NELSON MANDELA DAY TASK FORCE

Transcription

1 NELSON MANDELA DAY TASK FORCE Agenda Package AUGUST 5, 2015

2 NELSON MANDELA DAY TASK FORCE AGENDA WEDNESDAY, AUGUST 5, :00 P.M. CITY HALL, CHARLIE WARD ROOM Councillor Neumann in the Chair 1. ROLL CALL 2. ITEMS FOR CONSIDERATION Mandela Event Post Assessment General Overview and Comments Communication Strategy M. Visocchi Statistics Online Registration vs. Hard Copy Registration K. Noseworthy 2.2 Moving Forward Next Steps Planning for the 2016 Event Other areas for discussin 3. CONSENT ITEMS 3.1 Minutes THAT the Minutes of the Nelson Mandela Day Task Force meeting held on June 23, 2015 BE APPROVED. 4. ADJOURNMENT

3 NELSON MANDELA DAY TASK FORCE TUESDAY, JUNE 23, :30 A.M. COUNCIL CHAMBERS, BRANTFORD CITY HALL Councillor Neumann in the Chair 1. ROLL CALL PRESENT: Councillor Neumann, Councillor Antoski, Derek Bond, Kevin Noseworthy REGRETS: Councillor Utley STAFF: Maria Visocchi, Laurie Schunk Also in attendance: Jane Anwar Maya Yacoub Ngozi Nwokoro Suleiman Yacoub Ines Sousa-Batista Raymond Knight, Brantford PowerFest Car Show The Committee agreed to add item 2.2 (2015 Brantford PowerFest Car Show). 2. ITEMS FOR CONSIDERATION 2.1 Finalization of Details for the 2015 Nelson Mandela Day Agenda for Nelson Mandela Day - July 18, 2015 o Opening Ceremony - Guest Speaker - Dr. Rhoda Howard-Hassmann of Laurier CONFIRMED 8:30 am start time for Opening Ceremonies The Task Force discussed opportunities to promote Dr. Howard- Hassmann speaking and the most effective way. M. Visocchi suggested that background information on her would be helpful and this could be used in the media coverage. A media release can be done prior to the event. A request will be made to see if she is available for media interviews. M. Visocchi will follow up on this item.

4 NELSON MANDELA DAY TASK FORCE Page 2 Councillor Antoski will be the Master of Ceremony for the Opening Ceremony. Introductions to the Members of the Task Force and the partners will be done and an outline of the event. Registration Forms will be available to encourage any walk in participants. D. Bond agreed to be responsible for this item. N. Nwokoro suggested having a powerpoint that contains background information on Nelson Mandela that can loop throughout the event. N. Nwokoro and M. Visocchi will work together on putting this together. D. Bond will research the layout of the building and any technical requirements needed. D. Bond will thank the Guest Speaker and provide the thank you gift. o Use of City Hall Parking Lot for Parking for Opening and Closing Ceremonies CONFIRMED o Location of Opening and Closing Ceremonies It is confirmed that the Laurier RAC building will be used for the Opening and Closing Ceremonies. Given the area street closures for the PowerFest Car Show, the Task Force reviewed the best route for participants to come to the RAC building. D. Bond circulated a map of the proposed closed streets for the Car Show. A copy is included in the original meeting file. The Task Force felt that the best street to be requested to remain open is Darling Street to have easy access to the Laurier building. D. Bond will follow up on the request with R. Knight. D. Bond will also inquire about the availability of accessible parking or a drop off area. It is suggested that a standard message be generated once the one-line registration is completed to advise that there is a Car Show happening that day that will affect travelling in the downtown and encourage everyone to park at City Hall. M. Visocchi will follow up with this request. o Food for Wrap Up - CONFIRMED

5 NELSON MANDELA DAY TASK FORCE Page 3 Registration for Groups and Volunteers M. Visocchi reviewed the on-line registration forms that have been created and are available on-line. It is encouraged to send the link to the registration forms through all social media avenues. The promotion of the link will commence this week through the City s social media sites. Communication, Marketing and Promotion o Canada Day Booth A Check List for the Canada Day booth was circulated and discussed to determine who is responsible for each item. A copy is included in the original meeting file. A sign up sheet to assist with the booth on Canada Day was also circulated and Members confirmed their time frame that they can commit to. Set up Plan M. Yacoub (banners are available a table and chairs are required for the booth. Sydenham United Church will provide a tent will be brought to the booth site) Music Councillor Neumann City/Staff Contacts J. Middleton (it was suggested that a cell number be provided for all Members). A contact list will be established and circulated Hand out Material M. Visocchi and M. Yacoub Banner/Display - M. Yacoub/ N. Nwokoro (will be providing African Artifacts) / D. Bond (Nelson Mandela Books available to be looked at the booth) Framed Picture of Nelson Mandela J. Middleton (Councillor Neumann to follow up) Posters distributed at the meeting to be circulated. M. Yacoub to work with J. Middleton to ensure posters are in all municipal buildings. N. Nwokoro to assist with distributing posters at the International Village Sign Up Sheets on-line forms M. Yacoub and J. Middleton Tear Down of Booth Councillor Antoski Storage Plan Councillor Antoski Promo material International Villages D. Bond

6 NELSON MANDELA DAY TASK FORCE Page 4 o Media Coverage Update M. Visocchi noted that Brant News has confirmed space for the event on a weekly basis. The Task Force was shown the ad that is being used. The focus of the ad is to explain the event and direct people to the website to register. A request was also made to the Brantford Expositor for free advertising space however a response has not been received. The Task Force felt it may be beneficial to pay for an Ad to entice additional free space. There is also a community event section that can be used. M. Visocchi will investigate the opportunities further. M. Visocchi noted that there is a #mandeladaybrantford already established and everyone should be encouraged to take pictures and share them through the Twitter outlet. o 2015 Poster CONFIRMED AND DISTRIBUTED The Poster was distributed and each Member was encouraged to take some and put them out throughout the community. A copy is included in the original meeting file. Budget Up to $2,000 $525 Advertising, posters $675 Canada Day Booth, Movie and Food $800 Remaining (banner and post cards) It was agreed to use any remaining funds to place an ad in the Expositor. M. Visocchi will be responsible for following up with this item. Nelson Mandela Movie July 16, CONFIRMED

7 NELSON MANDELA DAY TASK FORCE Page Brantford PowerFest Car Show Raymond Knight R. Knight addressed the Task Force and provided background information on the plans for the 2015 Brantford PowerFest Car Show, which was formerly the Telephone City Car Show. He noted the streets that will be closed to accommodate the events of the Show, which may affect the Nelson Mandela Day activities. It is projected that 10,000 to 15,000 people will be attending the Car Show, which could assist in the participation with the Mandela Day volunteering. D. Bond felt it is important moving forward to keep the lines of communication open between the Task Force and the Brantford PowerFest Car Show. He thanked R. Knight for working with the Task Force. M. Visocchi noted that there is a list of organizations available on the City s website that individuals could offer their volunteer services. Brantford PowerFest will be included as one of the partners. In response to questioning, R. Knight noted that there is an opportunity to advertise and promote the Nelson Mandela event in the Car Show promotional material. M. Visocchi will provide the logo to R. Knight for use. 3. CONSENT ITEMS 3.1 Minutes Moved by Councillor Antoski Seconded by D. Bond THAT the Minutes of the Nelson Mandela Day Task Force meeting held on June 4, 2015 BE APPROVED. CARRIED 4. NEXT STEPS As noted in the minutes. 5. ADJOURNMENT The meeting adjourned at 11:52 a.m.