ANC Debrief - ASM 5/28/24 by

The ILC Land Acknowledgement at the opening of the conference

laurensdy13_ — 2024-05-21 19:25:49 UTC

This was such a moving experience!

So many moments! Too many to count, AND...

laurensdy13_ — 2024-05-21 19:30:15 UTC

Having translation available for the closing plenary was a huge moment of satisfaction, encouraging others to dress in ways that felt comfortable to them, and Network members relayed how "at home" they felt at the ANC moreso than in years past.

The Insight Mini Sessions!

laurensdy13_ — 2024-05-21 20:02:16 UTC

I thought this format and set up was a HUGE success! There was such thoughtful planning around putting Mini Session presentations into groups under the same theme. Engagement in the room was fantastic and the room I staffed was overflowing with people! 10/10 would want to have this format in the future! Great job on improving this aspect of the ANC, team!

The One-Sheet for how to respond to Network Member Questions

laurensdy13_ — 2024-05-21 20:05:50 UTC

This was incredibly helpful! While this was not my first ANC, I felt like this portion of the staff folders was helpful for me and would be incredibly helpful for staff who were at their first ANC! I hope we can bring these back in the future. :)

Staff folders

diondeguzman — 2024-05-22 17:40:00 UTC

This was a great resource to have, especially at my first ANC. So many answers were in that packet so when a network member asked, I knew what to tell them. Great organization of so much information!

Identity-based Collaborative Group Meetings (earlier in the week?)

diondeguzman — 2024-05-22 17:46:07 UTC

After Collab Group Meeting 2 (Wednesday after lunch) there was a lot more connection between people. Talking to some network members, those meetings were most identity-based groups (LACFam, SOGIE, AAPI, etc.) that is where they found the most connection with others. These spaces were more about talking/sharing about themselves vs. a topic in the field so it was easier to connect on a personal level and meet others. Although by that time, they only have that night and Thursday morning to connect more. There were a handful of comments similar to "I wish we met up sooner!" which was awesome because that's what the ANC is about but also hoping to be able to give them MORE time!

The Opening Plenary.

diondeguzman — 2024-05-22 17:50:06 UTC

What an impactful way to start the ANC. Coming right after the ILC Land Acknowledgement, those two openers really set the stage for the rest of the week! People were talking about it all week, and the speakers were getting praised the whole ANC.

30 Minute Breaks

diondeguzman — 2024-05-22 17:51:54 UTC

Not sure if this was always something that happens at the ANC, but they were both necessary for the attendees and us staff working.

WHOVA!

diondeguzman — 2024-05-22 17:53:42 UTC

The app did so much for the ANC. Although people did come up to the table with questions, it was great to see them using it before, during and after the conference to connect more. Plus, it was a great place for any of us staff to message speakers if we needed them + the service was horrid in the basement, so having wifi and having a place to message someone without cell service was great! Also have to add the amount of people just asking "Is it in the app?" and the going on with their day made it super efficient in answering questions!

Common Area/Meeting Space

diondeguzman — 2024-05-22 18:42:54 UTC

I know it depends on the hotel layout, but I wish there was more space for people to be in the lobby and connect. We had the terrace but it wasn't the most easily accessible with the stairs/elevator situation.

Connection Time in Agenda

diondeguzman — 2024-05-22 18:45:46 UTC

Have an hour or two after the conference is finished blocked off for a more "official" meet up for attendees. With so many first-timers, it would have been cool to see a more official event in the Agenda for something like a "First Timer Social".

QR Code Catalog

diondeguzman — 2024-05-22 18:46:48 UTC

The QR codes made it so much easier for people to access any links that we wanted them to go to. Then having them all on once table or on one board was super helpful.

Sessions with Handouts

diondeguzman — 2024-05-22 18:52:03 UTC

A couple workshops had handouts and for any of them that didn't have a system to pass them out it took up A LOT of their time. I'm not sure how much is in our control there as far as knowing who needs to pass things out, but having some sort of system/plan would benefit everyone. Whether it's part of the Staff Assignments to stand outside the door to hand them to attendees, placing a set of handouts on each seat, a table as they enter, etc... it would cut down a lot of the time especially for the workshops that had high attendance numbers.

Collaborative Group Meetings

diondeguzman — 2024-05-22 19:00:31 UTC

It was great seeing all the new connections people were making after the CG Meetings. An added bonus were all the new people that attended the meetings they identified themselves and their work with. All the new faces in these spaces is really what this is all about!

Seating Arrangements

diondeguzman — 2024-05-22 20:24:51 UTC

For presenters that want to change the searing arrangement we should ensure that it is still accessible to attendees and also make sure that the entrance/exit is clear. This is in case of emergency, but also so that attendees can leave and enter without disruption.

More space between chairs

2024-05-23 15:13:49 UTC

I know this isn't something the Center can do but could we request more space between chairs.

Overall ANC Evaluation QR Code

diondeguzman — 2024-05-23 18:37:14 UTC

Thinking about having a slide for this that would be projected on the last day of the ANC during the break before closing vs. the Title Slide. I think the QR code was really only on the board in the MR floor and the table on the BR floor. Maybe if there was a big slide at the beginning and end of the closing plenary as everyone was getting settled people would've been more inclined.

Mini Session Scripts

2024-05-23 18:39:52 UTC

This was so helpful in running the mini sessions and knowing when to stop/start the different presentations and how to introduce and close the session.

Water

shaunasanders1 — 2024-05-23 18:51:53 UTC

I understand we can't usually offer a coffee bar but it would be great if the hotel offered water either in the main area or, if possible, near the presentation rooms.

Stair Access and/or more elevators

shaunasanders1 — 2024-05-23 18:54:05 UTC

I know this was specific to the hotel for this year, but not having stair access to one of the main floors was hard on attendees, especially considering the limited elevator space.

Additional "Notes" area on Packets & Pen

shaunasanders1 — 2024-05-23 18:57:48 UTC

We could add a "notes from workshops" page to the packets, it could even just be on the backside of the last page. Adding a pen to the packets would be a nice touch but I understand 600+ pens can be a lot.

Speaker Acceptance Process

2024-05-23 20:27:22 UTC

I think it could be helpful to have a process where speakers submit their picture/description to an online form (either Whova or Qualtrics) and then agree to the responsibilities they will have as speakers while at the ANC. This could include things like prepping and bringing the materials they need for their sessions, returning the room setup to the initial position should they create activities that move the chairs, printing and bringing materials, interacting with participants and sharing links on the Whova app (i.e. if there are handouts they can add links to the handouts). Essentially how can speakers understand more upfront the responsibilities. Maybe this is part of the application, but just thinking about a way that each speaker can be personally accountable (Network value wise) AND we could also have them agree to media releases during this process.

Seeing people!

2024-05-24 12:50:48 UTC

It was just such a gift to see someone else I forgot I would get to see in person every time I went into a new room (or even on the street). The NCTSN is full of some of the best people, and it was so amazing to connect in person. I especially loved seeing people I worked with on longer-term larger projects. It was so grounding in the work.

Inviting new network members to join me for lunch

2024-05-24 12:51:51 UTC

It felt so good to be able to be inclusive in that way, and I appreciated the welcome my original lunch date had to bring more folks along :)

Organized staffing resources

2024-05-24 12:52:59 UTC

I always knew where I needed to be and what I needed to do and that felt good.

Longer day Tuesday, shorter days following

2024-05-24 12:53:45 UTC

People's energy was good so pushing until 5:30 on Tuesday felt totally fine; the shorter remaining days also felt appropriate :)

Potentially starting at 8:30 instead of 8...

2024-05-24 12:57:47 UTC

I wonder what it would be like to push everything back 30 more minutes--it may feel more spacious and allow breakfast connections if people wanted those.

People loved the lovingkindness meditation

2024-05-24 13:03:30 UTC

I never actually got to go, but I've heard great feedback in several settings. Including one person that said we should make sure Jim Henry can join, even if he is not officially part of the NCTSN in the future :)

Generally I felt like people were trying to do more engaging activities with their time than in past workshops

2024-05-24 13:05:17 UTC

I especially noticed this from people who joined office hours. I wonder if it would be worth it to more strongly encourage that kind of connection for speakers?

Small group notes repository

2024-05-24 13:08:49 UTC

It would be cool to have a shared repository for sessions where people want to document notes from discussion--the shared learning and wisdom could really be maximized, I think. Perhaps people could opt into an option and we could provide an AirTable form link or something? Brainstorming here, but it would be a very cool data source, and I think we could find a way to keep the actual process simple...

Maybe a little more communication around the CE process

2024-05-24 13:13:09 UTC

Maybe we could make a video in advance--"how to get your CEs" and then walk them through each step.

Umbrellas :)

2024-05-24 13:17:06 UTC

Maybe we could try to do a weather check and send a message via Whova if it looks like rain (or extra hot or extra cold) during the time. I realize this may be an individual responsibility (that I neglected), but it could be a nice hospitality touch :)

Shared chat for attendance was great

2024-05-24 13:20:14 UTC

Maybe assigning someone for collaborative group times in addition to workshops would be nice, as well?

I also hope we use the shared chat for karaoke details next time, too ;)

Time of Year

2024-05-24 19:15:06 UTC

For the most part, May was a good time of year to hold a conference weather-wise. It did rain but the temperatures were much nicer than winter or the heat of summer.

Connecting

2024-05-24 19:18:51 UTC

Seeing people connect with each other and offer hugs, smiles, and laughter. New sites and old friends.

Opening and Closing Sessions

2024-05-24 19:29:41 UTC

Having the opening session start at 9 am rather than 8 am was helpful to give people some time in the morning. The closing session ending at 1:30 on the last day also helped to give people time to get to the airport.

QR Codes

2024-05-24 19:44:11 UTC

While the QR codes were usually great, which QR code to use for what was a little confusing. This probably had to do with the CE's as well.

Insight Mini Sessions/Lightening Talks

2024-05-24 20:19:08 UTC

This format was a definite improvement but in the interest of continuous improvement, there are a few thoughts.

Would a different time of day be better than late afternoon on Day 1? The session I was in had wonderful presentations but only a small number of attendees. Maybe switching with one of the Collaborative Group meetings.

More flexibility in how people attend. Some topics were a bit of a stretch for being in the same session. Is there a way to structure this where people can leave if they want to catch the 2nd presentation that is just down the hall?
1. One option could be starting each presentation at the same pre-determined times with some buffer for transitions and discussions. For example, over the course of an hour having each mini-session start at five after, 25 after, and 45 after or something like that.
2. Maybe having fewer groups of mini-sessions so they can fit the same floor (depending on venue) would make it less disruptive for participants to move about.

One World Video, ILC Land Acknowledgement, home activity, and the SOGIE presentation were huge successes and set the tone for the entire time! The way the presenters brought everything together was beautiful.

2024-05-28 16:27:04 UTC

These are the best workshops I've attended. The workshops are much better when we involve the participants.

2024-05-28 16:29:21 UTC

Needed a few more days to get to meet everyone I wanted to or planned to meet.

2024-05-28 16:30:43 UTC

Informal social gathering for everyone in one space.

2024-05-28 16:31:08 UTC

Lots of comments from group chairs for Thursday morning meeting. why can't we have group meetings on Tuesday instead of Thursday at 8am.

2024-05-28 19:29:57 UTC

I loved seeing all the photos shared in whova!

2024-05-28 19:31:29 UTC

Creative uses of Whova

2024-05-28 19:31:37 UTC

Different groups did cool things with Whova, e.g., using it to do sign-in for collaborative group meetings, or putting polls for a workshop in the app, etc. It would be great to compile some tips from the great strategies that people used this time!

ability to share resources and/or slides from different presentations

2024-05-28 19:31:57 UTC

Amplifying Impact

HMGrossman — 2024-05-28 19:32:15 UTC

With the number of attendees being so limited, I would have loved it if some of the sessions or activities could have spanned into asynchronous learning/experiencing. Even just one recorded session a day would give people back home some of the benefit/community/tie-in.

The interpreters was a big challenge. We did our part to address the challenges but for those that needed them, it was a huge problem. Also presenters talked too fast at times.

nctsnteams — 2024-05-28 19:32:53 UTC

send presentation acceptance to all presenters.

2024-05-28 19:33:01 UTC

More time to connect as staff!

2024-05-28 19:33:05 UTC

Once participants arrived, I felt in full host mode. It would be great to have several hours together as a One Center team to just be and breathe together.

Collab Groups

2024-05-28 19:36:12 UTC

It used to be that everyone attended all 3 collab group sessions even if they weren't regular participants in 3 different groups. This time, it felt like there were very few new people joining to check out groups. It was almost like those hours were the 'built in breaks' people took.

Staffing Roles

2024-05-28 19:37:31 UTC

Personally, I would prefer to have choice in the sessions I staffed. Unfortunately, I missed some key sessions I wanted to attend and spent time in sessions I wasn't interested in. While I know we could rearrange, the volume of sessions I was mismatched with, made this impossible on the timeline given.

Steering Committee Meeting

2024-05-28 19:43:27 UTC

I heard good things about these sessions. And, I think more intentional invitations to Affiliates and Family/Young Adult Partners might be necessary if we want them to attend in larger numbers.

Good job with social media, Dion and Kalila!

2024-05-28 19:43:42 UTC

So fun to see videos (after I got back :))

Having No Meeting Days on Friday and Monday for everyone

2024-05-28 19:47:17 UTC

Steering Committee meeting

nctsnteams — 2024-05-28 19:48:30 UTC

Folks liked being able to connect with steering committee members

SAMHSA Alignment

HMGrossman — 2024-05-28 21:36:47 UTC

One of my collaborators mentioned that their SAMHSA grant had necessary paperwork that was originally scheduled due at the end of the month but was then moved to being due in the middle of the ANC. This person had to stay up late in their room Tuesday night finishing SAMHSA grant paperwork instead of interacting with and investing in the ANC. I feel that if SAMHSA had been more aware of this and timed paperwork to better align with the event, it would have been beneficial.

Accessibility

2024-05-31 18:47:00 UTC

I heard from a PD that they needed help keeping up with the acronyms. She is newer to child trauma and the jargon was a lot. Given our focus on inclusivity, my guess is that if a PD had trouble, many others might have too. probably worth thinking about in terms of guidance we give workshop presenters if nothing else