Meetings times and dates

Hi folks - trust that all is well and that you had excellent weekends. It rained cats and dogs here and I am still drying out!

This note is intended to outline some preparation and information that would be very helpful for our call on Tuesday 26th at 9pm Jakarta, 7am PST and 10am EST. Marla - if you are able to send call-in numbers etc again that would be excellent - thank you.

As preparation for that conference call could you please send me on Monday the following data - or as much of this data as you have readily available. We will then compile into an overall excel or equivalent for review by the full group. Many thanks.

1. The date(s) of any email messages about the Summit to your networks/members

2. The number of people to whom that message was sent along with any email open data that is available

3. The dates of any posts to social media - for example October 15th posted to Facebook page (URL); October 17th posted to LinkedIn (URL); October 20th to Instagram (account), etc

4. The identifiable engagement with each of those posts - for example the number of likes, shares, comments, etc.

5. The URLs for any specific web site pages outlining the Summit on your web site(s).

6. The page views on those pages (and any other data you can provide eg from the Geo feature in Google Anaytics)

7. Any other data that you consider could be relevant and helpful.

Many thanks - this will all be really helpful. It will provide us with the base from who we can build this data and refine our strategies as we proceed.

Happy to answer any questions of course.

We will send an agenda for the call on Tuesday tomorrow.

Best wishes and thanks - Warren

Hi folks - I look forward to connecting at 7am PST, 10am EST and whatever time that time is for you on Tuesday October 24th for the Summit Communications sub-Group meeting.

A quick agenda: 

1. Review of the strategy for any clarifications or additions (Warren)

2. Update and review of the communications numbers - please see attached with thanks to everyone who shared (Warren)

3. . Update on registration and abstracts numbers for the Summit itself (Marla)

4. Focus on next steps to boost those numbers including (a) the social media hashtag decisions (b) additional resource and communication materials that may be required and (c) any web site enhancements that may be required    

Thanks - Warren

Hi folks and thanks again for being engaged in the Summit process. Just wanted to quickly follow up on a couple of things in advance of our meeting next week and to keep the ball rolling overall. 

1. Social Media strategy - please do submit your perspectives and comments either at this link or by email and we can post - thanks

2. Tracking data - attached to this note when you open the "Please review and comment through REPLY here" link is an update of the communications tracking data excel. Please either input your data and send back to me - I will collate with others - or just email me the data. Thanks. The next Secretariat Group meeting is this Thursday 2nd November and I would like to provide a thorough overview of the communications process re abstracts and registration. In that attachment I have added some of The CI data - for example the recent email note to The Drum Beat network (48,000 - October 24th) has been opened 8,624 times by people in the network, the webinar post on Facebook had a reach of 2,222 people to date, and the pages on The CI site related to the Summit have so far had 14,984 page views from 185 countries (includes all use on the organising groups of course). Will be excellent to add all of our data together. Plus a further reminder to Marla to please provide the data for the Summit site and the present state of play re registrations and abstracts - numbers, countries, etc. 

Thanks to all - happy to answer questions - Warren   

Hi folks - look forward to connecting this morning at 10am Eastern Time USA today Tuesday, November 7, 2017. Below are the draft agenda along with a repeat of the call-in information provided by Marla. Please do suggest additional agenda items.n

1. General discussion re the communication actions related to the Summit - open for any issues, ideas or suggestions to be raised.

2. Update on the present number of registrations and abstract submissions

3. Sharing and review of the communications data from each of the organisations involved - see attachment "Tracking communications - October 31" at this link.

4. Final decision on the hashtag issue - if at all possible please contribute to the thread here in advance of the meeting

5. Discussion and decision on the social media strategy - please review the thread here and contribute if you have not done so already - thank you.

6. Any other business

CALL IN NUMBERS

Hi everyone,
 
Below is the call-in number for the meeting tomorrow at 10 AM EST:
 
Conference call:
Dial-in number                       1-866-398-2885 (domestic/USA)
1-719-457-6209                         (international/overseas)
 
Participant passcode            3898207803
 
Rita, if you have any issues with the number, we can Skype.
 
Marla
 
Marla K. Shaivitz
Digital Communications Manager
Johns Hopkins Center for Communication Programs

Hi folks - just to let you know that we have changed the URL for the home page of the Comms sub-committee for the SBCC Summit. The home page is now here. The reason for the change is to ensure a common naming convention for all of the groups related to the Summit in Indonesia. Thanks - Warren

Hi and apologies for the delay with these notes from pur meeting on the 7th November. Only inefficiency to blame I am afraid.

The agenda for that meeting can be seen at this link.

Notes:

1. General check-in

The meeting commenced with a general check-in across all people present. There were no major issues reported. Everyone was engaged in getting the word out through their networks and communication platforms. 

2. Update on present number of registrations and abstracts submissions

At the time of the meeting there were 47 people registered and 27 abstracts submissions. JHU will provide an update soon. There was one important clarification around registrations. Only some of the 47 at that time had paid using credit cards. Others had requested invoices. It was highloghted that people requesting invoices had 14 days to pay - if there was no payment at that time gthen they would be removed from the registration list. So, the numbers could fluctuate.

The numbers served to highlight the priority importance of a focus on registrations and abstracts - in particular abstracts with the deadline on November 27, 2017, just 20 days away. We were all in agreement that communications from each of our platforms over the next week to 10 days should highlight the abstracts submission process. 

3. Communications data

Most of the partners in this sub-group had provided udpates on their communications processes in support of the Summit. The relevant excel file compiling these is attached. Some key highlights from that data follow. (Please note that one big gap - still not filled as I write these notes 7 days later - is the data from the Summit web site itself - user sessions, page views, geo, etc. Would be good to get that from JHU as soon as possible please.)

- Emails sent - 181,574

- Emails opened - 52,666

- Facebook people reached - 8,665 (NB lots of data missing here)

- Twitter impressions - 9,035  (NB lots of data missing here also)

This is just partial core data at this time, as explained above. Other orgs outside the CommS group will also be communicating of course.  And many of us will be sending additional notes soon to our networks.

4, Hashtag

We were all in agreement that the hashtag should be #SBCCSummit2018 But post the meeting there was a request to please use the hastag from the Addis Summit for continuity reasons - #SBCCSummit  In a quick email round post our meeting people agreed.

5. Social Media Strategy

The sub-group considered the options paper developed for the social media strategy.

There were 3 key issues presented as core considerations. Those considerations (click hyperlinks below) with the conclusions from the meeting were:

 a. Discrete to Summit or across all of our (and more) platforms?

Though the case was made for at least a specific Facebook page the conclusion reached was that we should not set up any social media spaces specific to the Summit. That we should all mobilise and use each of our existing social media spaces, and those of other organisations that wish to engage, and link those processes through the hashtag #SBCCSummit. Each platform will explore how best to establish threads on its platforms using the hashtag as the identifier in order to bring in overall sharing, dialogue and debate from multiple platforms to be a feature on their platform.    

b. Reflective or actively facilitated?

There was a commitment from all to actively faciliate both within our own processes - posts, questions, notifications of upcoming events and deadlines, images, etc - and between platforms - eg "Over at C4D this question has been raised ..." 

c. Receiving or proactivey reaching out

The conclusion of this item was to be proactive. We are going to ask the Steering Committee, Secretariat, other sub-groups to identify key policy makers, funders, think-tank people and researchers in non-SBCC roles, but who are influential in development policywithin countries or internationally. We will then seek to identify their social media presence and will follow, join, like, etc in hope that they will return the favour to each our accounts. Then we will have them engaged at minimum.

Hi folks - apologies but we will need to postpone the Summit communications sub-group call scheduled for tomorrow (Tuesday 21st November at 10am EST). Due to Thanksgiving in the USA the Summit Secretariat call which is normally on a Thursday will be held at 10 am EST on Tuesday. So, there is a clash! Can we please hold our meeting on Tuesday 28th November, 2017 at 10am EST? Does that work? Thanks - more soon - Warren

Hi fpolks - just a quick reminder of the Summit Communications sub-group meeting on Tuesday 28th, 2017 at 9am EST. With thanks to Marla the call-in numbers are below. Please send any agenda items by email reply. I will compile tomorrow and send the agenda on Monday afternoon. Many thanks - Warren

Dial-in numbers

1-866-398-2885 (domestic/USA)

1-719-457-6209 (international/overseas)

 
Participant passcode: 3898207803
 

Hi folks - we have had a bit of a hiatus with the Summit communication meetings after the big and very successful focus on ensuring that all of our networks, members, etc were well aware of the Summit, in particular the Abstracts early registration deadlines.

I am aware that the festive season for some of you is coming up very fast. But could we gather in a conference call at 10 am EST on Tuesday 19th, 2017? Would be good to connect and discuss next steps. 

Just email reply to this note and let me know.

Thanks - Warren

Hi folks - we look forward to gathering on Tuesday 19th December, 2017 at 10am EST for tne next meeting of the SBCS What Works? Summit Communications sub-Group. Below is the suggested agend and a reminder of the call-in numbers.

Background

These are the goals as outlined by the Summit Steering Committee:

1. Ensure both the SBC & Development communities are fully aware of the Summit

2. Create and facilitate the pre-, during- and post knowledge sharing and virtual engagement with the conference (based on abstract selection and program.

3. Publicize event

4. Support communications activities with the press and relevant external groups before and after the Summit

On October 12, 2017 we adopted a strategy that had a primary focus on the December deadlines for Abstracts and the Early Bird registration. This helped to achieve over 1,300 abstracts submissions and 250 early registrations (with the Summit still 4 months away. Thank you.

Agenda

As the agenda for the call on the 19th I suggest that we have an open discussion on how to approach item 2 in our goals above. It would be good to hear everyone's ideas and suggestions based on (a) your capacities and interests (b) your experience of other events and (c) any other general ideas you wish to put on our virtual table. Can I suggest that in sharing and generating these ideas we include as our frame of reference both people who will be in Nusa Dua and those who will not be able to attend but are interested to engage.

Following our discussion on Tuesday I will try to take the ideas generated and put them into a simple draft plan of action for the everyone. 

Hope that this rather open-ended agenda works. if not please let me know any specific suggestions.   

Here is the call-in information:

Dial-in number                       1-866-398-2885 (domestic/USA)
1-719-457-6209 (international/overseas)
 
Participant passcode             3898207803
 
 

Apologies - thought I had sent these - udpated a few bits of data. More soon re further meetings - Happy new year - Warren

Notes from Summit Communication sub-group meeting on December 19, 2017

1. Update on registrations and Abstracts

- 1,273 Abstract submissions received. This compares to 600 approx for the Addis Ababa Summit.

- At the time of the meeting there were 258 people fully registered. Now at 302 - Jan 16, 2018)

- Marla (JHU) is analysing the data for geography, development issue, etc.

- Interestingly 329 people had started the registration process but did not finish. The general assumption is that they wanted to delay paying until they knew that whether their abstracts had been accepted or not.
 

2. Update on Scholarships

The scholarship application process data has been amended. It will now open on January 22, 2018 and close on February 5, 2018 11:59 pm EST. Further details at https://sbccsummit.org/scholarship-opportunities/

3. Abstracts review update

The abstracts review schedule has been amended. People submitting abstracts will now receive notification of accepting or declining by January 19, 2018

4. Live streaming possibilities

A question was raised concerning the live feed (eg through Facebook) possibilities from the Summit sessions to people who are not able to attend. This raised a technical capacity issue - for example iPads/lap-tops/cameras that can stream in session rooms and wifi bandwidth to handle multiple live feeds. Marla offered to check the contract with the Summit hosting company to see if these are covered by the agreement with them.

5. Social Media Hub

The Cvent platform purchased and used by JHu as the admin back-bone for this event has the capacity to act as a social media hub. JHU will further explore including capacity for other organizations to embed that feed within their own platforms.

6. Languages

Each of the orgs on the communications group agreed to explore the language requirements to which they may be able to respond. As examples, The CI has Spanish and PSI agreed to explore French given its presence in Francophone countries. 

7. Exploration of the substantive Summit communication strategy and roles.

With those updates in place, in particular the Communications group having played a major role in attracting a very large number of Abstract submissions and a very healthy number of early registrations, the meeting turned to an initial consideration of how to approach  the substantive communication strategy related to the content, dialogue, debate and distillation of the knowledge shared on the Summit priorities.

Each of the organisations on the call was asked to highlight the capacities that it could bring to this strategy. By way of an example Warren highlighted that The C4D Network had a strategy that supported and facilitated in-person meetings - perhaps they would consider focusing these on the build-up to and the follow up from The Summit?

Some of the early suggestions from the organizations present on this call included:

PSI - wanted to check with their technical teams re best specific capacities to mobilize

JHU CCP - focused on the more immediate goal of further mobilization to boost attendance including through their mailing list, Springboard, CCP Sister offices and JHUCCP’s social channels. 

The Communication Initiative - will connect the sessions in the Summit to relevant existing and new groups on The CI platform in order that interested people not at the Summit can engage with the knowledge shared by speakers, presenters and questioners. Will link to the powerpoint etc as part of this process. 

Given the proximity of the festive season to this meeting some of the organizations were not present. There will be follow up with them related to their capacities in support of the content of the Summit. 

Hi folks and happy new year! It is time to restart the Comms Group for the Summit now that all of our vacations are over and celebrations finished. Three quick items: Meeting dates, Agenda and Communication examples. 

1. Meeting dates: Can we please restart the every 2 weeks meetting cycle. I suggest the following:

Tuesday January 30, 9AM EST

Tuesday February 13, 9AM EST

Tuesday February 20, 9AM EST

Tuesday February 27, 9AM EST

Tuesday March 13, 9AM EST

2. Agenda

By Thursday I will put together an agenda for the January 30th meeting. This will build on the work undertaken at the last meeting related to the substantive communications at the Summit itself. There will also be items on media relations and the relationship with the Indonesia communications group. As well as the continued push to attract people to register. If you have items you wish to have included in the agenda please send them through - thanks

3. Communication examples:

Can I please encourage everyone to share URls or text from your communication efforts. It would be good to share these in order to inform all of our efforts. To start that ball rolling please see this link - preferably logged in. This is a quick update thread we commenced with The CI network. 986 people who have expressed interest in The Summit are engaged. We threw in those involved in the organisation of the Summit. This is an update thread. There are 10 further comments awaiting approval. It is all a bit jumbled at present (will clean it up) as there have been a number of comments and replies already. This is another example of the growing interest and engagement. Please send your links and text.

Thanks again - onward we move!

Warren       

Agenda - Summit Communications sub-group
Tuesday January 30,2018 - 9AM EST
Call-in Information
Dial-in number: 1-866-398-2885 (domestic/USA) OR 1-719-457-6209 (international/overseas)
Participant passcode:     3898207803

AGENDA (All times are EST)

9-00AM - Welcome to Indonesian colleagues who will join us for this call.
 

9-05AM - Update on the ideas and plans from Indonesian colleagues related to the Communications for the Summit.

9-20AM - Update on communication efforts and actions by the organizations that are part of this communications sub-group. I have started a separate thread for everyone to send their updates so that we have the key information in advance of the meeting. Please share as much detail as possible in that thread in order that we are all updated

9-30AM - REGISTRATION COMMUNICATIONS:

a. Update on where we stand with registrations for the Summit
b. Analysis of the communications implications of that data.
c. Notification of coming milestones or events that provide further communication “hooks”.
d. Next steps for registration related communications

9-40AM - SUMMIT CONTENT COMMUNICATIONS

There was a preliminary discussion on this at our last meeting. Please see this link -

The issue is what capacities can and/or do each of us wish to mobilize related to the content that will be shared at the Summit and the conversations that will take place pre- during- and post- the Summit.

In advance of our meeting if you can add to this thread your ideas for how you plan to mobilize your capacities that would be excellent. Then we will have a substantive set of ideas to consider. Please do not worry about any overlap with others.

9-50AM - MEDIA RELATIONS

This is an item that we have not yet considered in any depth as the focus on media related communications will come little later as a priority. This will be an opportunity to have an early brainstorm about how to approach media relations and the Summit

10-00AM - Meeting Close

Thanks - Warren

PS Apologies that this is a little late - I put my back out and have been immobile for a few days. 

Hi - just a quick back-up note to the one sent by Marla with the call in numbers for todays meetings

HI everyone, the call in number for the call on Tuesday at 9 Am EST is below:
 

Dial-in number                       1-855-747-8824 (domestic/USA)

1-719-325-2630 (international/overseas)

 
Participant passcode            5908361133
 
 
Have a nice weekend,

Marla

Hi - folks - the agenda for the Summit Communications sub-Committee meeting Tuesday 27th, 2018 at 9am EST. Many thanks to Rob and Rita for staying up a little later. And someone please send coffee for the 6am start here! Gotta love time zones. The agenda is followed by the call-in information. 

AGENDA

9-00AM EST - commence call - introductions of any new people

9-05AM EST - Overall update on key Summit information including registration numbers (we just reached 600 so halfway to the 1,200 optimum number); abstracts selected and unsuccesful abstract submitters informed; scholarships decisions; agenda progress; and, key note speaker progress. This will also be an opportunity for any questions on any aspects of the overall Summit plannning - for example related to the outputs from the Summit.

9-25am EST - The compiled phase 2 planning document is attached. Many thanks to those who have contributed. We will run through this for any questions or clarifications. This will act as a touchstane document for us as we move forward.

9-45AM EST - An initial discussion on the possible media strategy which will be phase 3 of our work

9-55am EST - Any other business 

10-00am EST - Meeting Close

Hi - the following presenter is also confirmed: 

Nahla Valji is the Senior Gender Adviser in the United Nations’ Executive Office of the Secretary-General (EOSG) where she coordinates the UN-EU Spotlight Initiative to Eliminate Violence against Women and Girls as well as the Secretary-General’s Gender Parity Strategy among other efforts. She joined the Transition Team of then Secretary-General-designate Guterres in November 2016 and the EOSG in January 2017. Prior to this she was the Acting Chief/ Deputy Chief of the Peace and Security section in UN Women’s headquarters in New York, where she led for some years the organization’s work on peacekeeping, peace negotiations, transitional justice, and rule of law, involving both global programming and policy work, particularly with regards to the Security Council. In 2015, she headed the Secretariat for the Global Study on implementation of resolution 1325, a comprehensive study requested by the Security Council for the 15-year review of women, peace and security. She founded and managed the International Journal of Transitional Justice and is the co-editor of the Oxford Handbook on Gender and Conflict. Prior to joining the UN, Nahla worked in South Africa, where she led the regional transitional justice work of the Centre for the Study of Violence and Reconciliation and managed the African Transitional Justice Research Network.

Hi folks - I look forward to connecting Tuesday March 13th at 9am EST for the next meeting of the Communications sub-committee meeting accoding to our schedule - Mirella in case you have trouble connecting again please let me know your Skype address and we will try to connect you that way.

The call-in numbers are below. I wanted to quickly go over the agenda. We had agreed to make the predominant theme of this meeting media relations. Before that we will do a catch-up on overall developments with the Summit.

AGENDA

A. Overall developments with the Summit

The following are some of the items to cover as an update related to the Summit

1. Update on registration numbers.

2. Keynote speaker confirmations - please see these two notes - Confirmed speakers - interim list and Nahla Valji  - any feedback or questions

3. Draft agenda access - see this note - all feedback or questions mosyt welcome

4. The Outputs committee initial thinking - please see this note - any feedback or questions

5. Further communications from all to encourage further registrations ; increased sponsorships of the Summit ;  booking of auxiliary events ; and, uptake on booths  - all are important for sustaining the event.

B. Media relations

As a result of discussions we are seeking to share the work-load for the following:

1. Drafting 3 or 4 press releases that will cover different aspects of the Summit and be made available to everyone on a Summit sub-committee for communication to their journalists networks.

2. Drafting op-eds for some key global, regional and national media - for example volunteers using the trigger of the Summit to draft and submit op-eds re the vital importance of social and behaviour change for effective development to be submitted to publications such as Times  of India, Mail and Guardian (South Africa), Il Tiempo, Guardian, New York Times, etc. Perhaps one each of everyone on the Comms sub-committee and we could also invite other people in other Summit committees to draft. If these are not picked up by media outlets they can be used in all of our online platforms.
 

3. Briefing document - key-points only - for sharing with all participants in order to inform and support their  before, during and after Summit media relations - need someone to draft if possible. 

4. Indonesia media coverage support requirements at the Summit itself - Rita and Robert to brief . Plus there was a question in our last meeting concerning the obligations on the event organisation company related to press conferences etc.

5. Journalists attending the Summit - it would be good to know how many journalists or people from media companies are attending the Summit. They will provide an important media link. Marla and Stephanie - is it possible to identify from subscribers to date?

6. Media contact points at the Summit - who and how should we organise?

7. Other media related ideas?      

Please note that I have not included above the online and social media ideas. We will need to go over these with the Outputs group.

 
CALL IN NUMBERS

 
Dial-in number 1-855-747-8824 (domestic/USA)

1-719-325-2630 (international/overseas)

 
Participant passcode 5908361133
 

Summit Communications Sub-Committee

AGENDA - Wednesday April 4th at 10am EST

A number of people have asked to join this communications list as they are engaging for their organizations in communications around the Summit. This meeting is open to anyone who wishes to join. I will also send a note to people involved in the Secretariat in case they wish to join.

The agenda follows below. The call in numbers are:

Dial-in number 1-855-747-8824 (domestic/USA)

1-719-325-2630 (international/overseas)

 
Participant passcode 5908361133

NOTES

1. As we are nearing the Summit - under 2 weeks now - oh dear! - if we can we please get as many people as possible onto the call that would be excellent. Thanks

2. Will include links to relevant pages in the coordination space. Some have attachments. If there are issues accessing please let me know by return email.

3. If you have any advance questions or items please let me know and we will ensure they are circulated.

AGENDA

The agenda is structured around the strategy at this link

1. Attendees - we now have 1,200 people registered - excellent.

An opportunity for any questions about people who will be attending

2. The Summit App - for your review from Marla at JHU

Some screen shots are here as an attachment

Below is a link to directions for you to download the app. Please know we are still adding speakers and moderators to the sessions:

 
https://sbccsummit.org/mobile-app/ (This page is under password protection right now, the pw is summitapp)

3. Connective tissue for the Summit

A reminder to use the #SBCCSummit on all communications

4. In-depth dialogue groups

Warren to outline progress - see item c here for overview

5. Face-to-face meetings post-Summit

C4D Network has outlined a plan to undertake this work which builds on their strategy and capacities. This is outlined here - please see the attachment at this link.

6. Video interviews

See item d here - Warren to explain including relationship to the Outputs Committee

7. Press relationships and media coverage

The first press release has been developed. The focus is on Indonesian media.

Rita and Stephanie to update people on this item.

8. Updates on communication initiatives by other organisations.

There may be some other organizations at the table. We will do a round-table of the kinds of initiatives that they are undertaking.

This will also be an opportunity for clarification questions.

Thanks - Warren