CBM Proposal Process Feedback April 24, 2018 2:00 PM - 3:00 PM EST

1. CBM Proposal Process Feedback April 24, 2018 2:00 PM - 3:00 PM EST

2. Agenda Opening – Colleen Fleming, Branch Chief, Near East and North Africa, Office of International Visitors, U.S. Department of State Using This Process – Anna Emery, International Visitor Program Manager, World Affairs Council of Dallas/Fort Worth Survey Results – Gina Cirino, Deputy Director, International Visitor Leadership Program (IVLP), Graduate School USA Clarification – Gina Cirino Guidelines for NPAs (FYI) – Gina Cirino Mock-up SOI – Gina Cirino Tips for an Effective SOI – Gina Cirino Q&A

3. Opening - Colleen Fleming • Overview of webinar • Proposal process overview • CBM’s experience with this process • Survey results findings • Q&A • Overview of proposal process • SOI • Proposal

4. Using This Process - Anna Emery • Benefits of using this process • Reusing a SOI to save time

5. Survey Results - Gina Cirino General Summary of Findings of the Survey results • All stakeholders must be flexible • Communication with all stakeholders is key • More education on the new process is needed • Deviation from the timeline affects all parties (so everyone should be notified)

6. Clarification - Gina Cirino • Survey showed that the following items need clarifying • Most recent documents on Global Ties U.S. website • NPAs will continue to request SOI and proposals from CBMs • Sending a SOI does not reduce your chances of selection • NPA will provide feedback close to their proposal due date to OIV • A request of a proposal or a SOI, or both, does not mean your CBM has been selected • Check ORDIV for status of city selections • CBM turn-around time has not changed b/c OIV deadline for NPAs is same • This process is optional • Formatting: • The SOI must be in bullet points • The SOI is no longer 14 point font, but 12 • Providing cultural activities in the proposal is now optional

7. Guidelines for NPAs (FYI) - Gina Cirino Guidelines that have been communicated to NPAs • Communicate to CBMs and OIV if things are going to be done earlier or later than what is on the timeline • Confirm receipt of SOI or proposal • Check-in with CBM even if you do not have an answer • Be selective when soliciting SOI and proposals (some CBMs have expressed that they are asked to send many proposals, but rarely get the project) • Update ORDIV status as soon as cities have been selected • Out of all SOIs received, ask only about five CBMs to send full proposals • Email a general “decline” notice and bcc CBMs who were not selected • This process is optional

8. Mock up SOI - Gina Cirino • See“Statement of Interest” file.

9. Tips for an Effective SOI - Gina Cirino • Do Provide: • Unique resources to your city/CBM • Specific areas of expertise in that field • Create themes that suit your city best • Interactive activities • Entices reader to want to know more about what could be discussed at the meeting • Only resources and background info that supports the project / objectives • Quality over quantity • Variety of sectors (private, NGO, government, media) • Name names! If you have an expert in your city, tell us about them • Bullet points • Don’t Provide: • General information about your city • Historical info, unless it is related to the project • Vague resources, such as “schools, universities, NGOs, police departments, private sector” • Web links

10. Q&A