V.Encuentro Process Management
Organize and manage the V.Encuentro Process with the National Accompaniment Team, Coordinating Team, and various functional areas/committees. Co-chairs play a key role in convening teams, assigning tasks, and reporting progress. The process involves tasks related to program implementation, workshop topics and speakers, framework development, and collation of consultation information.
Download Presentation
Please find below an Image/Link to download the presentation.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.If you encounter any issues during the download, it is possible that the publisher has removed the file from their server.
You are allowed to download the files provided on this website for personal or commercial use, subject to the condition that they are used lawfully. All files are the property of their respective owners.
The content on the website is provided AS IS for your information and personal use only. It may not be sold, licensed, or shared on other websites without obtaining consent from the author.
E N D
Presentation Transcript
V Encuentro Process Management
V Encuentro Organizational Chart Equipo Nacional de Acompa amiento National Accompaniment Team (ENAVE) National Coordinating Team Chairperson Director 4 Consultants Proceso/Process Comunicaciones/Communications Desarrollo/Development Secretar a/Secretariat Log stica/Logistics Liturgia/Liturgy Exposiciones/Exhibits Obispos/VIPs/Bishops/VIPs Di cesis Afitri n/Host Diocese Equipo Nacional de Coordinaci n National Coordinating Team
V Encuentro Areas/Teams lities Each team has co-chairs Co-chairs are NOT responsible for DOING each task Co-chairs Are responsible for: Convening/Contacting the team/committee Identifying, assigning, and tracking tasks Reporting status of tasks to Project Manager and the Core Committee of the Coordinating Team (Director & 4 Consultants). Maintaining task-related budget Team/committee completes tasks in concert with other function areas/committee Team/committees are responsible for completing assigned tasks in a timely manner
V Encuentro Areas/Teams Process/Progra m Logistics Secretarial V Encuentro Coordinating Team Exhibits Communications Liturgy Host Diocese Development Bishops/VIPs
V Encuentro Areas/Teams Process/Program Hosffman Ospino Estela Villagr n-Manancero Logistics Roberto Navarro Santiago Cortes- Sjoberg Secretarial Anna Marie Reha Daniel Wood Communications Mar a Jos Garc a William Cardona Arias Exhibits Alejandro L pez-Cardinale Peter Ductram Liturgy Sylvia S nchez Guillermo Torres Host Diocese TBD Development Hector Madrigal Carmen Aguinaco Bishops/VIPs Mar Mu oz-Visoso
Process Tasks Process/Program TASKS Process tasks Program Implementation Workshop Topics and Speakers Process Tasks Draft a framework for the Encuentro process Identify the elements for the catechetical and consultation materials Implement the methodology for Encuentro process Oversee the Collation and synthesis of the information from the consultative process
Program Tasks Program Implementation Invite program planning committee members and coordinate and facilitate their meetings Liaison with Production Company(TBD) Coordinate development and review of scripts to cover from doors open to doors close Process/Program TASKS Process tasks Program Implementation Workshop Topics and Speakers V Encuentro Process Team Propose budget for approval and monitor their approved budget Review stage/set development, including related audio-visual equipment and labor Oversee stage management and rehearsals Assure compliance with facility regulations and policies Track space needs/requirements and make appropriate assignments Coordinate contracting of keynotes, musicians, and animators. Oversee PowerPoint development (including correct spellings of translated material) for main screens, prayer and worship.
Program Tasks Process/Program TASKS Process tasks Program Implementation Workshop Topics and Speakers Workshop Topics and Speakers TASKS Maintain conference database information as related to speakers and sessions Invite confirmed speakers Manage contracts, follow-up, travel, housing, and stipend requests Develop speaker welcome packets Review, revise, and communicate Guidelines for Speakers and Musicians Provide relevant information for website
V Encuentro Areas/Teams Process/Program Hosffman Ospino Estela Villagr n-Manancero Logistics Roberto Navarro Santiago Cortes- Sjoberg Secretarial Anna Marie Reha Daniel Wood Communications Mar a Jos Garc a William Cardona Arias Exhibits Alejandro L pez-Cardinale Peter Ductram Liturgy Sylvia S nchez Guillermo Torres Host Diocese TBD Development Hector Madrigal Carmen Aguinaco Bishops/VIPs Mar Mu oz-Visoso
Secretarial Tasks Secretarial TASKS Communicate information to the ENAVE coordinating team Produce the minutes from the ENAVE coordinating team meetings Keep track of the minutes from all other teams and coordinate information between them Coordinate with the Communication Team sending out information. Identify and secure needed supplies for meetings Create evaluation tools Identify volunteer needs and communicate to host Volunteer Committee Identify additional funding needs Track items for registration packets Review and cross-check registration reports Monitor development and printing of badges.
V Encuentro Areas/Teams Process/Program Hosffman Ospino Estela Villagr n-Manancero Logistics Roberto Navarro Santiago Cortes- Sjoberg Secretarial Anna Marie Reha Daniel Wood Communications Mar a Jos Garc a William Cardona Arias Exhibits Alejandro L pez-Cardinale Peter Ductram Liturgy Sylvia S nchez Guillermo Torres Host Diocese TBD Development Hector Madrigal Carmen Aguinaco Bishops/VIPs Mar Mu oz-Visoso
Exhibit Tasks Exhibits TASKS Liaison with service contractor and exhibitors Develop floor plan Process registrations and collection of fees for exhibitors Identify and invite potential exhibitors Coordinate with the Development Team to Identify the exhibitors/donors that will be offered free exhibitor space. Make exhibit booth assignments Oversee exhibit set-up and removal Create guidelines and monitor exhibitor compliance of the guidelines
V Encuentro Areas/Teams Process/Program Hosffman Ospino Estela Villagr n-Manancero Logistics Roberto Navarro Santiago Cortes- Sjoberg Secretarial Anna Marie Reha Daniel Wood Communications Mar a Jos Garc a William Cardona Arias Exhibits Alejandro L pez-Cardinale Peter Ductram Liturgy Sylvia S nchez Guillermo Torres Host Diocese TBD Development Hector Madrigal Carmen Aguinaco Bishops/VIPs Mar Mu oz-Visoso
Liturgical Tasks Liturgical Tasks Coordinate with the Process/Program Team the development of the liturgies Prepare the liturgical materials and worship aids Identify liturgical celebrants and coordinate the participation of bishops, priests, and deacons V Encuentro Process Team Coordinate the identifying of liturgical ministers with the Local Team Create the liturgical environments Plan and facilitate the Communion distribution plan Propose budget for approval and monitor their approved budget Contract Musicians
V Encuentro Areas/Teams Process/Program Hosffman Ospino Estela Villagr n-Manancero Logistics Roberto Navarro Santiago Cortes- Sjoberg Secretarial Anna Marie Reha Daniel Wood Communications Mar a Jos Garc a William Cardona Arias Exhibits Alejandro L pez-Cardinale Peter Ductram Liturgy Sylvia S nchez Guillermo Torres Host Diocese TBD Development Hector Madrigal Carmen Aguinaco Bishops/VIPs Mar Mu oz-Visoso
Bishops/ VIP Tasks Bishops and VIPs TASKS Work with the other ENAVE teams to identify areas for bishop participation (program and sacramental) Develop and send invitation and response form Track responses Send confirmations of receipt/registration Track travel, housing, ground transportation, participation responses, dinner attendance Work with local volunteers on transportation Work with F&B team on dinner plans Help develop orientation and hospitality Liaison with USCCB and Host Diocese, as needed
V Encuentro Areas/Teams Process/Program Hosffman Ospino Estela Villagr n-Manancero Logistics Roberto Navarro Santiago Cortes- Sjoberg Secretarial Anna Marie Reha Daniel Wood Communications Mar a Jos Garc a William Cardona Arias Exhibits Alejandro L pez-Cardinale Peter Ductram Liturgy Sylvia S nchez Guillermo Torres Host Diocese TBD Development Hector Madrigal Carmen Aguinaco Bishops/VIPs Mar Mu oz-Visoso
Development Tasks Development TASKS Identify areas requiring funding, based on a project budget Coordinate all fundraising activities to assure a coherent, respectful approach to potential funders Develop plan for acquiring sponsors and donors Develop sponsor levels and packages Track sponsors and donors to be acknowledged and communicate requirements to appropriate parties Identify ENAVE members that best match a potential sponsor/donor for the asking.
V Encuentro Areas/Teams Process/Program Hosffman Ospino Estela Villagr n-Manancero Logistics Roberto Navarro Santiago Cortes- Sjoberg Secretarial Anna Marie Reha Daniel Wood Communications Mar a Jos Garc a William Cardona Arias Exhibits Alejandro L pez-Cardinale Peter Ductram Liturgy Sylvia S nchez Guillermo Torres Host Diocese TBD Development Hector Madrigal Carmen Aguinaco Bishops/VIPs Mar Mu oz-Visoso
Host Diocese Tasks Host Diocese TASKS Help implement program development process Collaborate with Liturgy Oversee local volunteer recruitment, training, and deployment Safe Environment Requirements Manage local affirmation process for speakers and musicians Act as resource regarding local resources
V Encuentro Areas/Teams Process/Program Hosffman Ospino Estela Villagr n-Manancero Logistics Roberto Navarro Santiago Cortes- Sjoberg Secretarial Anna Marie Reha Daniel Wood Communications Mar a Jos Garc a William Cardona Arias Exhibits Alejandro L pez-Cardinale Peter Ductram Liturgy Sylvia S nchez Guillermo Torres Host Diocese TBD Development Hector Madrigal Carmen Aguinaco Bishops/VIPs Mar Mu oz-Visoso
Communications Tasks Communications TASKS Develop and implement marketing- communication plan Develop conference logo Develop and monitor website, Facebook, etc. Work with all areas to develop messaging Coordinate program book development and printing Coordinate social media integration Propose budget for approval and monitor their approved budget Identify and communicate volunteer needs
V Encuentro Areas/Teams Process/Program Hosffman Ospino Estela Villagr n-Manancero Logistics Roberto Navarro Santiago Cortes- Sjoberg Secretarial Anna Marie Reha Daniel Wood Communications Mar a Jos Garc a William Cardona Arias Exhibits Alejandro L pez-Cardinale Peter Ductram Liturgy Sylvia S nchez Guillermo Torres Host Diocese TBD Development Hector Madrigal Carmen Aguinaco Bishops/VIPs Mar Mu oz-Visoso
Logistics Tasks Logistics TASKS Food and Beverage Security and Safety Registration Technology Housing Block Development Food and Beverage TASKS Identifies food and beverage functions Works with provider to select healthy, filling meals that meet budget requirements Reviews, signs BEOs (Banquet Event Orders) Tracks meal counts and conveys to provider Monitors F&B budget, including review and payment of final bill, invoicing of others Negotiates with facility concessionaire regarding prices and options Identifies and negotiates outside F&B options for attendees Helps negotiate/articulate policy regarding outside food in contracted venues Propose budget for approval and monitor their approved budget
Logistics Tasks Logistics TASKS Food and Beverage Security and Safety Registration Technology Housing Block Development Safety and Security TASKS Select, contract, and liaison with security and first aid providers Facilitate safety meeting with local officials Develop security deployment plan Request and assign volunteers as needed
Logistics Tasks Logistics TASKS Food and Beverage Security and Safety Registration Technology Housing Block Development Registration TASKS Coordinate with the Core Committee of the Coordinating Team Review and revise registration deadlines, processes, procedures, and policies Monitor on-site set up Evaluate needs and request on-site volunteers Troubleshoot Assist members, speakers, artists, guests, staff with registration/credentials
Logistics Tasks Logistics TASKS Food and Beverage Security and Safety Registration Technology Housing Block Development Technology TASKS Coordinate technology needs for conference speakers and exhibitors Select, liaison and support vendors in providing tech solutions for V Encuentro Coordinate live streaming of and recording of V Encuentro events Propose budget for approval and monitor their approved budget
Logistics Tasks Logistics TASKS Food and Beverage Security and Safety Registration Technology Housing Block Development Housing TASKS Liaison with Core Committee of the Coordinating Team Coordinate with the USSCB Events Coordinator Manage room block Maintain hotel contracts Review and revise hotel meeting room assignments Submit rooming lists and communicate hotel assignments for Hospitality rooms - 1 for Bishops and 1 for speakers, Staff/work room, etc. Troubleshoot problems on-site
