PREEA XCOM Update: Plan for This Week

[Kellen Moriarty]

Dear PREEA XCOM,

Hope you have all been having a good weekend.  Thanks to all for your hard work on the career panel - especially Grace for keeping it all coordinated, and Gary and Risa for putting in some overtime on setup and cleanup.  We got some good feedback on the event, so let's chalk that one up as a win!

We have two events this week and one next week, plus some other details to handle before finals.  Please see below for a to-do list for upcoming events - there's a lot in there, so maybe use CTRL-F to find your name and see what specific to-dos have been assigned to you.  If I have tasked anything out in a way that doesn't work for you or if you need help with anything, please let me know.  Also, let me know if you notice anything I've missed.

Post-Career Panel Follow-up

- Kellen - Submit receipt to Gary; send thank you emails to speakers; submit post-event write-up to MSFS reps
- Gary - Submit post-event spending report to GSO; upload event photos to HoyaLink

- Grace - Do you have a list of email addresses for everyone who RSVP'd to attend the event?  If so, can you email them all to say that a Metro SmarTrip card was left at the event?  If anyone emails back to say that they lost it, we can arrange to return it to them.

Sunday, 11/17 (TODAY)

- Svitlana - Send HoyaLink email advertising our events for this week (Monday event with Kangas, Tuesday event with Rojansky/Weiss), plus the Wednesday GAPS event that Grace shared yesterday (just use the first paragraph of the description, not the full-length bios, etc.)

Monday, 11/18 (Tomorrow), 12:00-1:30 - ISAF/Central Asia event with Roger Kangas

- Steve, Gary, Kellen, and Svitlana are confirmed as members of the day-of team for this event.  If any others can be there, please confirm by email.

- 11:00 - Steve, Gary, Kellen, Svitlana, and any other available XCOM members gather on the 7th floor of ICC and divide up the setup duties.

- 11:00-11:30 - Adjust chairs/tables as needed in the ECR, set up the computer in the ECR, set up water and soda (stored in MSFS lockers) in the ECR, purchase any additional water and soda needed from Vital Vittles using inter-departmental funds transfer form

- 11:30 - Dr. Kangas arrives; Corner Bakery delivers food

- 11:30-12:00 - set up food; set up Dr. Kangas' PowerPoint slides; set aside lunch for Dr. Kangas

- 12:00-12:15 - Audience arrives; lunch is served

- 12:15 - program begins; Kellen introduces Dr. Kangas

- 12:20-12:50 - Dr. Kangas gives presentation

- 12:50-1:20 - Q&A with the audience

- ~1:20 - Kellen gives closing remarks

- 1:30-2:00 - cleanup

- Misc - we need someone to take photos during the event and upload the photos to HoyaLink after the event

- Post-event - First-year XCOM members should touch base with Gary to learn how he files the post-event report to GSO; we also need a volunteer to write up a post-event blurb for the MSFS reps; Kellen as president/moderator will send thank you note to Dr. Kangas

Tuesday, 11/19, 10:00-11:30 - Syria event with Matthew Rojansky and Andrew Weiss

- Pre-event - Henry - I have yet to receive a flier from the College Dems.  Can you throw together a simple flier and upload it to HoyaLink?  Also send it to me, and I'll pass it on to GSO for administrative purposes.

- Gary, Henry, and Kellen are confirmed as members of the day-of team for this event.  If any others can be there, please confirm by email.
- 9:25 - Kellen, Henry, Gary, and any other available XCOM members arrive at Mortara.

- 9:30 - Corner Bakery delivers food to Mortara

- 9:30-10:00 - Set up food and chairs; set aside food and water bottles for speakers

- 10:00 - audience arrives

- 10:00-10:15 - food is served

- 10:15 - program begins; Kellen gives introduction

- 10:20-10:40 - remarks by Matt Rojansky

- 10:40-11:00 - remarks by Andrew Weiss (note: Weiss arriving mid-event around 10:30)

- 11:00-11:30 - Q&A with audience

- 11:30 - closing remarks by Kellen

- 11:30-12:00 - cleanup

- 12:00 - exit Mortara

- Misc - we need someone to take photos during the event and upload the photos to HoyaLink after the event

- Post-event - First-year XCOM members should touch base with Gary to learn how he files the post-event report to GSO; we also need a volunteer to write up a post-event blurb for the MSFS reps; Kellen as president/moderator will send thank you note to Dr. Kangas

Monday, 11/25, 4:30-6:00 - North Caucasus event

- Kellen cannot moderate this event (overlapping class with presentation assignment), so we need a volunteer to moderate.  (Kellen will be at the event, but won't arrive until after it starts.)

- Jess - prepare a confirmation email that will go to the speakers on Thursday with final details on their participation (time, location, orders of events for Monday afternoon, points of contact for day-of difficulties, etc.).  Kellen or Grace can provide template email if you need one.

- Svitlana - work with Jess to come up with a menu of food to order based on your recent research into catering options.  CC Gary and Kellen on emails to coordinate on placing orders.  Food order should be placed by Thursday to ensure delivery on Monday afternoon.

Date TBD - LGBT Event

- If Julia Ioffe responds early this week that she can speak during the first week of December, we will reserve a room at a time that works for her and see if Susan Corke can also participate

- If that doesn't work, Corke has suggested that we bump this event to January.  GSO has confirmed that this is ok from a funding perspective.

- If we continue to have difficulty nailing down speakers, an alternative option is to host this event as a lunchtime discussion among students.

Tuesday, 12/2 - Friday, 12/6 - Election Week

- I suggest that we run club elections the week after Thanksgiving.

- We can send an email later this week letting people know that the elections are coming up.

- We would launch online voting in the morning on Tuesday 12/2.

- Voting would remain open until 11:59 PM on Friday 12/6.

- Election results would be announced on Saturday 12/7.

- New officers would take office immediately and would have responsibility for all events and club activities in 2014.

- If you are planning to run for any slot and have questions, please feel free to email me, Grace or Gary, and we can draw on our many months of wisdom to answer your questions as best we can.

2014 Events

"Swing Funding" - As you know, GSO funds club events on a semester-by-semester basis, although funding can be rolled over into subsequent semesters if need be.  Since semester funding decisions happen a few weeks into the semester, it can be hard to host events early in the semester.  For the spring semester, GSO has devised a solution to this called "swing funding."  We can apply by November 27 to receive "swing funding" for events we might want to host in January, i.e. before decisions are made regarding funding for events in the rest of the spring semester.

Regional Studies Career Event - The SFS Graduate Career Development Center (GCDC) is thinking of putting together an event in January on how to leverage a regional studies degree for career building purposes.  GCDC has reached out to CERES about this, and CERES in turn contacted PREEA a few weeks ago to see if we could help organize.  I said we would be happy to support this.  Our role would mostly be to help secure a room and handle logistics.  We will need to have further discussions with CERES and GCDC about this over the next few weeks to make sure we are lined up as needed for January.  I do not think we will need to seek swing funding for this.

Other - If you know of other events that we are seriously considering or have committed to (or quasi-committed to) for the spring semester (especially early in the semester), please let me know, so that we can begin preliminary planning as needed before the holiday break.

--

Kellen Moriarty
President, Professionals in Russian, Eastern European, and Eurasian Affairs (PREEA)

Candidate, Master of Science in Foreign Service, 2014

Georgetown University

Phone: 908-723-5298

Email: kj...@georgetown.edu

[Grace My-Hanh Tran]

Hi All,

Thank you for all your help with the career panel -- it was a stunning success! 

Here are a few things:

1. I've attached a flier for the US-Russia event. Please feel free to edit and post. I've sent out emails to Ben and Eugene to advertise the event to our list-srv. 

2. Monday and Tuesday's event

Has food been ordered for the events on Monday and Tuesday? 

3. LGBT Event
I reached out to a professor that I row with, and he's in the department of peace and justice here at Georgetown. He's reached out to Shiva, the head of the LGBT center. She's responded, and said that she'll reach out to some people at the HRC. However, this is looking to be rather difficult to pull together by early December, and since we have to go ahead to postpone the event, I think that we should. 

4. Elections:

After Thanksgiving sounds good with me. Just a friendly reminder to all first years, all of our positions are up for grabs. 

5. Template for email:

This is what I used for the career event. Just modify as needed:

Dear All,

Thank you for setting aside time in your schedules to join us for XXX, hosted by Professionals in Russian, Eastern European, and Eurasian Affairs (PREA) and the Center for Eurasian, Russian and East European Studies (CERES). We are very appreciative of your availability to speak to Georgetown students and are looking forward to your insights! 

Below are some final details for you in advance of the DATE HERE event. 

Date:

Time:

5:30 - 7:15 PM

We request that you arrive a few minutes before XX:XX so that you will have time to get settled before the event begins. 

Location:

XXXX

To reach campus by public transportation, take the Metro Red Line to Dupont Circle and take the Georgetown University Transportation Shuttle (GUTS) bus that picks up at the corner of 20^th Street and Massachusetts Avenue NW. Alternatively, take the Metro Orange or Blue Line to Rosslyn and take the GUTS bus that picks up at the corner of 19^th and North Moore Street.

NOTE: You may be asked to show your ID upon boarding the GUTS bus

Contacts:

If you have any questions or need guidance on campus, please do not hesitate to call YOU (Your phone number) or 2ND YEAR PREEA MEMBER (phone number) copied on this message. If you like, we would be happy to have a member of our team meet you and bring you to the event location.

Panelists:

For your reference, below is the full list of speakers who will be joining us:

XX

XX

Event Format:

The panel discussion will begin at XX:XX , and I will be moderating. When the panel begins, I will give introductory remarks and then ask you to take a few minutes to introduce yourselves and provide a brief overview of your careers.After that, I will pose a few questions that may include the following:

After a few opening questions, we will open up the floor for Q&A with the audience. We plan to wrap up the panel portion of the program by XX:XX.  We are scheduled to run until XX:XX

Should any questions arise, please do not hesitate to contact me at any time between now and the event. Thank you all once again for taking the time to participate in our panel. We are looking forward to a great discussion.

All the best,

XX

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--

Grace My-Hanh Tran

M.A. Candidate, Center for Eurasian, Russian and East European Studies
Public Relations and Outreach Director, Professionals in Russian, Eastern European, and Eurasian Affairs (PREEA)
Edmund A. Walsh School of Foreign Service
Georgetown University
gt...@georgetown.edu

[Grace My-Hanh Tran]

Also, I'm pretty sure it was Tanya who lost the metrocard, because she was saying that she couldn't find hers. 

[Gary Bearden]

Great job all around. 

To Kellen's points: 

1. Event report has been submitted to GSO (pending their approval) and photos have been posted to PREEA's Hoyalink page. 

2. I'll be on campus tomorrow at around 9:30 so that we can take care of gifts for the speaker. 

To Grace's points: 

1. Flyer looks great. No substantive changes here. However, I thought the College Dems were going to take care of the flyer for the event? Kellen, are there any updates on that? 

Food has been ordered for the Monday and Tuesday events - both from Corner Bakery. Sandwiches for monday and a combination of coffee and pastries/fruit/cheese for Tuesday. 

Agreed on pushing back the LGBT presentation. I can't remember who is scheduling the speakers, but if you would like a hand getting in touch with Ambassador Andras Simonyi. He is very close with two professors that I have now and would be relatively easy to get into touch with. 

Best, 

Gary

On Sun, Nov 17, 2013 at 1:33 PM, Grace My-Hanh Tran <grace...@gmail.com> wrote:

--

Gary Bearden

MSFS Class of 2014

Walsh School of Foreign Service

Georgetown University

937-578-8606

[Grace My-Hanh Tran]

The college dems were supposed to, but no flyer has been sent around -- I had the flyer up from the last Syria event, so I just changed the picture and the words around a bit. Nothing too time consuming, but we should try to spread this one out ASAP. 

[Gary Bearden]

Roger that. Is CEREES co-sponsoring? 

We may want to add their logo as well. I don't think the Dems have sent theirs to us yet... 

Gary

Sent from my iPhone

[Risa Chubinsky]

Henry and I are scheduling speakers for the LGBT event. Gary: I emailed Simonyi directly this week but haven't heard back. If you have profs with a good relationship with them, I'd very much appreciate your help in recruiting him.

Also, if we want CERES pens for our speakers tomorrow and Tuesday, I can ask Christina for them in the morning before my 9:30 class. I can drop them off somewhere after that class (so 10:45).

[Kellen Moriarty]

See attached for an updated version of the Syria flier with the GSO and College Dems logos.  Unclear what kind of advertising, if any, the College Dems have actually done.

[Gary Bearden]

Sounds good, Kellen, thanks. 

I'll be on campus early tomorrow and should have time to put some of these up. 

I think we discussed using the cokes from the networking event for tomorrow (and potentially) for Tuesday's events. Is that still part of the plan? If not, I can grab some from vittles, no problem. 

Gary

[Gary Bearden]

Also, I'll be bringing a couple table cloths. 

[Kellen Moriarty]

Yes, we have soda and water left over from Friday, so we'll put those out for the Monday event.  In terms of soda, we should have enough for Monday, but maybe not for Tuesday, although Tuesday is a morning event and we may not need soda anyway.  In terms of water, I think there was only a little left, so we will probably have to get some more bottles for both events.

[Grace My-Hanh Tran]

Hi All,

I can moderate on Monday for the North Caucasus event, if no one else can. 

[Kellen Moriarty]

Thanks, Grace.

[Grace My-Hanh Tran]

HI All,

I believe that CERES is co-sponsoring the North Caucasus event. I'll loop in Ben and Eugene and see if they have any extra funds to spare regarding that event. It's an evening time event, so maybe something more substantial than just cookies. 

[Jessica Jagmin Brookins]

Hey guys,

I'll be at the events today and tomorrow so can help set up/clean up if needed.  It would be great if you moderated the North Caucasus event, Grace.  However, I believe CERES only agreed to help promote the event, not fund it.  We had discussed ordering pastries/finger food since it's an afternoon event because we have $220 budgeted for the event.

Let me know if this changes though.

Jess

Jessica Jagmin Brookins

Georgetown University 

Master of Science in Foreign Service, Class of 2015

(808) 220-6608

[Kellen Moriarty]

Yeah, my understanding was that we were just doing advertising/logo cooperation with CERES for the ISAF and Caucasus events, not co-funding.

[Jessica Jagmin Brookins]

By the way, I was just looking at the catering doc Svitlana put up but I thought I remembered you guys talking about Corner Bakery or something like that.  Is that the right name and if so, what is their website?  Cosi and Roti seem a bit beyond our budget so I was hoping to have some more places to price check.

[Grace My-Hanh Tran]

http://www.cornerbakerycafe.com/getmedia/3e136541-9e59-4b87-8528-669d07ee807a/Catering-Corp

Extra large sandwich basket is $162. THis is from the Courthouse Corner Bakery Cafe, I'm not sure if we usually use them or their location in McPherson. 

[Jessica Jagmin Brookins]

Great.  Thank you.

[Jessica Jagmin Brookins]

What do you guys think of a large mini sandwich basket?  It's $150 for 40 mini sandwiches.  How much should I budget for drinks and gifts?  I assume we'll just go with a mug for Dr. Zhemukhov and Ambassador Yalowitz and then get some sodas and water, right?

Gary, is there any way we can get together this week to place the order?

[Gary Bearden]

Sure, Jessica. Are you on campus today? We can go over details and payment options. 

I've ordered mini-sandwiches from CB before. They are very tasty, but they are as they say, "mini." If we are expecting about 15-20 people ,then 40 of them should be fine. If we anticipate more, I would suggest going the traditional route and getting the half-sandwiches. But, we can always experiment!

Gary

[Grace My-Hanh Tran]

We can see how many people RSVP on facebook/event brite and go from there. We should try to get as close to budget as possible. From what I remember, the money left over from events doesn't necessarily roll over to the next semester. 

If the budget we have is $220, we could break it down like this:

Extra large sandwich basket - $162 + shipping (gary, do you remember how much shipping usually costs?)

Mugs - $20

Soda/water- $30

Cookie plate from Safeway - $10

[Jessica Jagmin Brookins]

I'm about to head to the library now.

We had talked about wanting something more snacky before because of the odd timing of the event (in terms of meals).  But either way works for me.. You guys have more experience with this.

I'll be on the second floor so we can talk more in person if that works for you.  If you won't be around til later, my number is 808-220-6608.  Thanks!

[Jessica Jagmin Brookins]

Ok.  It helps to know what to expect the other things to cost.  If we do go with the extra large sandwich basket though, we're already over budget before delivery fees.

We can see how many people RSVP and then take it from there.

[Gary Bearden]

Snacky works. 

If the budget we have is $220, we could break it down like this:

Extra large sandwich basket - $162 + 16.20 (delivery is ten percent) 178.20

Mugs - $20

Soda/water- $30

Cookie plate from Safeway - $10

This puts us at $238.2 which is a bit over budget. Jess and I can figure some workable order out. Jess, I need to drop by FedEx just off campus in  a second. I'll text you so that we can meet up. 

Gary

[Gary Bearden]

Excellent work on the event today everyone. The moderation was impeccable, the room setup was beat and the food was gone (not a bad thing). 

Lets do it again tomorrow.

Best,

Gary

Sent from my iPhone

[Kellen Moriarty]

I second that - thanks to everyone for the hard work.  Today went really well.  2 down, 2-3 to go.

[Gary Bearden]

Post-event report has been submitted for today's event and pictures have been uploaded to PREEA's hoyalink page: 

https://hoyalink.georgetown.edu/organization/preea/gallery

Similarly, after they receive vendor IDs, Svitlana, Steve and Jessica are all able to process receipts from event purchases. 

Gary

[Kellen Moriarty]

Excellent.  Thank you.

[Jessica Brookins]

Hey Guys,

I had a thought regarding this swing funding that I thought I would run by you all. In an effort to get more Eastern Europe specific events in the mix and because it's a pretty hot topic right now, what do you guys think about an event discussing the Rosia Montana mining issue and the protests around it. I'm of course interested in this event because of my experience in Romania but I also think it brings up bigger issues of the ecological and human impacts of mining, especially considering that the bulk of the profits will be going to a Canadian company and just the fact that Romanians went out and protested, which is pretty amazing in and of itself. 

Let me know what you guys think. It doesn't have to be at the beginning of the semester but I think that the Romanian government will be making a final decision soon so it is pretty current. I also believe Charles King is a Romanian scholar (he at least speaks Romanian) and that CERES has a visiting Romanian scholar every year so we could probably organize speakers pretty quickly. Just an idea but thought I'd throw it out there before the deadline. 

Take care,

Jess

Jessica Jagmin Brookins

Georgetown University

Master of Science in Foreign Service, Class of 2015

(808) 220-6608

[Henry Shepherd]

An event on the Rosia Montana mining issue would be good, as far as I'm concerned.

[Kellen Moriarty]

I would support hosting an event on Rosia Montana. We might also consider adding panelists who can cover not only Romania but other nearby countries - I'm thinking Ukraine and Poland in particular - where there is a chance of new natural resource projects causing some political and social wrangling. Prof. Ted Moran loves to talk about natural resource investments in emerging markets and might be a good speaker for this and/or might have ideas about other potential speakers. 

We should probably organize a brainstorming session sometime to plan for next semester. But I don't want to preempt the authority of the next dear leader who will emerge from the election (I'll send out the announcement about that today/tonight).

Kellen Moriarty

Sent from my iPhone

[Jessica Jagmin Brookins]

Sounds great.

--

[Gary Bearden]

Alll, 

Photos uploaded and post-event report submitted to GSO for the Syria event. 

Gary