Idealist.org Planning Meeting 2 - Notes

category:Idealist
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Sunday, February 4, 2007 2:00 PM - 4:00 PM, Jujubi's: 550 Barber Ln, Milpitas, CA 95035
Attendees: Hien Tran, Matthew Singh, Leo Romero, Virginia Gabby
Note taker: Leo Romero
==Today's Agenda==
*Introductions and Check-In (2:00 - 2:20)
*Assign meeting duties: note taker and time keeper (2:20)
*Status Update (2:20 - 2:40)
**Expected turnout - Registration is closed at 53 people - reopened
**Venue
***Eastside Neighborhood Center, 2150 Alum Rock Ave, San Jose, CA 95116
***Is there a waiver form we need to have participants sign for insurance purposes?
**Refreshments – Virgina says 95% sure that Costco will provide
**Team leader job description - Added estimated time commitment to description
*Event Agenda (2:40 - 3:25)
**Ice breaker
***Little-Known Facts – Matt will run
***World Café – Deferred for next meeting, when people are more comfortable with each other and can get deeper
**Discussion time
***Currently, 1 hr 15 minutes scheduled for group discussion. Groups will each go through the Idealist agenda
***Establish list of subject-oriented teams. By Wednesday 2/7, identify and describe eight groups. Here's a list of categories from the Idealist.org site; try to group into eight.
**Add time to event agenda to discuss briefly the second meeting to draw people in
*Second Event Agenda (3:25 - 3:50)
**Goals for the second meeting?
**Line up guest speakers, ask participants to email us people they want to bring before the group
**Discuss activities - How to get people talking more
**Draft agenda:
***Start with world café
***Guest speaker
***Review of last meeting
***Breakout: Discussion groups
***Create a shape – communication, leadership, getting people together
*Assign tasks for next meeting, including: (3:50 - 3:55).
**Matt
***Post description of “little known facts” and rainbow
***Update & maintain the venues section of the wiki
**Leo
***Setup site check with Milton – if we can, we’ll meet Saturday somewhere near there; if not, Coffee Society (Pruneyard), Campbell 12-3PM
***Sign-In Sheet (pre-populated fields, with blank column for zip code)
***Email final update/reminder for event
**Hien
***Find out where to hang out after the event, for those who want to
***Find free locations in schools (san jose)
*Everyone
**Think of subgroups - due 2/7Wed
**Venues
==Draft Event Structure==
*Sign-In (1:30 - 2:00)
**Sign-in sheet
**Hand out event agenda
**Name tents
*Ice breaker (no longer than a half hour) (2:10 - 2:40) (Matt)
*Transition (2:40 - 2:45)
*Why are we here today? (2:45 - 3:15) (Virginia)
**Say why we're here
**Introduce idea of subgroups
**Q and A
**We are looking for people who would like to take the lead on each subcommittee. Provide position description
*Group discussion (3:15 - 4:15) (All)
**All
***Have one person take notes (on flip chart or otherwise)
***One person will be presenting ideas to the large group
**Facilitators only
***Bounce between groups
***Keep eye on time and call time
***Regroup at 4:10 (5 minutes before end of activity)
*Report back (4:15 - 4:45) (Hien) - Have lead from each group present their ideas 
*Feedback session, i.e., plus/minus (4:45 - 4:57) (Hien)
*Discuss next meeting: when, where, agenda
*Thank you for coming!
*Adjourn to another venue for dinner, more bonding