Human Rights Commission Subcommittee-Events

AGENDA Human Rights Commission Subcommittee- Events Meeting 5:15 PM - Tuesday, August 20, 2024 New Ulm Public Library - Fred Johnson Room Page 1. CALL TO ORDER 2. TOPICS OF DISCUSSION 2.1. Discuss hosting a Welcoming Week event through Rural Welcoming Initiative 2 - 11 using $500 stipend from Welcoming America. What is Welcoming Week Event Planning Guide Contract for Services - Welcoming America 3. ADJOURNMENT Page 1 of 11  WhatisWelcomingWeek WelcomingWeekisanannualcampaignthatcelebratesthe workincommunitiestobecomewelcomingplacesforall includingimmigrants Launchedin2012byWelcoming Americaanditsmembers WelcomingWeekprovides individualsandorganizationstheopportunitytoshowcasetheir valuesthrougheventsandinitiativesthatfosterconnections andcollaborationbetweenimmigrantsandnon immigrants as wellasbelongingforall https welcomingweekorg Page 2 of 11 We Icar6hing Week event 1 icis ts Il ui d Ilarlidges t1 irouig ieverAs that I rli n IloeopIle of dif erent Il ckgrouinds togetlier to wark on a s iared actiVity Use flhe fdHoWhi ig steps to Ih III III guJde Hhe IIjIlarire iing of your ever it IIII I I I i are the II IqN I II I 1 I I needs in our community priorities are shared across groups inthe community iiiiiiiiii What types of projects feel relevant to host during Welcoming WeelLi Fn rof Met 1 1777 MITISCITZST r MIdOf1 1011 t 67611 ILSITinefe peopie from different backgrounds with different abilities and who speak different languages could participate Also consider the answers to your questions and what they suggest about opportunities to build community understanding and connections iiiiiiiiiii Who do you hope to bring together uuuuul hat type of activity will build connections without reinforcing stereotypes orpower dynamics uuuuul ho do we want to be more engaged in welcoming work iIIII If food insecurity or alack of family friendly activities is brought to light consider planting a seasonal crop ina community garden iIIII If kids and parents express concerns about mental health consider partnering with an arts organization or artist on a creative activity to help children express grief and loss along with their hopes for the coming year DEVELOPING YOUR WELCOMING WEEK EVENT vveko ming eekorg Page 3 of 11  ffX01WLyru 01 A 9MA If your event relies on bringing together people from different backgrounds who typically do not interact you may need to recruit multiple partners who can inform the logistics and also ensure 2 diverse turnout FWA131MMM iIIII If your event focuses on registering people to vote partner with the local chapters of political parties to create a nonpartisan voter registration drive Once you have your partners on board define the purpose of your event If you are working with multiple partners it s likely that several goals will be identified Naming the goals will be critical to ensuring success and sustained collaboration for future efforts Example Kids have Host a pop up park with Businesses in the Jumpstart a community nowhere to play outside play equipment games neighborhood the local conversation on next in the neighborhood and arts events neighborhood association steps for building a city parks department playground in the Host a session on how the local artist collaborative neighborhood community can engage the parks department DEVELOPING YOUR WELCOMING WEEK EVENT vveko MIng e Lorg 2 Page 4 of 11  F f 0 As you work toward launching your event use a checklist to make sure you re ready Have a clear plan for engaging a diverse range of people to participate in the event There is a checklist in the next section that can help you plan your event r s r Single but events that bring people together over time are often more effective Consider opportunities to bring participants back together in the coming weeks or months or if there are other ways you and yo Welcoming Week partners can continue to collaborate throughout the year If you are based ur considerjoining buildNgtgai z skil s and capacity o welcome year round elearnmore about our We co irnin Updated June 2023 DEVELOPING YOUR WELCOMING WEEK EVENT vvek omiiirge I or g Page 5 of 11 After you ve ideinfified fl ie typ e of event YOUIH Ih0st confirrn pal I IE rs and set YOUl goaIls fits Urne to get IiiiMuto the Il0giS LICS Of YOWr event Weve IlAulHed toge Hher the fdhlowlhng dheddhst to get you started ansm lip 1 MM2 Secure and confirm a location Sett e time and date be mindful of holidays and events that conflict If the event is in person and outside have a back u plan in case of bad weather Sett e speakers list including local leaders champions and trusted connectors Consider what is necessary toensure your event feels inclusive and welcoming This is an important conversation to have with your event co hosts and community partners Possible Language If your audience prefers or needs to communicate in more than one language recruit multilingual helpers and trained or volunteer interpreters Disability access Accessibility can be physical accessible ramps elevators and seating and communications oriented deaf hard of hearing speech and blind low vision among other disability access needs Accessibility could include using large font and hiring sign language interpreters Food If the event involves a potluck or catering consider labeling all food so those with food considerations vegetarians halal kosher gluten free etc clearly know what they Recruit volunteers If your event is large identify coordinators for big tasks food set up clean up sign in tech etc There may also need to be roles for multilingual helpers or interpreters notetakers and greeters PLANNING CHECKLIST vveI cornJ ng c ee rkg 4 Page 6 of 11  If in person secure or create all materials and props needed e g podium paper plates paint brushes signs for parking sign i sheets etc Order Welcoming Week merchandise at w6lcorniingweek oirg or store w6lcoirnilinp arnei ri1ca o irg Anticipate any technology needs in advance presentations videos microphones speakers computers etc Develop host ands ea er remarks if needed Consider how you are planning to evaluate your event This can be useful for funders and for program impact data Consider pre and post surveys or other evaluation methods to 1 Create event promotional materials e g flyers social media banners etc M Post and share a Facebook event share on partners Facebook pages and tag them Ask partners volunteers and trusted connectors to share on their own social media channels Ask your friends supporters allies partners and volunteers to share the social media posts and send event information out totheir email networks Add your event to the Welcoming Week event map on w6lcoirnilinf pveel piirg Create a schedule of social media posts to get people excited and wondering how they Secure a photographer videographers are great too You will also want to consider whether you need to collect photo and video release forms This information can be included as part of your event registration After your event share your best stories from Welcoming Week with us on social media or send them to coirnryi9 inica t loi s 2 w I 91 112991 9E1 92 2fg PLANNING CHECKLIST vveIc rnii e e k orj g 5 ne Page 7 of 11 MEDIA RELATIONS Send a media advisory a week before your event and follow up with journalists a couple of days in advance Make media follow up turn out calls before the event and on the morning and day ofthe event Send out the press release the morning of the event typically by 9 a m Assign a press contact person This person should be available to coordinate media needs at the event and they should be available via cell phone no that journalists often have very is turnarounds When they call or arrive immediately ask the their deadline so you can adjust accordingly Use partners hosts champions and trusted connectors for media interviews They should focus on the eve is most important talking points and talk in soundbides which are very short to the point messages Select a host to guide the event This person would do the main introduction and closing for webinars or live streams X Consider time zones so your event is readily accessible to a broad range of people Create a schedule and script for event speakers X Migarp I i I I 111 win MAX Optimize the quality of your event environment lighting sound Think about diverse language and communication needs including multilingual interpretation and sign language Turn on closed captioning ifavailable Test test test Do a practice run with your event panelists to make sure your event goes smoothly PLANNING CHECKLIST vveI c2 rn J n gee Lcrg6 Page 8 of 11 This Contract for Services Contract is by and between Welcoming America Inc WA and The City of New Ultra Contractor This Contract consists of this signature page and the attached Standard Terms and Conditions Welcoming America willcompensate Contractor as follows Contractor will receive one payment of 500 to be paid within 30 days upon receipt of this signed contract for Rural Welcoming Initiative Welcoming Week stipend Contractor will provide the following deliverables the Services Contractor will support the coordination and implementation of a Welcoming Week event or celebration in their local comtnunitylregion The contract will remain in effect for the following Term June 1 2024 September 22 2024 The Effective Date of this Contract is the last date of execution by both parties For Contractor For Welcoming America Signature Signature NdrmEr Name Printed r Name Printed tU r j J l Title r Title 0 Date Date Page 9 of 11 STANDARD TERMS AND CONDITIONS Standard 1 This Contract contains the sole and entire agreement of the parties with respect to the matters contained in this Contract and supersedes any previous agreement or understanding whether verbal or otherwise This Contract may be modified only by written agreement signed by both parties 2 The Contract will continue in effect for the established Tenn starting on the Effective Date unless terminated earlier in accordance with these Terms and Conditions During the Term Contractor will keep WA current on activities of and progress by Contractor periodically and as requested by WA from time to time and immediately inform WA of any issues that arise 3 Either party may terminate this Contract i upon thirty 30 days written notice to the other party or ii immediately upon breach of a term of the Contract In the event this Contract is terminated prior to expiration Contractor will be entitled only to pro rated payment for work completed through the date of termination ofthis Contract Upon termination of this Contract whether at Contractor or WA s option prior to the end of the Term Contractor agrees to provide to WA a list of all pending or unfinished tasks The list will be signed by Contractor confirming that the list is accurate and complete At the time of termination of this Contract Contractor will return or destroy all documents or other materials embodying Confidential Information as defined below will retain no copies thereof and will certify in writing that such destruction or return has been accomplished 4 Unless otherwise indicated neither party will assign its rights or delegate its duties under this Contract without obtaining the prior written approval of the other party 5 Contractor agrees that any Works as defined below created by Contractor in the course of this engagement are subject to the Work for Hire provisions contained in Sections 101 and 201 of the United States Copyright Law Title 17 of the United States Code Work means any copyrightable work of authorship including without limitation any curriculum materials technical descriptions for products and services user s guides graphical works audiovisual works sound recordings advertising materials computer programs web sites and content and any contribution to such materials All right title and interest to copyrights in all Works which have been or will be prepared by Contractor within the scope of this engagement with WA will be the property of WA Contractor further agrees that to the extent the provisions of Title 17 ofthe United States Code do not vest the copyrights to any Works in WA Contractor hereby assigns to WA all right title and interest to copyrights which Contractor mayhave in the Works Contractor also agrees to assist WA in maintaining its copyrights during and following the period ofthis engagement b In no event will Contractor be or be deemed to be an employee or agent of WA Contractor and its employees or agents will not be entitled to any medical insurance or other benefits normally provided by WA to its employees Contractor has no power or authority to act for represent or bind WA and may not speak to the media on behalf of WA or otherwise represent WA without express written permission Contractor will assume frill responsibility for payment of and indemnify WA against all liability and loss in connection with all federal state and local taxes or contributions imposed or required under unemployment insurance social security and income tax laws with respect to Contractor and its employees engaged in the performance of Services under this Contract Contractor s compensation does not include taxes of any kind 7 This Contract does not obligate either party to enter into any cooperative activities or future agreements without each party s prior consent which may be withheld in each party s sole discretion 8 Both parties will comply with all applicable Federal and State laws and regulations in the performance of this Contract Contractor represents and warrants that Contractor has sufficient expertise training and experience to perform the Services to be provided under this Agreement 9 Contractor will defend indemnify and bold WA its officers officials employees agents and volunteers harmless from any and all claims injuries damages losses or suits including attorney fees arising out of or in connection Page 10 of 11 with any breach of this Contract by Contractor any other act or omission of Contractor or its agents the Services or any injury to persons or damage to property caused by Contractor during the Term of this Contract 10 Effective no later than the day before Contractor commences providing Services and for a period of not less than three years after the termination of this Contract Contractor will at all times maintain insurance policies in amounts customary for a business providing services similar to the Services Such insurance policies will be endorsed to include WA as an additional insured 11 In connection the provision of Services WA may disclose to Contractor valuable confidential and proprietary information such as business information about or related to WA or its clients in whatever form or medium including without limitation financial information regarding WA operations client names and information marketing plans work related information and personal information regarding employees or volunteers of WA WA s web content training processes and training materials and the research development or design of such web content training or materials the Confidential Information Confidential Information also includes the existence of this Agreement the fact that a project or any similar business relationship is being or has been discussed and the terms that are being or were discussed The information described above will constitute Confidential Information whether or not it is marked or labeled as such Contractor agrees to hold any Confidential information disclosed to it in confidence to cause its employees and agents if any to hold such Confidential information in confidence and to use the same standard of care used to protect its own proprietary and confidential information in protecting the Confidential Information Contractor agrees to limit disclosure of Confidential Information to those employees or agents who have agreed to be bound by the obligations herein Contractor will not disclose Confidential Information to third parties not involved in the Services or use it for purposes other than the Services 12 If either party breaches any term of this Contract the other party will have the right to a terminate the Contract and or demand the immediate return or destruction of all Confidential Information b seek to recover its actual damages incurred by reason of such breach including without limitation its attorneys fees and costs of suit and c seek to obtain injunctive relief to prevent such breach or to otherwise enforce the terms of this Contract Failure to demand compliance or performance of any term of this Contract willnot constitute a waiver of rights hereunder 13 This Contract will be governed construed and enforced in accordance with laws ofthe State of Georgia without regard to its conflicts of laws rules Contractor agrees that the sole and exclusive jurisdiction and venue for litigation between Contractor and WA will be a state or federal court having jurisdiction over Dekalb County Georgia Ifany portion of this Contract is held to be invalid unenforceable or void the remaining portions shall remain in full force and effect 14 A W 9 from Contractor must be provided at the time of signature 15 Upon signing ofthe contract AND submission of an invoice payment will be processed All requests for payments should include proper documentation with service dates and be e mailed to the lead WA contact for Contractor Briana Broberg briana@welcomingamerica org Page 11 of 11