Fall Convention Checklist Create Budget

- Budget in starbucks for advisors Book Camp Book Buses Book RTM Security Post event on dashboard Plan menu with camp Inform Advisors , keep track of who can come, pick “Lead Advisor” Advisor Pre-Conference Call Room Lists Transportation/Packing List/Menu e-mail to participants & parents Borrow prayer books from WI Region Pull Allergy/Medicine List E-mail participants w/balance (from scholarships, etc.) Coordinators Schedule all planning meetings if possible Create Marketing Plan Send out mailing (Flyer/Postcard w/all logistics to all members) Order Gear Elective Descriptions Invite Rabbi Donny to run program and stay over P3 e-mail reminder should go out 2 weeks before convention Price out Shuk Items Promote Program AZA/BBG Regional Boards Business Meeting Agenda & Board reports due 2 weeks before convention Separates Shl’lichim – Friday Night Services and Torah Portion Skit To Buy Snacks Clipboards Nametags To Bring Prayer Books Shabbat Box Snacks Kippot Policy Manual Spring Permission Slips

4 clip boards Shuk Items Projector Paper, Pens, Markers, Tape,

Scissors Gear Big Post – IT Notes Nametags Summer Program Stickers Pens Construction paper White paper

All photocopies

JI Checklist

Logistics

Create budget

Book buses

Book camp/hotel

Post event on dashboard

Inform advisors, keep track of who can come, pick “Lead Advisor” Advisor Pre-Conference Call

Order giveaway

Nametags

Plan menu with camp/hotel, including snacks (if at a hotel, buy snacks)

Reinforce partnerships made with other organizations

Room Lists

Transportation/Packing List/Menu e-mail to participants & parents

Programming

Start with goal setting, and breaking down what JI means to them, discuss how

this convention can dig a little deeper while still making it fun

Pick a theme

Program for all areas of JI- Judaism, Community Service, Social Action

Plan services to meet a wide range of needs for Saturday morning

Research other organizations in Chicago to partner with (for speakers,

volunteering, other programming) and take advantage of new partnerships

Come up with a communications plan- have them create materials (flyer for mail,

facebook event, getting the word out to chapters, parent newsletter, weekly

newsletter)

Schedule all planning meetings if possible

Decide on giveaway- have the coordinators create design

Work with summer program ambassadors to figure out how to promote summer

programs

Convention Weekend

Bring to convention:

- P3 binder, list of allergies and other important info

- Markers/other art supplies needed for chapters/programs

- Clipboards for coordinators

- Giveaway item

- Pens, paper

- Prayerbooks, Shabbat box, birkat cards

- Nametags

- Whatever is needed for programs

YLTC Checklist General

Create budget Book buses Book camp Post event on dashboard Inform advisors, keep track of who can come, pick “Lead Advisor” Advisor Pre-Conference Call

Order giveaway Nametags Plan menu with camp, including snacks Room Lists

Transportation/Packing List/Menu e-mail to participants & parents

Coordinators Pick a theme Update standard YLTC Curriculum Programs for History and education Plan inductions with Regional Morim? Team-up advisors for chapters Come up with a communications plan- have them create materials (flyer for mail,

facebook event, getting the word out to chapters) Schedule all planning meetings if possible Decide on giveaway- have them create design Work with summer program ambassadors to figure out how to promote summer

programs Advisors

Send out advisor applications at the beginning of advertising, add advisor meeting dates to application (they are required to be at 1 of 2, if not both)

Pick advisors 6 weeks in advance if possible (2-3 advisors/chapter) Give them a budget of $2 per new member in each Make sure they know the boundaries with any friendly competitions that are

happening during the weekend (this should be laid out during first meeting) Convention Weekend

Bring to camp: - P3 binder, list of allergies and

other important info - Markers - Clipboards for coordinators - Giveaway item - Pens, paper - White POST – IT

- Leave it to Beber video to computer

- Prayerbooks, Shabbat box, birkat cards

- Projector - Nametags - Staff snacks

- White t-shirts for YLTC presents - All Handouts:

o Advisor Introductions o AZA Cardinal Principal

Pictures o Cheers o Board Positions o Who’s Job o Shipwrecked Activity o Poster board leader

questions o Program Outline & Program

planning guide o Description of each Fold –

blue/red book o Mock Business Meeting

Agenda o Battle of Sexes Questions o Services Outlines o AZA & BBG History &

Separates -Tea Lights (to light up room for

BBG separates -Candy – BBG Separates -Index Cards – bbg -Paper (use old letterhead) - 5/6 Fold Program: 25 items (5

per chapter) Glue stick

Ice tray - Rachel

Flip flop - Rachel

Sock - Jen

IC 2012 peach

Tickle me pink crayon

Tissue paper

Tights -

Washcloth

Bucket - Jen

White v-neck t-shirt

Calculator

Random candy assortment

Unsharpened pencils

Baseball

Toy car

Etc.

-Junk Yard Wars

o Random cardboard

o Recyclable materials

o Cans

o Lots of tape (specifically

masking tap but duct tape could

work)

-Snacks for Chofesh -Summer Exp Scholarship

Application

Spring Checklist General Create Budget

- Budget in starbucks for advisors Book Camp Book Buses Book RTM Security Post event on dashboard Plan menu with camp Inform Advisors , keep track of who can come, pick “Lead Advisor” Advisor Pre-Conference Call Room Lists Transportation/Packing List/Menu e-mail to participants & parents Borrow prayer books from WI Region Pull Allergy/Medicine List E-mail participants w/balance (from scholarships, etc.) Coordinators Schedule all planning meetings if possible Create Marketing Plan Send out mailing (Flyer/Postcard w/all logistics to all members) Order Gear Elective Descriptions Invite Rabbi Donny to run program and stay over Advisor of the Year Award –e-mail chapters 1 month in advance P3 e-mail reminder should go out 2 weeks before convention Price out Shuk Items Promote Program AZA/BBG Regional Boards Business Meeting Agenda & Board reports due 2 weeks before convention Ballot Sheets States due 2 weeks before convention Make sure S’ganim have States ceremony planned out ahead of time Life Ceremony – 15 minutes, plan out order, have Godol/N’siah time everyone Make sure Morim have Inductions planned out ahead of time Create Chairs/Coordinator Application for Sunday Business Meeting AZA/BBG Pins for inductions Keychains – seniors N’siah Godol Gift Staff Voting Numbers – membership & convention participants

To Buy Snacks Clipboards Nametags To Bring Prayer Books Shabbat Box Israeli Flag/American Flag Snacks Kippot Policy Manual Spring Permission Slips 4 clip boards Shuk Items Projector Paper, Pens, Markers, Tape, Scissors Gear BBYO Professional Poster Big Post – IT Notes Nametags Summer Program Stickers Pens Construction paper White paper All photocopies

Invite Checklist Logistics Create Budget Book Hotel Book Buses Book RTM Security Post event on dashboard Plan menu with hotel Finalize Weekend Schedule Inform Advisors , keep track of who can come, pick “Lead Advisor” Advisor Pre-Conference Call Order Nametags Room Lists Transportation/Packing List/Menu e-mail to participants & parents – 2 weeks before convention Borrow prayer books from WI Region Advisor Appreciation – prepare & remind chapters Recruit Judges Hire professional photographer & videographer P3 e-mail reminder should go out 2 weeks before convention Judge’s Scoring Sheets Judge’s gift/welcome letter – from coordinators & staff Song Leader thanks you note/present Pull Allergy/Medicine List Allergy Table Cards E-mail participants w/balance (from scholarships, etc.) Write thank you notes to advisors & judges Programming Coordinators Schedule all planning meetings if possible Create Marketing Plan Send out mailing (Flyer/Postcard w/all logistics to all members) Competitions Pick Theme Create Invite Packet Organize Sports Send out Invite Packet by Thanksgiving Weekend Order Gear

-make it a competition for the chapters to design the shirt/sweatshirt/etc.

Program Meet w/Coordinators to plan all programs Elective Descriptions Meet with Summer Program Ambassadors to incorporate summer programs promotion Invite Lane to promote P2W Invite Rabbi Donny to run program and stay over Shabbat Services – meet with Sh’lichim Staff Preview all videos Approve all t-shirts Price out Shuk Items Order Trophies Prepare playlist on i-tunes for when chapters walk in to present banner AZA/BBG Regional Boards Business Meeting Agenda & Board reports due 2 weeks before convention Separates To Buy Snacks Clipboards Nametags Trophies To Bring Prayer Books Shabbat Box Israeli Flag/American Flag Trophy’s Snacks Grape Juice Challot Kippot Policy Manual Invite Permission Slips 4 clip boards Shuk Items Projector Paper, Pens, Markers, Tape, Scissors

Gear BBYO Professional Poster Big Post – IT Notes Nametags Summer Program Brochures Advisor Stuff Note Cards Napkins Plates Pens Construction paper White paper All photocopies Big black garbage bags