Transcript Vietnamese Youth Convention

Vietnamese Youth Convention 5
Vietnamese Martyrs Parish
Archdiocese of Seattle
VYC5 BTC Meeting
March 4, 2015
1
GIÁO XỨ CÁC THÁNH TỬ ĐẠO VIỆT NAM
TỔNG GIÁO PHẬN SEATTLE
Vietnamese Martyrs Parish of The Archdiocese of Seattle
THE
INSPIRATION
6801 South 180th St – Tukwila, WA 98188
Phone: (206) 325-5626 Fax: (206) 324-5849
Website: www.vnccs.org
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Vietnamese Youth Convention 5
Volunteer Commitment Form
As a volunteer to do God’s work in carrying out the mission and vision of the Vietnamese Youth
Convention known as VYC5 in Seattle, Washington on the 4th of July weekend in 2015 for the
Vietnamese Catholic Youth around the country, I ___________________________________________
understand my role and responsibility to God, my Parish, my peers, and the Vietnamese Catholic Youth
that will be participating in this convention. With this understanding of my role & responsibilities and
my answer to God’s call to SERVE, I promise to:
S
– Seek Ye first: I promise to seek God first to understand His purpose for me in my work.
E
– Excellence: I promise to go one step further in my pursuit for excellence.
R
– Respect: I promise to respect my peers in their judgment as we work alongside one another.
V
– Vision: I promise to help build the vision of Vietnamese Youth Convention.
E
– Embrace and Enjoy!: I promise to embrace the challenges and find joy in what I do.
As for me and my house, we will serve the Lord. ---Joshua 24:15
Sign By: _________________________________________
Date: ___________________________________________
Witness: _________________________________________
Fr. Đào Xuân Thành
Meeting Agenda
•
•
•
•
7:00PM
7:05PM
7:15PM
7:20PM
• 7:40PM
• 7:45PM
• 8:25PM
Opening Prayer
Activity & Introduction
Updates from Las Vegas, NV
Updates from CA – OC, San Diego, San
Jose, Sacramento, Vancouver BC, Portland
Executive Updates
Updates from Committees
Next Steps
• Registration Help – prayer group and BTC reaching out
• Bi-Weekly update
• 8:30PM
Closing Prayer
Executive Updates
• Tết Festival was a success!
• Registered 50
• Raised $7,000
• Met our goal on matching funds
• Total amount raised with matching - $65,000.00
• Mailing of letter/flyer to over 500 Vietnamese
Priest across US.
• Registration is currently at 300.
• Scholarship being offered – 4 at this time
• New flyers, poster, and registration form
• PLU tour set up for March 7th 9-11AM
Tết Festival
VYC5 Mailing
PUBLICITY
Publicity Update
1.Direct Emails to Leaders
2.Direct Emails to TNTT
3.Direct Emails to Prior Participants
4.Social Media (Facebook)
5.Next Steps
Direct Emails to Leaders
 2/1/15 sent 1st round: 250 prior VYC leaders + 380 emails provided by cha Chương
(35 invalid emails); only one responded Su Le from GX Cac Thanh Tu Dao VN,
Atlanta, GA
 2/24/15 sent 2nd round and got responses from:
 LM Peter Vo Son, Tong Thu Ky Lien Doan Cong Giao VN Hoa Ky; emailed out
and also uploaded VYC5 info to VietCatholic.net and LienDoanCongGiao.net
 LM Dominic Danh Tran, Don Bosco Orange, NJ; will promote at retreat for TNTT
mien Dong Bac March 6 and youth rally in Dallas/Fort Worth March 14
 Pt Hoang Ngoc Quy, GX Duc Me Famita, Fort Worth; he sent to chu tich & pho
chu tich GX, Quy Tr cac nhom gioi tre o GX
 Thien Ta, Fort Worth, TX; expressed interest in Praise and Worship; connected
him with Ban Van Nghe
 Nhiem Ta, Dallas-FTW, TX; forwarded email to GX Fatima, GX Hang Cuu Giup,
GX Thanh Giuse
 Pham Van Minh, GX Saint Lucy, Long Beach, CA; Vu Hong Phuong coordinating
with OC
 Sr Grace Duc, Lovers of the Holy Cross, Los Angeles, CA; taking a group of 60
 Uyen Vu, Legion of Mary in OC; registered & coordinating with OC
 Tamara Tran, Dong Hanh Tay Nam; connected her with OC
 Anthony Nguyen, TNTT Santa Ana; registered
 Father Bill Cao; coming to VYC5
 Sr Mary-Han Nguyen, San Gabriel, CA; inquired about our parish but didn’t
respond further
Direct Emails to TNTT
([email protected], cac doan truong)
 2/14/15 sent 1st round: no response
 2/24/15 sent 2nd round: two responses
 Tr Khoa, Kito Vua, Sacramento, CA
 Tr Nguyet Sara Hoang, Xavie Can, SW Seattle
Probably need a new
strategy/approach with TNTT
Direct Emails to Prior Participants
 2/15/15 sent 1st round: 1,069 >> 521 opened, 25 clicked through (website/letter to
parents), 114 bounced, 9 unsubscribed
 2/27/15 sent 2nd round: 946 >> 203 opened, 9 clicked through, 3 unsubscribed
Social Media Outreach via VYC Facebook Page (949 Likes)
 “Hello Seattle!” Post (paid $20 to Boost Post)
 6,360 reached
 41 Likes, 5 Shares
 VYC5 is heartbroken for our Seahawks…
 1,799 reached
 56 Likes, 4 comments
 Are you a Group Leader…
 1,034 reached
 16 Likes
 How are we building towards VYC5…
 916 reached (within 5 hours)
 24 Likes, 1 Share
The Draw for these posts:
1) Interesting Picture or Video
2) Interesting Tag Line or
description
3) Emotion – something
people can relate to
Results??
1. FB reach rise but did
registration increase??
2. Any relationship between
geographical location of
People Reached and
geographical location of
Registrants??
People Reached:
Do we have a good
represenation from
all major Viet
hubs?
By Country
United States
Vietnam
Canada
Australia
South Korea
5,975
By City
By City
Seattle, WA
537
Los Angeles, CA
134
France
7
Japan
5
Germany
5
Mexico
2
Norway
2
Dallas, TX
32
Everett, WA
31
109
Irvine, CA
29
Garden Grove, CA
106
Las Vegas, NV
29
Brooklyn, NY
25
Huntington Beach, CA
24
Long Beach, CA
24
Houston, TX
94
Baltimore, MD
94
Portland, OR
87
Boston, MA
23
Westminster, CA
79
San Francisco, CA
23
Chicago, IL
70
Olympia, WA
22
New York, NY
65
St. Louis, MO
22
Renton, WA
62
Anaheim, CA
21
San Diego, CA
54
Phoenix, AZ
21
Santa Ana, CA
50
San Antonio, TX
20
Sacramento, CA
47
Milwaukee, WI
19
Bellevue, WA
41
Jacksonville, FL
19
Lynnwood, WA
40
Tacoma, WA
35
Kansas City, MO
18
Washington, DC
34
Federal Way, WA
18
Ellicott City, MD
34
Orange, CA
18
Philadelphia, PA
33
Louisville, KY
17
Fountain Valley, CA
17
28
8
32
San Jose, CA
289
12
Kent, WA
Next Steps
1. Direct Marketing 3rd and Final Email to Leaders, TNTT, and Prior
Participants 3/9/15
2. Identify and contact/follow-up with major Vietnamese parishes
City
Houston, Texas
Philadelphia, Pennsylvania
New York, New York
Arlington, Texas
Boston, Massachusetts
Garland, Texas
Oklahoma City, Oklahoma
West Falls Church, Virginia
Harvey, Louisiana
Springfield, Virginia
Grand Prarie, Texas
Parish Name2
Giao Xu Fatima
GX Duc Me Hang Cuu Giup
GX Thanh Giuse
3. Facebook Postings about once every 10 days
A. Is your City/Parish represented at VYC5 or do you want to
coordinate with someone coming from your area? Check out this
map and email [email protected] (map of current participants)
B. Use materials/blogs generated for our website
Finance – Khối Tài Chánh
As of 3/2/15:
• Donations $51,406, Sponsorships $13,000, HCH
profit $905
• Deposited $6,935 cash/check from registration
• Guesstimate $40,000 still pending from Eventbrite
• Reimbursements: $33,954 (mostly PLU deposit,
posters, publicity), plus bank and check fees
• Bank balance - $38,039
Volunteer Committee
Khối Trưởng: Tracy Thảo Bùi
Vision & Goals
Volunteer Committee
• To support each committee by providing sufficient
volunteers during VYC 5
• To provide volunteers with clear communication
and operation tasks/roles for cohesive teamwork
• To provide a fun and spiritual experience to
cultivate our youth ministry
Committee Questions
Volunteer Committee
• How many volunteers will you need?
• per convention day, per session, etc.
• Who is your ideal audience?
• age group, experience, skills, etc.
• Special requests?
Action Items
Volunteer Committee
• Meet with each committee to understand specific
volunteer needs
• Create template to recruit/capture volunteers
• Tool for leadership
• Create tracking system for volunteers
• Volunteer Advertisement: Website Page
• Anything else?
Vietnamese Youth Convention 5
Vietnamese Martyrs Parish
Archdiocese of Seattle
HOSPITALITY
19
Internal Team Lead Responsibilities:
Anh Micol – transportation: To & From Airport, arranging drivers for vans
and school bus
Anh Henry Vu- Tour Package: Henry will plan out the logistics of the tour,
transportation to and from tour
Anh Dung Ho: Will be helping with FAQ from the perspective of parents
Chi Quyen Vu- Hospitality Inbox: PR of hospitality, answering Questions
related to hospitality
Teresa: manage Hospitality website
Need: Liaison for ban am thuc (Co Ben) & hospitality
Tour Package
• We will NOT host after conference on Sunday
• Only ONE tour time
• July 2, 2015
• Tour Starts @ 1 PM
• Everyone will be transported to church
and/or meet at church
Number of buses will be determined on number
of tour participants
Will find out based on forms created by Anh
Micol
Transportations
• Thursday July 2, 2015
• Pick up at Airport and drop off at Church:
• 10 AM, 12 PM, 2PM, 4PM, 6PM, 8PM, 10PM
Friday July 3, 2015
• Pick up at Airport and Drop off at PLU:
• 9AM, 12PM, and 3PM
• No pick up on Saturday
• Drop of at Airport on Sunday
• 12PM, 3PM, 5PM
• 5PM will be either at airport or at church
Vietnamese Youth Convention 5
Vietnamese Martyrs Parish
Archdiocese of Seattle
Website
Update
www.vyc5.org
Website Highlights
• What’s new? Workshops, content, blog
updates.
• 8 groups listed – Washington, California,
Lousiana, Canada…
• Familiar faces help visitors feel comfortable
coming to VYC
www.vyc5.org
How to Log in
Scroll down to bottom
Then Log in
www.vyc5.org
Need a web meeting?
• Click ‘Staff Access Point’
• Log in with vyc5seattle
• Click on a room (orange, blue, brown)
www.vyc5.org
Where visitors come from
• From where do people visit?
•
•
•
•
•
•
472 from WA
375 from CA
38 from TX
31 from LA
12 from NY
Australia, too!
www.vyc5.org
When are people visiting?
• PR committee is bringing more people to
website
PR Email
www.vyc5.org
Facebook
Blog repost
Committees can make a
difference for PR
• Share your stories, struggles
• Share your faith
• Share your ideas, dreams about VYC5
• Share what inspires you
• Share your gospel reflection…
www.vyc5.org
You are missing out…
• Website is a great place to outline decisions
• Help your committee organize information
• Reduce burden of repeating yourself
• It makes VYC5 more fun and builds
excitement!
www.vyc5.org
Vietnamese Youth Convention 5
Vietnamese Martyrs Parish
Archdiocese of Seattle
Technical
Update
www.vyc5.org
Technical Design Priorities
1. Minimize/Eliminate Audio Feedback
• This may create restrictions where we can put the choir, altar,
etc.
2. Support the stage ‘look’ that we desire
• We do not need to ‘show-off’ equipment to be successful.
• Hiding equipment is just as important to create the
environment we want to for VYC
3. Deliver high quality audio
• It has to sound good after #1 and #2 is done in order to have a
successful event.
• Support sounds ‘feeling’ and dynamic range required by
entertainment, praise & worship, adoration, liturgy
4. Deliver proper lighting brightness for stage effects &
photography & video (30 frames per second)
www.vyc5.org
Gymnasium
• Choir Location
• will be OFF STAGE, Left
• Locate next to sound control (quickly respond to
feedback/sound problems)
• Prevent feedback due to microphone arrays/setup
• Existing curtain is 50’ high
• Stage is 137’ wide, edge to edge
www.vyc5.org
Example: Indoor Design (Front)
This is for illustration only, not final, not to scale
Truss (can cover with banners)
T
r
u
s
s
Curtain
Projector Screen
Curtain
Skirt
T
r
u
s
s Chairs for clergy
Chairs for clergy
Access Ramp
Backdrop
T
or
ch
Altar
T
r
u
s
s
Projector Screen
Curtain
Skirt
Stage
Audio
control
Question: Where will choir go? Where should speakers go? How
big are speakers (8’ wide)? Decorate over the truss with banners?
www.vyc5.org
TCurtain
r
u
s
s
Example: Indoor Design (TOP)
This is for illustration only, not final, not to scale. Trusses (T) are hidden. Lighting
is mounted on trusses, speakers could be ‘flown’ (suspended)
Backdrop
Tor
ch
Stage
T
Projector Screen
T
Altar
T
Projector Screen
Access Ramp
Audio
control
Question: Where will choir go? Where will speakers go? How big
are speakers? Will everything fit or can we hide it?
www.vyc5.org
T
Example: Outdoor Stage (Front)
This is for illustration only, not final, not to scale
20ft
20ft
Backdrop
Step
s
Step
s
16x20 Stage
Question: Do we need night time lighting?
www.vyc5.org
Step
s
Step
s
Example: Outdoor Stage (Top)
This is for illustration only, not final, not to scale
Backdrop
Step
s
16x20 Stage
Audio
control
Question: Do we need night time lighting?
www.vyc5.org
Step
s
Example: Choir Design
• 4 main microphones, 1 for each harmony
(Soprano, Alto, Bass, Baratone). This is placed
in front of choir (best singers in front)
• Supporting microphones for rest of choir
standing in back
• 12 Instrument line-inputs
• Still need to decide
• Piano or Keyboard?
www.vyc5.org
Example: Band Design
• Drumset– pre-wired & shared for all bands
• Place on rolling platform to easily move aside on
stage
• Monitors – in-ear or free standing or suspended?
www.vyc5.org
Sound Check Schedule 2
• Wednesday July 1, 5pm-9pm - Setup
• Thursday July 2 9am-10pm – Rehearsal/check
July 2nd Time
Rehearsal
Point of Contact
9:00am
Band: By Thy Will ?
Truong
10:00am
11:00am
12:00pm
1:00pm
2:00pm
Closing Ceremony
5:00pm
Liturgy walk through
Sr. Mai
7:00pm
Opening Ceremony
Chi Huong
9:00pm-12
Entertainment - Van Nghe
www.vyc5.org
Sound Check Schedule 3
• Friday July 3rd 8am-1pm
July 3rd Time
Rehearsal
Point of Contact
8:00am
OPEN
9:00am
VYC5 Choir
10:00am
Emcee Sound Checks
11:00am
RESERVED: Out of Town Bands
12:00pm
RESERVED: Final Checks
1:00pm
RESERVED: Liturgy / Priests /
Speakers
www.vyc5.org
“Coming together is a
beginning; keeping
together is progress;
working together is
success” Henry Ford
Next Step
• Committee to work closely together.
• Focus on local participants with reach outside
• Portland, OR 3/08
• Vancouver/Surrey, BC 3/08
• Everett, Olympia, Tacoma, West Seattle, Auburn
• Firm up speakers list
• Push for registration
• Tell a friend
• Prayer
Closing Prayer
Next BTC Meeting 4/1/15
Ban Cầu Nguyện
• To pray for VYC5 – focus on particular group
each month.
• Registration/Publicity
• Staff/Volunteer
• Participant/group leaders
• Speakers