1/28/25 Convo Planning Team Meeting

Meeting held via Zoom - beginning at 3 pm CT Present: Justin Rabbach, Dan Miller, Sylvie Hauser, Amy Gohdes-Luhman, Monique Richards, Jamie Almquist, Ginny Tobiansen, Brian Dixon, Eulencine Christopher, Megan Vanderbloemen, Cat Jones, Jeff Jones

Notes

Rev. Dan Miller opened the group in prayer for this group as we gather and for the participants considering joining in on the fun in 2025 in Miami!

Introductions - this is the first time that this group, in its full form has been able to gather, and all members shared their names, and their “why” for being a part of the planning team

Note that many of the Convo planning team members have never been to a Convo, which leaves us some opportunity to take this in a new, Spirit-led direction, while leaning on the guidance of folks who have been involved with many Convos.

Registration

Live at

MoravianMission.org/Convo/⁠

⁠

Fees for program leaders, planning team members, counselors -

Any resources that would be helpful as you start promoting this in your areas?

Ginny is going to have some members of her congregation make a promo video & Megan shared she would reach out to friends from her Convo experience to share a video as well

Jamie shared that it would be helpful to have a “what is convo” type resource to be clear on what it is for folks to see and then share - ex. If a Grandparent is in church to understand and reach out to youth who may not be a part of regular Sunday worship

Cat is going to find photos from two recent convos and send those to Sylvie

Anyone we should “invite directly” as part of our promotion?

In SP have Lane Sapp &/or Christie Clore be sure to share it with the Directors of Christian Education

Good to have Monique, Ethan, and Megan share from the level of “youth infrastructure”

Would like to have the Provincial and District leaders give an “endorsement” - Dave Bennett & Neil Routh

$ decision for planning team members & adults bringing youth.

$400 for planning team members - need to cover their own travel costs

Adults coming with youth will register and pay full price - the travel logistics group can decide if there is a way to do a discount (ex. $50 off for each youth you bring along)

Planning team presence at the event

Updates from planning team members on intention to be present or not (and set a due date for planning team registration)

Jamie planning to be there

Cat and Jeff are not able to attend, but will work “mission control” for flights

Justin, Dan, and I there for the full time (and day before and maybe for the day after)

Monique there but leaving early for LR Senior High

Brian will be there the whole time

Are any planning team members available to stay a day later (until July 8th), as a buffer in the case of participants’ delayed flights, etc.?

Dan willing to stay, Eulencine noted that members of the local planning team in Miami will be around to help too

Who, from local congregations, could be “on call” in case of delayed or cancelled flights, etc.? A “plan B” for housing any folks “stuck” for an extra day?

Eulencine has some people involved already

Small group assignments

Travel Logistics: Dan, Jeff, Cat, Justin, Megan

Needs from this group: plan how we will facilitate travel to and from Miami - fielding questions as “travel agents” when issues arise during travel, etc.

Ex. A flight from PA is canceled and the group needs to rebook - adjust airport pick up, flight tracking, etc.

Ex. Group from WI & MN want to travel together - help with some organization for drivers, and a pickup schedule, vehicle rental plan, etc.

“Exchange Convo participants” - invitations and logistics for other Unity Provinces?

Banner at the airport (That was Jeff’s job at Prague.)

Local Logistics - Miami churches - do they have a bus?

Manage registration payment issues/ questions? - BWM staff, led by Dan?

Need to create a “what to bring” list to share with participants - sheets/bedding?

Other items for this category?

Program: Dan, Brian, Monique, Amy, Ginny, Jamie

Needs from this group: Plan program and worship, set a schedule for the event w/ input from the local logistics team on any tour day opportunities, etc.

What day do we want to have a tour day? Eulencine / the local logistics team would like to know this ASAP

Option for a hands-on service day?

Potential Tour Day ideas:

Beach

Airboat ride in swamps? View alligators?

Call to action, ready for action, mission in action

Ministry Safe training - ensure all on-site program and logistics staff have taken the required Ministry Safe training on Sexual Abuse Awareness

Background checks - Background checks for all staff?

Set orientation of all “staff” at Convo

Determine schedule, worship, program, etc.

Other items for this category?

Local Logistics: Dan, Eulencine, Dion, Ethan, Sylvie

Needs from this group: church meals provided, tour days opportunities, plan for Sunday worship, parking, housing, contact with FIU (next priority: meal $ amounts, contract finalized), etc.

Plan for potential medical needs of the group - if we need to take someone to urgent care or emergency room, where?

Do we need insurance info for participants?

Eulencine says absolutely yes

Do we plan to have youth manage their own medications?

Eulencine suggested that we have medical personnel (nurse, etc.) who are responsible for medication

Misc:

Management of sound system, instruments, etc.?

Printing of any program materials?

Nametags, other physical resources?

Moravian SWAG or CONVO SWAG - print locally?

What other logistical items fall into this category?

Any information or guidance that small groups need from this group before you begin your work?

Reminder: Convo Info Session at 7pm ET on Monday, March 3rd

Set next large group meeting date/time (with the expectation that small groups meet at least once before the next large group meeting) - Needs to be in late February to be on the same page before Convo info session

AI Summary:

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