July 21, 2015 Conference Committee notes

Post date: Aug 10, 2015 12:49:51 AM

CONFERENCE COMMITTEE MEETING NOTES July 21, 2015, 12 PM EDT

Notes by Nancy Hutchins

Attending: Louisa Schlieben and Margaret Browne, Denver Local Group; Sharon Moon, Scholarship Com.; Nancy Hutchins, Conference Clerk; Roger Kluck and Rick Krouskop, Washington State; Dawn Addy, AVPUSA President.

Gathering

Preliminary Budget Results from 2015 Conference. Rick noted that his figures still need to be reconciled with the Treasurer. Because attendance was lower than planned, the target of replacing the $5,000 scholarship fund could not be met.

Google intranet. Rick reminded everyone that the Wiki materials including the Conference Manual have been moved to Google. This would also be a convenient place to keep notes accessible to all. Rick will work on making sure everyone has access. Margaret said that the manual has been helpful. We noted that the Conference Manual needs updating in places, especially as it pertains to setting up breakout sessions and asking presenters for their background.

Target Audience for Conference. The consensus of the committee was that it is fine to market the conference and especially specific speakers and events to a wider audience beyond current AVP facilitators.

Marketing: The AVPUSA data base is the largest group we have internally. Targeted emails can be sent prior to December if the local has important information to share. The Transformer deadlines are August 15 and November 15. Roger noted that breakout sessions tend to be about facilitation so we should emphasize the keynote speakers, films etc to reporters. Margaret has plans to use local media, including a local magazine and local radio.

• • Margaret will ask CLARG to re-emphasize getting all facilitators onto the data base.

Pre and Post Conference Events.

• • Margaret reported that a pre-conference event for the Denver women's prison is being planned for Friday, May 27, 2016.

  • Dawn would like to again have some open discussions hosted by the Board (C of C). She suggested sessions on Thursday May 26, with the Board meeting on the afternoon of Monday, May 30 also open to participation by others. That schedule permits people to attend Friday events.

  • Other possible pre-conference workshops on Gender Awareness and Compassionate Listening have been suggested.

Registration. It is important to have pre-conference events lined up before opening registration. Registration should begin by Feb. 1 and can begin prior to that if ready. (The Con. Manual suggested early January.)

Theme and Keynote(s). Margaret and Louisa named a number of local people who are involved in corrections or lobbying for criminal justice reform or working in academia on re-entry and prevention issues. The current Director of Corrections if very progressive. So some theme around criminal justice is a possibility. Ideas:

• • A panel might be a good way to go for at least one presentation

  • There is a need to be sensitive to racism concerns. Can we find speakers of color?

  • Local speakers or panelists should be less expensive.

  • Michelle Alexander was mentioned. Philadelphia had contacted her but it was beyond reach financially, as some of us remember.

The term "partners" came up in searching for a theme. Or "community".

Breakout Sessions. Margaret suggested targeting specific tracks and asking people to offer breakout to fit the need. She suggests looking at AVPUSA goals for ideas guidance. Some ideas:

· Self-care, how to retain energy and vitality - or could be a plenary session

· Strengthening Local Organizations (administrative skills and organization)

· Keeping facilitators who have been released involved in AVP work

· Facilitation: Mentoring facilitators ; Building strong facilitation teams

· Racism/ white privilege

Nancy suggested that if we are marketing to people new to AVP, we might plan some breakouts that are more introductory - a mini, a film, a panel of people who could talk about what value they have gotten from the program. (Only if we get some folks coming for whom this is appropriate.)

Budget. Margaret still needs to find out final numbers from Regis University for room and board.

Denver is currently planning to budget for 80 doubles, 20 singles, and 35 commuters. The last 3 conferences had between 73 and 80 full conference registrations. Margaret thinks we can do better with better marketing.

The budget needs to be approved by the Finance Committee and in place before registration forms can be generated.

Next Meeting. Tuesday, August 11, noon EDT.