Minutes of Meeting From Vocation Expo [9 Feb. 2009]

8/14/2019 Minutes of Meeting From Vocation Expo [9 Feb. 2009]

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Immaculate Heart of Mary Catholic ChurchVocation EXPO - 30th April 3rd May - 2009

Minutes from meeting: - Monday 9th February 2009

Core team present:

Siobhan, Fr Paul (Chair), Shan, Edward, Jo and Sunshine

Apologies:Steve, Janie

Joined at meeting by Paul McKeown, overseeing internet site and facebook/bebo

Actions from last meeting:

SS to email the contact details for Texaco, Total, Murco, BP in order for letters to be

sent regarding sponsorship. ACTION: SS

SF to continue making contact with the other organisations on the list regarding

sponsorship until she receives a response. ACTION: SF

SF to make contact with other organisations regarding sponsorship i.e. Tescos,

Sainsburys, McCains Funeral and Martin Reinhart. ACTION: SF The whole area needs to be risk assessed for wheelchairs SN to follow up

with John Kerrison. ACTION: SN

JF to chase the Catholic newspapers. ACTION: JF

All to be involved in providing further information to the church regarding the event

i.e. a list of jobs that the event will require support with. ACTION: ALL

FrP to speak to the musicians he had approached before his trip to Belize about

providing some music at the closing map. ACTION: Fr Paul

FrP to clarify catering / facilities available for the event. ACTION: Fr Paul

SS to action a letter to John McDonald regarding the vocation event. ACTION: SS

JF to contact Paul Carver in relation to catering for the event to see what the costswould be. ACTION: JF

FrP to clarify catering / facilities available for the event. ACTION: Fr Paul

FrP to speak with the chaplain at Douay Martyrs regarding the event: ACTION: Fr

Paul

Group to look out for a couple of people that would be interested in the above i.e.

taking photographs, producing a video or articles surrounding the event. ACTION:

ALL

FrP collecting information for accommodation by 28.03.09. ACTION: Fr Paul

FrP to contact Hayes FM regarding promotion and being interviewed in relation to

this event. ACTION: Fr Paul

We need to produce a Flyer/leaflet and insert in the newsletter or give out after

masses. We need to also think about whether we should mention more during the

masses about the event. ACTION: Group

PMcK to look at getting permission from the director of the Great Silence to see if we

could use some of the film on the website. ACTION: PMcK

Sponsorship

Siobhan and Shan to Coordinate

Database created including other communication?

Follow up update and strategy.

Target concerns and amount

Are there more/alternative sponsors?

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SF provided an update to the group to date about the sponsorship but explained that to date

we only have 10% towards the 10,000 total which is expected. As most of the contacts on

the list are charities it is unlikely they will provide sponsorship however Fr Paul disagreed

with this. Fr Paul reminded everyone that the organisations advertise their services in the

books and it is possible we can get money from them. Fr Paul advised that the religious orderscan be approached for money however, for all not to be too concerned. SF explained that she

would continue making contact with the other organisations on the list until she receives a

response. Action: SF/SS/SN

SF explained that she had contacted Sainsburys, Tescos Martin Reinhart, McCains Funeral

services for help with this event. ACTION: SF

SS also explained that he had spoken with other companies which included Texaco, BP, Total

and Murco and they have agreed to help but will require a letter to follow up the conversation.

Action: SS

Other suggestions were about advertising at the London Palladium and Sound of Music andthere was a mention from Paul McK about a film called The Great Silence and whether we

would be able to use it for the website if we had permission. ACTION: PMcK

John McDonald - SS stated that he had phoned John McDonalds office but to date he had not

received a response. Shan suggested that at letter be sent to John McDonald. Action: SS

SN has actioned the charity receipt for any sponsorship which comes through for the event.

EXPO Event

Edward and Sunshine to coordinateAttend meeting 6/2

(Liaise with each group co-ordinator. Confirm Exhibit attendee number, need for

accommodation, need for transport, and any special needs.)

Space available update

(How do we need to split out rooms - purposes, names of exhibitors and numbers where does

it start?)

EJ had met with SN to measure the rooms available for the event. EJ was currently in the

process of drawing up the plan.

Hosts

Jo and Sunshine to coordinate with support form Janie

St Raphael etc update.

How should we organize/advertise this for parishioners?

Assess how many required? Work with Expo event feedback

How should we assemble to avoid the willing few?

Accommodation

JF mentioned as did SDeS that they had spoken with St Raphaels convent and they have

advised they would not have any rooms available during the time frame.

ACTION: Fr Paul collecting information for accommodation by 28.03.09

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Catering

Who will coordinate?

Exhibitors - Update from Paul Carver or others?

What should we be aiming to provide?

What times do we need to provide for?

How should we coordinate visitors?

JF explained that Paul Carver had been asked to do the catering for the event however, Fr

Paul wanted to know what the costs would be. ACTION: JF

JF said that she had spoken with Paul and a preference would be to look at the kitchen

however the question about whether it could be used or alternative would be using the house

kitchen. FrP seemed to think that this would not be possible and wondered whether the

church should look at using the house cook. ACTION: FrP to determine what facilities for

event i.e. Scout Hut for food, maybe house cook could do the food?

Competition

Who will coordinate?

Plan to contact schools/part of communication with schools?

CD production self or business update?

Schools

Fr Paul raised that the chaplain at Douay Martyrs had been trying to get in contact with

regarding the event. ACTION: Fr Paul to speak with the chaplain

Children from all over the country had been in contact about the vocation expo but in

particular the competition.

Paul McKeown sent through an email requesting that St Josephs school be taken off themailing list for Vocation Expo.

CD

A decision about the cd rom would be more useful after the event rather than for discussion

now. Fr Paul stated that these would be sent to the schools. SF confirmed that SN had been in

contact with someone about this but was waiting for a response. Action:Not urgent to be

dealt with towards the end of the vocation expo event.

Sunshine mentioned that it was a good idea to involve a local IT specialist school to be

involved.

Communication

Jo and Sunshine to co-ordinate

Update with newspapers?

Update with schools?

Next steps?

Have we identified all schools in a radius?

How is website developing?

When should we include Facebook?

Catholic Newspapers

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JF explained that SNs friend has refreshed the document which she had sent out to the papers

however there had been no response to date. This has been sent to the Universe, Catholic

Herald, and Independent. Action: JF to chase the newspaper who have been contacted

JF to chase the newspapers.

PMcK suggested that any work relating to Vocation Expo should be blogged on Facebook (set

up by Siobhan and Paul McKeown) and Bebo (Sunshine DeSouzas son had set up a group).PMcK asked to ensure that the content was appropriate the group should have moderators

who will review all the information. EJ agreed to ask his wife to moderate with support from

SF. SF also contacted a friend who is part of HCPT and is also a teacher/chaplain and she has

agreed to review all information on the vocation expo group.

Flyer SN actioned the flyer a few weekends ago but Sunshine confirmed that there was no

further information to entice people to get involved in the vocation expo event.

PMcK asked about whether the group had thought about the actual event and whether it

would consider using videos/photography/articles and someone to be interviewed.

- added to list for advert

-put up on line

- who would do

Action: Group to look out for a couple of people that would be interested in the above

i.e. taking photographs, producing a video or articles surrounding the event

Holidays

AOB

Fr Paul mentioned about advertising the event on Hayes FM and everyone seemed to agree it

was a good idea. Fr Paul also spoke with a TV presenter about the event.

Fr Paul provided an update regarding:

Confirmation groups

Fr Paul suggested contact be made to Westminster Diocesan to see how we can get them

involved. Sunshine asked about what work they could be involved in and JF/Fr Paul

suggested that their involvement could be with the competition and Bell House.

Friday 6th February 2009

19/20 religious groups came to the meeting however, some other people attended that were

not at the meeting in January 2009.

13th March 2009

There is an open meeting

To agree approximate map of places for the exhibitions

EJ drawing up the plans

Checklist of information as to what you need

Opening event

Fr Paul had concerns about who would open as he explained to the group that all the

organisations involved work in parallel. We could invite a bishop and a representative of the

Conference of Religious but he is a member of the conference. Fr Paul suggested rather than

have someone open the event but instead close the event on the Sunday afternoon.

Musicians

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Action: Fr Paul to speak to the individuals he has approached.

Other Parish Groups

Fr Paul explained that there had been a mention about the parish groups being involved in the

vocation expo and stated that it would confuse the message about what we are doing. It is

important that we concentrate on the religious and content of expo but we do need to findways of getting 16-18 year olds involved.

Job Form

We need to draw up a list of jobs that would be required to be done throughout the Vocation

Expo Event. ACTION: Group to produce

Next meeting: Monday 23rd February 2009 19:30-21:00 Parish Offices

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Documents

Minutes of Meeting From Vocation Expo [9 Feb. 2009]