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 Thank you for your interest in hosting a National Conversation on Race in your community! We applaud your investment to ensure this very important dialogue takes place. At the Quan Yin Center, we would like to offer you the support you need to ensure this initiative is both profitable and rewarding.
Below are typical questions and answers that will provide you with information about the coordination of this event. If you have any questions, do not hesitate to contact me by phone at: (510) 204-8840 x 101 or email: melissa@stirfryseminars.com.
Warm Regards!
Melissa Sweeney, Director of Operations
Stirfry Seminars & Consulting
1. What is the typical agenda for the National Conversation on Race (NCR) Program?
The program begins with an Evening Film Showing & Discussion (6:00 pm – 9:30 pm) with a choice of the following three films, directed by Lee Mun Wah: The Color of Fear, Last Chance for Eden or Stolen Ground.
The Film Showing is then followed by a 1-2 Day Workshop. Day 1 would be, “How to Host a Small Group Conversation” (9:00 am - 5:00 pm). Day 2 would be a “Facilitation Techniques Training Session” (9:00 am - 3:00 pm).
See the attached Appendix for a listing of films with their
descriptions, as well as a detailed agenda of a 1-2 day Workshop.
2. Who coordinates all of the travel arrangements?
The Quan Yin Center will coordinate and book all necessary air travel for Lee Mun Wah and any other co-facilitators and/or assistants. We will also coordinate any local ground transportation from our headquarters in Berkeley, CA. It is the responsibility of the host to book any necessary lodging as well as make transportation arrangements if the event will be held outside of the Berkeley, California, area.
3. What marketing initiatives are recommended for the promotion of this event?
Successful historical events have included marketing initiatives such as: 1) Phone banking to sponsors, local organizations & leaders, 2) Email campaigns to listserves, 3) Direct email campaigns, 4) Online marketing (i.e. Craigslist, MySpace, Facebook, etc), 5) Flyering, 6) Direct mail campaigns, 7) Press releases, 8) Press interviews and 9) Event information posted to both host’s & Stirfry Seminar’s website. The Quan Yin Center will provide all informational marketing content & design; however, it is the responsibility of the host to roll-out all marketing campaigns. Again, we are more than willing to support you with your marketing efforts. For example, we can put you in touch with past sponsors who have successfully organized Stirfry events; they could share with you their strategies and best practices. Let us know how we can support you in your efforts!
4. What are the site requirements for the Evening Film Showing component of the program?
The host will need to secure a large room for the film showing with a seating for 200+ people. The following audio-visual equipment is requested: DVD player and movie screen, 1 wireless hand-held microphone for the facilitator, 1-2 wireless microphones for the audience and a speaker system. Please also have two tables (6 ft) available in the front of the main room so that the facilitator can place his/her handouts/materials.
The Quan Yin Center will coordinate with the host to make any special accommodations for the press, special guests and/or sponsors.
At the entrance of this main room, there will need to be a registration table(s) set up. Volunteers will be needed to collect tickets/entry fees as well as attendee contact information. Participants will also be asked to sign liability waivers. Please note that The Quan Yin Center will later request that the host provide all of the participant’s contact information.
The Quan Yin Center also requests that there be at least two additional tables near the entrance so that we can set up our company information as well as our products for sale. Ideally, there will be an electrical connection available at these tables and an internet connection. Note: All participants at our events automatically receive 50% off of all our products for 2 weeks post-event (a significant savings to take advantage of!).
It is optional for the host to provide refreshments at the Evening Film Showing & Discussion event.
5. What are the site requirements for the 1-2 Day Workshop(s)?
The host is asked to secure a large room for the number of participants projected to be in attendance; anticipate 50+. Providing an additional break-out room for the workshop is optional for the host to accommodate. Please also have two tables (6 ft) available in the front of the main room so that the facilitator can place his/her handouts/materials. Apart from these two tables, we request that there not be any other tables in the room, only moveable chairs. The following audio-visual equipment is requested: DVD player and movie screen, 1 wireless hand-held microphone for the facilitator, 1-2 wireless microphones for the audience. Please also provide a flip chart and markers for the facilitator as well as name tags.
At the entrance of this main room, there will need to be a registration table(s) set up. Volunteers will be needed to collect entry fees (if applicable) as well as attendee contact information. Participants will also be asked to sign liability waivers. Please note that The Quan Yin Center will later request that the host provide all of the participant’s contact information.
The Quan Yin Center also requests that there be at least two additional tables near the entrance so that we can set up our company information as well as our products for sale. Ideally, there will be an electrical connection available at these tables and an internet connection. Note: All participants at our events automatically receive 50% off of all our products for 2 weeks post-event (a significant savings to take advantage of!).
We request that the host provide refreshments at the workshop, as it will be an all-day event. It is up to the discretion of the host as to whether or not to also provide lunch. During the workshop, the lunch will be a “working lunch”; therefore, brown bag lunches would be ideal. Please let The Quan Yin Center know as to whether or not you, as the host, will be providing lunch or if you would prefer another option (i.e. participants going to local venues/having in-house catering/etc).
The Quan Yin Center will be in contact with the host in regards to reproducing any required handouts and/or receiving any shipments sent to the location. We will also be in contact if there are any sponsor/special guest accommodations.
6. What are the host’s expenses as related to sponsoring the NCR Program?
The Quan Yin Center will charge $3,500 plus travel/material expenses for the Evening Film Showing and next day workshop “How to Host A Small Group Conversation.” If the host opts to have a second full-day workshop, we are able to do a “Facilitation Techniques Training” for an additional $1,000, making the total $4,500 plus travel/material expenses. Expenses include, but are not limited to: airfare, transit, lodging, meals, materials, shipping costs. Please note that you can save significantly on travel expenses if you book dates with us when we are already scheduled in your area; in that case, we would split travel costs amongst clients.
The host has several opportunities available to fundraise and/or generate revenue for the carry-out of this initiative (i.e. obtaining business sponsorships, charging workshop/film showing fees). The Quan Yin Center is more than willing to assist with the brainstorming and/or support of such initiatives.
Projected Profit Margins:
Film Showing Admission: $10/adult
250 Adults= $2,500
Workshop Admission: Based on a Sliding Scale Fee
Corporate/Government Rate: $100/participant
Educational/NonProfit Rate: $75/participant
Individual/Student: $50/participant
25 Corporate/Government Participants= $2,500
25 Educational/NonProfit Participants= $1,875
50 Individual/Student Participant= $2,500
TOTAL (Film Showing/Workshop) Revenue= $9,375*
* For an Evening Film Showing & Discussion and Workshop on, “How to Host a Small Group Conversation,” that is a $5,875 profit to work with as The Quan Yin Center will only charge $3,500. This profit can easily be used to cover event costs as well as have extra to play with. We would be happy to put you in touch with other clients that have hosted successful events.
To secure dates for an Evening Film Showing & Discussion as well as the Workshop, the host will be asked to sign a The Quan Yin Center contract, which will outline the agreed-upon terms. In addition, a deposit of 50% of the seminar fee OR a purchase order for the full seminar fee is required to secure the booking.
APPENDIX
Film Descriptions
The Color of Fear is an insightful, groundbreaking film about the state of race relations in America as seen through the eyes of eight North American men of Asian, European, Latino and African descent. In a series of intelligent, emotional and dramatic confrontations the men reveal the pain and scars that racism has caused them. What emerges is a deeper sense of understanding and trust. This is the dialogue most of us fear, but hope will happen sometime in our lifetime.
Last Chance for Eden is a documentary about eight men and women discussing the issues of racism and sexism in the workplace. They examine the impact of society’s stereotypes on their lives in the workplace, in their personal relationships and within their families and in their communities. In the course of their dialogue, they also explore the differences and similarities between racism and sexism - an area that has seldom been researched, but has heatedly become a very important issue needing to be understood and dealt with. The cast was painstakingly selected from a large pool of interesting and dynamic applicants. We would like to thank everyone who answered our questionnaire. We’ve saved them all and are keeping them for consideration for our upcoming films.
Stolen Ground is a film about six Asian American men who struggle against racism and their anguish and pain at the trauma of assimilation towards themselves and their families. A must-see film for those striving to better understand the “model minority” and the pressures of blending into the American culture.
Walking Each Other Home Agenda
Evening Film Showing & Discussion
(Film Choices: The Color of Fear/Stolen Ground/Last Chance for Eden)
Introduction
Short Ice Breaker
Film Introduction
Dyad Conversation
Group Conversation
Announcements
Closing Ceremony
Group Networking
Training Day 1 –
Workshop: How to Host a Small Group Conversation
Introductions
Overview
Dyad Exercise
Group Debrief
Break
Film Introduction
Lunch (Dyad Exercise)
Dyad Debrief
Group Discussion
Break
Group Questions/Reflections
Closing Ceremony
Announcements
Training Day 2 –
Facilitation Techniques Training Session
Introductions
Overview
Intent & Impact Theory/Discussion
Keywords
Dyad Listening Exercise
Break
Practice Vignette
Group Debrief
Lunch (Dyad Exercise)
Group Ice Breaker
Group Questions
Group Vignette
Break
Dyad Practice
Group Demonstration
Facilitation Debrief
Closing Ceremony
Announcements
7. After the event, is there some kind of follow-up?
First of all, thank you for all of your help in hosting this event! Your partnership is
appreciated and we hope to continue working with you in the future to carry-out follow-up events. Please call us at (510) 204-8840 x101 to discuss next steps and get another date booked on our company’s calendar!
To wrap-up the current event, please ship back to The Quan Yin Center any left over materials/handouts to: Melissa Sweeney, Stirfry Seminars & Consulting, 2311 8th Street, Berkeley, CA 94710. Please include all of the participant’s contact information gathered at the event.
The remaining workshop balance as well as the event’s travel/material expenses will be invoiced to the host after the workshop; payments are due in full within 30 days after the event.
Lee Mun Wah
Founder, StirFry Seminars & Consulting |
