VTS Chapter (Toronto Section): Finalizing 2026 Funding Request & Event Planning
March 13 @ 11:00 am - 12:00 pm
Meeting Agenda
1. Review of Progress & Objectives (5 mins)
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Quick recap of action items from the last <a href="http://meeting.
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Goal” target=”_blank” title=”meeting.
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Goal”>meeting.
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Goal Check: Confirm status of vTools officer updates and bank account information <a href="http://gathering.
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Confirm” target=”_blank” title=”gathering.
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Confirm”>gathering.
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Confirm today’s goal: Lock in the 2026 activity plan and finalize the narrative for the funding <a href="http://request.
2″ target=”_blank” title=”request.
2″>request.
2. vTools & Compliance Status Update (5 mins)
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Confirm that all officer details (including term start/end dates) are now accurate in <a href="http://vTools.
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Discuss” target=”_blank” title=”vTools.
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Discuss”>vTools.
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Discuss any clarifications needed regarding the “treasurer exception” (if applicable).
3. Finalizing the 2026 Activity Lineup (20 mins)
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This section focuses on the “What” and “Why” for the funding <a href="http://request.
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Review” target=”_blank” title=”request.
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Review”>request.
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Review Brainstormed Ideas: Present the list of proposed activities from the last <a href="http://meeting.
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Prioritization” target=”_blank” title=”meeting.
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Prioritization”>meeting.
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Prioritization & Feasibility:
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Which activities are “must-do” for 2026?
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Which are “nice-to-have”?
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Identify potential speakers, venues, or collaboration opportunities for <a href="http://each.
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Confirm” target=”_blank” title=”each.
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Confirm”>each.
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Confirm Activity Details: For each priority activity, briefly outline:
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Proposed Title
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Target Month/Quarter
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Estimated Audience Size
4. Drafting the Funding Request Narrative (15 mins)
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This section focuses on the “How Much” and translating activities into the formal <a href="http://request.
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Budget” target=”_blank” title=”request.
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Budget”>request.
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Budget Mapping: Map the finalized activities to the <a href="http://budget.
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Narrative” target=”_blank” title=”budget.
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Narrative”>budget.
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Narrative Review: Review the draft narrative (if prepared beforehand) or collectively write the key bullet <a href="http://points.
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Tip:” target=”_blank” title=”points.
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Tip:”>points.
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Tip: Focus on member value and technical impact, using “activity” terminology as required by <a href="http://IEEE.
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Consolidation:” target=”_blank” title=”IEEE.
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Consolidation:”>IEEE.
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Consolidation: Ensure the budget numbers align perfectly with the proposed <a href="http://activities.
5″ target=”_blank” title=”activities.
5″>activities.
5. Final Action Items & Timeline (10 mins)
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Assign the final writing/editing of the funding request <a href="http://document.
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Confirm” target=”_blank” title=”document.
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Confirm”>document.
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Confirm who will submit the form by the 16 March <a href="http://deadline.
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Set” target=”_blank” title=”deadline.
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Set”>deadline.
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Set an internal review deadline (e.g., “Draft ready for review by 13 March”).
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Plan next steps for event logistics (e.g., “Secretary to contact venue X regarding April date”).
6. Final Q&A & Open Discussion (5 mins)
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Last chance for the VTS Chapter Chair to clarify any remaining <a href="http://questions.
7″ target=”_blank” title=”questions.
7″>questions.
7. Adjournment