The National Civic League’s 2016 All-America City Awards Finalist Informational Call

Congratulations! Your community is among the Finalists for the 2016 All-America City Awards…. now what do you do?!

Agenda Before the event: The AAC Event: What to Expect Making it happen: delegations, presentations, & fundraising Be prepared! Costs associated with AAC event Hotel & travel Dates & Deadlines The AAC Event: What to Expect Not just a competition! Orientation Presentations to the Jury The Civic Action Fair/Cultural Entertainment Showcase Innovation Forum Award ceremony Share while you’re there!

Before the event: Making it Happen Select your delegation Average delegation size: 25 Make sure that you have someone there to represent each of your projects Make sure your delegation is representative of your community BRING PROGRAM PARTICIPANTS Youth Everyday folks

Before the event: Making it Happen Create & rehearse your presentation All presentations are different – no one “right” way View videos of past presentations Talk to past finalists (if you don’t have a mentor and would like one email sarahl@ncl.org) Fundraising Local businesses and business associations, local foundations, service clubs and fraternal organizations, philanthropic individuals Fundraising receptions, dinners and other community events Invite everyone in your community who wants to pay their own way Encourage delegate’s employers to sponsor the cost for one participant Talk more about presentation guidelines later in the powerpoint I can provide everyone with some quotes from past communities about economic benefits to help appeal to businesses for contribution

Before the Event: Be Prepared Before the Event: Be Prepared! Costs associated with AAC event… and what we’ve done to help! Registration 4 free registrations, thanks to the event sponsors Discount Code for Eventbrite: SponsoredRegistationYOURCOMMUNITY Ex: SponsoredRegistrationAsheboro Also free: members of the media and children 5 and under Each additional registration for your delegation is $100 Eventbrite: https://www.eventbrite.com/e/2016-all- america-city-awards-tickets- 21046672163 Civic Action Fair Participation cost included in registration Shipping materials to hotel ahead or time or checked baggage fees Workshops, Site Visits, and Ideas Festival Included in registration

Before the event: Hotel & Travel Hotel & Connections Info NCL has secured a group rate at the Downtown Denver Sheraton All community delegates should stay at host hotel All reservations should be made online: http://www.connections- housing.com/NCL/WebHousingForm.php Questions about hotel reach out to Rusty Farmer at RUSTY@CONNECTIONSHOUSING.COM Other options: Consider chartering a bus for your delegation. It is usually much less expensive than flying a large group and it can be a great chance for you to bond!

Before the Event: Dates & Deadlines Ongoing: send clips of all media coverage to: mikem@ncl.org Make hotel reservations through Connections Housing – April 15th Consider buying an ad in the event program- submit by April 28th Delegate Registration through Eventbrite - May 16th  Participate in Social Media contest (optional) – June 2nd  Submit nomination for the Youth Leadership Award (optional) – June 2nd Submit act for Cultural Entertainment Showcase (optional) – June 6th   Ship materials for Civic Action Fair for arrival at hotel on June 15 or 16, 2016 (shipping instructions to follow)

Additional Awards Social Media Award Youth Award

The 67th Annual All-America City Awards

What to Expect: Not Just a Competition Opportunities Abound! Get new ideas for your community by: Networking with other communities throughout the event Attending workshops and site visits Attending the presentations of other communities (bonus: the jury notices and loves this!) The All-America City Experience: https://www.youtube.com/watch?v=A7SK MEWHU9w

What to Expect: Registration and Captain Briefings Thursday evening 6:00pm – 8:00pm Friday morning beginning at 8:00am One person will pick up all registration material for your community to distribute. Let your community members know who will be picking up the materials for your group. Captain Briefings Friday, Saturday and Sunday morning at 7:00am Receive all information for the day and any updates

What to Expect: Orientation & Celebration When: Friday, June 17th at 3:00p.m. What: Kickoff to the All-America City Awards! Part pep rally, part information session, and part celebration! Followed by a Welcome Reception with hors d’oeuvres Why: 1) Come cheer your community 2) Gain valuable information about the event 3) Special Guests include W.K. Kellogg Foundation’s AJ Jones

What to Expect: Presentations to the Jury Rehearsals​ Official Rehearsal: on stage and timed, very structured​ Extra Rehearsal: one hour to be used however you wish (not on stage, but a meeting room will be available) Sarah will send out sign-up sheet closer to the event​ Presentations​ Entry/Exit:  2 ½ minutes to set-up and 2 ½ minutes to exit​ Presentation: 10 minutes​ Jury Q & A: 10 minutes​ Rules for props, music, etc.​ Designated spot to record your ​Presentation​ No live streaming NOTE: You will be facing the Jury, not the audience!

What to Expect: Presentations to the Jury Jury Questions: You never know what the jury may ask, but there is a good chance that they will want to know about: Main criteria: innovation, civic engagement & collaboration, inclusiveness/diversity, and impact Specific questions about your individual projects Demographics Current events in your community Your answers: Keep them short and to the point; do not “dance” around the question. Also, make sure that there is more than one person answering questions for your group. Participant perspective is important! It takes strength to acknowledge weaknesses and ways to improve

What to Expect: Civic Action Fair/ Cultural Entertainment Showcase Civic Action Fair (Saturday, June 18): Chance for you to showcase your community​ NCL provides: one 8’ table, 2 chairs​ Set-up (Saturday afternoon) and break down (Saturday evening)​ Giveaway ideas (Dos and Don’ts)​ NOTE:  Neither the Civic Action ​Fair nor the Cultural Entertainment ​Showcase are part of the ​competition. I t is a chance ​for you to network and have fun!​

What to Expect: Cultural Entertainment Showcase Past “entertainers” have included mariachi bands, high school jazz bands, an African dancer, and a junior rodeo star! Performance time will be determined by the number of groups participating. NOTE: Neither the Civic Action Fair nor the Cultural Entertainment Showcase are part of the competition. It is a chance for you to network and have fun!

What to Expect: Workshops Friday: Skill building, presentations and discussions about successful ways to address the needs of youth in our communities Sunday: Peer Learning Workshops Finalist communities’ informal discussions of their projects Benefit: As a leader in your own community, you will have the opportunity to interact with other leaders to discuss the key factors to community success in addressing pressing local issues. Participants will have the chance to share their own insights and learn from others’ experiences. Participants will leave with ideas and models that they can take away and apply at home. 

What to Expect: Award Ceremony Pre-Awards Reception (6:00 – 7:00 pm) light hors d’oeuvres will be served – not dinner Awards Ceremony (7:00-8:30 pm): Announcing ten All-America Cities, Recognizing AAC finalists, and Announcing AAC Youth award winner and the Social Media award winner. Post-Awards Reception (8:30-10:30 pm): Dancing and light hors d’oeuvres; everyone is invited to celebrate! Dress Code: None! Some communities choose to dress up, while others choose to wear their matching community t- shirts. Casual dress is perfectly acceptable.

What to Expect: Share While You’re There! Share your AAC experience with your community in real time! Make use of social networking tools such as: Facebook www.facebook.com/pages/All-America- City-Awards/277887828621 Twitter use hashtag #AAC16 @AllAmericaCity @NationalCivic

Call us at NCL (303) 571-4343 or send an email message at aac@ncl.org More Questions? Call us at NCL (303) 571-4343 or send an email message at aac@ncl.org

We look forward to seeing you in Denver! Good luck!