Conference Committee Meeting 12/05/2018

Post date: Dec 06, 2018 1:58:39 AM

• • Conference 2019:

    • Site Logistics: Toby is continuing to work on the site contract, room reservations, etc.

    • Budget: ACTION: Toby has been entering information into the draft Budget document. Hopefully done by December 20th, to send to Finance Committee.

    • Website: ACTION: Toby has done it before, has help and sees no problems. He will communicate with Rick about getting the process started when we are at that point.

    • Program: A few pieces have been set. Poetic Justice is being pursued, perhaps tickets will be sold.

  • Conference 2020:

    • Margaret will follow up with Chad and Eleanor, with awareness that NY/Westchester can be part of the planning group.

  • FROM THE BOARD:

    • Create outside vendor form to communicate information about our sexual harassment policy with all outside vendors that come to the organization’s events.

      • ACTION: Archer will look for a few examples of outside vendor.

      • ACTION: Toby will try to get a copy of the school’s sexual harassment policy to look at.

      • Margaret’s question: Does Sexual Harassment Policy become a part of the contract?

    • Conference Registration to include: Official AVP USA media release forms (official) (with input from Chad Dell)

      • Rick: We tried during registration and one with the I-Key workshop. Almost no one paid attention to this during registration. It might be the best thing to do to have a stack of these at the registration table, not ahead of time. Toby concurs.

      • Potentially have a sticker to let people know that folks are alright being photographed.

      • ACTION: Rick will find the Media Release Form and send it to the group. ACTION: Miriam will also send a copy of some different forms.

    • Communicate importance of giving people an opportunity to opt out of photos and give verbal and/or written reminders to make sure they ask for permission before taking pictures (unofficial).

    • Communicate sexual harassment policy effectively at the beginning of the National Gathering: we will share out about our sexual harassment policy (specifically focusing on our policy for 18 and under people at the conference), and Confidentiality guidelines surrounding our policy about taking pictures. The wider AVP community will also receive the information given at the gathering.