2.1.2 Pre-Work and Agendas for LT Meetings – DRAFT V2

2.1.2 Pre-Work and Agendas for LT Meetings

Pre-Work for Leadership Team Meetings

The following is pre-work for the first Leadership Team Meeting, and agendas for the first four Leadership Team meetings after Leadership Team Training.  The Chapter Coordinator facilitates all Leadership Team meetings.

Leadership Team Training

To be finalized:

  1. All LT members do pre-work.
  2. Confirm all LT roles (Chapter Coordinator).

Pre-Work for Leadership Team Meeting #1 (After Leadership Team Training)

Chapter Coordinators

  • Prepare for LT meeting #1
  • Send ACAPcommunity a list of LT member names, employers, email addresses, and preferred name for name badge and chapter web page (ensure correct spelling, preferred name, etc.)
  • Attend one ACAP program or watch one ACAP program video
  • Review Chapter Guide section on Chapter Coordinator role
  • Share ACAP with personal and professional networks

Chapter Finance Team

  • Set up spreadsheet for income and expenses prior to launch (QuickBooks cannot be purchased until after chapter launch)
  • Set up chapter bank account and secure appropriate signatures for account
  • Attend one ACAP program or watch one ACAP program video
  • Review Chapter Guide section on Finance Team role
  • Share ACAP with personal and professional networks

Marketing Liaison Team

  • Begin identifying and collecting contact information (names and email addresses) for:
    • Potential attendees
    • Local media
    • Businesses, agencies, and organizations to help publicize your chapter’s programs
    • Larger local employers with whom to connect regarding publicizing ACAP program to employees
  • Attend one ACAP program or watch one ACAP program video
  • Review Chapter Guide section on Marketing Liaison role
  • Share ACAP with personal and professional networks

Programming Team

Sponsorship Team

  • Develop recommendation regarding Program Sponsorships (fee, refreshments, and benefits)
  • Solicit LT members for recommendations of potential sponsors
    • Chapters make every effort to ensure there is only one sponsor per type of organization for a program (i.e., only one hospital sponsor per program)
    • Sponsors are given the opportunity to select their sponsored programs.  Often, they will select programs related to their business.
  • Attend one ACAP program or watch one ACAP program video
  • Review Chapter Guide section on Sponsorship Team role
  • Share ACAP with personal and professional networks

Technology Team

Venue/Hospitality Team

Agenda: Leadership Team Meeting #1

REPORTS AND DECISIONS TO BE FINALIZEDLEAD LT MEMBER/TEAM
Chapter nameChapter Coordinator
Chapter footprint (Attendees typically drive 30 minutes)Chapter Coordinator
Launch month (Recommend March, August, or September)Chapter Coordinator
Initial six programs (Speakers finalized at LT Meeting #2)Programming Team
VenueVenue/Hospitality Team
Program date and timeVenue/Hospitality Team
Program sponsorship fee, refreshments, and benefitsSponsorship Team
LT meeting schedule (2x/month for months #1 and #2; 1x/month thereafter)Chapter Coordinator
Chapter financesFinance Team
Core and Chapter SponsorshipsSponsorship Team
Email lists update: Prospective attendees, media, businesses, agencies, organizations,
HR staffs, and clergy/faith communities		Marketing Liaison Team
Program speakers and schedule, speaker authorization forms, speaker follow-upProgramming Team
Sponsorship updates, sponsor follow-upSponsorship Team
Technology issuesTechnology Team
Venue, program materialsVenue/Hospitality Team
UpdatesACAPcommunity

Agenda: Leadership Team Meeting #2

REPORTS AND DECISIONS TO BE FINALIZEDLEAD LT MEMBER/TEAM
Chapter finances and sponsorship paymentsFinance Team
Progress on scheduling initial six programs and speakersProgramming Team
Pertinent topics and learnings/observations from chapter programs/videosChapter Coordinator
Email lists update: Prospective attendees, media, businesses, agencies, organizations,
HR staffs, and clergy/faith communities		Marketing Liaison Team
Program speakers and schedule, speaker authorization forms, speaker follow-upProgramming Team
Sponsorship updates, sponsor follow-upSponsorship Team
Technology issuesTechnology Team
Venue, program materialsVenue/Hospitality Team
All LT members sign chapter MOAAll
UpdatesACAPcommunity

Agenda: Leadership Team Meeting #3

REPORTS AND DECISIONS TO BE FINALIZEDLEAD LT MEMBER/TEAM
Schedule of initial six programs and speakers (if not already finalized)Programming Team
Pertinent topics and learnings/observations from chapter programs/videosChapter Coordinator
Program sponsors (for as many programs as feasible)Sponsorship Team
Chapter finances and sponsorship paymentsFinance Team
Email lists update: Prospective attendees, media, businesses, agencies, organizations,
HR staffs, and clergy/faith communities		Marketing Liaison Team
Program speakers and schedule, speaker authorization forms, speaker follow-upProgramming Team
Sponsorship updates, sponsor follow-upSponsorship Team
Technology issuesTechnology Team
Venue, program materialsVenue/Hospitality Team
UpdatesACAPcommunity

Agenda: Leadership Team Meeting #4

REPORTS AND DECISIONS TO BE FINALIZEDLEAD LT MEMBER/TEAM
Pertinent Pertinent topics and learnings/observations from chapter programs/videosChapter Coordinator
Chapter financesFinance Team
Email lists update: Prospective attendees, media, businesses, agencies, organizations,
HR staffs, and clergy/faith communities		Marketing Liaison Team
Program speakers and schedule, speaker authorization forms, speaker follow-upProgramming Team
Sponsorship updatesSponsorship Team
Technology issuesTechnology Team
Venue, program materialsVenue/Hospitality Team
UpdatesACAPcommunity
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