[Nolose-outreach] Outreach mtg. minutes - 3/19/08

[Devra Polack]

Hey, all!

Max has joined the Outreach Committee, hooray! I have added her to this 
list.

Here's our mtg. minutes from last night. I think mostly succinct...
xoxo
Devra

---------- Forwarded message ----------

7:12 PM 
 me: Okay.
7:13 PM So, there are all these different things that need to happen, 
and maybe we can sort through what needs to happen when, and who can do 
what (whether us, or volunteers)...
 joe.libin: ok
 me: I'm going to list a bunch, and you guys feel free to throw out 
anything else you might think of.
  --Decide where we want to advertise (includes getting price specs, 
size specs, deadlines) and/or check into ad exchanges.
7:14 PM The spreadsheet I just sent includes quotes from prior years (we 
didn't advertise in all of these for 06, I think, since it was a smaller 
retreat...)
  Some of those rates have gone up, so we'd need to re-check.
  Also, though, it would be great to revisit where we want to advertise, 
really, in terms of outreach.
7:15 PM joe.libin: ok
 me: --Finding someone willing to host a mailing party (and receiving 
stuff in the mail for it)--to stuff, stamp, send out 800 or so envelopes.
7:16 PM <--this is something Robin might be able to find for us? Dunno.
  Deb has done this the past 2 noloses. I really hate to ask, given her 
work on the flea.
  And that she's opening her new biz.
 zoe: totally
7:17 PM me: Then there's coordinating the card printing and mailing it 
to someone who will distribute it all over (to people x country to 
distribute locally)
7:18 PM We might find a volunteer willing to do this, too. Hard to say! 
Just identifying things that need not be us doing it... easier to hand 
off...
  It would be good, too, to identify key events in the NE esp., at which 
to make sure someone is there handing these out.
  Or just sending them along to leave at events, whatever.
7:19 PM zoe: right
 me: Then there's getting our data updated and sent out in labels, etc., 
but I'm not worried about that now, it's early still. (That needs to be 
one of us on the board for access)
7:20 PM The program, too, we will be hiring out for, and that happens 
late july or early august, so not worried about right now.
  Anything else you guys can think of?
7:21 PM joe.libin: web posting?
 me: I know I sent a list out to the board, I guess I should look.
  Yes!
  Totally.
  Thanks. Robin has done this in the past...
  Posting far and wide...
 zoe: absolutely
 me: Though also, we provided a mini-list for her to start from. 
Outdated, I'm sure.
7:22 PM zoe: yes.
  she and i can split that when we get to that since i'm already hitting 
a lot of that.
 me: Excellent...
  I haven't talked to her about doing that this year, don't even know if 
she's interested, since she's also coordinating the vol.'s...
  Oh, I know what else.
7:23 PM We also need to draft a letter that goes out w/the registration 
form.
  --Designing the registration form.
  --putting the reg. materials, etc., up on our site.
  The web stuff, and online registration programming stuff, I can do.
7:24 PM I ended up using the time I saved for designer specs updating 
our site, since it was shameful not to have updates there with an 
announcement out!
  Seemed crucial.
  But now I am thinking, I can probably design the card.
  I think I can do card, plus web stuff.
7:25 PM Not so much the program (hiring out, yay) and also, coordinating 
everything else is killing me.
  :-(
 zoe: wow, that would be amazing.
 me: So I'm wondering what of the other stuff you guys are available 
for/interested in...
 zoe: and def yes to hiring that program out!
 me: And if one can coordinate w/Robin for finding volunteers fo rthe 
rest and/or coordinating the other stuff...
7:26 PM Totally, it will be cheaper, too, that way...
 zoe: is Robin conference volunteers or volunteers in general?
 me: Max is actually our general vol. coordinator, but I think doesn't 
know it!
  As I think everyone else forgot it.
7:27 PM I actually brought this up w/robin yesterday and she said she'd 
be good doing all just to keep it not-confusing, but doesn't want to 
step on toes. Haven't talked w/max yet to see.
  But really, at our in-person, it seemed like a good match for her.
 zoe: hmmmm
  ok
 me: Me, I don't care, we just need help.
 zoe: yes
  and i'm thinking that outreach needs help like crazy
  so whoever is coordinating volunteers
7:28 PM we need someone to help get us bodies/minds asap
 me: We totally do. I'm worried that if things keep sitting all on my 
shoulders, they won't get done (thank you so much for sending out the 
announcements!)
  We need to make a specific list.
 joe.libin: and then sign off on who's going to do what
 me: Yes, and yay.
7:29 PM Joe, would you be willing to coordinate any of this?
  And/or check into ad stuff?
  I feel like I can't do the actual work and all the liasoning (if 
that's even a word)
7:30 PM Are you down for being Outreach Coordinator Extraordinaire?
  Not sure what your pgramming committments are or anything...
 joe.libin: I think I can do it
  Especially with the list you provided
 me: Awesome!
 joe.libin: and I can dig around some other places and find similar 
places to advertise
 me: Hooray!
 zoe: i really think we need at least one more person on this committee 
though
  (and yes, yay!)
7:31 PM joe.libin: hey do we have a tag line about what NoLose stands for?
 me: Our ad budget is probably around $1000.
  So if you compile a list for a strategy of where to spend it (w/the 
deadlines/specs/costs/etc), we can decide on priorities...
  We could so totally use another person on this committee!
7:32 PM Needn't even be a board member...
  Who is a social butterfly?
  Hey, maybe Tara or Nomy?
 joe.libin: becca?
  nomy?
 zoe: i don't think we can snag Tara
 me: Nomy told Kim she was interested in getting more involved w/nolose.
 joe.libin: who's Tara?
7:33 PM me: I don't know that she's a social butterfly, really.
 zoe: i wonder if i could drag Bevin or Kelli into it
 me: Tara?
  She's bias_cut on the lj...
 joe.libin: don't know her
 me: She's been @ the last couple of nolose's.
  Ooh.
  They are both out and about a lot!
7:34 PM Kelli at the very least would be great to give cards to, w/her 
performance schedule...
  I think that's a great idea.
 joe.libin: i can flyer at gay day around here
  and make contacts on the west coast
 me: Yay.
7:35 PM Yes, we could use those flyers esp. at noho events and ny...
 joe.libin: also, in a slight bit of bad news we are scheduled the same 
wknd as Folsom
 me: I know.
 zoe: so i hear
 me: But I don't know if that's really going to cut into the folks who 
are going to nolose in noho...
 joe.libin: brb
 me: though it is sad for those of us who are going!
  okay.
 zoe: yeah one of these years i'll get there
7:38 PM me: Okay, well, I'm thinking: to-do lists here.
  I will:
  --draft designs for theme/card
  --write specs for designer search
7:39 PM joe.libin: i will research places to advertise and make contacts 
with precious places
  *previous
7:40 PM me: Excellent.
  And contacting Robin w/what we need volunteer help for?
  Who is down w/that?
 zoe: i am on top of all the LJ, myspace, friendster and some of the 
listserve stuff
  i'll do it
 me: Yay! Yay yay yay.
 joe.libin: super yeah!
7:41 PM i'll poke around for trans contacts
 me: Is anyone up for writing the registration coverletter?
  That goes in the mailing?
  I have written the past coupla.
 joe.libin: if you give me atemplate i'll happily do it
 me: Yay. One sec, I'll send the link to last year's...
 joe.libin: when is that due?
7:42 PM hey how about "growing pains" for a theme
  jk
7:43 PM me: We need it to send w/the reg. form (that I can design) to go 
to kinko's in time for our big mailing.
  Ha!
  still looking, 1 sec...
  http://nolose.org/06/nolose_regform.pdf 
<http://nolose.org/06/nolose_regform.pdf>
 joe.libin at gmail.com <mailto:joe.libin at gmail.com> has left
7:44 PM me: Ruh roh.
 joe.libin at gmail.com <mailto:joe.libin at gmail.com> has joined
 joe.libin: apparently hitting esc just jets you right out of chat
  never to get back in again
7:45 PM zoe: yikes
 me: Good to know!
  So the letter is specific to the space, updates, etc.
 joe.libin: ok sorry so could you send me that link again
 me: We can also ask board folks what other updates we want to include.
  Would be good to intro our new board members if there's room!
  Sure: http://nolose.org/06/nolose_regform.pdf 
<http://nolose.org/06/nolose_regform.pdf>
7:46 PM Yay!
  So, timelines...
  Unfortunately, I can't design until a week and a half from now.
7:47 PM joe.libin: ok
 me: As I'll be working while traveling, and then visiting family.
  Will be back on the 1st, and can take a stab in the eves. that week.
  Though we have a mtg., argh.
  Hard to meet and work!
 joe.libin: true
 me: But here is hoping, I have a couple of things in mind, so maybe it 
won't take long.
 joe.libin: hey, could i get a minute of clarity here on policy
7:48 PM is there anyone we don't want to invite to the conference?
  specifically?
 me: Yes!
  Good question.
  It is still not for the nontrans men.
 joe.libin: right
  transwomen are welcome
 me: Also: no trolls please. (kidding)
  I mean, not kidding, but sadly, they never self-identify.
  Absolutely.
 joe.libin: k
  and slender allies
  ?>
 zoe: haha
7:49 PM me: Sure, or fat straight allies.
 joe.libin: right
  k
 me: Basically, anyone who loves the fat and isn't a nontrans dude is 
welcome.
 joe.libin: okee dokee
 zoe: yep
 me: As to who we want to target in outreach...
  We are seriously dropping off in terms of our supersized folks.
7:50 PM zoe: oy
 joe.libin: right
 zoe: yes
 me: As well as disabled folks.
 joe.libin: right
 zoe: i wonder if Shira would help with this?
 joe.libin: and people of color
 zoe: yes!
 me: Still excellent to reach out to POC.
 zoe: and honestly to trans orgs
 me: I don't think our #'s are dropping, but they were never so high, 
either.
 joe.libin: #s of supersize?
  or poc?
 me: Z: with which, for shira?
  J: poc.
7:51 PM joe.libin: k
 me: Supersized, absolutely.
  They are a tiny minority now, so to speak.
 zoe: for shira reaching out to supersized folks and maybe to disability 
community
 joe.libin: how about super size as a theme
 zoe: and older folks
 joe.libin: with a super size super hero
 me: This is an issue for programming...
7:52 PM Like, do we have a theme?
  This is actually good to know for design.
 joe.libin: i don't know that we have one
 me: S. is a great liason for the older folks.
  But also, she's had trouble getting them to actually meet/get involved 
in the past, those who expressed interest.
 joe.libin: but my inner designer says a conference can only be made 
better with a unifying theme
 me: Still, couldn't hurt.
7:53 PM I will send out the question to programming, re: theme.
 zoe: yes we didn't discuss that
  but we should have one
 joe.libin: ok...is there more to put out there or could we wrap up?
7:54 PM zoe: let me clarify, am i asking Robin about handling all the 
volunteers or do i need to check in with Max first?
 me: I think that covers us! I will tackle design in a week and a half.
 joe.libin: i'd say check with max
 me: Z: these are conf-related volunteers, I think all robin is fine for 
this.
  As it is conf-related outreach, anyway.
 zoe: oh that i know she's doing.
7:55 PM joe.libin: ok
 zoe: wait, i know she was planning to do volunteers for the actual 
conference.
 me: Hee, I just posted to pgramming, "please discuss!
"
 zoe: not for planning for the conference.
  is that what you mean?
 me: Hmm, a grey area!
7:56 PM Feel free to check w/max just in case, but I'm sure she would 
not mind Robin taking on finding helpers.
  Maybe cc'ing on one message, whatever's easiest.
  Thanks for taking that on.
  Thanks to both of you!
 zoe: ok. basically i'm trying to figure out who to talk to to get us 
help with outreach.
 joe.libin: she, max, may even know of some good helpers
 zoe: and i'm not sure where that falls.
 me: Feel free to talk to both, max herself might help w/outreach!
 zoe: will do!
7:57 PM me: Though she's not so out and about, she can certainly coordinate.
 joe.libin: ok, lovelies , you are the best committee mates a guy could have
 me: You are swell!
 zoe: excellent.
 me: I feel kind of exhilarated at having cranked through this stuff.
  A load off.
  Many thanks, guys.
 joe.libin: and to you TQ
 zoe: whew. lots of work to do though.
  thank you guys!
 me: Thanks!
  xoxo


-- 
...................................
Devra Polack
Spinster Design
http://webspinster.com/more
devra at webspinster.com

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