Board Retreat 12/1/18

The SDCAP Board of Directors has a retreat coming up on 12/1/18.  Board Retreats are a standard shindig for non-profits, as they’re a way for Board members to bond while talking about the big picture for the organization. SDCAP has retreats 2-3 times per year for 1-2 full weekend days. No voting takes place at Board Retreats, which means we don’t make decisions about how to spend money. We use the time to hash out future-oriented ideas that don’t fall neatly under the business we conduct at regular Board Meetings.
Agenda topics for this upcoming retreat are related to YOUtopia and BOD governance. Agenda highlights include:

  • Possible changes to YOUtopia production model
  • Streamlining YOUtopia budget process
  • Implementing standardized process for YOUtopia Wrap-Up
  • Strategy to improve communications and collaboration between BOD, YOUtopia Production Team, and community at large

The biggest thing we’re covering is that first bullet point: whether to change the YOUtopia production model. This is something that’s been on our radar for a while and we’ve been reviewing alternate models used in other regions, with a focus on North American Regional Burns of a similar size to YOUtopia. We’re one of few Regional Burns that employs a Co-Producer Model; most comparable Regionals use small teams or committees to lead their events. Sometimes these teams overlap with the managing entity (be it a BOD or LLC), sometimes they don’t.
As part of our decision-making process, we’re asking the 2018 Production Team and anyone we can scrounge up from 2017 or prior to weigh in with their thoughts about whether we should try a different model in 2019. If you’ve volunteered for YOUtopia in the past as a Producer, Hub Lead, or Department Lead, we’d love to hear from you before 12/1/18. Please fill out this super-short survey to let us know what you think!
We’ll have a follow-up blog post in the week after the retreat so we can share outcomes.

Youtopia Safety Townhall Meeting Recap

A public townhall meeting to discuss safety at Youtopia was held at colab on May 9th, 2015.
The areas where people expressed the most concern about YOUtopia safety were:
Being able to locate someone with a radio in an emergency
The presence of non-participants (gate crashers).
Incident reporting and record keeping procedures.
Sexual assault/rape/lurkers/creepers.
Consent, consent policies, consent culture.
A safe environment.
CPR/1st aid/green dot training for camps and individuals.
Confrontational participants.
Participant and volunteer liability.
Underage drinking.
Unattended children/lost parents.

The Safety Hub Leads discussed:
The new Safety Stations that are being implemented around the event.
New reporting and accountability processes, including the new Dispatch Department.
Civic Responsibility, including being a self-policing community and not assuming “someone else” will handle an issue.
Upcoming opportunities for local Ranger training.
Camp and individual proactive leadership in terms of safety and consent issues.
Security and volunteer perimeter observation.
The role of Rangers at the event.
The role of paid security at the event.
The role of Medical at the event.
The role of Fire Safety at the event.
The role of participants in terms of safety and security issues.
Community Leaders discussed:
Upcoming meetings to discuss and create talking points on consent culture.
Ideas from theme camps regarding commitments to consent culture behavior and language, signage, and proactive enculturation.
Self defense and its role at festivals.
Many of these areas will be part of the planned roll out of information from now until YOUtopia this year, so details on most of these topics are being prepared in the form of community announcements, website and event guide information, email blasts to ticket holders, and any number of public planning meetings for related topics.

If you have questions or concerns about safety at Youtopia, please contact

Youtopia 2015 Safety Meeting

The YOUtopia Safety Hub would like to invite you to an open public Town Hall style meeting to discuss the safety concerns we all share regarding our event. We are actively seeking feedback, ideas, concerns, and questions regarding safety in years past as well as for our 2015 event YOUtopia: Robots & Dinosaurs YOUnite!
Please plan to share your concerns in a brief (5 minutes or less) sharing, which will be followed by some brainstorming and outlining to help define the community’s most pressing concerns. As we are early in the process of redefining the scope and outlook of the Safety team and the safety plans and policies for this years event, we cannot promise that any concrete answers will be available, but part of the reason for that is we want to make sure we understand the concerns of our community as we develop those plans.
Please plan on joining us at CoLab (6061 Fairmount Ave, San Diego, California 92120) on Saturday, May 9th from noon to 4PM.  Learn more at the Facebook event page.