Preston and Brad, here is a page that will develop for our use if you want to reference it for any of the matters that I can support
Maggie will attend the Thurs 7pm "Annual Planning" workshop on Zoom from Arienne and squad in Ithaca. Registered. Supplied these qeuestions: Are folks org'ing this workshop employees of Cornell or just volunteers like me? Confused & curious about authority to coordinate & have any expectations on clubs like ours? Explain I-modules? What support & guidelines are offered for using email lists?
Aug 2, Sunday, determine time of day: 4 pm or after dinner at 7 pm for "cooler temps" and dessert?
PR checklist:
Address list from Ithaca? DELIVER ASAP.
Can Arienne supply Photos from last year to Maggie?
How does Ithaca insist that we communicate? Through Arienne or directly? Will she create a web page that can develop with Q/A?
Photos from last year's event?
Save the date sent to Emma calling for a committee to welcome the Freshmen? Contact Preston if student and Brad if already graduated?
Do we need a registration link at CCW home page?
Do we need a registration link for CCW members' participation?
Does Membership (Morgann) have any level of "affiliation" that can begin to gather Freshmen contact info for direct emailing?
Can Liz Mueller provide additional insight on evolution of CAAAN in support of such an event? Should she be on our committee?
Where do we post logistical changes to event? Maggie uses a private page here: Logistics. This is a page that can grow under our control, as can I grow a page at the Cornell Web site. Difficult to work such updates through Steve, however.
Committee Members:
Rising Freshmen: Preston and 3 others he wants to meet?
CCW: Brad/ Wendy minimally and Maggie, add Events Junkie Jeff Goldstein? Maggie explain Steve suggested relationship. Possible addition of Kassandra Jordan and Sneha Baliga, class of 2025 and hopefully my replacement at CS VP
Cornell soph, junior, senior: Maggie knows that Michaela (Class of 27) was on their student panel last year. I can reach out. She is a sorority sister of mine.
Which other Board Members might attend?
Set up?
Clean upp?
General:
Menu: pot luck-ish, dividing up according to alphabet
ice with cooler: A-E... 6 pack of soda, water or selzer: ( F- K,) and bag of snacks or a dessert (L-Z) .
HOT TRUCK OPTIONS: we can get food trucks to come to campus if we collect contact info ahead of time and tell them where to park. Guidance from Ewing?
CCW buys and brings: napkins, bowls, plates, more coolers. (who?)
Skip: cups, alcohol.
Transportation to Event: Do we organize car pools for students far away and match kids up with drivers? It's a bonder. It's inclusive.
What are the transportation descriptions? Supply ASAP: Metro: Parking: Bus:
CCW brings: Cornell Flags, pre-made nametags (maybe printed by Ithaca offices?) for welcoming table, Maggie has 1 flag to loan, purchased from Cornell Store. Olanders might get another? Maggie also has: TAR hats, TAR biz cards, pom poms, Cornell lettering to hold up for photo ops
Let's assign the job of event photographer to 3 people and get them to curate best images to send BY EMAIL to Emma, (Arienne???, Wendy for newsletter) copying Maggie within 2 days... after event is over. Gather all of those addresses and list them here:
Do we want to set up a WhatsApp thread for organizers for the day? Maggie can explain. (Brad, Maggie, Arienne, Preston only for now?)
Cornell campus sends to us this month: Cornell Flag (lets try to source one from them for free, nametags
(Can develop a fun theme and logo. Maybe even adapt The Amazing Race theme? Just an idea, but I have free hats and TAR business cards. Could set up a fun activity for students like a race to take down contact info of 5 classmates... something Big Reddy. Some Trivia from the Hill. Put kids in teams as an ice breaker for 20 minutes. Nothing too high stakes or complicated, but to address the nerves in small groups as people arrive. We could do "pass the potato"-- it's funny.
Brad has 3 docs that assisted with planning steps last year. They are very good considerations! (Emailed to Maggie on 5/129/2026)?
Questions:
Can we limit it all to freshman plus 2?
Will our ice breaker help kids who are introverted feel comfortable and connected by the end? Can "observant non joiners" opt out? Many Cornellians are introverted and social anxiety is a THING. Let's build our program with sensitivity. Some kids don't exchange PIN for Whatsapp readily. Do we encourage kids to bring their contact details on paper? Meh... I'm over complicating things, maybe, as I doooooooo. But we want the invitation to be rock solid and
Parents- bring your business card to make networking easy for you. Do we build a parent contact list that we say we'll make available electronically in a follow up email or Google doc URL ahead of time?
Do we buid any google forms ahead of time for people who want to have a class of '30 network for parents? What info would people want to gather?
What is the event budget from Ithaca?
What is the event budget from CCW?
Can this event leverage what CCW might benefit from in future?
Can CCW provide a QR Code on a gift bag as a welcome? What valuable gifty could CCW provide to put CCW into their thinking? Mike Flanagan had an idea once.
Do we have door prizes for fun? Something really great like a Cornell Flag What Swag does Steve P or Arienne have for us to pass out for fun?
Do we charge to attend the event? If so, will Steve's work on web site / Events section and Maggie on home page facilitate that?