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

 

Minutes of the Seventeenth Planning Committee Meeting: 25 May 2006

 

Conference website: www.unngodpiconference.org

 

 

1.0  Pre-Meeting Comments

1.1  Michaela discussed the Conference planning process on the part of the UN, and their participation. She briefed the committee on the status of potential speaker invitations, especially in that letters have been drafted to each speaker on the Conference agenda.

2.0  Adoption of the Agenda

2.1  The agenda was approved.

3.0  Adoption of the Minutes

3.1  Regarding the second page, “Fowler” is correct.

3.2  The online workshop proposal submission is up on the Conference website, not online registration.

3.3  Regarding Networking session, the minutes should have read “the formal,” not “the informal”.

3.4  The minutes were approved.

4.0  Discussion of Speaker Invitation Letters and Draft Conference Agenda

4.1  Mr. Brandt spoke about the UN process, with respect to getting speaker invitations out.

4.2  With respect to the tardiness on getting out speaker letters, it was suggested that a letter of protest be drafted and signed by the planning committee, for submission to the UN.

4.3  There was some brief discussion regarding the themes of the Conference and their structure, specifically regarding the allotment of various issues to Plenary sessions and Roundtables.

4.4  There was a comment that the opening session in the Conference Agenda lacked standard greetings, as was protocol in years past.

4.5  There was a comment regarding global warming, and potentially inviting Al Gore to speak on it.

4.6  Michaela requested addresses for those speakers who are on the list.

5.0  Recommendation of Speakers

6.0  Subcommittee Reports

6.1  Events and Fundraising

6.1.1        Sherrill said she had been meeting with potential sponsors.

6.2  Networking

6.2.1        Fannie reported that the committee had produced a few documents, including a one-page on “what is networking?” They had another document on “best practices, using networking as a tool,” that would go on the website. The committee had been looking at videos relating to the conference, to be played and used as a networking facilitator. There would be an expert at the Conference, to talk about the techniques of successful networking.

6.2.1.1  There was brief discussion on coordination, in recruiting young people for volunteer work.

6.3  Media

6.3.1        The committee thanked Sol and Juan Carlos for their intern. Joan reported that sample press releases were up on the website, and requested that members of the planning committee to review them. Joan announced that there would be an appointment to arrange a sponsored press conference on the day before the conference. The committee said it had been working with Juan Carlos about trying to get college newspaper editors accredited with press credentials.

6.3.2        Jeff reported that the committee had met with two outside experts from two prominent media venues: the Atlantic Monthly and the Nantucket Film Festival. There was a report regarding the discussion and brainstorming the committee had done, toward working out a proposal for future involvement with these parties.

6.3.3        Regarding the Film Festival, Jeff reported that he and Suzanne had been involved in some discussions, including scheduling and content.

6.3.4        There was discussion regarding screening a certain film as a fundraiser.

6.4  Resource Centre Support

6.4.1        As planned the online registration started on 25 May. Sol said they had the cover letter available that would introduce Juan Carlos and instructions on Joan Kirby’s letter regarding the Conference Reception for online registration.

6.4.1.1  Accolades were given to everyone involved in creating the online registration form.

6.4.2        Anya Farquar introduced herself.  She is from Art Center, designed the graphics design for the Conference.  the poster, and will spend the summer working in the resource center. 

6.4.2.1  There was some discussion regarding graphic design and the creation of various promotional items.

6.5  Midday Workshops

6.5.1        Leslie reported that the committee is on target. She expressed hope regarding incoming interns, but also said that they needed more than they currently had coming. The committee said it had an evaluation form.

6.6  Internet

6.6.1        Sol said the Resource Center had been receiving calls and emails about the Conference. She discussed what was on the website.

6.6.2        Vanessa said that 15 June website would be live. She also said that the deadline for suggestions regarding the website would be 10 June.

6.6.3        Michaela said that Sarah McCue had contacted roughly a score of airlines to see if they were willing to offer anything toward the Conference. Lilly Schwab who works with Joan Kirby volunteered to follow-up on the initiative.

6.6.4        Michaela suggested that, if anyone had any comments regarding the website, that they send those suggestions to the internet committee—or to Nancy Ye of the Resource Centre in regard to the online registration.

6.6.5        There was a comment regarding the timeline of website evolution.

6.7  Trouble Shooting

6.7.1        There was no business reported.

6.8  Multigenerational

6.8.1        Gala reported that the questionnaire is ready to go out, and would be sent to a listserv of youth and older groups. She also said that it would be uploaded onto the website. She said that the work would be divided among the committee members. The committee had worked on their workshop proposal. There was brief discussion on this.

7.0  Other Business

7.1  Michaela requested that people seek small donations, and perhaps sponsors for individuals coming from abroad.

8.0  Next Meeting

8.1  Thursday, June 1 2006 (Venue TBA)

8.1.1        Michaela requested that this meeting be for the co-chairs. She said she would be gone from June 6-22 for a meeting in Africa that had been planned for over a year.