Getting Started

Meeting Purpose

Discuss redesigning Kappa's website to improve functionality, user experience, and fundraising capabilities.

Key Takeaways

• Current website is disorganized and difficult to navigate, hindering fundraising efforts

• Goal is to create a new site that clearly communicates Kappa's identity, programs, and facilitates donations

• Estimated budget range of $6,000-$12,000 for a comprehensive rebuild

• Next step is a 90-minute blueprint strategy call ($250) to map out detailed plans

Topics

Current Website Issues

• Navigation and link structure are confusing

• Information is hard to find, requiring multiple clicks

• Content is outdated and needs review/updating

• Mobile responsiveness is poor

Website Redesign Goals

• Clearly showcase Kappa's identity, mission, and programs on the homepage

• Improve information architecture for easier navigation

• Implement a user-friendly donation system

• Create an easily editable backend for staff updates

• Ensure mobile responsiveness

Technical Considerations

• Moving from current platform (possibly WordPress) to Squarespace

• Integrating donation processing (currently using PayPal)

• Exploring additional fundraising tools like "Give Butter" for team campaigns

Design and Content Process

• Tony to create initial information architecture

• Collaborative content review and updating

• Emphasis on visual presentation of programs and services

Timeline and Budget

• Estimated 2-4 month project timeline

• Budget range of $6,000-$12,000, with potential for adjustments

• Full payment upfront likely, rather than installments

Organizational Context

• Kappa is transitioning from reliance on government grants to foundation funding

• Website crucial for attracting new funding sources

• Limited decision-makers (executive committee, 3-5 people) for project approval

Next Steps

• Schedule 90-minute blueprint strategy call ($250)

• Include key decision-makers, especially the financial backer

• Tony to provide booking link and share meeting notes/recording

• Kappa to internally discuss and finalize decision-making process

• Consider planning a fundraising event to coincide with new website launch

Action Items

• Share meeting recording/summary w/ exec committee & Terry. Prep them for upcoming decision on website rebuild proposal. - WATCH (5 secs)

• Schedule 90-min blueprint strategy call w/ Tony. Ensure Reggie (funder) attends. Use Tony's booking link or email for custom time. - WATCH (5 secs)

Meeting Purpose

To discuss and plan a comprehensive website redesign and digital strategy for the Coalition for African Americans in Performing Arts (CAAPA).

Key Takeaways

• CAAPA aims to diversify revenue streams, shifting from 85% grants to a more balanced mix of grants, donations, and ticket sales by 2035

• A new website built on Squarespace (est. $6,000) is recommended over a custom Webflow site (est. $12,000) for cost-effectiveness and ease of use

• Emphasis on improving donation processes, email marketing, and social media strategy to support fundraising goals

• Need for consistent branding, clear information architecture, and user-friendly design across all digital platforms

Topics

Current Digital Presence

• CAAPA dominates search results for their name, indicating strong SEO

• Website structure needs improvement for clarity and user experience

• Current revenue: 85% grants, 13% donations, 1% registration, 1% ticket sales

Future Revenue Goals (2035)

• Proposed split: 25% grants, 45% donations, 15% ticket sales, 5% registration

• Aim to reduce reliance on grants and significantly increase donations and ticket sales

Website Redesign Strategy

• Focus on clear, efficient information presentation

• Prioritize donation and ticketing functions

• Consider using Squarespace for cost-effectiveness ($6,000 range) vs. Webflow ($12,000 range)

• Implement a more robust donation system (e.g., GiveButter) for improved fundraising capabilities

• Ensure mobile responsiveness and easy backend management

Branding and Content

• Maintain consistent fonts, colors, and imagery across all platforms

• Simplify program names for clarity (avoid excessive acronyms)

• Organize content to highlight key programs: performances, educational initiatives, community outreach

Email Marketing and Social Media

• Implement consistent email signatures with current promotions

• Develop automated email campaigns for new subscribers

• Claim CAAPA profiles on all social platforms for brand protection

• Encourage user-generated content and community engagement

Technical Considerations

• Current use of Office 365 for email hosting

• Evaluate current plugins (ICS Calendar Pro, Charitable) for compatibility or replacement

• Consider hosting and storage needs for media-rich content

Project Implementation

• Phased approach: proposal, content organization, site build, revision, launch

• Provide comprehensive documentation and training for staff

• Flexible payment structure based on project milestones

Next Steps

• Tony to prepare and send a detailed proposal for the website redesign and digital strategy

• CAAPA to review proposal and discuss internally

• Organize existing content and media into shared cloud storage for easy access during redesign

• Schedule follow-up meeting to discuss proposal and finalize agreement if needed

• Begin planning for content migration and staff training on new systems

Angela Simpsons - FREE Discovery Call - April 10

VIEW RECORDING - 41 mins (No highlights)

Meeting Purpose

Discuss website hosting, email marketing, and donation platform options for CAAPA's new website with Tony Howell & Co.

Key Takeaways

• Squarespace recommended for website hosting ($14/month, $11.20/month first year with discount)

• Two main options presented:

  1. All-in-one Squarespace solution ($28/month total)

  2. Squarespace website + separate nonprofit CRM/donation platform (e.g. Give Butter)

• Email marketing strongly recommended ($1 spent = $42 return)

• Calendar functionality available in Squarespace, can be customized or use third-party option if needed

Topics

Squarespace Website Hosting

• Business plan recommended: $168/year ($134.40 first year with 20% discount)

• Includes custom code capability, essential for plugins and advanced features

• 6-month free trial available, can be extended if needed

Email Marketing & CRM Options

• Squarespace email marketing: $168/year for 500-5000 subscribers

• Includes contact management, list segmentation, and automation features

• Alternative: Consider nonprofit-specific CRM/donation platforms (e.g. Give Butter, Donor Box)

• Allows for scaled fundraising efforts involving all organization members

Donation Processing

• Squarespace has built-in donation features, but limited

• Third-party platforms offer more robust fundraising tools

• Current PayPal rate: 2.3% (nonprofit discount)

• Consider exploring Stripe for potentially lower nonprofit rates

Website Functionality

• Calendar feature available in Squarespace, customizable display options

• Can embed third-party calendars if needed

• AI-powered content generation and accessibility features included

Project Timeline & Collaboration

• Tony to revise proposal with updated timeline

• Potential for group meetings at key decision points

• Angela to be primary point of contact to streamline communication

Next Steps

• Tony to provide revised proposal with updated timeline and potential group meeting points

• CAAPA to consider exploring Give Butter or other nonprofit-specific CRM/donation platforms

• Proceed with Squarespace website development (green light given)

• Further discuss and decide on email marketing and donation processing solutions

Action Items

• Revise proposal for CAAPA website project. Update timeline, add details on group meetings if needed, consider calendar functionality  - WATCH (5 secs)

• Send revised proposal to CAAPA team (Angela)  - WATCH (5 secs)

CAAPA - Client Meeting - May 22

VIEW RECORDING - 45 mins (No highlights)

Meeting Purpose

To review website development progress, discuss strategy, and align on next steps for CAAPA's new website.

Key Takeaways

• Brand questionnaire nearly complete; Tony to merge with digital blueprint

• Exploring GiveButter for fundraising/donor management; demo to be scheduled

• Website structure and navigation concepts presented; feedback needed

• Dropbox organization for media assets underway; more photos/videos requested

Topics

Website Strategy and Structure

• Homepage to serve as "newspaper" (current events) and "concierge" (program guidance)

• Navigation: About Us, Programs, Support Us

• Programs page to visually showcase different offerings ("ice cream shop" concept)

• Events page to expand on homepage calendar

• Support Us page to guide various ways of contributing (donations, volunteering, partnerships)

Brand and Design Elements

• Exploring color palette: black, white, red with yellow gradient

• Typography: Considering Roboto Condensed for headings, Roboto Regular for body text

• Visual concepts shared via Reloam tool for feedback

Content Management and Organization

• Dropbox being used for media asset organization

• YouTube playlists suggested for program-specific video organization

• Google Drive used for text-based collaboration and feedback

Fundraising and Donor Management

• Exploring GiveButter as potential platform

• Comparing with current Charitable app and Squarespace capabilities

• Demo to be scheduled with key decision-makers

Email Marketing and List Segmentation

• Plan to create targeted groups (e.g., 60 Arts members, Kappa Camp members)

• Decision needed on email marketing platform (GiveButter vs. Squarespace)

Next Steps

• Complete brand questionnaire by Tuesday (after Memorial Day)

• Tony to merge brand questionnaire with digital blueprint

• Schedule GiveButter demo with Dale, Terry, and Angela

• Tony to create two versions of website structure for review

• Upgrade collaboration tool for easier feedback from team members

• Next meeting scheduled for Monday, June 2nd at 7:30 PM

Action Items

• Complete brand questionnaire by Tuesday (post-Memorial Day)  - WATCH (5 secs)

• Organize/upload photos to Dropbox, categorized by program (60+, Arts Academy, Performances, etc.)  - WATCH (5 secs)

• Contact GiveButter, schedule demo meeting w/ Angela, Dale, Terry  - WATCH (5 secs)

• Merge brand questionnaire into full digital blueprint  - WATCH (5 secs)

• Create 2 versions of website structure (black/white text)  - WATCH (5 secs)

• Upgrade Reloam tool (1 month) for Terry/Dale comments  - WATCH (5 secs)

Impromptu Zoom Meeting - June 03

VIEW RECORDING - 44 mins (No highlights)

Meeting Purpose

Discuss website redesign strategy and fundraising tools for CAAPA (Coalition for African Americans in the Performing Arts)

Key Takeaways

• Shifting focus to increase donations and ticket sales revenue, moving away from grant reliance

• Exploring GiveButter as a comprehensive fundraising/ticketing platform to replace current tools

• Redesigning website with a focus on attracting major donors/foundations while serving all audiences

• Developing a consistent brand identity that balances classical/traditional with Afrocentric elements

Topics

Fundraising Strategy

• Goal: Reduce reliance on grants, increase donations and ticket sales revenue

• Considering GiveButter platform for donations, event ticketing, and program registrations

• Potential to set up recurring donations and specific fundraising campaigns/funds

• Annual "Melody of Arts" event to be developed into a major fundraiser

Website Redesign Approach

• Target audience: Major private donors/foundations who could fund new CAAPA Center

• Design aesthetic: Classic, clean, clear but with Afrocentric flair

• Color scheme: Black/white base with red accent, potentially expanding to full color palette

• Incorporating musical and Afrocentric design elements subtly throughout site

Program Organization

• Grouping programs into 3 main categories: Arts Education, Community Engagement, Performance Series

• Acknowledging overlap between categories, exploring ways to show multiple classifications

• Considering color-coding system for different program areas

Brand Identity

• Tagline correction: "Bringing color to the classics" (not "bring")

• Logo explanation: Incorporates musical elements (keyboard, metronome) and Adinkra symbol

• Balancing traditional/classical image with representation of diversity and inclusion

Technical Considerations

• Using Squarespace for website build, exploring custom plugins for enhanced functionality

• Implementing GiveButter for donations/ticketing, likely using Stripe as payment processor

• Organizing team/people pages for easier updates and potential expansion of information

Next Steps

• Watch GiveButter demo video to understand platform capabilities

• Brainstorm potential fundraising campaigns and donation funds to set up

• Tony to research Adinkra symbols and other Afrocentric design elements to incorporate

• Dale and Tony to sync on Dropbox setup for content sharing

• Continue refining program categorization and website structure

• Next meeting scheduled for Monday at 7:30 PM

4CAAPA.org  - Fundraising, Sitemap & Styles - June 10

VIEW RECORDING - 57 mins (No highlights)

Meeting Purpose

To discuss website design, content organization, and fundraising strategies for CAAPA's new website.

Key Takeaways

• The website will use a simplified navigation structure with detailed information in the footer

• GiveButter will be implemented for donations and event registrations, offering more fundraising options

• A visual timeline of CAAPA's history and achievements will be created for the About page

• The site structure will organize programs under three main categories: Arts Education, Community Engagement, and Performance Series

Topics

Website Navigation and Structure

• Simplified top navigation with 3-5 main options (About, Programs, Events, Contact, Donate)

• Detailed site map and additional links in the footer

• Programs categorized under Arts Education, Community Engagement, and Performance Series

• Scholarships page to include Courtney Pringle Scholarship and CAAPA College Fair information

Donation and Fundraising Strategy

• Implementing GiveButter for donations, event registrations, and ticketing

• Creating donation funds for General Purpose, Arts Education, Community Engagement, and Scholarships

• Option for donors to cover transaction fees

• Potential for individual fundraising pages for events and programs

Visual Design Elements

• Considering the use of Adinkra symbols to represent different programs

• Color-coding program categories (e.g., blue for education, purple for artist development)

• Creating a visual timeline of CAAPA's history and achievements for the About page

• Displaying awards and recognitions from Congress, senators, and county executives

Content Development

• Need for high-quality, labeled photographs of CAAPA events and programs

• Creating concise, informative content for each program, even if currently inactive

• Developing a visual timeline of CAAPA's history and milestones

Immediate Fundraising Needs

• Discussion on creating a landing page for September fundraiser

• Exploring options to link GiveButter to the current WordPress site for immediate use

Next Steps

• Dale to provide a link to OneDrive for Tony to access CAAPA photos

• CAAPA team to watch the 20-minute GiveButter demo video

• Tony to create a visual sitemap for CAAPA board review

• Schedule a 30-minute meeting between Tony and Dale to sync on content and photos

• Explore options for linking GiveButter to the current WordPress site for the September fundraiser

• Continue developing content for the new website, aiming for an August launch

Impromptu Zoom Meeting - June 17

VIEW RECORDING - 59 mins (No highlights)

Meeting Purpose

To review website redesign progress and discuss next steps for CAAPA's online presence.

Key Takeaways

• Moving from Bonsai to new CRM system (app.tonyhowell.co) for project management

• Focusing on GiveButter for donations/registrations due to its powerful features

• Aiming for a 46% change in revenue sources: increased donations/ticket sales, reduced grants

• Planning consensus meeting on June 30th to sign off on site map and styles

Topics

Website Structure and Design

• Homepage to feature clear nonprofit description, donation options, and email signup

• Programs section needs reorganization - current vs. proposed structures discussed

• Considering color-coding and icons for different program areas

• Balancing qualitative (testimonials) and quantitative (statistics) content

• Exploring dark vs. light design themes

Functionality and User Experience

• Calendar feature to show upcoming and past events

• GiveButter integration for streamlined registration/donation process

• Testimonial collection and display (potentially using external tool)

• Mobile-friendly design considerations

Content Management

• Creating a comprehensive "blueprint" document for easy information sharing

• Developing a site map for stakeholder review and approval

• Curating media vault for efficient photo/video selection

Branding and Messaging

• Refining CAAPA's positioning statement (e.g., "longest-running Black nonprofit in DMV area")

• Showcasing both community engagement and high-profile performances

• Reducing acronym usage for clarity

Technical Transition

• Moving from current plugin-based calendar to Squarespace calendar

• Upgrading GiveButter for additional features

Next Steps

• Tony to tidy up programs section and send document for review/revisions

• Create and share site map for stakeholder feedback

• Schedule consensus meeting for June 30th

• Dale and Tony to have one-on-one meeting about media and Google tools

• Team to review sent links for media assets (Tony to check spam folder)

• Continue developing site map and styles throughout June

CAAPA Website Meeting - June 24

VIEW RECORDING - 56 mins (No highlights)

Meeting Purpose

Review and refine CAAPA website design strategy and content organization

Key Takeaways

• Simplified homepage structure agreed upon: About, Programs, Calendar, Contact

• Programs to be presented in 3 categories: Arts Education, Performance Series, Community Engagement

• Adinkra symbols to be subtly incorporated into design, pending final symbol-program pairings

• Video promo to be featured on homepage, YouTube settings optimized for sharing

• Full board to review draft design concepts next week for alignment check

Topics

Website Navigation and Structure

• Agreed on simplified top-level navigation: About, Programs, Calendar, Contact

• Considering order change to prioritize Calendar and Programs over About section

• Homepage to act as "menu" or "digital concierge" - concise overview with links to detailed pages

• Progressive disclosure approach - reveal detailed info gradually as users engage deeper

Programs Presentation

• Consolidated into 3 main categories: Arts Education, Performance Series, Community Engagement

• Order on homepage to be: Arts Education, Performance Series, Community Engagement

• "View All Programs" button to link to comprehensive programs overview page

Design Elements

• Adinkra symbols to be subtly incorporated as background elements with 10% opacity

• Color coding to be applied to program categories, pending further psychology-based refinement

• Video promo "CAAPA Promo 2023" to be featured on homepage

• Calendar section to potentially use "This week at CAAPA" heading once regularly populated

Content Strategy

• Homepage to balance info for two key personas: "Joe" (potential major donor) and "Bob" (busy parent/caregiver)

• Mission/vision statements to be hinted at on homepage, with full versions on About page

• YouTube video descriptions to be optimized with consistent format and links back to CAAPA website

Technical Updates

• GoDaddy login issues persist - considering future move to Squarespace for easier admin access

• YouTube settings adjusted: videos marked as "not made for kids" to improve shareability

• Default end screen added to YouTube videos with link to CAAPA website

Next Steps

• Tony to continue refining homepage layout and design concepts

• Dale and Terry to review and finalize Adinkra symbol pairings with programs

• Angela to invite full board to next week's meeting and set expectations for design review

• Tony to prepare draft design concepts for board review next Monday at 7:30 PM

• Team to consider further refinement of color psychology in design elements

CAAPA Consensus: NEW Website Sitemap & Styles - July 01

VIEW RECORDING - 53 mins (No highlights)

Meeting Purpose

Gather consensus on new CAAPA website sitemap and styles to ensure alignment before development.

Key Takeaways

• New website aims for professional "wow factor" first impression while maintaining engagement

• Site structure focuses on increasing donations/registrations and diversifying revenue streams

• Design direction uses black/white/red color scheme with Adinkra symbols as subtle backgrounds

• Programs may be color-coded for easier navigation by target audiences (e.g. parents, seniors)

Topics

Current Website Assessment

• Lacks professional appearance and "wow factor"

• Difficult navigation, especially dropdown menus

• Slideshow on homepage is distracting/problematic

New Website Goals & Strategy

• Create professional first impression and lasting engagement

• Focus on increasing donations by 32% and ticket sales by 14%

• Reduce reliance on grants by 45%

• Target two key personas: "Joe" (major donor) and "Jane" (busy parent/caregiver)

• Implement clear user journeys to capture emails and donations

Proposed Site Structure

• Homepage acts as "newspaper" with latest updates and "concierge" to direct users

• About page focuses on emotional connection and organizational story

• Programs page as "catalog" with individual pages for all offerings

• New login areas for board, staff, and volunteers

• Integrated calendar and donation platform (GiveButter)

Design Direction

• Black, white, and red color scheme as "platter" to showcase content

• Subtle use of Adinkra symbols as background elements

• Potential color-coding of programs for easier navigation

• Clean, readable fonts with some gradient button effects

• Responsive design with accessibility considerations

Technical Improvements

• Moving away from dropdown menus to progressive disclosure navigation

• Dynamic content population for upcoming events

• Integration with Canva for consistent brand asset management

• Improved backend for easier content updates and management

Next Steps

• Tony to send detailed links and feedback collection methods to Angela

• Team to watch 20-minute GiveButter demo video

• Angela to distribute materials and collect/curate team feedback

• Continued refinement of design elements (colors, symbols, fonts)

• Further development of individual program pages and content

CAAPA Website Meeting - July 08

VIEW RECORDING - 58 mins (No highlights)

Meeting Purpose

Discuss and plan updates for the CAAPA website redesign project

Key Takeaways

• Need to clarify program structure and hierarchy for better organization

• Color scheme and symbol usage require further discussion and decision-making

• Content gathering (photos, testimonials, metrics) is crucial for progress

• Homepage design concept introduced with scrolling photo section

Topics

Website Structure and Navigation

• Current site organization is confusing; need to clarify program hierarchy

• Proposed structure: Arts Education, Community Engagement, and Performance-based programs

• Debate over how to categorize and visually represent sub-programs (e.g., Generations Chorus under 60+ Arts)

• Need to determine if each program requires its own symbol/color or if they should inherit from parent programs

Design Elements

• Adinkra symbols to be used for main program categories

• Color palette discussion: possibility of using pastel, vibrant, and rich color variations for different program types

• Homepage concept: scrolling photos with static text to create "magic" without being too flashy

• Need to align with in-house designer's work (e.g., Melody of Arts poster) for consistency

Content Gathering

• Request for data and metrics to impress potential donors ("Jane and Joe")

• Need high-quality, emotional photos from Dropbox for website use

• Plan to collect new testimonials via Google Business page and video reviews

• FAQ section to be general rather than program-specific

Technical Implementation

• Using Section Loader Supreme for recurring elements (e.g., newsletter signup, donation CTA)

• Calendar integration on homepage to always show upcoming events

• GiveButter integration for ticket purchases and RSVPs

Project Management

• Tony emphasized need for timely content delivery to avoid delays

• Angela to share meeting video and notes with CAAPA team for feedback

• Potential meeting with Terry (CAAPA) to discuss color and symbol selections

Next Steps

• Angela to send Canva login for Tony to review in-house designs

• Tony to create visual presentation of pages and symbols in Figma

• CAAPA team to select and provide high-quality photos from Dropbox

• Angela to upload video testimonials to YouTube

• CAAPA to request community reviews on Google Business page

• Tony to send markup link for homepage feedback

• Schedule potential meeting with Terry for design decisions

• Continue clarifying program structure and hierarchy

CAAPA: Bridging Sitemap & Symbols - July 15

VIEW RECORDING - 60 mins (No highlights)

Meeting Purpose

Discuss CAAPA website redesign progress, content organization, and next steps

Key Takeaways

• Website structure being refined: distinguishing between programs, events, and performance opportunities

• Content needed: timeline, FAQs, testimonials, photos for various programs

• Design progressing: incorporating symbols, considering layout options for different sections

• Collaboration tools introduced: Markup for visual feedback, Google Docs for text editing

Topics

Website Structure and Organization

• Differentiating between programs, events, and performance opportunities

• Reorganizing content into clearer categories: Arts Education, Community Engagement, Performance Opportunities

• Discussing active vs. inactive programs and how to present them on the site

• Deciding to keep pages for inactive programs with "join waitlist" or "get information" CTAs

Content Requirements

• Timeline: Dale working on it, discovered CAAPA started in 2002 (not 2003)

• Photos: Dale organizing into folders (60 Arts, Arts Academy, CAAPA Camp, etc.)

• Testimonials: Email sent out to collect more, including video testimonials

• FAQs: Needed for various programs, especially to address potential concerns/questions

Design Elements

• Incorporating Adinkra symbols into page designs

• Discussing layout options for homepage and program pages

• Considering seasonal campaign promotions (e.g., Melody of Arts) through announcement bars, pop-ups, or section ordering

Collaboration Tools

• Introduced Markup for visual feedback on website mock-ups

• Demonstrated Google Docs for collaborative text editing and suggestions

• Discussed use of Dropbox for file organization and sharing

Program Updates

• Opera for Fun: Active program with recent events

• CAAPA College Fair: Not currently active, but potential future program

• Generations Chorus: Potentially separating from 60 Arts program

• Various ensembles (jazz, dance, chamber): Currently inactive but pages to be maintained for future opportunities

Next Steps

• Dale to continue organizing photos in Dropbox folders

• Dale to complete first draft of CAAPA timeline

• Team to gather more testimonials, especially video testimonials

• Dale to consider umbrella term for performance groups (currently "Performance Opportunities")

• Tony to send updated copy for review and feedback

• Team to provide content for FAQs, reviews, and other placeholder sections

• Tony to continue building out page templates, including for inactive programs

Action Items

• Organize photos into folders (60 Arts, Arts Academy, CAAPA Camp, etc). Upload to Dropbox for Tony.  - WATCH (5 secs)

• Complete first draft of CAAPA timeline (2002-present). Include key events, milestones. Google Doc.  - WATCH (5 secs)

• Compile stats/metrics on CAAPA impact (years active, people served, $ raised). Send to Tony.  - WATCH (5 secs)

• Follow up w/ program directors. Request more testimonials via Google review link.  - WATCH (5 secs)

• Finalize naming for performance opportunities section (e.g. "Artist Opportunities"). Inform Tony.  - WATCH (5 secs)

CAAPA: Progress & Content Requests - July 22

VIEW RECORDING - 59 mins (No highlights)

Meeting Purpose

Review progress on CAAPA website redesign and discuss content needs

Key Takeaways

• Website redesign is in active building phase, with focus on simplifying structure and improving user experience

• Color coding system proposed for programs: yellow (arts education), orange (performance opportunities), red (community engagement)

• GiveButter integration for donations/registrations, but email marketing may shift to Squarespace for cost reasons

• Content needed from CAAPA team on program details, stats/impact metrics, and testimonials to complete pages

Topics

Website Structure and Design

• Homepage layout reviewed, including announcement bar, calendar events, and program highlights

• People page proposed to combine founders, board, and staff instead of separate pages

• Programs page to use color coding and potentially shapes/symbols to categorize offerings

• Testimonial sections being added to program pages, leveraging Google and Facebook reviews

• FAQ sections being developed for programs with common questions

Content Needs

• Timeline of CAAPA history needed from Dale (being created in spreadsheet format)

• Stats and impact metrics requested for About page (e.g. lives transformed, scholarship recipient outcomes)

• Program details needed, including age/grade requirements, descriptions, and FAQs

• Testimonials being collected from Google/Facebook, but additional submissions welcome

Technical Considerations

• GiveButter integration for donations and event registrations

• Considering shift from GiveButter to Squarespace for email marketing due to cost concerns

• Forms for scholarship applications to be built in Squarespace, connected to Google Sheets

• Mobile responsiveness a key focus in design decisions

Program Clarifications

• CAAPA Camp defined as summer arts camp, distinct from year-round Arts Academy

• Discussion on potentially positioning Arts Academy as more selective/prestigious program

• Clarification needed on status of some programs (e.g. Opera for Fun confirmed active, others in planning stages)

Branding and Presentation

• Proposal to reduce use of acronyms in program names for clarity

• Logo carousel to be added to homepage to highlight sponsors/grantors

• Floating "Donate" button added, exploring options to match site's gradient style

Next Steps

• Tony to send updated HoneyBook task list with content needs and deadlines

• Dale to compile CAAPA timeline and work on gathering historical stats/metrics

• CAAPA team to review program descriptions and provide necessary updates

• Tony to continue building out page designs and prepare for full site review meeting

• CAAPA to begin setting up GiveButter forms for upcoming program registrations

Action Items

• Compile & deliver CAAPA impact stats (e.g. lives transformed, classical arts increase in DMV, scholarship recipient careers, ROI)  - WATCH (5 secs)

• Determine process for collecting bios, emails, LinkedIn profiles from all board/staff members  - WATCH (5 secs)

• Complete & deliver spreadsheet w/ CAAPA timeline (years, events, descriptions, associated images)  - WATCH (5 secs)

• Provide list of current grants/sponsors, logos, required mentions for website integration  - WATCH (5 secs)

• Set up GiveButter for upcoming program registrations (e.g. CAAPA Camp, Arts Academy)  - WATCH (5 secs)

CAAPA Consensus Meeting: Page Layouts & Copy - July 29

VIEW RECORDING - 56 mins (No highlights)

Meeting Purpose

Align on website development progress, content needs, and next steps for CAAPA's new Squarespace site launch.

Key Takeaways

• Website structure and design largely complete; major content gaps remain for programs and support pages

• Team needs to provide concise program descriptions, detailed content, and donor/sponsor information

• Launch target: Early September, ahead of Melody of Arts event on Sept 24th

• Post-launch, website will require ongoing updates and refinement

Topics

Website Progress and Structure

• Most pages designed with placeholder content

• Programs organized into categories (yellow, orange, red) with individual program pages

• Support pages need significant content development (grants, corporate, individual, volunteers)

• Using consistent layout across programs for equal representation

Content Development Needs

• Program descriptions: 3-5 words for overview, 1-2 sentences for intro, 1-3 paragraphs for benefits

• Support pages: Lists of grants, sponsors, donors needed; content for each category

• Timeline and statistics for About page

• Photos to replace placeholders (e.g., CAAPA Corral photo flagged for removal)

User Experience and Copywriting

• Focus on user-centric language, speaking to audience needs (e.g., parents, HBCUs)

• Use "exit ramps" throughout pages to encourage action (register, donate, etc.)

• Adjust tone for different programs while maintaining overall consistency

Technical Considerations

• Integrating with GiveButter for registrations/payments

• Deciding on email management system (Squarespace vs. other platform)

• Domain transfer and launch preparations

Feedback Process

• Using Markup tool for team to provide specific feedback on new site

• Password for Squarespace trial: 2025

• Video tutorial to be provided for using Markup

Timeline and Expectations

• 4 weeks until launch; intensive content gathering and writing period ahead

• Presentation to larger team on Monday, August 4th

• Emphasis that website will never be "finished" - ongoing improvements post-launch

Next Steps

• Tony to create document/form for program descriptions and content needs

• Angela to send meeting invite for Monday's consensus meeting

• Team to start providing content, especially for programs and support pages

• Tony to plug in content as received this week

• Delegate registration/backend setup tasks within CAAPA team

• Schedule one-on-one with Dale for technical details (domain transfer, etc.)

• Prepare for potential stress/last-minute push before launch

CAAPA - Consensus (Failure) - August 05

VIEW RECORDING - 59 mins (No highlights)

Meeting Purpose

Review and provide feedback on CAAPA's new website design and content, led by Tony Howell & Co.

Key Takeaways

• Website design is progressing but needs significant content input, especially for program pages and support/donation pages

• Disagreement arose over including inactive programs/ensembles on the site

• Tight timeline to finish content by end of week due to upcoming vacations/events

• Need to determine process for collecting and filtering feedback from multiple stakeholders

Topics

Website Structure and Navigation

• Site architecture includes homepage, about, people, programs, and support pages

• Programs categorized into arts education, performance opportunities, and community engagement

• Debate over whether to include separate "Performances" navigation item

• Footer will contain additional links like contact info

Content Development Needs

• Program pages need significant work - descriptions, photos, "why join" content

• Support pages (grants, corporate sponsors, individual donors, volunteers) need content

• Calendar of events from September forward needed for new site

Inactive Programs/Ensembles

• Disagreement over including pages for currently inactive programs like Jazz Ensemble

• Tony suggested using as lead generation, others worried about false advertising

• Compromise may be to draft pages but not make public initially

Technical/Operational Considerations

• Will use Squarespace for email collection, GiveButter for payments/registrations

• Need to determine email marketing platform (Squarespace vs Constant Contact)

• Analytics will provide insights on site usage after launch

Feedback Process

• Tony to prepare Google Doc for content review by Thursday

• Team to provide feedback by end of day Monday

• Challenge of getting consensus with multiple stakeholders involved

Next Steps

• Tony to finalize content draft document within 48 hours

• Team to review and provide feedback on content by end of day Friday/Saturday

• Determine process for inviting broader feedback while filtering for Tony

• Tony to apply first round of revisions next week

• Aim for soft launch around August 22nd

• Full handover of site to CAAPA team by end of August

CAAPA Website Meeting - August 12

VIEW RECORDING - 56 mins (No highlights)

Meeting Purpose

Discuss CAAPA website development progress, address concerns, and determine next steps for completion.

Key Takeaways

• Project is behind schedule due to delayed content delivery from CAAPA (2 months overdue)

• Two options presented: 1) Stick to current schedule with Aug 31 launch, 2) Delay launch to Nov/Jan with additional costs

• Focus needed on finalizing content in Google Doc before moving to visual feedback on Squarespace

• Clear decision-maker needed from CAAPA to avoid design-by-committee issues

Topics

Project Timeline and Delays

• Project started in January, now stretching 9 months

• Content delivery from CAAPA 2 months overdue (since June 11)

• Current phase: First round of revisions due Aug 15

• Ideal domain connection: Aug 22, latest Aug 29

• Launch scheduled for Aug 31

Content Development Challenges

• Google Doc used for collaborative content creation

• AI-generated content used to fill gaps, needs review

• Program directors need to provide final copy ASAP

• Focus on text content before visual/design elements

Decision-Making and Feedback Process

• Multiple stakeholders causing "design by committee" issues

• Need for clear, single decision-maker from CAAPA

• Feedback to be emailed to Angela/Dale, then communicated to Tony's team

• Transition from Google Doc to visual feedback on Squarespace platform by Aug 18

Technical Considerations

• 508 compliance important, but full check only possible once site is complete

• Squarespace platform chosen for ease of maintenance

• Training and support planned for September (live session + custom videos)

Design and User Experience

• Homepage design concerns raised by committee

• Tony emphasizes importance of accessibility, SEO, and mobile responsiveness over aesthetic preferences

• Consistency in program page layouts being implemented

Next Steps

• CAAPA to provide outstanding content by Aug 15

• Tony's team to implement first round of revisions by Aug 18

• Transition to visual feedback on Squarespace platform after Aug 18

• CAAPA to decide on sticking with current schedule or delaying launch

• If proceeding, connect domain by Aug 22 (latest Aug 29)

• Schedule September training sessions for CAAPA team

CAAPA Consensus Meeting: Final Revisions for Soft Launch - August 26

VIEW RECORDING - 55 mins (No highlights)

Meeting Purpose

Conduct a consensus meeting to finalize revisions for CAAPA's new Squarespace website before soft launch

Key Takeaways

• Final website revisions due Wednesday, August 27th by 7pm

• Domain connection and site launch targeted for Friday, August 29th

• Team training on new website management scheduled for September 8th

• SEO and analytics setup to begin in September after site launch

Topics

Website Transition Timeline

• Final revisions due August 27th

• Site launch targeted for August 29th

• Team training scheduled for September 8th

• Recorded training videos to be delivered by September 12th

Domain Connection Process

• CAAPA team to self-connect domain (GoDaddy to Squarespace)

• Only change CNAME and A records, leave name servers intact

• Take screenshots of current DNS settings before making changes

• GoDaddy 24/7 support available if issues arise

Email Marketing Setup

• Squarespace email marketing ready to activate once plan purchased

• 4 automated email sequences created:

  1. Auto-response to form submissions

  2. Welcome email for new subscribers

  3. Letter from Terry (CAAPA President) 2 days after signup

  4. "Get Involved" email 5 days after signup

• Monthly/quarterly newsletter template to be created

Website Management Training

• Live training session scheduled for September 8th

• Recorded video tutorials to be delivered by September 12th

• Topics to include:

  • Editing pages and content

  • Managing media library

  • Email marketing campaigns

  • Analytics and reporting

SEO and Analytics

• Google Search Console and Analytics to be set up in September

• Microsoft Clarity (heatmaps) available as optional tool

• Backlinks from partners/members crucial for improving domain authority

• Continuing to collect Google reviews important for local SEO

Next Steps

• CAAPA team to provide final website revisions by August 27th, 7pm

• Tony's team to implement final changes August 28-29th

• CAAPA to self-connect domain (GoDaddy to Squarespace) when ready

• Determine administrator email for Squarespace account ownership transfer

• Schedule September 8th team training session

• Activate Squarespace email marketing plan when ready to use

Complimentary Meeting - September 02

VIEW RECORDING - 32 mins (No highlights)

Meeting Purpose

Discuss website launch preparations and domain transfer for CAAPA's new Squarespace site.

Key Takeaways

• Landing page is ready; full site launch pending final content updates

• Domain transfer from GoDaddy to Squarespace in progress

• Tony needs domain permissions to set up analytics and marketing tools

• Live training scheduled for next Monday; step-by-step videos coming by Friday, Sept 12

Topics

Website Status and Launch Readiness

• Landing page complete with Melody of Art pop-up and announcement bar

• Full site accessible via '/home' URL extension

• About page needs finalization (stats/facts merger, timeline completion)

• Programs pages require registration tool links updates

• Site can go live after Melody of Arts event if desired

Domain Transfer and Setup

• Transfer from GoDaddy to Squarespace initiated by Dale

• Tony needs access to domain settings post-transfer

• Email functionality to be verified once transfer complete

• Security features (DMARC, SPF) already implemented for email campaigns

Analytics and Marketing Tools

• Tony to set up various tools: Google Analytics, Microsoft Clarity, Search Console

• Tools will provide insights on website traffic, user behavior, and search performance

• CAAPA videos Gmail account to be used for setting up these tools

Email Marketing

• Email campaign templates and automations ready in Squarespace

• Awaiting active plan to enable full email marketing features

Training and Support

• Live Zoom training scheduled for next Monday (1 hour)

• Step-by-step instructional videos to be provided by Friday, September 12

• Ongoing support available for content updates and technical issues

Next Steps

• Dale to accelerate domain transfer if possible

• Grant domain permissions to Tony (hello@tonyhowell.co) and CAAPA videos Gmail

• Verify email functionality post-domain transfer

• Complete content updates on About page (merge stats, add timeline)

• Update program pages with registration tool links

• Attend live training session on Monday

• Review step-by-step videos when available (by Sept 12)