2013-2014 CKI Year

2013-2014 New York District Event Survival Guide

The down low about our 2013-2014 New York District Events, including attendance

information, typical activities and ways to take advantage of these opportunities!

From Your 2013-2014 Conferences & Convention Chairs: Richard Kim, Josephine Lukito and Olivia Thompson

Synopsis

External Service Service is the core tenent of DLSSP, and the entire weekend revolves around serving the community. As a result, the majority of the weekend is spent participating in a variety of service projects in the local area. DLSSP is also the first district event of the year, providing an opportunity for new members to discover the district level in a new and exciting way! Keep in mind that, to keep the cost of DLSSP down, we are asking individuals to bring their own toiletries and sleeping bags/pillows.

Typical Activities

External Service Service is the core tenent of DLSSP, and the entire weekend revolves around serving the community. As a result, the majority of the weekend is spent participating in a variety of service projects in the local area. Team Bonding Teams are comprised of different members from various clubs, allowing for members to meet a variety of members from areas all over the New York District. Additionally, teams engage in the service projects together and participate in bonding activities during opening session. In-House Service Often, DLSSP also has several in-house projects, either related to the local community, our District Service Projects, or our International Service Partners & Preferred Charities. In previous years, this has come in the form of either fundraisers or craft-related activities.

Event Breakdown

Nickname: DLSSP Dates: September 20-22, 2013 Location: YMCA of Ithaca and Tompkins County City: Ithaca, NY Registration Price: $25 Registration Deadline: Sept. 18

Typical Scheduling

Friday - Opening Session - Friday Fellowship

Saturday - External Service - In-House Service

Sunday - Closing Session

Contact Information

Event Chair: Olivia Thompson Email: oliviathompson@mail.adelphi.edu

Phone: 904.302.4316

Quotes from Past Attendees

“DLSSP is an amazing opportunity to learn more about the district and

to do what we do best: service!”

“I always look forward to DLSSP, because we really get to see our impact in the neighborhood!”

“DLSSP was a life-changing

experience that showed the effects of a group of students who wanted

to make a different beyond their local community!”

Synopsis

Circle K is the largest collegiate service organization in the world that focuses on three tenents: Service, Leadership, and Fellowship! Service and leadership are truly important, but it is also important to have fun by getting to know each other! New York Speaking is the event to attend to help your club get ideas from other clubs and meet other members in the District.

Typical Activities

Roll Call At the beginning of every New York Speaking, we have a roll call of each club, who provides an exciting cheer! This also introduces the club to the district. District Board Basket Raffles At New York Speaking, we have an annual raffle, where each District Board Members creates a themed basket. This is done in a “Chinese Raffle” style. Workshops New York Speaking has a variety of leadership workshops that will help you develop your professional skills! Fellowship Activities Fellowship is the core tenent of New York Speaking. With that in mind, we provide a variety of ice breakers, team builders and larger fellowship activities. Service Project New York Speaking has at least one opportunity to participate in a service activity, often contributing to the local community. Dress Your Presidents Competition The “Dress Your President” Competition allows clubs to dress up their presidents for a fun-filled, silly Saturday Night!

Event Breakdown

Nickname: NYS Dates: November 8-10, 2013 Location: The Georgian City: Lake George, NY Registration Price: $100 Registration Deadline: Oct. 16 Theme: New York District Elementary School: Learning to Serve

Typical Scheduling

Friday - Opening Session - Ice Breakers

Saturday - Workshops - State of District Address - Fellowship Activities

Sunday - Raffles - Closing Session - Call to District Convention

Contact Information

Event Chair: Richard Kim Email: richard.kim@nycirclek.org Phone: 518.441.8593

Quotes from Past Attendees

“I like how everyone gets to know each other and have a lot of fun”

“In New York Speaking, because it’s very casual and laid-back. Positions don’t matter, and it’s an opportunity for everyone to have fun with each

other!”

Synopsis

District Convention (DCON) is an annual convention held close to the end of every year that both celebrates the ending year and prepares leaders for the incoming administrative year. DCON is the largest district event of the year, providing for a great opportunity to discover new service projects, meet members from all over the district and grow as leadership. Typical Activities

Leadership Workshops District Convention is full of workshops that are relevant to both professional skills and CKI-related leadership skills. By attending the New York District Convention, you are able to participate in a variety of workshops that will help develop you as student and servant leaders! House of Delegates Every year, the NY House of Delegates convenes to vote on bylaw changes and vote in elections. Encourage your clubs to attend so that you can have a voice in our district governance! Elections One of our most important events is our annual district elections to vote on District Officers (Governor, D. Secretary, D. Treasurer, D. Editor and (in some cases) Lieutenant Governor. Awards Night District Convention is just about celebrating the past year’s success as much as it is about preparing for the incoming year! Awards night (Saturday) helps celebrate the best of best in service, leadership, and fellowship!

Event Breakdown

Nickname: DCON Dates: March 14-16, 2013 Location: Hotel Albany Location: Albany, NY Registration Price: $125 Registration Deadline: March 10

Typical Scheduling

Friday - Opening Session - First Caucus - Friday Fellowship

Saturday - First House of Delegates - Workshops - In-House Service - Second Caucus - Honors Night - Saturday Dance

Sunday - Second House of Delegates - Closing Session

Contact Information

Event Chair: Josephine Lukito Email: lukito.cki@gmail.com Phone: 646.467.2114

Quotes from Past Attendees

“At my first District Convention, I was stunned with the size of the

event! It really made you feel like you were in CKI-land”

“I love that I get to play a role in the

district functions. I think it really proves that the clubs have a voice on

the district level.”

1) Ask your Kiwanis Clubs for support and help. Many times, clubs do not ask because they are nervous about asking for financial help. However, it’s important to realize that Kiwanians like to help, and both clubs benefit from members attending CKI Events.

a. The best times to ask for money are in September (the end of the Fiscal Year) an October (the beginning of the Fiscal Year). These are times when Kiwanis clubs are financially able to support setting money aside for CKI clubs. If you ask in December or January, most clubs have already dedicated their budgets to many other things.

b. You can also solicit funds from nearby Kiwanians that you work with (as opposed to only your Sponsoring Kiwanis Club)

2) Follow the 1/3 rule. 1/3 of the funds should be coming from the Sponsoring Kiwanis Club. 1/3 of the funds should be coming out of the school or out of the club’s budget. The final 1/3 should come out of the attendee’s pocket. Clubs have found that this is a great way to evenly distribute cost of attendance.

3) Organize club fundraisers to raise money. Don’t be ashamed to run fundraisers for your own club budget; this is a very important aspect of sustaining your club! Ideas include:

a. Bake sales and food sales b. In-Club Fundraisers (like Happy Change and Penny Wars) c. Parties and socials d. For more ideas, talk to your Lieutenant Governors or District Executive Officers!

4) Ask your school for money. Some schools have travel grants dedicated to attending conferences, conventions and state (or national) events, such as our district events. You never know if your school is going to give you money until you ask!

a. Some schools don’t have convention grants but they have grants specifically for travel cost or other aspects of convention-attending. Check out your grant opportunities to see what’s out there

5) Travel with multiple clubs. Driving with a full car drives down the cost of attending district events. Plus, long road trips help with bonding, and it’s a chance for you and your club to bond with other clubs!

6) The best way to get the most “bang for your buck” hotel-wise is to always try and have a full room. The cost of a three person room will be the same as a four person room, so having an additional person will bring the cost of the room down for everyone.

7) Snack out at district events. Sometimes, bringing snacks to district events can help bring the food cost down. Plus, it helps with the late night munchies you may have.

8) Plan Early. This is, by far, the most important tip that anyone can give you when it comes to District Events. If you plan early, you can ask for money early and you can save money more easily.

The New York District Board is working hard to get ready for our annual conferences: District Large Scale Service Project, New York Speaking, and District Convention, but we need your help! If your club would like to assist in the set-up and execution of New York Speaking or District Convention, check out the Host Club Application. The duties require the club to help with registration, decorations, lifelines, setting up the dances and activities, and taking down the decorations. It is recommended that you email the respective Event Chair by looking for their email on the New York District’s website! Please email them even if you do have the slightest interest in applying.

Taking a hands-on role in a district event is a great way to get involved at a district level without a long-term commitment. It is also a way for a club to demonstrate the talents of their members to the district. Clubs can bond by allowing the members to learn a new skill set and by allowing their members the feeling of being fulfilled and proud of their accomplishments. Finally, and most importantly, it is FUN – especially for a club full of creative and spirited members! The Host Club Chair is a wonderful position for a new member who shows potential or a returning member who has shown outstanding dedication to CKI.

In short, the host club handles the decorations, fellowship activities, and other special tasks at NY Speaking or DCON. While being host club takes time and commitment, with a group of dedicated individuals, it is a completely manageable job!

Handling the registration table at the beginning of the event

Being responsible for decorations. This includes the centerpieces, decorating the front of the dais, decorating the walls and pillars if desired, and possible creation of a focal point of the room.

Providing supplies (small squares of papers and pens) and delivering lifelines (small notes guests write to each other during meals).

Bringing brown paper bags and markers for attendees to make positive graffiti bags

Working with the NYS Chair to plan a fellowship activity such as scavenger hunt, game, or other event during the convention.

Overseeing activities during meals (photo booths, crafts, etc.) or anything else the host club comes up with may be planned at the host club’s discretion.

Purchasing and bringing all supplies needed for décor and fellowship events to the convention.

Be on standby during any free time just in case additional assistance is needed (VERY unlikely since everything is planned out well).

What if we don’t have enough money in our budget? No worries! Check out the “Tips to Being Host Club” on the following page. We don’t think we have enough people at the event to deliver lifelines, decorate, or run a fellowship event. That is okay! Other clubs, the Con-Con Committee, and the District Board are always happy to help! What if our club isn’t creative enough? NONSENSE! You don’t have to be an arts and crafts guru to be host club. All you need is a little imagination and time to scour party planning.

We have a bunch of members interested in planning and making decorations, but not all of them can come to the event. Planning is the most important part. If you have club members who want to make decorations or help the fellowship activity (for New York Speaking) before the event, all you need is a few members at the convention to pull it all together.

o Refer to the application when released! It’s a short, sweet and to the point. o Gather a group of interested members to be the host club committee o Elect a Host Club Chair to oversee the committee and to be the liaison between the host club and the Event Chair. o Brainstorm ideas the event o Write all your brilliant ideas in the application o Send it on time to the Event Chair.

Plan! Plan! Plan! Coming up with ideas, shopping, and putting everything together takes time. Start working on things little by little as soon as you are appointed. Come up with a calendar of deadlines (a member of the Con-Con Committee can help with this) and stick to it! Make a check list of everything you need, and most importantly, don’t try to do everything the very last minute! Use the Whole Committee Make sure you know the skills of everyone on the host club committee (one person may be a great artist, while some else knows how to come up with games everyone loves, also, be sure to know who has the Michael’s Rewards card!) and utilize them! Delegate tasks and projects, and think about having one night (or a few) where everyone gets together to work on the decorations or the fellowship activity. Work with the Con-Con Committee We are here to help! Keep us up to date on everything that is going on, and ask us if you need any help. We are always willing to tackle a project you might now have time for, so don’t be afraid to use us! Ditch Facebook and Log on to Pinterest It is okay if every idea you use isn’t original. Sites and blogs like Pinterest, Party Frosting, or thepartydress.ne often have great and do-able ideas to take NY Speaking or DCON to the next level! Learn to Love Paper Paper will be your best friend—construction paper, tissue paper, newspaper, crepe paper—all of it can be transformed into beautiful, cheap decorations and it is recyclable! HAVE FUN! It is important to put time and effort into the task of being host club, but it is also important to have fun! If you enjoy what you are doing, the event will be a sure success!

If you have the slightest of questions, please email our New York Speaking Chair or District Convention Chair. NY Speaking Chair: Richard Kim (richard.kim@nycirclek.org) District Convention Chair: Josephine Lukito (lukito.cki@gmail.com) Thank you for your interest in hosting the New York District of Circle K International’s Conferences and Conventions!