2010 Baltimore Host Team

Comment

Comment by Claudy E. Chapman on February 19, 2010 at 7:08pm

Dear friends:

I really enjoy the weekly calls in preparation for the 2010 summit in Baltimore. The energy and support I experienced reminds me why I look forward to the first weekend in August so much.

In that spirit, I came to notice that many of us are professional educators who work in a variety of environments, concerns and contexts. As a teacher myself, it occurred to me how valuable a regular clearing event would be for me. To that end, I would like to invite other educators to form a regularly scheduled call in which we clear ourselves and listen to each other clear. I have no expectations around the conversation. I am open to see what the experience may bring.

Please let me know if you are interested.


Claudy E. Chapman, M. Ed.
9033 S. Bennett
Chicago, Il 60617
Phone: 773-768-5518
Cell: 773-491-3840
Fax: 773-768-2373

Comment by Goldboot on February 1, 2010 at 9:53pm

Host Team we will be bisecting the work we did last week in hopes of getting a deeper look at what is going to make the 2010 Summit happen. If you see yourself in as a Team Leader of any of the below accountabilities please make that known to us either on the call or before by just emailing me or Paul

Agenda 9:00 PM Eastern Standard Time

Recite the

The Declaration Of The International Black Summit

WE DECLARE ourselves, our community and all communities whole and complete. There is nothing to do except be.


WE ASSERT that we are responsible for generating community as possibility and distinction. We listen for and grant being to the possibility and creation of unpredictable results. Our conversation of, about, and for those of African descent is one of power, self generation, abundance, responsibility, unity and integrity, with the possibility of being.

WE STAND for the expression of our spirituality; ending the murders of our men, women and children; building economies responsible for funding our community; maintaining wellness of being in our bodies; providing human services; establishing nurturing relationships; altering the conversation of who we are in the media; empowering our youth.

WE DECLARE that our community manifest itself in the world as a contribution in the transformation of the universe.



Atlanta, Georgia October 7, 1991

The Intention of the Host Team will be to hold the space of welcome with ease and excellence.

The Host Team Will Inquire & engage in the
Question "what is host?"

Set Up Task Team to support or Intentions:

Host Greeting (The first contact with Participants)

a. Video Welcome (Tokbox welcome to the IBS 2010)
Leader________________

b. Email Welcome Leader________________

c. International Hot Line call Answering service (Greeting Message)
Leader________________

===================

Set Up Team Leaders for Days and Summit events

Tuesday welcome Team (Hotel) Leader________________

Wednesday Welcome Team (Hotel) Leader________________

Thursday Welcome (Hotel/Opening Event) Leader________________

Friday Welcome (Event) Leader________________

Saturday Welcome (Event) Leader________________

Sunday Welcome (Event) Leader________________

1. Greeters will hold the space for Participants to feel at ease and welcome in the Summit Space

1. Welcome Assistance
Directions Team Leader________________
Registrations, Assist Team Leader________________
Transportation, Team Leader________________
Rentals Team Leader________________
Food Team Leader________________
Entertainment, Team Leader________________
Information on Pre and Post Summit Team Leader________________

2. Welcome package Team Leader________________

5. Summit Evening Entertainment Team Leader________________
Shows Movies Events

6. Hosts Team Participation Leader________________
On Site or Virtual Host (Off Site Locations)



Next call will be Thursday February 4, 9:00 PM

Free Conference Call
Conference Dial-in Number: (712) 775-7000
Participant Access Code: 773541#

Comment by Goldboot on January 28, 2010 at 11:51pm

Host Team Call Notes 1/28 9:00 PM till 10:03 PM

The Intention of the Host Team will be to hold the space of welcome with ease and excellence.

Task:
Host Greeting (The first contact with Participants)
Video Welcome
Email Welcome
International Hot Line call Answering service (Greeting Message)
===================
No Site Task
1. Greeters will hold the space for Participants to feel at ease and welcome to the Summit Space

1. Welcome Assistance
Directions, Registrations, Transportation, Rentals, Food, Entertainment,
Information on Pre and Post Summit Activities

2. Welcome package (Memorabilia note pads and or gifts)

5. Evening Entertainment option
Shows Movies Events

6. Hosts Team Participation
On Site or Virtual Host (Off Site Locations)

The Host Team Inquire
We are commented to Listening for what's needed to Host an ex ordinary event.

2010 B'More Host Team Question
What is Host?

Next call will be Thursday 9:00 PM

Comment by Goldboot on January 23, 2010 at 2:24pm

Host Team Intention & Responsibilities
Purpose To help coordinate with the Development and Production of the Annual Event. The Host Team will be responsible for assisting Participants of the IBS

Responsibilities

Prerequisite Baltimore
Working closely with IBS Chairs
Establish budget by the March Committee Meeting
Requesting Corporate sponsorship monies from Corporate Relations
Help forward the Space of the Summit by helping Participants in the following areas
Sleeping accommodations
Food and beverage arrangements
Audio/Visual arrangements
After Event entertainment
"Night on the Town" options
Hospitality room
Transportation
Memorabilia
Assistance
Advertisement
Help with the Coordination onsite Participants Health and Well Being.
Establish & maintain website & e-mail for the Host Team.
Submit an informative article or update per issue of the Black Summit News.
Attend all meetings to receive completed evaluation and information (notebooks, files, etc.) from the previous Host Chair
Plan the on-site meeting (to be scheduled for two days in early May or June) for the Host Team and Committee Chairs.
Contact the Committee Chairs plus the Board of Directors to confirm their individual committee meeting plans
invite/inform all members of our committees
review committee intentions
review previous year's conference evaluations
review sub-committee structure & responsibilities
overview tentative Summit schedule
choose conference colors – logo & theme w/Program committees
brainstorm sub-committees work
set timelines for committee projects
delegate Host Committee responsibilities to committee members by sub-committees
set up times for follow-up committee meetings
Plan two or three follow-up Host Committee meetings to be held between on-site meeting and the Annual Conference
Typically these meetings are rotated between areas and may be scheduled per attendees
Review sub-committee work
Continue to make preparations for the conference
Responsible for the following areas:
Grand Opening Event
publicity
food and beverage
recreation
entertainment,
transportation
memorabilia
hospitality/placement information
conference color(s) to coincide with theme/hotel/location
photographic history of conference (photographer and video)
Work with conference site hotel staff to arrange space
At the Annual Conference, oversee the functions of meals, receptions, breaks, entertainment, recreation, hospitality, transportation, and some of the newcomer's orientation
Act as the primary liaison to the hotel staffs as needed
Prepare a comprehensive final report and budget summary for the IBS next year's Host Chair within 60 days after the Annual Event is held
Organize Event materials to be passed on to the next Chair of Host Committee at the transition meeting held during the Oct. 2010
Submit a welcome letter to the membership in March for the Event Committee Chair(s) for inclusion in the program notebook
Submit a brief abstract in March to the Event Committee Chair(s) for inclusion in the program notebook
Prepare and submit an annual report to the Board of Directors during the year.