Hosting an Intercultural Community Gathering
Table of Contents:
Community Input 2-3
Venue, Date & Research 4
Permits & Budget 7
Strategic Outreach for Villages 8
Interactive Activities 9
Map & Schedule of Activities 10
Invitations & Getting the Word Out 11
Professional Services, Volunteers & Rental Equipment 12
Food & Donations 13
Raffle & Next Step Cards 13
Information Booth & Getting Organized 14
Setting Up the Event & Recording the Event 15
After the Event 15
Appendix A: Hosting Focus Groups 16-17
Appendix B: Focus Group Invitation 18
Appendix C: Focus Group Agenda 19
Appendix D: World Beat Festival Research 20
Appendix E: Detailed Expense Report 21
Appendix F: Village Outreach Materials 22-24
Appendix G: Volunteer Contacts 25
Appendix H: Cultural Sharing Agenda 26
Appendix I: Map 27
Appendix J: Schedule of Activities 28
Appendix K: Mark Your Calendar Postcard 29
Appendix L: Intercultural Invitation 30
Appendix M: Intercultural Press Release 31
Appendix N: Local Media Contacts 32-34
Appendix O: Business Districts 35
Appendix P: Volunteer Opportunities 36
Appendix Q: Volunteer Orientation Agenda 37
Appendix R: Volunteer Contract 38
Appendix S: Donation Request Letter 39
Appendix T: Intercultural Community Bingo 40
Appendix U: Next Step Card Samples 41
Appendix V: Information Sheets 42
Appendix W: Supply List 43
Appendix X: Lessons We Learned 44
Appendix Y: Thank You Card 45
Appendix Z: Intercultural Feedback Form 46
Community Outreach of Our United Villages
3625 N. Mississippi Avenue
Portland, OR 97227
The annual Multicultural Fair organized by Boise-Eliot School in 2003 was the inspiration for envisioning a
gathering on a broader scale. This neighborhood school fair became a model for celebrating diversity in
community. Children and families worked in partnership with teachers, administrators and businesses to
create one of Portland’s most vibrant neighborhood events! The cultural diversity of students at Boise-Eliot
was reflected in the variety of activities sponsored at the fair. It was inspiring and memorable!
Although there have been many festivals in Portland that have come and gone, very few have fostered
“intercultural connections”. In response to this observation, Community Outreach set into motion Multicul-
tural Storytelling & Brunch in the Boise neighborhood. Neighbors were invited to:
•explore what they could learn from each other about bridging cultures
•enhance their skills for communicating with their neighbors
•hear inspirational stories about building relationships with people of all backgrounds
The Annual World Beat Festival that takes place in Salem, Oregon was added inspiration for hosting our
event. The World Beat Festival is sponsored by the Salem Multicultural Institute and is designed with
representation of continents – “world villages” in mind. For more information: http://www.worldbeatfestival.
In December 2008, Community Outreach began hosting Community Conversations entitled Working Together
through Challenging Times based on the sentiment of community with the down turn in the economy. Over
the following months, we hosted nine conversations in locations throughout Portland. These conversations
provided opportunities for people to:
•Explore the benefits of building positive relationships with neighbors
•Imagine the possibilities for working together and supporting one another as a community
Ideas that emerged from the conversations were categorized into themes. One of the themes that bubbled
up to the top was “celebrating multicultural community”. We set out to plan and host an event that:
•Would celebrate and promote learning about the richness of cultural diversity in our community
•Was free and open city-wide
•Had a positive, lasting social impact
The theme Celebrating Multicultural Community was later changed to Intercultural Community Gathering
based on insightful commentary by Julian Agyeman at a Regional Livability Summit. To view a copy of Julian’s
presentation, visit the Coalition for a Livable Future website: http://www.clfuture.org/.
We wanted the event—like others hosted by Community Outreach—to be shaped by community interest. We
organized a Focus Group to:
•Invite feedback from the community
•Brainstorm ideas and strategies to put them in motion
•Hear input for diverse participation and community involvement
Prior to convening our Focus Group, we researched various models (See Appendix A: Hosting Focus Groups).
We invited a diverse cross-section of community to join us for a Focus Group to brainstorm and envision what
an event “celebrating multicultural community” could look like. Our strategic outreach for engaging
participants was based on these factors:
•The quadrant of the city where they live
Our outreach efforts included:
•Sending invites to potential Focus Group Participants (See Appendix B: Focus Group Invite).
•Making follow-up calls to assess interest in participating and answer any questions
•Asking individuals and organizations in our community contacts database for referrals to people we
We hosted the Focus Group within a two-hour time frame from 6:00pm-8:00pm on a Thursday evening. We
invited verbal and written reflection. Based on our research, we decided to start the evening with the written
reflection so that each person had an opportunity to contribute their thoughts and ideas. The written
reflection included the following questions:
•What does it mean to you to honor diversity?
•What could a multicultural celebration look like?
•What ideas do you have for activities to include?
•How would you make the event enticing to attend?
We asked if anyone had highlights they would like to share with the large group and then moved into verbal
responses. We asked folks to “fill in the blank” on the following questions:
•Culture is made up of…
•I would want to invite my friend and family to this event if it included…
•I could not see people coming to this event because…
We went around the circle so that everyone had the opportunity to contribute. We also inquired about sug-
gestions for a venue, groups to invite, strategies for getting the word out, and potential titles for the event
(See Appendix C: Focus Group Agenda).
Community Input (cont.)
Feedback forms were sent to participants after the session. The Community Outreach team reviewed and
tallied the responses. Based on verbal and written comments shared at the Focus Group and the feedback
form results, we made the following decisions:
•Include Cultural Sharing as an opportunity for folks to share a photograph, object, or story about their
cultural background, family traditions, or way of life.
•Host the event outside in late summer at Overlook Park. Ensure accessibility to the event with
sufficient parking and convenient bus and/or max line access.
•Include culturally-specific interactive activities such as music, language, dance, storytelling, art,
clothing, recreational activities, or cultural artifacts. Ensure there are activities that accommodate
children, youth, adults, and elders.
•Instead of a stage with performances, have activities that folks can engage in.
•Have a drug and alcohol-free event that is educational, rather than commercial or promotional, in
•Do outreach to individuals and groups to share their own culture
•Invite individuals and groups that represent the diversity of all cultures in Portland
•Hang posters at schools, libraries, and community centers. Utilize local networks, cable access, and
various forms of media to get the word out.
•Serve free food.
Venue & Date
Based on the feedback at the Focus Group, we explored Overlook Park. We contacted Portland Parks and
Recreation to see which Saturdays were available during the summer. We visited & measured the park to see
how many culturally-specific activities could fit on the main field. We researched other street fairs, festivals,
cultural & religious events to determine the best Saturday during the summer to host the event. Based on our
research, the weather, and the availability of Overlook Park, we decided that August 15 was the best date for
the Intercultural Gathering.
We researched various types of festivals that were community-centered. We contacted the Salem
Multicultural Institute for input about the “Village” layout and other aspects of their World Beat Festival (See
Appendix D: World Beat Festival Research). We also met with The World Affairs Council: Global &
Multicultural Resource Center about ideas for Village layout, and engaging their network of cultural
organizations. In addition to providing input, they agreed to participate in the gathering with an interactive
display of “Cultural Treasure Boxes”. More information is available at http://www.worldoregon.org/.
Intercultural Community Gathering Timeline
6 MONTHS PRIOR TO EVENT
•Host Focus Group
•Brainstorm and select name, vision, & theme of event
5 MONTHS PRIOR TO EVENT
•Select date, time & location
•Research similar types of events to learn from
•Contact location to find out costs & permits
•Brainstorm supplies & volunteers needed
4 MONTHS PRIOR TO EVENT
•Meet with individuals/groups for brainstorming sessions
•Create “parameters & possibilities” for engagement
•Procure site permits & signatures
•Create Volunteer Opportunities posting
•Explore parking & transportation needs
3 MONTHS PRIOR TO EVENT
•Create application materials for outreach
•Contact professional service providers
•Generate lists of potential places to solicit donations for raffle and food
•Contact caterers for price quotes
•Submit site application with permits & fee
•Research costs/providers of rental equipment
2 ½ MONTHS PRIOR TO EVENT
•Create & distribute Save the Date postcard
•Post volunteer opportunities with local organizations
•Generate lists of contacts for outreach
2 MONTHS PRIOR TO EVENT
•Submit letter for in kind donations of food and raffle prizes
•Order rental equipment & pay deposit
•Conduct outreach to Villages/Participants
•Create poster/invitation for the event
•Send Press Release to local newspapers
1 MONTH PRIOR TO EVENT
•Outreach & meetings with individuals to provide interactive activities
•Send Press Release to local newspapers
•Distribute posters to local stores, community centers, libraries
•Create draft of map & schedule of activities
2 WEEKS PRIOR TO EVENT
•Confirm participation of Villages
•Pay balances on rental equipment
•Create volunteer orientation agenda
•Send out email invitations
•Confirm volunteers & invite to orientation
•Coordinate recycling & garbage for event
•Buy any necessary supplies
•Make signs for event
•Host volunteer orientation at site
•Post schedule of event on website
•Deliver letter to neighbors letting them know about event
•Create & print “take-away’s”
WEEK PRIOR TO EVENT
•Confirm schedules with villages and volunteers
•Follow up calls with rental equipment and service providers
•Pick up any borrowed items
•Check in with site manager
•Finalize map & schedule of activities
•Create day of task list
•Create volunteer schedule
1 DAY PRIOR TO EVENT
•Organize supplies into bags for each activity
•Print FAQ sheets for villages & volunteers
•Create master timeline list for day of event
•Gather important phone numbers
•Finalize event schedule on website
DAY OF THE EVENT
4 hours before event
•Pick up ice/food
•Mark out layout of event
3 hours before event
•Supplies delivered to site
•Set-up equipment and supplies
1-2 hours before event
•Organize check-in area
•Assist villages with set-up of stations
WEEK AFTER EVENT
•Send Thank you’s to villages & volunteers
•Send Feedback form to participants
•Host debriefing with staff
•Arrange photos for website 6
Portland Parks and Recreation requires an application and fee for the usage of any public parks for a special
event at least 10 days prior to the event. We applied 3 months in advance to insure that the Park was
available. The special event/special use permit manual is available online at www.portlandonline.com/parks.
Contact the event coordinator for Parks and Recreation for an application. Application fees are dependent on
the type of event that you are hosting.
We opted to have a “rate 1 event” which prohibited sales, admission fees, concessions, entry fees, pledges or
donations, estimated attendance at 300, and was the least expensive permit. We also paid for a vehicle access
pass to ease delivery of supplies. Once we submitted the application and fee, Portland Parks and Recreation
confirmed our reservation of the park and sent us a “Special Use Requirements” form. This required that we
obtain signatures from the North Portland precinct, fire bureau, health department and notify the Overlook
neighborhood association of our event. We also needed to acquire a noise variance in order to have a
generator and amplified music at the event, recycling containers from the Office of Sustainability and provide
a certificate of insurance to cover any liability.
A food handler’s permit was also required even though we were using an outside caterer to provide food
for the event. A Food Handler’s permit is issued after completing a brief quiz about food safety. They can be
acquired online at www.orfoodhandlers.com. We also hand delivered a brief letter to the neighbors in close
proximity to the park notifying them of the event and inviting them to attend. Depending on the location
of your event, you may need to get a permit for parking. In our case, we contacted the security personnel at
Kaiser and obtained written permission to use one of the parking lots for our event. This allowed us to provide
free, accessible parking to the attendees.
Our budget for this event was $2,500. We spent money on permits, equipment rental, art supplies, food,
invitations, & stipends (See Appendix E: Detailed Expense Report).
A few ways to stretch your budget:
•Encourage people to bring their own food or have a potluck at the event
•Select a venue that already has electricity and toilets (i.e. indoors)
•Have all participants bring their own supplies and equipment
•Borrow tents, tables, and chairs from local businesses or schools
•Buy re-used paper & craft supplies from SCRAP or thrift stores
•Solicit donations from local business for gift certificates to use for food or raffle prizes
•Print invitations and postcards “in-house”
Strategic Outreach for Villages
We conducted extensive research to identify individuals, groups, and organizations in the Portland-metro
area that are linked to a specific cultural, ethnic, or racial group or offer activities related to education and
engagement in intercultural communities. Some of the resources that we used to identify groups and
•Community Non-profit Resource Group (CNRG)
•Hands on Greater Portland
•Immigrant and Refugee Community Organization (IRCO)
•Center for Intercultural Organizing (CIO)
The organizations or community resources listed above have lists of organizations. We identified the
demographics of Portland, made categories of regions from around the world, and identified organizations
that offered culturally-specific education and/or engagement activities.
Based on our values, budget, and park permits, we identified possibilities and parameters for engaging
individuals, groups, or organizations. A few examples of Village possibilities and parameters included:
•Requiring a minimum of one interactive, culturally-specific activity (e.g. a dance lesson, making
jewelry, playing a game, or creating a piece of art). We wanted folks to walk away from the event
curious to learn more about culture and feeling a sense of connection with intercultural communities.
•Sharing one way for the community to re-connect with the group beyond the event (e.g. visit the
website, attend an upcoming event, tips for learning more about cultures). We wanted the event to
have a lasting impact and link folks interested in learning more about the diversity of our community
with groups that are willing to share. This information was featured on a “Next Step” card. No other
promotional material was allowed at the event to maintain the focus of community education, rather
than a traditional tabling event.
•Sharing their culture for community education. Although spirituality is central to many cultures,
promotion of any denomination or religion was not permitted. Although social change and political
activism is central to many organizations, canvassing, signing petitions, or promoting a political
agenda was not permitted.
Our outreach efforts to Villages included:
•Emailing and/or mailing the invitation and application for participation
•Conducting follow-up calls
•Brainstorming possibilities with interested groups or organizations
•Meeting 1:1 with Villages to discuss details
The invitation to participate included the possibilities and parameters, an application form, and a diagram of
the event (See Appendix F: Village Outreach Materials). For each group or organization that was identified,
we had a minimum of 3 attempts to contact them. We wanted to ensure that as many groups as possible felt
welcome and invited to participate. We asked that individuals and groups offer an activity that represented
their own cultural background, family traditions or way of life. This decision was made to create an authentic,
culturally-sensitive, and educational event. The goal of our outreach efforts was to gain commitment from
20-25 Villages that reflected the diversity of our community and were willing to offer an interactive activity.
In order to feature culturally-specific, interactive activities we:
•Reflected on activities experienced at similar festivals and fairs
•Brainstormed possibilities as a team and recruited volunteers to host these activities
•Invited individuals and groups to share a culturally-specific gift or talent
Outreach strategies for these activities included:
•Researching and contacting individuals and groups listed in our database via email and phone calls.
•Posting on our website and volunteer websites (See Appendix G: Volunteer Contacts)
•Referrals from people with whom we have relationships
The interactive activities included:
•Language Lessons: Danish, Portuguese, Spanish, and German
•Name Translation: Somali and Arabic
•Storytelling: Norwegian and African Storytelling
•Games: Mancala, Sack Races, Sudoku, Bocce Ball, and Soccer
•Piñatas: making piñatas and having a piñata party
•Tai Chi: lessons in the art of Tai Chi
•Mandalas: presentations on the history of mandalas and creating a unifying mandala
•African Drumming: lessons and demonstrations
•Face Painting: culturally-diverse imagery
•International Recipes and Game: guessing where spices and fruits originated and sharing recipes
•Flag Making: creating intercultural flags or banners illustrating customs and culture
•Multicultural Objects: exploring traditional clothing and cultural treasure boxes
•Japanese Village: Ikebana, Japanese Tea Ceremony, Haiku Workshop, and Obon Dances
•Asian Village: an Asia Pacific geography quiz
•Native American Village: Storytelling, Crafts, Hand Drums & Songs
•Scandinavian Village: Psalmodikon, Dancing, Dalmaling Painting and Finnish violin
•African American Village: Oregon Northwest Black Pioneers and Oregon African American Museum
•Nigerian Village: lecture on the role of women in Nigeria
•Arabic Village: Calligraphy and an introduction to Arabic design
•Latino Village: Bilingual Storytelling, Music, and “Frida Kahlo” Portrait Drawing
•Iraqi Village: sharing coffee, food, clothing, community education, and dance
•Cultural Sharing Conversations: sharing objects, stories, and photographs about one’s way of life or
For the interactive activities that we brainstormed, we gathered and supplied the tent/canopy, chairs, tables,
and any supplies necessary for the interactive activities. For example, at the International Recipes and Spice
Game station, we gathered spices, bowls, fruits and vegetables, and international recipes. For the Sudoku
station, we gathered pencils, blank Sudoku game cards at various levels of difficulty, and a large poster with
directions on how to play the game. We offered three Cultural Sharing Conversations throughout the day. We
conducted strategic outreach to identify three different facilitators for the conversations. Based on the
lessons we learned from facilitating previous conversations, we created an agenda for the facilitators to use
(See Appendix H: Cultural Sharing Agenda).
Map & Schedule of Activities
After gaining commitment from Villages and volunteers to facilitate the interactive activities, we created the
Map and Schedule of Activities. We wanted to create a large circle comprised of “villages” or stations. We
gave attention to the layout of the event by considering:
•Which activities are loud or quiet?
•Which activities need a lot of space?
•Which activities are happening at what time of day?
•Are there cultural sensitivities to consider about which groups should be located next to each other?
We created a Map illustrating the area where each activity was to take place (See Appendix I: Map). A
Schedule of Activities highlighted activities happening on the hour (See Appendix J: Schedule of Activities).
The Maps and Schedules were displayed throughout the park on each tent post so that the Villages,
volunteers, and guests could reference them. The map also indicated where the bathrooms, designated
smoking area, off-leash dog park, information booth, first aid, lost and found, and cultural sharing
conversations were located.
The Schedule of Activities was linked to our website. There were more than 45 interactive activities
throughout the day in 19 different Villages. Folks could pick and choose from multiple different activities on
each hour. As a way of building community, we decided to not feature any activities over the lunch hour. This
way folks could gather on the lawn to enjoy each other’s company and build relationships.
Below are four different journeys that people could have selected at this event:
11:00 am Scandinavian Dance Ikebana: Japanese Sudoku Tai Chi Lesson
Lessons Flower Arrange-
12:00pm Lunch Lunch Lunch Lunch
1:00pm African Storytelling Portuguese Role of Women in Traditional Clothing
Language Lesson Nigeria and Cultural
2:00pm Japanese Tea Asia Pacific Native American Arabic Calligraphy
Ceremony Geography Quiz Storytelling &
3:00pm Cultural Sharing International Reci- Face Painting Oregon Northwest
Conversation pes and Spice Game Black Pioneers
4:00pm Obon Dances Finnish Violin Mandala Creation Iraqi Culture
Once we decided on the date and had secured the location, we made 4x6 Save the Date postcards (See
Appendix K: Mark Your Calendar Postcard) to mail and hand out to individuals 2-3 months before the event.
1ooo postcards were printed on heavy weight paper in black and white ink at our office. For the poster
invitation (See Appendix L: Intercultural Invitation), we wanted an original graphic and so we commissioned
a piece of art from a neighbor in exchange for a small stipend. We used this graphic along with the word hello
in 18 different languages to create an inclusive invitation. We printed 100- 11x17 and 50- 8.5x11 posters to
hang up around town 1 month before the event.
Things we considered when designing the invitation:
•At least size 14pt font and 8th grade readability level
•Including information about parking, location, how to volunteer, the cost of the event (free), what
type of food we were serving & how to contact us
•Clearly stating that the event was drug and alcohol free and family-friendly
Getting the Word Out
Press Releases/Calendar Announcements/Public Service Announcements:
We sent out press releases & calendar announcements to local newspapers, radio stations, churches, & online
event calendars on June 10th and July 10th (See Appendix M: Intercultural Press Release & Appendix N:
Local Media Contacts). Most media outlets require that you send the announcement no later than the 10th of
the month prior to your event. Online announcements can be posted up until the week of your event. Based
on getting the word out early, we were contacted by KBOO’s Community Grooves
(http://kboo.fm/communitygrooves) show to share information about our organization and be interviewed
about the event.
Sending Out Invitations:
We delivered 300 Save the Date postcards at Say Hey, NW: Partners in Diversity (a quarterly networking
event) 2 months prior to our event. We also mailed postcards to over 100 families in our database in June. We
handed out the postcards at tabling & networking events prior to the Gathering including street fairs,
festivals, farmers markets, and neighborhood association meetings.
2 weeks prior to the event we emailed out the poster in a special edition of our e-newsletter to 1000 contacts
in our database. We used the newsletter to be able to give a detailed agenda of the day, encourage people to
bring specific items to the event and share volunteer opportunities with everyone. The week of the event, we
made 75 follow-up phone calls to people in our database personally inviting them, their families, and
neighbors to the event.
Distribution of Posters:
1 month prior to the event, we delivered 100 posters to all quadrants of the city focusing on community
centers, libraries, & grocery stores in all of the main business districts (See Appendix O: Business Districts).
Most businesses will allow you to post your flyer though it is important to bring tape & thumbtacks with you.
We focused on flyering places that receive business from a cross-section of community. We also hung posters
in our office windows and encouraged people to stop in for more information. We encouraged the
participating Villages to send out the poster to their networks and share the opportunity with anyone they
thought would be interested. We included the poster and a detailed schedule of activities on our website.
We wanted to have music throughout the event and hired a DJ to play music from around the world. We
offered a small stipend and asked that the DJ provide equipment. We borrowed a generator for the DJ to use
since there is not electricity at Overlook Park. To ensure safety at the event, we also hired a trained medical
professional to staff a first aid station and provide medical attention if necessary. We offered a small stipend
for the medic and provided all of the necessary first aid supplies. For both of these positions, we did outreach
to the local community and people that we knew.
Based on the size of the event, we knew that we would need to engage volunteers to help with poster
delivery, set-up, staffing an information booth, taking photos, & interactive activities. We wrote a brief and
specific job description for each position (See Appendix P: Volunteer Opportunities). We posted the
opportunities through Hands-on Greater Portland, Idealist, Craigslist, & the Community Non-Profit Resource
Group (CNRG). We screened all of the volunteers based on their interests. We also did outreach to find a
volunteer coordinator. The coordinator was responsible for assigning tasks to the volunteers during the event.
One week prior to the event we hosted a volunteer orientation at Overlook Park. The orientation was an
opportunity for each volunteer to select a shift, learn more about the event, ask questions & fill out a
contract (See Appendix Q: Volunteer Orientation Agenda & Appendix R: Volunteer Contract). We
familiarized the volunteers with the layout and vision for the event. We also assigned tasks and selected an
identifier for the day – wearing red shirts.
Based on the park permits, we were required to provide 1 portable toilet for every 125 guests in attendance.
We rented 3 toilets (including one ADA accessible toilet) and a two station sink for hand washing. We placed
this order 6 weeks in advance of the event and arranged for the toilets to be delivered and picked-up the
same day for an extra charge.
Tents, Tables, Chairs:
We provided some pop-up tents, chairs, and tables for the various interactive activities and villages. We
rented 5 tents, 5- 8ft. tables, and 30 chairs from a local event rental company. We rented the equipment 2
months in advance and arranged to have it dropped off and picked-up at the park for an extra charge. We also
borrowed additional tents, tables, and chairs from local businesses & organizations.
Recycling & Garbage Containers:
We borrowed event recycling containers and cardboard garbage boxes through the City of Portland Bureau
of Planning and Sustainability event recycling program at no charge. They will help you determine how
many containers you need based on the size of your event and even deliver the containers in advance. Call
503.725.5147 for more information.
Food & Donations
At all of our events we provide free food. For this event, we decided to provide 300 pieces of BBQ chicken,
potato salad and water. We contracted with a local BBQ vendor that could provide on-site preparation so
that the food would be fresh & hot. Free tickets for the BBQ were handed out at the Information Booth when
people arrived. Volunteers served the food at 12pm, limiting the chicken to one piece per person until
everyone present had been served. We encouraged people to bring side dishes or additional food for their
families to meet their own dietary needs.
We solicited donations of gift certificates or food items from local area restaurants, bakeries, and grocery
stores to provide bottled water and dessert at the event (See Appendix S: Donation Request Letter). Most
businesses require that you fill out a donation request form and mail it in to the company headquarters or
local retail outlet no later than 2 months before your event. It is important to start this process early as
businesses may require additional information from you.
As a way to encourage people to continue engaging in intercultural activities beyond the Gathering we
offered a free raffle prize for playing Intercultural Community Bingo (See Appendix T: Intercultural
Community Bingo). The bingo game consisted of 20 different activities such as “invite a neighbor who is
different from you to coffee or lunch” or “ask someone about the history of their name”. Anyone who
attended the event could complete the game and then return it to us within 2 weeks to enter the raffle. We
solicited donations for raffle prizes from ethnically-diverse restaurants and stores selling culturally specific
Next Step Cards
Each Village and Interactive Activity had a “Next Step” card at their station to be distributed to community
members they connected with (See Appendix U: Next Step Card Samples). Some of the Next Step cards
featured the organization’s contact information, a link to their website, or an invitation to an upcoming event.
Other groups chose to feature a lesson or tip about engaging with intercultural community. For example, the
Next Step card for the African Storytelling stated “Continue to think about what you learned from the
Nigerian stories you heard today. Practice the “right time” for storytelling with your children. In Nigeria, the
right time is right after dinner when the children are satisfied (fed). When you tell a story to your children, ask
them what they learned from the story.” We created and printed the Next Step Cards and gave each Village
25 copies for every hour that they participated. This aided in limiting the amount of promotional material that
was featured at the event and to differentiate it from a traditional tabling event or resource fair. Our hope
was that the Next Step cards would offer ways for individuals to re-connect with the groups and continue to
At the main entrance to the Gathering, we had a designated tent & table for Information. We had 2-3
volunteers at the booth throughout the day. This created a welcoming environment as guests were greeted
& oriented to the event. They could fill out a name tag, browse the list of interactive activities, ask questions,
pick-up lunch tickets & bingo. The booth also held all of the supply bags for the Villages/Interactive Activities.
Each Village coordinator checked in at the Information Booth to receive their supplies and to get assistance
with unloading and setting up. The booth also had the First Aid Station, lost & found box, and was a
designated location for parents to reconnect with lost children.
The week of the event, we followed up with all of the volunteers and villages to confirm schedules. We also
made sure to let them know any details about the day such as where to park & check-in. We sent emails with
a “read-receipt” attached so that we would know that everyone had seen this important information. We
called and confirmed delivery & arrival times and that payment had been received for all professional
services. This was also an opportunity to let them know who to check in with at the event.
We created a bunch of hand-outs to facilitate a smooth event.
•“Master Time line” - detailing when each volunteer, villages, & service provider would be arriving.
•“Equipment Set-Up”- a diagram where each table, tent, & chair should be set-up
•Important Phone Numbers- for all of the participants, park contacts, Kaiser security, & volunteers
•“Everything You May Want to Know” – information sheet for Villages & Interactive Activity Leaders
•“Important Information” – information sheet for volunteers working at the Information Booth
(See Appendix V: Information Sheets)
We created banners to be hung in each of the Villages/Interactive Stations that listed the name of the activity
offered and the time frame, i.e. Sudoku 11AM-1PM, Cameroon Art & Culture Talk 1PM-3PM, Milagro Theater
3PM-5PM. We also made signs to label the food, smoking, dog park, & parking areas.
For each village/interactive station, we filled a grocery bag (donated from a local grocery store) with the
necessary supplies including tiles to hold down papers (in case of wind), an “Everything You May Want to
Know Sheet”, Next Step cards, & lunch tickets (See Appendix W: Supply List).
Setting Up the Event
We arrived at the park 5 hours before the event to begin setting up. We had a crew of 10 people assisting with
set-up throughout the morning. Using pre-measured rope and weights we outlined where each
Village/Interactive Station would go. Then we unloaded all of the supplies and set-up the tents, tables, and
chairs. As the supply deliveries arrived, we assigned 4 people to work on tents, tables, and chairs and 4 others
to help hang signs. 2 other people worked to set-up the Information Booth. We asked the Villages and
Interactive Activity Leaders to arrive at least ½ hour before the event started. We assisted unloading supplies
and helping them set-up.
Recording the Event
We like to document our events visually through photos to put on our website. We asked volunteers to assist
us with taking photos. It is important to ask permission before taking a close up photo of anyone (especially
children) and to be respectful when taking pictures of elders. Also, some cultures do not like having their
photo taken. We gave the volunteers permission sheets to use when taking photos of attendees. We
protected everyone’s privacy by not disclosing anyone’s name in association with the photos on our website.
We created a photo slideshow that is available for viewing at www.ourunitedvillages.org/icg.html.
After the Event
After all of our events, we have a staff debrief to discuss the highlights and successes of the event as well as
what we learned or could be done differently in the future. This was an opportunity to discuss if the outreach
efforts were successful, if the budget was reasonable, if the service providers were reliable and how everyone
felt about the event overall (See Appendix X: Lessons We Learned).
We created a thank you card with a photo collage from the event (See Appendix Y: Thank You Card). This
hand-written note was mailed to everyone who helped make the event a success including volunteers,
donors, and service providers.
We emailed out a feedback form to all of the Villages/Interactive Activity leaders to ask a few open ended
questions about the format, benefits, and suggestions for the event (See Appendix Z: Intercultural
Gathering Feedback Form). We have included some of the constructive feedback in Appendix X: Lessons We
APPENDIX A: Hosting Focus Groups
Hosting Focus Groups
•To solicit feedback, input, and ideas from the community
•To brainstorm and strategize with community
•To have a variety of people offer input throughout the year
•To enlist the help and support of community members
•To help staff figure out big picture and/or details of a program, service, event, or resource
•Generally 6-10 people who are either (1) experienced to answer the questions and/or (2) represent
the group you are trying to reach
•Typically held for 90-120 minutes in the evening
•Customary to serve food and/or offer a stipend for the individual’s involvement
•The discussion is loosely structured, allowing for a free flow of ideas
•Can invite the same or different people to Focus Groups throughout the year
•Incorporating a future aspect: the group makes predictions of change based on observations about
cultural trends and future needs
•Rating: show the group a variety of something you are working on (e.g. website design, brochure)
and have them rate them based on multiple factors (e.g. readability, colors, language,
•Building on ambiguity: give the group an ambiguous question or situation and they will naturally fill
in the gaps with their own thoughts, feelings, and ideas. (e.g. “We want host an event to build
relationships between neighbors. What might that look like? What are your ideas?)
•Sentence Completion: give the group a sentence starter that is open-ended (e.g. “I think it would be
the greatest benefit to provide…” or “The challenges that I anticipate with this program include…”)
•Checking messaging: read a 30-second message, brochure language, or website language to the
group and ask them to explain what you said to check for accuracy of messaging
•Set up a fast-paced, competitive environment: give the group a “challenge” where they have to come
up with 15 ideas to solve a particular problem within a small time frame
•Group note passing: (1) each member of the group writes down one idea or response to a question
on a piece of paper, (2) each piece of paper is passed to their right where the person reads the idea
and writes down additional thoughts, (3) the pieces of paper keep rotating until they return to the
owner, (4) the paper’s owner synthesizes the thoughts and presents them to the group
•Determine your goals and objects. What do you need or want as an outcome?
•Do rigorous outreach to invite a diverse group of people.
•Decide on probing questions and group activities.
•Gather necessary supplies (e.g. audio recorder, chart pads, name tags)
•Logistics (e.g. food, child care, transportation, interpretation, venue).
APPENDIX A: Hosting Focus Groups (cont.)
•Don’t expect hard data. Focus groups are qualitative in nature and yield ideas, motivations,
thoughts, and feelings. The qualitative data needs to be synthesized and interpreted by the convening
•Don’t let a vocal group member sway, lead, or dominate others. Provide an opportunity for everyone
to participate. For example, you can (1) start the session with a question that everyone answers in a
circle, or (2) have everyone fill out a questionnaire in writing prior to opening discussion.
•Keep the questions simple and do not ask more than 5 questions per hour.
•Send an agenda to the Focus Group when you send the reminder (e.g. directions, menu for dinner,
what to expect).
•Take notes, audio record, and/or video record. Gain permission from Focus Group members.
•Document your observations immediately following the Focus Group.
•Do not evaluate or make judgment of any ideas presented. Simply document the ideas and keep
momentum. Do not allow group members to critique other group member’s ideas. Set up ground
rules that this is a free form brainstorm where all ideas are put on and stay on the table.
•Allow an informal, almost playful nature and atmosphere in the room. Use first names.
•Encourage divergent thought. In your introduction, mention that the goal is to hear all ideas (rather
than to come to a consensus as a group). The facilitator can say “If you find yourself having a totally
different set of experiences or different opinions than the rest of the group, we want to hear it!”
•Ensure that the first few questions you ask are questions that the group will be able to answer easily
to build confidence.
•Give encouragement verbally. “No idea is silly” or “Keep going—this is great!”
•It is an art form to steer people down a particular line of inquiry without influencing the content of
their answers. Use non-directive probes.
Non-directive probes used in Focus Groups:
•Give me a picture of…
•Describe what it is like to…
•Can somebody sum this all up?
•Give me an example of what you mean.
•I’m wondering what you would do if…
•Say anything that comes to mind.
•What’s been on your mind during this discussion?
•What am I not asking the group that I should be?
APPENDIX B: Focus Group Invitation
When: February 26th 6:00-8:00pm
Where: Our United Villages
3625 N Mississippi Ave.
Community Outreach of Our United Villages is looking for
15 people from all over the city and of different ages to participate
in a focus group. Come brainstorm a vibrant vision for a
Multi-Cultural Celebration in Portland. Your participation is valued.
Please let us know if you are interested by February 19th.
This is a free opportunity. Dinner will be served
Childcare, transportation, and interpretation upon request.
www.ourunitedvillages.org \ 503.546.7499
APPENDIX C: Focus Group Agenda
Focus Group Agenda
6:00 Welcome & Guidelines
•“It is not our goal to come to a consensus. We want as many ideas as possible. We are
brainstorming and gathering all of the ideas. Final decisions about what to include will be based
on feasibility, resources, and our budget.”
•Request to turn cell phones off or to silent
•Inform participants about note-taking, audio recording, and/or photographs
6:05 Introductions & Ice Breaker
•“Cultural Sharing is an opportunity to share a photograph, object, or story about your cultural
background, family traditions or way of life. We can listen and learn from one another as we share
a part of ourselves.”
•Go around in a circle giving each participant an opportunity to say their name and participate in
6:30 Written Reflection
6:45 Break for dinner
7:00 Share Reflections
•Encourage participants to share a highlight about ideas that they wrote about in their written
•Turn in written reflections
•Culture is made up of… (customs, religious practices, values, dance…)
•I would want to invite my friends and family to this event if it included…
•I can’t see people coming to this event because…
•Do you have suggestions for a venue or location?
•What groups can you think of to invite?
•How would you get the word out?
•What ideas do you have for a title for this event?
7:55 Thank You
APPENDIX D: World Beat Festival Research
We interviewed the director of the World Beat Festival in Salem. Here is the transcript of the interview.
•What features or activities seem to generate the most involvement/excitement?
Anything interactive is good
•In terms of set-up or layout, how are groups situated in relation to each other? Are they arranged by
continent, country, culture, dance, food, etc.)? Why? What challenges, if any, have you experienced with the
layout you use?
We have arranged groups both in terms of geography and in multicultural/global groupings. One challenge is
having people understand that a space is not guaranteed and they must stay within their designated space in
order to be fair to their neighbors.
•What are some of the interactive activities offered at the festival?
Children’s crafts and dance workshops.
•How many cultural backgrounds were represented at the last festival? How do you decide who will be
We don’t exclude anyone, but we do choose a focus each year and then actively recruit participants to give
depth in that area.
•How many people attended your last festival?
We estimated about 40,000 though we still have no admission and can’t be sure.
•Was there any service project or “give back” to community associated with the festival?
The donations at the gate support cultural exhibits at the children’s museum and the operation of Salem’s
Riverfront Carousel. We also help to fund multicultural literacy grants with proceeds.
APPENDIX E: Detailed Expense Report
CATEGORY DESCRIPTION AMOUNT
Food BBQ’ing at the event $200.00
Food Chicken, Potato Salad, Plates $295.00
Food Coffee for volunteers $19.35
Food Bottled Water $93.70
Food Muffins for volunteers $5.78
Food 12 bags of ice $21.48
Food Lemonade/cookies for volunteers $9.00
Location Park Fees $210.00
Mileage Poster delivery $18.35
Parking Picking up supplies $0.50
Permit Noise Variance $58.00
Permit Food Handler’s Card $10.00
Posters 150 copies $163.00
Rental 3 Toilets/1 sink $459.00
Rental 5 tables, 5 tents, 30 chairs $453.00
Stipend Medic $50.00
Stipend DJ $50.00
Stipend Original art for poster $150.00
Supplies Forks $6.00
Supplies Masking Tape $5.00
Supplies Napkins $2.00
Supplies Table Cloth $2.00
Supplies Tissue Paper for Pinata $2.00
Supplies Balloons for Pinata $6.58
Supplies Flour for Pinata $2.39
Supplies Glue/markers for pinata/mandala/flags $33.95
Supplies Card stock $23.98
Supplies Name tags $15.16
Supplies Paper, misc. items for mandala $28.86
Supplies Band-aids $1.99
Supplies Candy for pinata $5.99
Supplies Wax paper for pinata $1.99
APPENDIX F: Village Outreach Materials
Our United Villages
Intercultural Community Gathering
Saturday, August 15th
Cultural Sharing Conversations
Bring an object, photograph, or story about your
cultural background, family traditions, or way of life.
Eat, Dance & Play At 1pm, 2pm or 3pm come to a
Listen to music from around the NORTH cultural sharing conversation.
world. At 12:00, we’ll gather
Listen and learn from
on the lawn for lunch.
one another as we
Snacks and water
share our stories.
a bag lunch
& a chair or
Pick up a
to learn ways
The Villages re-connect
Take part in after today.
cultural art forms.
Learn about traditions
and customs. Try on clothing. SOUTH
Play an instrument. Read about history.
Learn a dance. Be curious and learn more about the diversity of our community.
(503) 546-7499 22
APPENDIX F: Village Outreach Materials (cont.)
The Title of Your Event
Date, Time, and Location
(The name of your group) would like to invite your participation in the Intercultural Community Gathering.
This is a free, family-friendly, drug and alcohol-free event. It is our hope that this event will inspire people to
celebrate and learn more about the richness of cultural diversity in our community.
The Intercultural Community Gathering will feature 20-25 Villages that reflect the diversity of our community.
Each Village will provide an opportunity for immersion into the uniqueness of each culture. This is an
opportunity for an individual, group, or organization to share cultural beliefs and practices, or their way of life.
There is no fee for participating as a Village. In addition to the Villages, the Intercultural Community
Gathering will feature facilitated cultural sharing conversations and DJs playing music from around the world.
Interactive Activities & Community Education:
We envision a vibrant gathering where community can participate in hands-on activities. The Villages must
include at least 1 interactive, culturally-specific activity, such as: playing an instrument, a dance lesson,
listening to a story, trying on traditional clothing, making jewelry, playing a sport or game, learning about
a spiritual practice, or creating a piece of art. We hope that folks will walk away from this event with more
knowledge about how to reach out to neighbors cross-culturally and be more curious about learning and
seeking culturally-specific information.
Participating in the gathering as a Village is a wonderful opportunity for community to learn about your group
or organization. Each Village will have a “Next Step” card that folks can take away; these “Next Step” cards
will explain one way that people can get engaged with your group beyond the event. For example, the card
might get the word out about an upcoming event, provide links to your website, or share tips for learning
more about cultures. (The name of your group) will create the “Next Step” cards for each Village.
There will be 20-25 Villages set up in a circle in (your location). Each Village will receive a 10x15 space. The
interactive activities do not need to be limited to this space. Villages will provide their own canopy (we will
provide weights), tables, chairs, and any supplies needed for the interactive activity you select. There will be
no propane or electricity accessibility. Come anytime between 9:00am-10:30am to set up. The Intercultural
Gathering is from 11:00am-5:00pm. All Villages must be out of the park by 6:00pm. Volunteers will be
available to help with set-up and take-down.
Based on the requirements of the park usage permit and the values of (the name of your group), there are a
few parameters to keep in mind:
•There will be no vendors or selling of any kind.
•There can be no hot food preparation. If you would like to have food, you can bring prepared food to
share, or have a cooking demonstration if it can be done without propane or electricity.
•All materials and activities should be appropriate for people of all ages.
•Although spirituality is central to many cultures, promotion of any denomination or religion will not
•This event is not for promotional purposes. Instead of lots of literature that you might see at a
traditional tabling event, we ask that you pick one activity or way that community can get engaged;
this will be featured on the “Next Step” card. Other than that, no promotional materials are allowed.
APPENDIX F: Village Outreach Materials (cont.)
•We welcome participation from any group or organization that can provide culturally-specific
interactive activities. Your organization may have a focus on community outreach, engagement,
organizing, community education, social change, activism, or policy change. At this event, however,
we ask that groups and organizations bring their “community education” hat. This event is not a place
for canvassing, signing petitions, or promoting a political agenda.
If you are interested in having a Village at the Intercultural Community Gathering, please fill out the applica-
tion below. We want the Villages to represent the diversity of our community; therefore, we will accept ap-
plications that offer a variety of interactive activities and educational opportunities.
1. Name of Group or Organization: ______________________________________________________________
2. Contact Person Name: ________________________________ Phone: ______________________________
Email address: ____________________________________________________________________________
3. Description of culturally-specific Interactive Activity: _____________________________________________
4. One way that community can continue to engage with your group beyond this event (next step cards):
Fax this form to (the name of your group, fax number, & email address).
We hope that you can have a Village at the Intercultural Community Gathering. We would love to explore
ways that you can provide community education, interactive activities, and next steps for community
engagement with your group. If you have any question, please contact us at (your phone) or (your email).
The Name of Your Group
APPENDIX G: Volunteer Contacts
Daily Digest of Non-profit info and resources
Free community classifieds
Elders In Action
Services for Elders including volunteering
Email: Vicki Hersen Vicki@eldersinaction.org
Hands on Greater Portland
Local volunteer database
Contact: Melia Tichenor, Partner Services Coordinator
Global resource for volunteering
National volunteer database
Non-profit volunteer opportunities
APPENDIX H: Cultural Sharing Agenda
Cultural Sharing Conversation
At the Intercultural Community Gathering
At 1:00, 2:00 and 3:00pm
In order to have an intimate conversation, we will cap the Cultural Sharing Conversations at 10 people. If more
people are interested, please invite them to come back for the next Cultural Sharing Conversation.
5 min. Welcome
•Thank you for coming and participating in sharing your culture
•Introduction of self (facilitator) and overview of hosting organization
(Write a 30-second message that introduces your group and describes the background and purpose of
the event. Explain ways that folks can learn more or get connected to your group.)
5 min. Purpose & Logistics
•To share an object, photograph, or story about your cultural background, family traditions or way
•To listen and learn from one another as we share our stories
•Not the space for debate or judgment; we are all speaking from our own unique experience
•If you have a clarifying question or want to know more about what a person shares, please con-
nect with that person after the Cultural Sharing Conversation
•Each person will have an opportunity to share; we will give each person ____ minutes (divide 35
minutes by the number of people present so that there will be equal talking time)
•Permission for audio and/or video recording and permission for photographs
•When you speak, please look to the group, rather than the facilitator.
10 min. Introductions
•For introductions, please share (1) your name, and (2) one highlight of your summer so far
35 min. Cultural Sharing
•We want the opportunity to hear from everyone. Each person will have ____ minutes to share
(divide 35 minutes by the number of people present).
•I will let you know that ____ minutes have passed.
5 min. Closing
•Thank folks for coming and participating
•Explain how folks can learn more or get connected to your group
•Encourage folks to trade contact information with each other
APPENDIX I: MAP
Intercultural Music 16.
15. 14. Cultural Sharing
Conversations @ Sack
1:00, 2:00,or 3:00 Races &
World @ 1:30,
19. 11. Bocce
Welcome & Ball @
The Villages Served at Noon
Explore interactive 1.
activities throughout 8.
the day. Pick up a Rest 7.
rooms & 3.
Next Step card at each hand Information, First Aid 6.
Village. Find out ways washing & Lost n’ Found 5.
to stay engaged with Covered
the community. Picnic Area Hosted by Community Outreach
Off-leash Dog Park
of Our United Villages.
& Designated Visit www.ourunitedvillages.org.
1. BBQ & Beverages
Gather on the lawn
BBQ Chicken served at 12:00
Pick up free lunch ticket at the Information Booth
10. Role of Women in Nigeria
2. Scandinavian Village: Psalmodikon, 1:00-2:30
Finnish Violin, Dalmaling Painting,
Danish Language Lessons, & Dancing 11. Arabic Culture: Calligraphy & Intro to Design
Piñata Making 12. Sudoku
Norwegian Storytelling Cameroon Art & Culture Talk
Milagro Teatro: Bilingual Storytelling & Music,
4. Ikebana: Japanese Flower Arranging “Frida Kahlo” Portrait Drawing, & Raffle
11:00 (until materials run out) 3:00-5:00
2:00-3:00 Language Lessons
Haiku Workshop 11:00-12:00 Danish
3:00-4:00 1:00-2:00 Portuguese
Obon Dances 2:00-3:00 Spanish
4:00-5:00 3:00-4:00 Somali Name Translation
5. Tai Chi Lesson
African Drumming Lessons & Demo 11:00-12:00
2:00-5:00 Cultural Sharing Conversations
1:00, 2:00, or 3:00
Asia Pacific Geography Quiz
6. Iraqi Culture
Native American Storytelling, Crafts, Hand
7. International Recipes & Spice and Fruit Games
Drums & Songs
Oregon Northwest Black Pioneers & Oregon Face Painting
African American Museum 1:00-4:00
Intercultural Flag Making
Mandala Creation 18.
History of Mandala Presentation Traditional Clothing & Cultural Treasure Boxes
1:00 or 3:00 11:00-4:00
APPENDIX J: Schedule of Activities
2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19
11:00am Scandina- Native Oregon
vian Village: Ikebana: American Northwest Interna- Traditional
Psalmo- Japanese Asia Story- Black Danish Tai tional Intercul- Clothing
dikon Piñata Flower Pacific telling, Mandala Sudoku Language Chi Recipes tural &
& Danish Making Arranging Geography Crafts, & Oregon Creation Lesson Lesson Flag Cultural
11:30am Hands-On Quiz Spice Making Treasure
Language Hand African
Lessons & Session Drums American & Fruit Boxes
Dancing & Songs Museum Games
12:00pm Gather on the lawn for lunch. BBQ chicken, potato salad, and water will be served at noon. Get your lunch ticket at the Information Booth.
Listen to DJs spin music from around the world (11am-5pm).
Play mancala or have a sack race (11am-5pm). Play a pick-up game of soccer at 1:30 or bocce ball at 3:00.
12:30pm Pick up a Bingo Game at the Information Booth. Play over the next two weeks to enter a free raffle.
Participate in a Cultural Sharing Conversation at 1:00, 2:00, or 3:00. Share an object, photograph, or story about your cultural background, family traditions, or way of life.
At each Village, pick up a Next Step card to find out ways to stay engaged with the community.
Scandina- Ikebana of Mandala
vian Village: continues Presenta- Cultural
Psalmo- until the African tion Portuguese Sharing
dikon & materials Storytelling Language Conversa-
Dalmaling run out. Lesson tion
Piñata in Cameroon
2:00pm Making Nigeria Art Iraqi Face
Mandala & Culture Painting
vian Village: Cultural Cultural
Dalmaling Japanese Spanish Sharing Treasure
Native Oregon Talk
Painting Tea Language Conversa- Boxes
2:30pm American Northwest Arabic
& Danish Ceremony Asia Story- Black Culture: Lesson tion Interna-
Language Pacific telling, Pioneers Calligraphy tional
Lessons Geography Crafts, & Oregon & Recipes
Quiz Hand African History Intro
3:00pm Drums American of Mandala to Spice
African & Songs Museum Presenta- Design Cultural & Fruit
Norwegian Drumming Somali Sharing Games
Lessons Name Conversa-
3:30pm Scandina- Storytelling Haiku Teatro:
Workshop & tion
vian Village: Bilingual Translation
4:00pm “Frida Intercultural
Creation Kahlo” Community Gathering
Drawing, Language Hosted by
4:30pm Dances & Raffle Lesson Community Outreach of
Our United Villages.
APPENDIX K: Mark Your Calendar Postcard
A RK AR
Saturday, August 15th
Intercultural Community Gathering
Celebrate & learn about the
richness of cultural diversity
in our community!
Eat, Dance & Play
Meet Your Neighbors
Share Your Culture
Explore Interactive Villages
FREE and open to all
Hosted by Community Outreach of Our United Villages
503.546.7499 | www.ourunitedvillages.org
APPENDIX L: Intercultural Invitation
hello päivää Aloha مالسchào bonjour dzień dobry สวัสดีครับ مكيلع مالسلا
hallo hola 안녕 Привет nǐ hăo olá םולשkonnichiwa Merhaba
RE E! AUGUST 15, 2009
(N. PDX- Interstate & Fremont)
Meet new neighbors. Stay all day.
Bring blankets and chairs.
Share Your Culture
Facilitated conversations at 1, 2 &3pm.
Explore Interactive Villages
Learn a new language. Play games. Create art.
Listen to stories. Experience something new!
Local DJs spinning world beats
Dance and groove to music from around the world
Free BBQ Chicken
Served at 12. Bring side dishes for your family!
Family-Friendly. Drug and Alcohol Free. Yellow Max Line/Overlook. Free Designated Parking.
Hosted by Community Outreach of Our United Villages
Questions? Want to Volunteer? | 503.546.7499 |www.ourunitedvillages.org 30
APPENDIX M: Intercultural Press Release
Contact: Name, phone number, e-mail address
FOR IMMEDIATE RELEASE
July 10, 2009
Intercultural Community Gathering
Community Outreach of Our United Villages is hosting an Intercultural Community Gathering on Saturday,
August 15th at Overlook Park from 11:00am-5:00pm. “Our hope is that this event will inspire people to
celebrate and learn more about the richness of cultural diversity in our community,” says Linda Hunter,
Community Outreach Manager. This free and family-friendly event will feature Interactive Villages, Cultural
Sharing Conversations, music, food, raffle prizes, and opportunities to meet neighbors.
Villages will provide hands-on activities for community participation. Make a piñata, play games, learn a new
language, listen to a story, try on traditional clothing, and experience cultural practices. At 1pm, 2pm, and
3pm facilitated “Cultural Sharing Conversations” will occur. The community will gather for show and tell about
one another’s cultural customs, family traditions and way of life.
Everyone will gather at 12pm for lunch on the lawn. Everyone is encouraged to bring chairs, blankets, and
side dishes for their family. Free BBQ Chicken will be provided. Local DJs will spin music from around the
world throughout the afternoon.
“We hope that folks will leave this event with more knowledge about how to reach out to neighbors
cross-culturally and be more curious about learning and seeking cultural-specific information,” says Kate
Erickson, Community Outreach Organizer.
Community Outreach of Our United Villages is a local, non-profit community building organization that is
dedicated to inspiring people to value and discover existing resources to strengthen the social and
environmental vitality of communities. For more information, visit www.ourunitedvillages.org.
APPENDIX N: Local Media Contacts
Title Email/Contact Info/Location
African American Chamber of firstname.lastname@example.org
Commerce of OR
Alameda Neighborhood George Ivan Smith- NE
Association (NA) Communications/Newsletter
Beaumont-Wilshire NA* Dan Johnson- Communications/ NE
Boise Voice email@example.com Boise Neighborhood Association Paper/N
Coalition for a Livable Future firstname.lastname@example.org Due Tuesdays- email newsletter
Concordia Chronicle xmangambitschere@hotmail. Concordia University’s paper/NE
Concordia NA Rebecca Wetherby- Media/Press NE
CNN Coalition email@example.com Central NE Neighbors Coalition
CNRG Digest http://cnrg-portland.org Online form; create login
Craigslist www.portland.craigslist.org Online form
Cully NA Susan Nelson- Communications/ NE
Daily Vanguard firstname.lastname@example.org PSU’s paper/SW
East Columbia NA Sandra Hawley- N
East Portland Neighborhood email@example.com Website and newspaper/ East
East Portland News firstname.lastname@example.org Website/East
El Hispanic News y Mas email@example.com Bilingual Newspaper
Eliot NA Tony Green- Communications/ NE
Grant Park NA K.C. Davenport- NE
Hispanic Metropolitan firstname.lastname@example.org
Hollywood Star email@example.com For Hollywood District/NE
Just Out firstname.lastname@example.org GLBT newspaper, include greeting
KBOO (Radio Station) http://kboo.fm/node/1793 Online form, create login
APPENDIX N: Local Media Contacts (cont.)
Title Email/Contact Info/Location
Lents NA Jeff Rose- Communications/ East
Mid-County Memo email@example.com 15th or Monday after deadline/East
Multnomah Post firstname.lastname@example.org For Multnomah Village/SW
Neighbors West Northwest email@example.com NW Coalition Office
North PDX Neighborhood firstname.lastname@example.org North
Northeast Coalition Lauren McCartney NE Coalition Office
Northwest Examiner email@example.com Only for events in NW
NW Industrial NA Barbara Clark- Communications/ NW
Noticias Latinas firstname.lastname@example.org Spanish Newspaper
Old Town Nancy Stovall- NW
ONI Calendar email@example.com Posts to the whole Office of Neighbor-
firstname.lastname@example.org hood Involvement
OPB Calendar http://www.opb.org/community/ Online form
Oregon Native American email@example.com Fill out event form http://www.onacc.
Oregonian firstname.lastname@example.org. 2 weeks in advance for press releases
com Send suggestions for ways to “plug-in to
email@example.com the community” to plug-in email
Pearl District Joan Pendergast NW
Piedmont NA Justin Meier- Communications/ North
Portland Alliance mazza@the portlandalliance. Alternative Newspaper
Portland Community Media firstname.lastname@example.org Community Bulletin Board Form Online
Portland Mercury email@example.com
Portland Observer firstname.lastname@example.org
Portland Tribune mgarber@theoutlookonline. Also contact for Gresham Paper
Q Center communitycalendar@pdxqcen- Have online events calendar
APPENDIX N: Local Media Contacts (cont.)
Title Email/Contact Info/Location
Sabin NA Ian Lomax Communications/ NE
South Portland NA Lee Buhler Communications/ SW
Southeast Examiner email@example.com SE Newspaper
Southeast Uplift firstname.lastname@example.org Calendar Form Online, by 10th
Southwest Community Con- http://www.swcommconnection. Calendar Form Online
Southwest Neighborhoods, email@example.com SW Coalition Office
St. John’s Review firstname.lastname@example.org North Portland Newspaper
Portland Sentinel email@example.com
Street Roots firstname.lastname@example.org Non-profit newspaper, addressing pov-
Sumner NA Joan Gray- Communications/ NE
The Asian Reporter email@example.com
The Beacon firstname.lastname@example.org University of Portland/North
The Bee email@example.com Sellwood Newspaper/SE
The Dirt www.thedirt.org Login, Online event calendar
The Skanner firstname.lastname@example.org
University Park NA Fletcher Trippe- North
Vernon NA Oma Richmond- NE
Willamette Week http://portland.wweek.com Online Form
Woodlawn NA Ayleen Crotty- Communications/ NE
* All neighborhood association contacts are maintained & updated through the Neighborhood Contacts Di-
rectory at www.portlandonline.com/oni.
APPENDIX O: Business Districts
St. John’s Boosters Business Association- St. Johns
North Portland Business Association - N. PDX Peninsula (1-5 on the east, between the rivers)
Kenton Business Association- N. Denver area
Interstate Corridor Business Alliance- Interstate Avenue
Historic Mississippi Business Association- N. Mississippi Avenue
North/NE Business Association- Broadway to Lombard between 33rd & 1-5, NE MLK Jr.. Blvd.
Beaumont Business Association- NE Fremont between 12th & 42nd Ave.
Hollywood Boosters Business Association - Tillamook to Halsey between 27th & 57th
Portland International District - Prescott to 1-84 between 57th and 82nd Ave.
Parkrose Business Association - Sandy to 1-84, east of 1-206
Gateway Area Business Association - Gateway Shopping Center/Mall 205
42nd Ave. Business District - 42nd Ave. between Columbia & Broadway
Nob Hill Business District- NW 23rd Ave.
NW Industrial Area - NW St. Helens Road (Hwy 30)
Pearl Business District - Burnside to the River between Broadway & 1-406
Hawthorne Business District - SE Hawthorne St. between 12th & 60th Ave.
Belmont Business District - SE Yamhill to Stark between 12th & 60th Ave.
Montavilla/East Tabor Business Association - 1-84 to Division St. between 67th & 1-205
Midway Business Association - SE Market to SE Harold St. between 1-205 and 162nd Ave.
82nd Ave. of Roses- 82nd Ave between Hwy 26/Powell & Foster Rd.
Foster Area Business Association - Foster Rd. between 50th & 122nd
Woodstock Business District - Woodstock Blvd./Reed College area
Sellwood/Westmoreland Business Association - SE 13th and Tacoma area
Division/Clinton Business Association - SE Lincoln to SE Powell between 12th & 60th Ave.
Greater Brooklyn Business Association - SE Milwaukie Ave, south of Powell
Old Town/China Town Business Area - Broadway/Burnside/Inner SW
Multnomah Village - SW Capitol Hwy & SW Multnomah Blvd..
Hillsdale Business District - SW Capitol Hwy between SW Bertha & Sunset Blvd..
South PDX Business Association (John’s Landing) - Ross Island Bridge to the Sellwood Bridge
More information is available at www. apnba.com
APPENDIX P: Volunteer Opportunities
Intercultural Community Gathering
Saturday, August 15th from 8am-7pm
This Intercultural Gathering is sponsored by Community Outreach of Our United Villages. It is our hope that
is event will inspire people to celebrate and learn more about the richness of cultural diversity in our com-
munity. This free event will feature interactive villages, community lunch, cultural sharing conversations, and
music from around the world. Please look through the volunteer opportunities below. What activity would
you like to be involved in? Help us make this a vibrant, interactive, educational, and fun day! Share your skills
and talents at this free community event!
We are seeking 12-15 volunteers for the following positions:
•Coordinator: help us by supervising other volunteers with logistics, breaks, assignments, and
through promoting safety and well-being for all volunteers. Must be available all day.
•Information Booth: help us set a welcoming tone and encourage everyone to engage in activities at
the event. 2-3 hour shifts (10:30am-5pm)
•Interpreters & Translators: help us promote inclusivity by translating written materials or
interpreting at the event. Prior to event & 2-3 hour shifts at event (11am-5pm).
•Event logistics: help set-up and take-down tents, decorations, or assist villages getting settled into
the gathering. 8am-11am set up shift or 5pm-7pm take down shift.
•Making Piñatas: Facilitate decorating and creating piñatas. Coordinate a piñata party in the
•Sharing Recipes and Food: Staff a table full of culturally-specific recipes, fruits, and spices. Engage
the community in picking out new recipes and identifying new food.
•Flags: “What does Intercultural Community mean to you?” Help the community create flags that
illustrate their vision of intercultural community in Portland.
•Games: Lead a pick up game of soccer, teach mancala, arrange sack race, or play bocce ball
•Language Lessons: Do you speak another language in addition to English? Would you like to teach
basic conversational skills to others for one hour? Or teach people how to write their name in your
language? This table will feature different languages on the hour.
•Face Painting: Are you an artist? We are looking for someone to paint faces with culturally-specific
Parameters: We will host a volunteer orientation one week before the event on Thursday, August 6th from
6pm-7pm in order to match volunteer’s interests with positions. All volunteers must be at least 18 years of
age and come prepared to work in the range of Portland weather.
Snacks and drinks will be provided!
Contact: Name, Phone, Email
APPENDIX Q: Volunteer Orientation Agenda
Thursday, August 6th at Overlook Park from 6:00pm-7:00pm
6:00 Welcome & Thank you & Overview of Organization
Mission & Vision of Organization
Name & Highlight of summer so far
6:15 Purpose & Background of Intercultural Gathering
6:20 Introduction of Volunteer Coordinator
What the day will look like
•Interactive activities, expecting between 250-300 people
•Over by 6pm
•Breaks check-in info booth
•Info sheets/map/first aid
•Wear bright T-shirts (color?) and name tags
6:30 Volunteer Possibilities
Brief description of each job
6:40 Q &A
6:50 Sign-up Sheet
APPENDIX R: Volunteer Contract
Full Name ______________________________________________________________
Phone Number __________________________________________________________
E-mail Address ___________________________________________________________
Emergency Contact Name and Number _______________________________________
What shift would you like to volunteer for? (position and time) _____________________
Please initial all that apply:
I am able to stand for long periods of time. ___
I am able to lift 25+ pounds. ___
I have previous volunteer experience. ___
If you have previous volunteer experience, where did you volunteer and what was your position? ___________
Is there any information you think we should know while scheduling you for your shift (you have experience
working with youth, you’re bilingual, you enjoy art or sports, health concerns or special needs)?____________
Terms & Conditions
By filling out this contract, I understand that I have made a commitment to volunteer at the Intercultural
Community Gathering hosted by Community Outreach of Our United Villages on August 15, 2009. Barring a
personal or family emergency, I will show up for and complete my shift(s) under the guidance of Community
Release of Liability Waiver: I hereby agree, for myself, my heirs, assigns, executors, and administrators, to
release and hold harmless Our United Villages, and all its officers, directors, employees, agents, and
volunteers from all claims, demands and actions for injuries sustained to my person and /or property as a
result of my volunteer involvement whether or not resulting from negligence. Arbitration will be used to
resolve any conflicts, and costs will be evenly split between involved parties. I hereby state that my
involvement with Our United Villages is voluntary; that I am participating at my own risk and that I have read
and agree to the foregoing terms and conditions of this release.
APPENDIX S: Donation Request Letter
I’m writing on behalf of Our United Villages, a local non-profit community building organization. Our United
Villages inspires people to value and discover existing resources to strengthen the social and environmental
vitality of communities. Community Outreach envisions neighborhoods that recognize and build on the
strengths, talents, and resources of each individual to create a healthier, more vibrant community. You may
be more familiar with our project, The ReBuilding Center.
This August, Community Outreach of Our United Villages is hosting an Intercultural Community Gathering.
This is will be an opportunity for people to celebrate and learn about the richness of cultural diversity through
out Portland. Features of the day will include interactive, culturally-specific villages, music from around the
world, community lunch, and opportunities for sharing one’s own culture in small groups.
This free event will be open to anyone in the Portland Metro area. We are providing park usage, dialogue
facilitation and food to participants. At the Intercultural Community Gathering, people will have the
opportunity to play a raffle game, “Intercultural Community Bingo.” In order to enter in the raffle, folks must
complete one row of the Bingo game by participating in activities such as “Learn to say hello in three
languages” or “Try a cuisine that you have never tried before”. Attendees will have a few weeks after the
event to complete the game.
Our hope is that the raffle prizes will provide an opportunity to learn about and participate in
culturally-specific activities in our community. Given our limited budget, we are reaching out to local
restaurants that might be able to donate a gift certificate for this event. We thought of ___________ as a
great place to experience ___________ food and culture. Any donation amount would be greatly appreciated.
We are very hopeful that you would be willing to work with us and see the value in this event. You are also
invited to join us for this vibrant event on August 15, 2009 at Overlook Park from 11:00am-5:00pm. For more
information, visit: www.ourunitedvillages.org. Please do not hesitate to contact us with any questions.
APPENDIX T: Intercultural Community Bingo
APPENDIX U: Next Step Card Samples
NEXT STEP: Ways to Reconnect
NEXT STEP: Ways to Reconnect
History of Mandalas and Mandala Creation
Oregon Northwest Black Pioneers &
Oregon African American Museum
Community members can contact us with information about
family stories, history, artifacts, or pictures that document
African American history in Oregon.
Oregon NW Black Pioneers:
www.digimandala.com or call
information please visit
Enterbeing in NE Portland. For more
second Thursday of every month at
Workshops. Sessions are offered the
and spirit with Mandala Creation
Mandala to help heal the body, mind,
meditation and create your own
Learn more about the power of
neers.org, or 4742 Liberty Rd. # 267
Salem, OR 97302 African American
Museum: email@example.com or
NEXT STEP: Ways to Reconnect
Scandinavian Heritage Foundation
“Scandinavian Village: Psalmodikon, Dalmaling Painting, Dancing,
Storytelling, Danish Language Lessons & Finnish Violin”
Enjoy the sights, sounds, tastes &
traditions of a Scandinavian Christmas
boxes full of hands-on treasures from musicial instruments,
Come to the Global and Multicultural Resource Centers’
lending library and learn about the world through our culture
at Scan Fair, 1st weekend in December.
NEXT STEP: Ways to Reconnect
See www.scanheritage.org for
World Affairs Council of Oregon’s Global and
Multicultural Resource Center
Education) for more information.
worldoregon.org (click on K-12
firstname.lastname@example.org or visit www.
organization. Contact Karen Ettinger at
school, place of worship or with your
resources to create global events in your
cooking utensils. Let us help you use our
toys & games to traditional dress and
NEXT STEP: Ways to Reconnect
Ikebana International Portland Chapter #47
“The Art of Japanese Flower Arranging: Hands-on Demo”
The chapter holds monthly meetings
and in October, an annual exhibit - the
Chrysanthemum Show, at the Japanese
Gardens. Member schools of Ikebana
hold exhibits and regular classes in
Portland & the surrounding area. For
information, contact the President,
Phyllis Danielson at 360-576-7962 or
APPENDIX V: Information Sheets
EVERYTHING YOU MAY WANT TO KNOW
•Thank you! We appreciate you taking time from your day to be here to share your culture with the
•Restrooms (Portable Toilets) are located at the west end of the park, near the covered picnic area.
They are ADA accessible.
•If you see somebody in need of medical attention, call 9-1-1 if necessary. The First Aid Station is
located at the INFORMATION BOOTH and staffed with a trained medic and supplies.
•Garbage and recycling containers are located through out the park, near the lunch area,
INFORMATION BOOTH, and restrooms. Please encourage people to deposit items in the appropriate
•INFORMATION BOOTH is located at the South entrance to the event, near the parking lot. Direct
guests here for questions, maps, lunch tickets, lost and found items or lost children. The
INFORMATION BOOTH is staffed all day and also has a walkie-talkie to reach the event coordinator.
•Contact the event coordinator at (phone #) or at the INFORMATION BOOTH via a walkie-talkie if you
need extra supplies, help with set-up or take down, have questions, or are experiencing any technical
•Smoking is ONLY allowed in the Designated Smoking Area located south of the covered picnic area
near the dog park. Alcohol and drugs are prohibited at the event. Contact the event coordinator if
there is a problem.
•“Next Step” Cards: Please hand these out to people when they visit your station. You may take any
extra cards with you. These are all that are printed. If you run out, let people know the information will
be available on our website. www.ourunitedvillages.org or you may hand out a business card if you
•Return all supplies to the INFORMATION BOOTH when you are done. We will be breaking down tents
and tables at 5pm.
APPENDIX W: Supply List
•Cultural Sharing Agenda
•Banners for booths/signage
•Next Step Cards
•Lost and Found box
•First Aid Kit
•Recipe Table supplies
APPENDIX X: Lessons We Learned
•While conducting outreach to Villages, we found that many groups were unable to participate for
various reasons. Some groups had conflicting activities scheduled and other groups did not have the
staff/volunteer capacity to participate at that time. There were many groups that we did not receive
any response. In addition, the contact information for many groups was incorrect (e.g.
disconnected phone numbers, incorrect contact person, returned mail).
•When conducting outreach to Villages, we did not meet every person face-to-face. Although we
asked Villages to offer an interactive activity from their own culture, there were a few situations when
a person of one ethnic background was offering an activity from a culture different than their own.
•We took into consideration which activities were best in quiet settings. However, the space between
the loud and quiet activities was not sufficient. During the Japanese Tea Ceremony and the Cultural
Sharing Conversations, folks had difficulty hearing one another. We learned that it would be best to
have the quieter activities further outside of the circle.
•We learned that there were many events happening throughout Portland on the same day of the
Intercultural Community Gathering. When we selected the date and applied for park permits, many
of these events were not posted to community calendars yet. These events had an impact on the
turnout. There were many more individuals and groups who would like to have participated if it wasn’t
for another event they were committed to.
•We learned that people were appreciative and thrilled about the concept of “intercultural community
gathering”. Many people expressed a desire to have this type of gathering every year in Portland. One
person stated “I wish we could share like this everyday as a community”.
APPENDIX Y: Thank You Card
Photos taken by Community Outreach Staff of Our United Villages
APPENDIX Z: Intercultural Feedback Form
Intercultural Community Gathering
Thank you for sharing your gifts and talents with community at the Intercultural Community Gathering in
Overlook Park. We consider ourselves to be a learning organization and welcome constructive feedback from
participants. Your experiences can provide meaningful direction for future Community Outreach activities.
Please take a little time to respond to the following questions:
1. In what ways was the Intercultural Community Gathering meaningful for you?
2. Please share any feedback you have regarding logistics (e.g.1 communication, set-up, coordinator of
3. How could this event have been a better experience for you?
4. Do you have any additional ideas for topics of community events or conversations that Community
Outreach could host?
Please forward this feedback form on to anyone else who assisted with your village. We appreciate your input.