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2016 GLACUHO Winter Meeting – Communications and Marketing Meeting Notes

Posted By Dexter Earney, Grand Valley State University, Wednesday, February 24, 2016

*3:00pm - 5:30pm

  1. Introductions & Team Builder

    1. Present: Dexter, Emily, Sean, Josh, Caleb, Molli, Jimmy, Thea, Rita, Derek, Bri, and Kyleen

    2. Not President: Doug, and Connie

    3. Ice Breakers – “I Have a Link” Activity

  2. Overview of Camp T & Winter Meeting

  3. GLACUHO Structure

  4. Committee Outcomes/ Goals

  5. Committee Structure

    1. Expectations – Return to expectations Sunday, February 14, 2016 (afternoon)

  6. Committee Tasks & Projects

  7. Trends

    1. Themes:

      1. Do we want themes for each publication? → Compromise

      2. Core Values - Feature Article; call for articles around each core value

        1. Spring: Visionary Leadership

        2. Summer: Inclusivity

        3. Fall: Personal, Professional, and Organizational Growth

        4. Winter: Service

    2. Spring 2016

      1. Submission: March 31, 2016

      2. Publishing: April 25, 2016

    3. Summer 2016 (Pre-Academic Year)

      1. Submission: June 30, 2016

      2. Publishing: July 25, 2016

    4. Fall 2016 (Pre-Conference – Nov. 13-15, 2016)

      1. Submission: September 30, 2016

      2. Publishing: October 24, 2016

    5. Winter 2017 (Camp T – Feb. 12-13, 2017)

      1. Submission: December 31, 2016

      2. Publishing: January 30, 2017

  8. Google Drive

    1. Updating Contact List

    2. Task List

      1. If you add an item, you are responsible for task and follow up

    3. Projects Folder

    4. Trends – Movement of Articles

      1. “Ready for Design” – Editable copies of articles

      2. “Ready for TRENDS” – Only PDF files

      3. Send out to committee for final review

      4. “Reply All” with any edits on articles + communication about ability to look at articles

      5. Cover Page

        1. Want Diversity of covers

        2. Move away from Institutional photos is possible

  9. Committee Reports - Monthly

    1. Scheduled Monthly GoTo Web Meetings; Due date for Monthly Reports -

      1. 1st Friday of the Month (11am CST; 12pm EST) - Josh sending Calendar invite

        1. March 4th, April 1st, May 6th (Move up 1 hour), June 3rd, July 1st, August 5th, September 2nd, October 7th, November 4th, December 2nd, January 6th

  10. Design Work

    1. Login for Adobe Creative Cloud

  11. General Editors/Committee Liaisons/Content Creators

    1. Responsibilities: Main liaison to the committees

      1. Campus Safety & Crisis Management - Josh, Jimmy, Molli

      2. Contemporary Issues - Emily, Caleb, Sean, Rita

      3. Facilities & Operations - Caleb, Sean

      4. Health & Wellness - Connie, Derek

      5. Inclusion & Equity - Sean, Molli, Josh, Emily

      6. Professional Foundations - Kyleen, Jimmy, Bri

      7. Programming & Development – Doug

      8. Student Learning - Molli, Emily

      9. TRENDS Spotlights - Jimmy, Bri, Thea, Caleb, Josh

        1. Winter Publications - President Elect; Conference Host Institution

        2. All other TRENDS - 3-4 Board Members, 2-4 Institutions, moving away from Individual Spotlights

        3. ADD Lifestyle section

        4. Website Links: Update forms on GLACUHO Website - Dexter emailing Eric Musselman


  1. Designers

    1. Rita

    2. Thea


    1. Social Media

      1. Derek

      2. Bri

      3. Kyleen

      4. Jimmy

  1. Brand Identity

    1. Sections

      1. Feature Article

      2. Spotlights

      3. Opinion

      4. Lifestyles

    2. Page Layout

      1. Should fit the entire page and not end/start mid page

      2. Stay away from consistent looking headers

    3. Ideas

      1. Connect with GLACUHO - Rebrand

        1. Trending “tweets”

      2. Infographics

      3. Assessment Techniques

      4. Update 25 Traditions, Tips, and Thoughts from the GLACUHO Board

      5. “Lifestyles” Section


*6:30pm - 9:00pm

  1. Team Builder: Love Languages

    1. Words of Affirmation: Bri, Sean, Josh, Molli, Dexter, Derek, Rita

    2. Acts of Service:

    3. Gift Receiving: Bri

    4. Quality Time: Derek, Dexter, Emily, Caleb, Molli, Jimmy, Kyleen, Thea, Rita

    5. Physical Touch: Kyleen, Thea, Caleb, Emily, Josh, Jimmy, Sean

*Research shows that your top Love Language tends to be your worst way of displaying love.

  1. Finalize Committee Responsibilities - please see above

  2. Expectations

    1. For Dexter

      1. Continue using “!” - Provides energy for work we do

      2. Reply to communication within 2 business days

      3. Will reach out to committee if someone drops out of the committee to seek assistance with picking up responsibilities

    2. For Committee

      1. Reply to email communication within 2 business days

        1. Please use “Out of Office” message if not able to reply

      2. Continue dedication to items that you have signed up for

      3. Communicate with Committee Chair if you are not enjoying your work and if you move out of the region

      4. Communicate your Needs

        1. Josh - approach personally if there is an issue

  3. Email Communication

    1. Use: cm-all@glacuho.org - reply all

  4. Discussion Items

    1. Advertisements

      1. Open discussion

        1. Change to only full page ads in TRENDS?

          1. Most Exhibitors only make one page ads now

        2. Reduce price to $100 per ad from $350 currently?

        3. Select and pay for a “packet” - $1,200; do we wish to provide free ad in ISSUU every publication?

        4. ISSUU used for statistical reasons to gather assessment data

        5. Only 2 ads in past year

        6. Exhibitors are looking for biggest bang for their buck and focus should be on package deals

      2. DECISION:

  1. Bundle price $500 for 4 consecutive TRENDS → savings of $100

  2. Sponsor for Opening/Closing Banquet, Night Out on the Town, and $5000+ packages/donations get free ads in Pre-Conference TRENDS

  3. Suggestion: round out price to $150 for single issue TRENDS ad

    1. Photo Booth

      1. Open Discussion

        1. Not as successful as it has been projected

        2. Not currently a fair use of attendee fees

        3. Cost $2,000; had for 2 full days → received $300 in sponsorship

        4. Can take too long; gets backed up

      2. DECISION:

        1. Step and Repeat → $500 sponsorship

        2. Repeat for 2 years

        3. Purchase Selfie Sticks

    2. Professional Headshots

      1. Open Discussion:

        1. Quality of headshots do not look good now

        2. Backdrop needs to be changed/updated

        3. Takes a lot of time to edit

        4. Jeremy might still be willing and able to help out

        5. 100+ headshots taken last conference

        6. Look into sponsorship to bring in professional photographer for annual conference

      2. DECISION:

        1. Sponsorship for $500 Professional Photographer

        2. Molli volunteering to edit headshots

        3. Looking into student to possibly take photos as a backup plan

  1. OPE

    1. GLACUHO Social → Bri possibly taking responsibility

  2. Conference Programming

    1. Past Program Ideas

      1. Marketing through Microsoft Software

    2. Solicit Ideas for Future Programs

      1. Sponsorships from the Committee

  3. Mid-Level Institute

    1. Applications: Open Tuesday, February 16th

    2. Institute: June 5-6, 2016

  4. President-Elect Request

    1. Membership Spotlight recommendations

  5. Task Force

    1. Sexual Misconduct Policy

    2. Looking for interest and folks that have past experience around topic area

    3. Email Dexter if you are interested


Monday, February 15, 2016


*8:30am - 10:30am


  1. Liaisons

    1. Role - Help connect to produce content for TRENDS

    2. Review TRENDS deadlines

      1. March 31, 2016

      2. June 30, 2016

      3. September 30, 2016

      4. December 31, 2016

    3. Review Themes

      1. Spring: Visionary Leadership (Post-Camp T)

      2. Summer: Inclusivity

      3. Fall: Personal, Professional, & Organizational Growth (Pre-Con)

      4. Winter: Service (Pre-Camp T)

  2. Theme - Leads

    1. Visionary Leadership: Josh, Connie, and Caleb

    2. Inclusivity: Emily and Molli

    3. Personal, Professional, & Organizational Growth: Kyleen and Doug

    4. Service: Sean and Jimmy

  3. Meeting with Group Time → Out in the field

  4. Liaison Updates

    1. Programming and Development

      1. Require ALL Committees to submit at least ONE program proposal

      2. Opening: March 3, 2016

      3. Closing: June 6, 2016

      4. Using Guidebook more this year → recommendations on how to use

        1. Creating a video on how to use Guidebook → Going out July

    2. Professional Foundations

      1. MLI - #MLI2016 → use any time MLI is advertised

      2. Create Logo for MLI → Consider logo designs for both PDI + MLI

      3. Video: Attempted to create a script for 3 videos

        1. Welcome to GLACUHO

        2. What to Expect at the Conference

        3. GLACUHO 365 → TRENDS, articles, readings, work with committees, book club

        4. Other Ideas

          1. Exhibitor video

          2. Scholarship winners

      4. Move away from using scripts

      5. Shoot for filming at Annual Conference

      6. Create talking points and bullet points to hit in video

      7. Spotlight: TRENDING Research (i.e. Dissertations + Thesis) → Have individuals talk about their research and process of

      8. Spotlight: PDI → Where Are They Now? Highlight past participants

      9. Instagram?

      10. #Shelfies → Take pictures of professionals and books they are reading

        1. Once/Twice per month

      11. ACUHO-I Competencies → Prepare campaign for the Fall

    3. Inclusion and Equity

      1. Humans of GLACUHO series

        1. CMC will push blog posts → Professional Foundations also interested

    4. Facilities and Operations

      1. Calendar of social media posts

      2. Committee is responsible for posts and send to CMC at least ONE week in advance

    5. Student Learning

      1. Learning Chats: #LearningChats

      2. Spotlight: Unique student learning opportunities; TRENDS or social media campaign

      3. Youtube Campaign → Technology Chair and CMC?

      4. Pinterest Page: Student Learning

    6. Photo Taking

      1. Took a lot of candid photos

    7. Health and Wellness

      1. TRENDS Article: Spring - 10 Smart Apps to Improve your Productivity

        1. Links to App

        2. Summary of App

        3. Picture of App

    8. Contemporary Issues

      1. No Updates

    9. Campus Safety & Crisis Management

      1. Starting in April ending in November

        1. Awareness of the Month → Monday Tweets

        2. Safety Selfies - Monthly post

          1. Send by the 15th of the month for upcoming month

  5. Wrap Up

    1. Kyleen + Jimmy

      1. Focus on Themes for the different TRENDS magazines

      2. Talking about Social Media campaigns

      3. Creating design and editing; NOT content creators

    2. Conference

      1. Learning on the Go

      2. Presentations → Josh has ideas

      3. Professional Headshots → $1,000 sponsorship: Josh

        1. Look into costs and options

      4. Step & Repeat → $1,000 sponsorship (could be $5,000): Caleb

        1. Look into costs and options

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