Comprehensive Organizational, Event Planning, and MLK Day of Service Guide

Paul Robeson Cultural Center (PRCC) & Cultural Caucuses

  • Paul Robeson Cultural Center (PRCC) Evolution:

    • The original vision for the PRCC has adapted over time to become more inclusive, expanding to represent all cultural caucuses.

    • Predominantly White Institutions (PWIs) across the country operate PRCCs, including Rutgers University.

Event Logistics, Catering, and Vendor Selection

  • Organization Collaborations & Logo Support:

    • Outreach includes Dance Troupe, Black Elites, and Essence of Joy, receiving a mix of confirmed acceptances and tentative responses (maybes), including a maybe from the Mayes.

    • Key campus organizations collaborating for the event include Black Conference NCMW, BMLS, and BC.

    • Collaboration requirements: Participating organizations agree to show up in support and permit their official logos to be placed on promotional flyers.

  • Catering Arrangements:

    • Main Food Vendor: Olive Garden.

    • Selected menu items: Fried mozzarella, broccoli, chicken tenders, and breadsticks.

    • Currently evaluating pricing options for adding official dipping sauces.

    • Dessert Vendor: Carmela's Afternoon Bakery.

    • Selected dessert menu items: Chocolate covered pretzels, chocolate covered strawberries, cookies, brownies, and cake pops.

  • Photo Booth Vendor Selection:

    • Vendor setup was evaluated during the LGBTQ reception.

    • Primary choice: "As We Dance".

    • Benefits: Least expensive option available, offers the most electronic capabilities, and requires the smallest physical footprint/space.

    • Features & Customization: Image layouts can be customized directly. Although the physical backdrop cannot be customized through the vendor, existing backdrops or supplies from previous years will be repurposed.

Performance Organizations & 50 Days Out Event Coordination

  • Deadlines & Deliverables:

    • Final flyer and full run of show target deadline: Next Sunday.

    • Purpose of timeline: Swift release allows the committee to gauge interest among campus student artists.

    • Run of show structure is dependent on finalized performance headcounts (e.g., Admissions is performing a duet, whereas other groups feature larger rosters).

  • Performance Outreach Strategy & Alternatives:

    • Standard Penn State minority community events frequently feature the same set of dance organizations.

    • Scheduling Conflict: The Asher Awards takes place the week after, creating potential burnout or scheduling conflicts for standard groups.

    • Outreach Leadership (Eden and Maya): Actively sourcing non-traditional, high-quality performance groups outside the typical roster.

    • Currently confirmed performance count: Approximately 3 confirmed performances.

    • Organizations Contacted / Pending Confirmation:

    • EMT: Received a tentative response ("maybe"); requesting a reduced/partial group performance rather than the full roster.

    • New All-Girls Hip Hop Team: Formed by members of Urban Dance Troupe.

    • Whiplash All-Girls Dance Team.

    • Island Fever.

    • Afri Confusion.

    • Cali Team (awaiting official response).

    • Black Elites.

    • Total pending outreach: Awaiting responses from approximately 5 organizations in total.

MLK Day of Service Strategy & Operations

  • Participant Retention & Event Flow:

    • Issue Identified (via planning with Matt): Participants frequently depart after the initial service portion rather than remaining for the full schedule.

    • Revised Schedule Structure:

    • First Half: Dedicated entirely to community service and volunteer work.

    • Second Half: Transitioned into a social cookout/party atmosphere at the home site to encourage networking, conversation, and staying on-site.

  • Incentive & Service Site Selection:

    • Closing Raffle: Held strictly at the end of the second half as an incentive for participants to remain for the entire event.

    • Sourcing: Committee needs to select and acquire appealing raffle items.

    • Access: Raffle entry is designed as an equal opportunity for all attendees, including hard-working staff and committee members.

    • Focus Areas for Service Sites:

    • Food Insecurity sites.

    • Literacy sites.

    • Venue Expansion: Planning to utilize the 3rd Floor for additional service sites to free up space on the main floor.

  • Food Distribution Logistics:

    • Problem from Previous Year: A single long, congested food line caused long wait times, driving participants to leave the venue to purchase food elsewhere.

    • Revised Food Service Layout:

    • Moving food distribution out of the main crowded area into the back corner space (cleared by relocating service sites to the 3rd Floor).

    • Splitting food service across four distinct corner stations to prevent congestion and accelerate serving speed.

    • Staffing Support: 16 Executive Board (e-board) members plus team leaders will manage distribution stations.

  • Atmosphere & Entertainment:

    • Incorporating live performances during or after the lunch window (e.g., past performances by Dark Storm).

    • Music setup: Hiring or setting up a DJ to maintain an energetic cookout vibe.

  • Team Leader Integration:

    • Previous Gap: Team leaders were only engaged on the actual day of service without prior connection to the planning process.

    • New Engagement Timeline: Recruiting and onboarding team leaders starting in October or November to deeply involve them in the MLK committee operations well ahead of the event.

Leadership Roles & External Relations (ER)

  • Graduate Assistant (GA) Support:

    • Chris (GA): Managed site leads during the prior year; currently supporting catering execution, logistics, and site lead operations.

  • External Relations (ER) & Social Media Strategy:

    • Group promotional post is fully finalized.

    • Individual Member Posts: Missing bios and individual photos for select members. Members must submit bios via the provided QR code or send preferred photos directly to Maddie or Dawn in the group chat.

    • Content Calendar: Developing a structured Instagram publishing calendar for all upcoming events (including the DC trip).

Technology Shift: Microsoft Office, Teams, and SharePoint

  • Transition Away from Google Docs:

    • Mandatory Policy: Google Docs is discontinued for committee work. All documentation must strictly utilize Microsoft Teams, SharePoint, and Microsoft Word.

    • File Organization Protocol: Members must create documents directly inside designated event folders within SharePoint/Teams rather than creating Google Docs and converting them later.

  • Rationale & Institutional Memory:

    • Professional Preparation: Hands-on experience with Microsoft Teams, SharePoint, Word, and Excel builds transferable workplace skills for resumes ("Proficient in Microsoft Office").

    • Prevention of Data Loss: Avoids lost file access when student leaders graduate or lose password access (resembling previous issues with the Instagram account).

    • Historical Record Archiving: Former GA Logan Quinn previously consolidated years of scattered records across multiple past teams (e.g., MLK 2023, MLK 2024) into a unified SharePoint repository, allowing future leaders (e.g., Peyton) seamless access to past templates and skeletons.

    • Mobile Efficiency: Members are instructed to download the Microsoft Teams app on their mobile devices for quicker communication without needing laptops open.

Upcoming Events & DC Trip Planning

  • Theme Ideation / Lunch Meeting:

    • Schedule: Friday from 11:00 AM to 2:00 PM.

    • Participants: E-board members and community members.

    • Offerings: Free food provided.

    • Purpose: Collaborative session to establish the core event theme.

    • Theme Secrecy Protocol: The final theme selected during the ideation lunch remains strictly confidential under an informal non-disclosure agreement (NDA) and will not be publicly revealed until the 50-day mark event.

  • Washington, D.C. Trip Planning:

    • Official planning kickoff begins next week.

    • Lead Coordinator: Quincy.

    • Action Item: All assigned planning members must respond to Quincy's Teams message promptly to set up initial meeting times.