted their invitations. The representative also reported that several speaker invitations had been returned, and that the DPI had been trying to track down information and ensure the delivery of invitations. She said that there was a need to balance the speakers geographically.
  2. Other business
    1. There was a report concerning a recent coordination meeting, in terms of logistics and other technical and administration issues.
    2. It was noted that the Co-Chairs of the planning committee would alternate chairing the meetings each week.
    3. There was some discussion regarding the use of funds to pay for speakers’ expenses.
    4. There were some suggestions made regarding additional moderators.
  3. Next Meeting
    1. Thursday, 29 June 2006 (Venue TBA)