VTS Chapter (Toronto Section): Finalizing 2026 Funding Request & Event Planning

#planning #communication #management #tools

Meeting Agenda

1. Review of Progress & Objectives (5 mins)

• Quick recap of action items from the last meeting.

• Goal Check: Confirm status of vTools officer updates and bank account information gathering.

• Confirm today's goal: Lock in the 2026 activity plan and finalize the narrative for the funding request.

2. vTools & Compliance Status Update (5 mins)

• Confirm that all officer details (including term start/end dates) are now accurate in vTools.

• Discuss any clarifications needed regarding the "treasurer exception" (if applicable).

3. Finalizing the 2026 Activity Lineup (20 mins)

• This section focuses on the "What" and "Why" for the funding request.

• Review Brainstormed Ideas: Present the list of proposed activities from the last meeting.

• Prioritization & Feasibility:

  • Which activities are "must-do" for 2026?

  • Which are "nice-to-have"?

  • Identify potential speakers, venues, or collaboration opportunities for each.

• Confirm Activity Details: For each priority activity, briefly outline:

  • Proposed Title

  • Target Month/Quarter

  • Estimated Audience Size

4. Drafting the Funding Request Narrative (15 mins)

• This section focuses on the "How Much" and translating activities into the formal request.

• Budget Mapping: Map the finalized activities to the budget. 

• Narrative Review: Review the draft narrative (if prepared beforehand) or collectively write the key bullet points.

  • Tip: Focus on member value and technical impact, using "activity" terminology as required by IEEE.

• Consolidation: Ensure the budget numbers align perfectly with the proposed activities.

5. Final Action Items & Timeline (10 mins)

• Assign the final writing/editing of the funding request document.

• Confirm who will submit the form by the 16 March deadline.

• Set an internal review deadline (e.g., "Draft ready for review by 13 March").

• Plan next steps for event logistics (e.g., "Secretary to contact venue X regarding April date").

6. Final Q&A & Open Discussion (5 mins)

• Last chance for the VTS Chapter Chair to clarify any remaining questions.

7. Adjournment