Vietnamese Youth Convention 5
Vietnamese Martyrs Parish
Archdiocese of Seattle
March 4, 2015
1

GIÁO XỨ CÁC THÁNH TỬ ĐẠO VIỆT NAM
TỔNG GIÁO PHẬN SEATTLE
Vietnamese Martyrs Parish of The Archdiocese of Seattle
6801 South 180 th
St – Tukwila, WA 98188
Phone: (206) 325-5626 Fax: (206) 324-5849
Website: www.vnccs.org
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Vietnamese Youth Convention 5
Volunteer Commitment Form
As a volunteer to do God’s work in carrying out the mission and vision of the Vietnamese Youth
Convention known as VYC5 in Seattle, Washington on the 4 th
of July weekend in 2015 for the
Vietnamese Catholic Youth around the country, I ___________________________________________ understand my role and responsibility to God, my Parish, my peers, and the Vietnamese Catholic Youth that will be participating in this convention. With this understanding of my role & responsibilities and my answer to God’s call to SERVE , I promise to:
S
– Seek Ye first: I promise to seek God first to understand His purpose for me in my work.
E
– Excellence: I promise to go one step further in my pursuit for excellence.
R
– Respect: I promise to respect my peers in their judgment as we work alongside one another.
V
– Vision: I promise to help build the vision of Vietnamese Youth Convention.
E
– Embrace and Enjoy!: I promise to embrace the challenges and find joy in what I do.
As for me and my house, we will serve the Lord.
---Joshua 24:15
Sign By: _________________________________________
Date: ___________________________________________
Witness: _________________________________________
Fr. Đào Xuân Thành

• 7:00PM Opening Prayer
• 7:05PM Activity & Introduction
• 7:15PM Updates from Las Vegas, NV
• 7:20PM Updates from CA – OC, San Diego, San
Jose, Sacramento, Vancouver BC, Portland
• 7:40PM Executive Updates
• 7:45PM Updates from Committees
• 8:25PM Next Steps
• Registration Help – prayer group and BTC reaching out
• Bi-Weekly update
• 8:30PM Closing Prayer

• Tết Festival was a success!
• Registered 50
• Raised $7,000
• Met our goal on matching funds
• Total amount raised with matching - $65,000.00
• Mailing of letter/flyer to over 500 Vietnamese
Priest across US.
• Registration is currently at 300.
• Scholarship being offered – 4 at this time
• New flyers, poster, and registration form
• PLU tour set up for March 7 th 9-11AM

Direct Emails to Leaders

2/1/15 sent 1 st round: 250 prior VYC leaders + 380 emails provided by cha
Chương
(35 invalid emails); only one responded Su Le from GX Cac Thanh Tu Dao VN,
Atlanta, GA
 2/24/15 sent 2 nd round and got responses from:

LM Peter Vo Son, Tong Thu Ky Lien Doan Cong Giao VN Hoa Ky; emailed out and also uploaded VYC5 info to VietCatholic.net and LienDoanCongGiao.net
 LM Dominic Danh Tran, Don Bosco Orange, NJ ; will promote at retreat for TNTT mien Dong Bac March 6 and youth rally in Dallas/Fort Worth March 14
 Pt Hoang Ngoc Quy, GX Duc Me Famita, Fort Worth ; he sent to chu tich & pho chu tich GX, Quy Tr cac nhom gioi tre o GX

Thien Ta, Fort Worth, TX ; expressed interest in Praise and Worship; connected him with Ban Van Nghe
 Nhiem Ta, Dallas-FTW, TX ; forwarded email to GX Fatima, GX Hang Cuu Giup,
GX Thanh Giuse

Pham Van Minh, GX Saint Lucy, Long Beach, CA ; Vu Hong Phuong coordinating with OC
 Sr Grace Duc, Lovers of the Holy Cross, Los Angeles, CA ; taking a group of 60
 Uyen Vu , Legion of Mary in OC ; registered & coordinating with OC
 Tamara Tran, Dong Hanh Tay Nam ; connected her with OC
 Anthony Nguyen, TNTT Santa Ana ; registered

Father Bill Cao ; coming to VYC5
 Sr Mary-Han Nguyen, San Gabriel, CA ; inquired about our parish but didn’t respond further

Direct Emails to TNTT ( bchdoan@tntt.org
, cac doan truong)
 2/14/15 sent 1 st round: no response

2/24/15 sent 2 nd round: two responses

Tr Khoa, Kito Vua , Sacramento, CA
 Tr Nguyet Sara Hoang , Xavie Can, SW Seattle
Probably need a new strategy/approach with TNTT
Direct Emails to Prior Participants

2/15/15 sent 1 st round: 1,069 >> 521 opened, 25 clicked through (website/letter to parents), 114 bounced, 9 unsubscribed
 2/27/15 sent 2 nd round: 946 >> 203 opened, 9 clicked through, 3 unsubscribed

Social Media Outreach via VYC Facebook Page (949 Likes)
 “Hello Seattle!” Post ( paid $20 to Boost Post )

6,360 reached

41 Likes, 5 Shares
The Draw for these posts:
1) Interesting Picture or Video
 VYC5 is heartbroken for our Seahawks…
 1,799 reached

56 Likes, 4 comments
2) Interesting Tag Line or description
3) Emotion
– something people can relate to
 Are you a Group Leader…
 1,034 reached
 16 Likes
 How are we building towards VYC5…
 916 reached (within 5 hours)
 24 Likes, 1 Share
Results??
1. FB reach rise but did registration increase??
2. Any relationship between geographical location of
People Reached and geographical location of
Registrants??

People Reached:
Do we have a good represenation from all major Viet hubs?
By Country
United States 5,975
Vietnam
Canada
Australia
South Korea
France
Japan
Germany
Mexico
Norway
5
2
2
7
5
289
28
12
8
By City
Seattle, WA
Los Angeles, CA
San Jose, CA
Garden Grove, CA
Houston, TX
Baltimore, MD
Portland, OR
Westminster, CA
Chicago, IL
New York, NY
Renton, WA
San Diego, CA
Santa Ana, CA
Sacramento, CA
Bellevue, WA
Lynnwood, WA
Tacoma, WA
Washington, DC
Ellicott City, MD
Philadelphia, PA
537
134
109
106
94
94
87
79
35
34
34
33
54
50
47
41
40
70
65
62
By City
Kent, WA
Dallas, TX
Everett, WA
Irvine, CA
Las Vegas, NV
Brooklyn, NY
Huntington Beach, CA
Long Beach, CA
Boston, MA
San Francisco, CA
Olympia, WA
St. Louis, MO
Anaheim, CA
Phoenix, AZ
San Antonio, TX
Milwaukee, WI
Jacksonville, FL
Kansas City, MO
Federal Way, WA
Orange, CA
Louisville, KY
Fountain Valley, CA
19
19
18
18
18
17
17
22
22
21
21
20
32
32
31
29
29
25
24
24
23
23

Next Steps
1. Direct Marketing 3 rd and Final Email to Leaders, TNTT, and Prior
Participants 3/9/15
2. Identify and contact/follow-up with major Vietnamese parishes
City
Houston, Texas
Philadelphia, Pennsylvania
New York, New York
Arlington, Texas
Boston, Massachusetts
Garland, Texas
Oklahoma City, Oklahoma
West Falls Church, Virginia
Harvey, Louisiana
Springfield, Virginia
Parish Name2
Giao Xu Fatima
GX Duc Me Hang Cuu Giup
Grand Prarie, Texas GX Thanh Giuse
3. Facebook Postings about once every 10 days
A. Is your City/Parish represented at VYC5 or do you want to coordinate with someone coming from your area? Check out this map and email registration@vyc5.org
(map of current participants)
B. Use materials/blogs generated for our website

As of 3/2/15:
•
Donations $51,406, Sponsorships $13,000, HCH profit $905
•
Deposited $6,935 cash/check from registration
•
Guesstimate $40,000 still pending from Eventbrite
•
Reimbursements: $33,954 (mostly PLU deposit, posters, publicity), plus bank and check fees
•
Bank balance - $38,039

Khối Trưởng: Tracy Thảo Bùi

Volunteer Committee
•
To support each committee by providing sufficient volunteers during VYC 5
•
To provide volunteers with clear communication and operation tasks/roles for cohesive teamwork
•
To provide a fun and spiritual experience to cultivate our youth ministry

Volunteer Committee
•
How many volunteers will you need?
• per convention day, per session, etc.
•
Who is your ideal audience?
• age group, experience, skills, etc.
•
Special requests?

Volunteer Committee
•
Meet with each committee to understand specific volunteer needs
•
Create template to recruit/capture volunteers
•
Tool for leadership
•
Create tracking system for volunteers
•
Volunteer Advertisement: Website Page
•
Anything else?

Vietnamese Youth Convention 5
Vietnamese Martyrs Parish
Archdiocese of Seattle
19

Internal Team Lead Responsibilities:
Anh Micol – transportation: To & From Airport, arranging drivers for vans and school bus
Anh Henry Vu- Tour Package: Henry will plan out the logistics of the tour, transportation to and from tour
Anh Dung Ho: Will be helping with FAQ from the perspective of parents
Chi Quyen Vu- Hospitality Inbox: PR of hospitality, answering Questions related to hospitality
Teresa: manage Hospitality website
Need: Liaison for ban am thuc (Co Ben) & hospitality

• We will NOT host after conference on Sunday
• Only ONE tour time
• July 2, 2015
• Tour Starts @ 1 PM
• Everyone will be transported to church and/or meet at church
Number of buses will be determined on number of tour participants
Will find out based on forms created by Anh
Micol

• Thursday July 2, 2015
• Pick up at Airport and drop off at Church:
• 10 AM, 12 PM, 2PM, 4PM, 6PM, 8PM, 10PM
Friday July 3, 2015
• Pick up at Airport and Drop off at PLU:
• 9AM, 12PM, and 3PM
• No pick up on Saturday
• Drop of at Airport on Sunday
• 12PM, 3PM, 5PM
• 5PM will be either at airport or at church

Vietnamese Youth Convention 5
Vietnamese Martyrs Parish
Archdiocese of Seattle
Update www.vyc5.org

• What’s new? Workshops, content, blog updates.
• 8 groups listed – Washington, California,
Lousiana , Canada…
• Familiar faces help visitors feel comfortable coming to VYC www.vyc5.org

Scroll down to bottom
Then Log in www.vyc5.org

• Click ‘Staff Access Point’
• Log in with vyc5seattle
• Click on a room (orange, blue, brown) www.vyc5.org

• From where do people visit?
• 472 from WA
• 375 from CA
• 38 from TX
• 31 from LA
• 12 from NY
• Australia, too!
www.vyc5.org

• PR committee is bringing more people to website
Facebook
Blog repost
PR Email www.vyc5.org

• Share your stories, struggles
• Share your faith
• Share your ideas, dreams about VYC5
• Share what inspires you
• Share your gospel reflection… www.vyc5.org

• Website is a great place to outline decisions
• Help your committee organize information
• Reduce burden of repeating yourself
• It makes VYC5 more fun and builds excitement!
www.vyc5.org

Vietnamese Youth Convention 5
Vietnamese Martyrs Parish
Archdiocese of Seattle
Update www.vyc5.org

1. Minimize/Eliminate Audio Feedback
• This may create restrictions where we can put the choir, altar, etc.
2.
Support the stage ‘look’ that we desire
• We do not need to ‘show-off’ equipment to be successful.
• Hiding equipment is just as important to create the environment we want to for VYC
3. Deliver high quality audio
• It has to sound good after #1 and #2 is done in order to have a successful event.
• Support sounds ‘feeling’ and dynamic range required by entertainment, praise & worship, adoration, liturgy
4. Deliver proper lighting brightness for stage effects & photography & video (30 frames per second) www.vyc5.org

• Choir Location
• will be OFF STAGE, Left
• Locate next to sound control (quickly respond to feedback/sound problems)
• Prevent feedback due to microphone arrays/setup
• Existing curtain is 50’ high
• Stage is 137’ wide, edge to edge www.vyc5.org

This is for illustration only, not final, not to scale
Truss (can cover with banners)
Backdrop
Curtain
T r u s s
Projector Screen
Curtain
Skirt
T r u s s Chairs for clergy
Chairs for clergy
Altar
T or ch
Stage
Access Ramp
Audio control
T r u s s
Projector Screen
Curtain
Skirt r u s s
Question: Where will choir go? Where should speakers go? How big are speakers (8’ wide)? Decorate over the truss with banners?
www.vyc5.org

This is for illustration only, not final, not to scale. Trusses (T) are hidden. Lighting is mounted on trusses, speakers could be ‘flown’ (suspended)
Backdrop
Tor ch
Stage
Altar
T
Projector Screen
Access Ramp
T T Projector Screen T
Audio control
Question: Where will choir go? Where will speakers go? How big are speakers? Will everything fit or can we hide it?
www.vyc5.org

20ft
This is for illustration only, not final, not to scale
Step s
Step s
Backdrop
16x20 Stage
Step s
Step s
20ft
Question: Do we need night time lighting?
www.vyc5.org

This is for illustration only, not final, not to scale
Backdrop
16x20 Stage
Step s
Step s
Audio control
Question: Do we need night time lighting?
www.vyc5.org

• 4 main microphones, 1 for each harmony
(Soprano, Alto, Bass, Baratone). This is placed in front of choir (best singers in front)
• Supporting microphones for rest of choir standing in back
• 12 Instrument line-inputs
• Still need to decide
• Piano or Keyboard?
www.vyc5.org

• Drumset– pre-wired & shared for all bands
• Place on rolling platform to easily move aside on stage
• Monitors – in-ear or free standing or suspended?
www.vyc5.org

• Wednesday July 1, 5pm-9pm - Setup
• Thursday July 2 9am-10pm – Rehearsal/check
July 2 nd Time Rehearsal Point of Contact
9:00am Band: By Thy Will ?
Truong
10:00am
11:00am
12:00pm
1:00pm
2:00pm
5:00pm
7:00pm
9:00pm-12
Closing Ceremony
Liturgy walk through
Opening Ceremony
Entertainment - Van Nghe
Sr. Mai
Chi Huong www.vyc5.org

• Friday July 3 rd 8am-1pm
July 3rd Time Rehearsal
8:00am OPEN
9:00am VYC5 Choir
10:00am
11:00am
12:00pm
1:00pm
Emcee Sound Checks
RESERVED: Out of Town Bands
RESERVED: Final Checks
RESERVED: Liturgy / Priests /
Speakers
Point of Contact www.vyc5.org

Henry Ford

• Committee to work closely together.
• Focus on local participants with reach outside
• Portland, OR 3/08
• Vancouver/Surrey, BC 3/08
• Everett, Olympia, Tacoma, West Seattle, Auburn
• Firm up speakers list
• Push for registration
• Tell a friend
• Prayer

• To pray for VYC5 – focus on particular group each month.
• Registration/Publicity
• Staff/Volunteer
• Participant/group leaders
• Speakers