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YEC Core Team Meeting - January 28th @ 6:30pm
YEC Core Team Meeting - January 28th @ 6:30pm

Tue, Jan 28

|

Virtual Meeting

YEC Core Team Meeting - January 28th @ 6:30pm

Looking Forward to connecting with each of you at our next meeting on January 28th @ 6:30pm. Agenda and Last Meetings Minutes are in the Event Description

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Time & Location

Jan 28, 2025, 6:30 PM – 7:30 PM EST

Virtual Meeting

About the event

AGENDA


1. Welcome and Introductions - Christine


2. Event Logistics Update - Paula

a. Location

b. Programing (Activities, Speakers, Youth Showcase, Grand Finale etc)

c. Vendors/Food

d. Health and Safety


3. Volunteer Onboarding Update - Olimpia


4. Community Engagement Update

a. Youth Impact - Shawn/Lexi

  • Community Partners

  • Volunteers

  • Sponsorships

  • Project Plan


LINK TO JOIN ONLINE MEETING

Francesca Licursi invited you to a Microsoft Teams Meeting:


YEC Core Team Meeting - January 28th @ 6:30pm

January 28, 2025

6:30 p.m. - 7:30 p.m. (EST)

Meeting link: YEC Core Team Meeting - January 28th @ 6:30pm | Microsoft Teams | Meetup-Join

Minutes of January 14th Meeting

Attendees: Francesca, Paula, Lexi, Shawn, Teresa, Christine


Welcome Shawn and Paula to the Core Team 😊


YEC Website - Online Community

·      The website has greatly expanded please check out all of the changes to the site

·      Our website right now has postings for two types of volunteers with their roles and responsibilities explained:

 

Youth Festival Support Crew

Youth Impact Leaders

Responsibilities

 

  • Setup: Prepare booths, exhibits, and activity spaces.

  • Crowd Management: Guide attendees and maintain safety.

  • Activity Support: Oversee youth activities and performances.

  • Registration: Welcome and check in participants.

  • Breakdown: Assist with cleanup and takedown.

 

·       Community Outreach:Engage local businesses and secure sponsorships.

·       Vendor Coordination:Manage registration and ensure smooth vendor experiences.

·       Partnership Development:Collaborate with community organizations.

·       Event Setup: Assist with festival setup and preparation.

·       Event Promotion: Spread the word and encourage participation.

Skills Needed

  • Teamwork and dependability.

  • Clear communication with attendees and staff.

·       Strong communication and organizational abilities.

·       Teamwork and reliability.

·       Commitment to tasks and deadlines.

Availability

  • Available for May 4th, 2025

·       Must be available before and during the Youth Empowerment Day Festival on May 4, 2025.

Important Notes

·      Volunteers of all ages are welcome! Youth 15 and under require parental consent.

 

·      Paula, Lexi and Shawn will mainly coordinate these volunteers (Teresa will also assist with this as the volunteer coordinator)

·      Separate meetings will be had to work on this especially with the books potential deadline for submissions at February 1st, 2025

·      There is a community live feed on the website where you can see what’s going on, discussion boards and documents can be accessible through the page as well

·      All members should ensure they sign up and have the correct permissions set up

*At this time Christine and Teresa don’t have access to the other areas “page notes permission is required but no area to request access”


Volunteer Excel List

  • Previously we used the volunteer excel list to hold volunteer information but Francesca would like to move to the website to do this

  • She is going to see if there is a way to export the info if required from the site for those involved who may need to contact volunteers

  • Action item: We will need to look into having volunteers provide some sort of consent for individuals to be contacted from their information provided to the website


Volunteer onboarding:

·      Need to look into privacy or consent document so that multiple members of the team can access volunteer information if required

·      Paula and Lexi will connect about accessibility notes for the event and for volunteer onboarding and any potential training volunteers may require


May 4th Event:

·      Still trying to find a location that will work for the event, looking potentially at using an arena space

·      Paula is working on finalizing an event space with Francesca

·      Have confirmation from Miss Canada that she may be able to attend the event, Francesca is going to meet with her and see if it will make sense to have her attend

·      Bradford Small Ballers will be doing a performance and offering basketball and dance workshops throughout the day

·      Genesis Gymnastics will be setting up a play area

·      Francesca has reached out to the mental health van, police and fire to come and do an activity for the kids

·      Any community agencies and vendors that have a table will have to have an empowerment activity and something to give back, not just promoting their agency or business

·      Bradford music academy is in but they have not confirmed their performance information (perhaps a sensory area to meet AODA requirements)

·      There will be a main stage where children will showcase their different talents or whatever they want to show off

·      Flag raising will still happen at the library around 11:00am with the mayor present, exhibit will still have ribbon cutting and the exhibit will exist at the library for two weeks as it did last year

·      After all of this, the main event will occur later on around 3:00pm to give people time to attend the next location


YEC Event Workbook:

·      Anyone who wants to participate in the event or create submissions can access the work book on our website that gives them guidance and steps on things they can complete to help inspire them to create

·      This can also be provided by teachers, parents and other community leaders who work with youth to children who they think would like to participate


Vendor Booths

·      Francesca has been in touch with an individual who runs various vendor events and markets and she has offered to create a proposal for running the vendor booths

·      We do not know at this time that the cost will make sense with the funds that we have but Francesca will see if it makes sense for the organization to get involved in this


Next meeting date: January 28th 6:30pm to 7:30pm




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