Welcome to The Power of US!

Wow. Almost 100 Generation USA staff are gathered here in Miami (and more joining us virtually) from across the country. We’ve managed to physically get here (a feat in itself!) and find the time to spend four days in this beautiful setting to recharge, regroup, and get excited for 2022. And, let’s just acknowledge, that’s a pretty incredible accomplishment after the last 18 months!

Since we last met in person, there has been incredible upheaval and unrest. It’s an understatement to say a global pandemic has uprooted the lives of people all over the world. Our country is in a moment of reckoning with race, immigration, the meaning of work, and so much more. And internally, to say our organization has ungone a massive transformation is a massive understatement.

Nonetheless, through The Power of US, we’ve arrived at this moment. Although we have a long way to go, I’ve gathered just a little of what we’ve accomplished this year. It’s monumentally impressive. On the day we printed this letter, there were more than 24,000 registrants in our system. This year, we launched 20 cities (currently in 16), we served more than 1800 students, graduated more than 1000 people, held 58 graduations, and have 20 cohorts in progress — all while maintaining a 76% graduation rate.

We grew our organization from a ~50 person operation to more than 100 — a more than 70% growth! Our organizational health survey results came back with 80% of our team feeling positive about their work, despite a vastly fluctuating job market and tumultuous year.

We changed course quickly (to say the least) and developed and launched strategies for cohort and curricular designs and secured partnerships with 13 community colleges and secured partnerships with five major employers, for a total of 3400 openings.

Our incredible development team all deserves our deepest gratitude! Thanks to their hard work, they achieved a 65% revenue growth year-over-year, securing one major gift of at least $1 million from Ascendium. In addition, this team has already secured $17.6 million in funding for next year.

The goals of the week are simple. Take time to connect with each other. In a fast, remote, quickly changing organization, connection is easily lost. Talk to each other and find out what you have in common, where you might collaborate, and even where you might agree to disagree. These conversations and connections you form over the course of our time together will only help us as we embark on Generation’s ambitious plan to serve 500,000 students by 2030.

I want to thank each of you for your commitment to participating in the sessions and being open and present this week. I believe we all are here to serve and know you all embody our organization’s mission and consistently demonstrate our core values, every day. Over the course of this week, if there is anything we can do to make your experience better, don’t hesitate to ask.

Again, bienvenidos a Miami!
Sean

Here you will find up-to-date information about your travel and the schedule during our time in Miami.

By the end of our time together we hope that Generation USA team members will:

  • Feel more connected with the mission and work
  • Build and strengthen working relationships with each other
  • Feel in community with each other while doing this work

Daily Schedule

💻 Click here for the Virtual Attendees Link

Day 1: Monday, November 8

Powered By: Foundations

Topics: Who are we, our history, and what are we standing on as we move into our future

TimeframeActivityFacilitator/ ModeratorOffered VirtuallyNotes
10:30 - 1:00 PMOffsite Check-in & RegistrationCOVID protocol observed: signs, social distancing, temperature checks at registration
12:00 PMBuffet Lunch
1:00 - 1:30 PMCommunity Gathering TimeVirtual SessionStaff to settle in and connect with each other
1:30 - 2:00 PMWelcome & Retreat Kick OffCommitteeLivestream
2:00 - 2:15 PMSafety & CareCandice C &
Sokeng C
Livestream
2:20 - 2:35 PMVoices from the GenUSA Board TeamBoard MembersBroadcast
2:35 - 3:00 PMWellness Break & Transition TimeBreakCheck into the hotel, if rooms are available
3:00 - 4:00 PMState of Generation USASean SegalLivestreamTopic: 1) Where we are as an organization, sector, nation
2) Why our work matters
4:00 - 4:15 PMWellness BreakBreak
4:15 - 5:00 PMTeam TimeVirtual SessionFor Virtual Audience: 1 In-Person team member will use zoom laptop to connect with any remote team members for session
6:30 - 8:30 PMDinner at Hotel

Day 2: Tuesday, November 9

Powered By: A Stronger You and Because of You

Topics: Giving Tuesday and Professional Development Day, led by staff and guest speaker

TimeframeActivityFacilitator/ ModeratorOffered VirtuallyNotes
7:00 - 8:00 AMWellness Activity (Optional)Culture Club
8:00 - 9:00 AMBreakfast
9:15 - 9:30 AMDaily Welcome & OverviewLivestream
9:30 - 10:00 AMGiving TuesdayRachel S &
Dev Team
Livestream
10:00 - 10:15 AMTransition to Block 1 Workshops
10:15 - 11:30 AMBlock 1 Professional Development Workshops (Select One)Livestream of "Learner Methodology 101"1) Learner Methodology 101 with Joe Baker
2) Risk Management: A Team Effort with Cody Wilson
3) Salesforce: Connecting Teams and serving as Organizational Source of Truth with Kelly Scott
10:15 - 11:30 AMFree Work Time
11:30 - 11:35 AMTransition Time Back to Whole GroupBreak
11:35 - 11:45 AMShare Our Learnings & TakeawaysVirtual Session
11:45 - 12:00 PMWellness Activity (Optional)Renae DMMeditation & Breathwork
12:00 - 1:00 PMLunch
1:00 - 2:30 PMBlock 2 Professional Development WorkshopRomania, External FacilitatorLivestream
2:30 - 2:45 PMWellness BreakBeverage station, snacks
2:45 - 4:15 PMBlock 3 Professional Development Workshop for ManagersRomania, Guest SpeakerLivestream (for managers only)Topic: Prepares managers to distinguish between their roles as managers and roles as coaches. Hone in on what qualities make up a powerful coach-like conversation and practice co-creating safe and brave spaces that set the stage for transformation, even within the context of one conversation.
2:45 - 4:15 PMBlock 3 Professional Development Workshop for Individual Contributions
4:15 - 4:25 PMTransition Time
4:25 - 5:00 PMDay 2 Closing for Whole GroupVirtual Session, separate
6:00 PMDinner on Your Own

Day 3: Wednesday, November 10

Powered By: The Collective "WE" and Our Collaboration

TimeframeActivityFacilitator/ ModeratorOffered VirtuallyNotes
7:00 - 8:00 AMWellness Activity (Optional)Culture Club
8:00 - 9:00 AMBreakfast
9:30 - 10:00 AMDaily Welcome & OverviewVirtual Session
10:00 - 10:45 AMPeople Share Out - Part 1Candice CLivestreamTopic: Organization Health Survey
10:45 - 11:00 AMWellness BreakBeverage station, snacks
11:00 - 12:00 PMPeople ActivityPeople TeamVirtual SessionTopic: An activity to work together and collaborate building the best Generation USA
12:00 - 1:00 PMLunch
1:00 - 2:00 PMEDI SessionErin B.M., VirtualVirtual Session, BroadcastTopic: Making Space for Emotional Intelligence in the workplace
2:00 - 2:30 PMTBC
2:30 - 2:45 PMClose Out & Early Release
3:00 - 5:00 PMWellness Activities (Select One)Virtual Session
6:00 PMYacht Dinner Cruise

Day 4: Thursday, November 11

Powered By: Acknowledgement, Celebration and "US"

TimeframeActivityFacilitator/ ModeratorOffered VirtuallyNotes
7:00 - 8:00 AMWellness Activity (Optional))Culture Club
9:00 - 10:00 AMCheck Outs
9:00 - 10:00 AMBrunch Buffet
10:00 - 10:30 AMDaily Welcome & IcebreakerVirtual Session
10:30 - 10:40 AMStaff Video TributeSokeng C and
Jordan C
Separate
10:45 - 11:45 AMAwards CeremonyCulture Task ForceLivestream
11:45 - 12:00 PMWellness BreakBreak
12:00 - 12:20 PMClosing RemarksSean SegalLivestream
12:30 - 1:00 PMMemorable MomentVirtual SessionTopic: A GenUSA Ritual

Session Type Descriptions

Session Type

Description

Livestream

In-person programming is being streamed to virtual audience in real time

Broadcast

Session presenter is attending virtually and being shown to in-person audience in real time

Virtual Session

Program for virtual attendees are being conducted separately from in person programming

Expectations and Pre-work

Generation USA has heavily invested in creating a space for staff to come together with one another. We believe this in-person time will help further our internal staff engagement, while serving as a space for staff to become stronger and energized through:

  • Building connections
  • Collaboration
  • Functional team’s convening/planning
  • FUN

By opting into this experience, you have also assumed responsibility to meet the expectations set forth.

Managers:

As indicated in the offsite schedule, there are two sessions that will require special attention from managers.

Day 1: Team Time 4:15p- 5p. We will have conversation starters from the Building Blocks deck. Managers can choose to use the deck or opt to use the time as they see fit.

NOTE: If you have members of your team attending virtually, you will be responsible for having a laptop in your group and creating your own zoom link to invite them in.

Day 2: Managers will take part in a manager only session that prepares managers to distinguish between their roles as managers and roles as coaches. Hone in on what qualities make up a powerful coach-like conversation and practice co-creating safe and brave spaces that set the stage for transformation, even within the context of one conversation.

Please refer to Offsite Attendance/Team Breakout Guide to see your team specifics.

Source: The Power of US Prework

  • Risk Management: Prework
  • Learner Methodology 101: need laptop
  • Salesforce: need laptop

Source: The Power of US Prework

  • Emotional Intelligence for As a form of healing- preread 
  • What People Still Get Wrong About Emotional Intelligence- preread
  • DEI + EI…- preread

Source: The Power of US Prework

Staff members are expected to fully participate in all event sessions. We have dedicated resources to  enrich the overall experience and enhance relationships and team-building which is inclusive of teams  across teams, departments and cities.

Covid Protocols: Keeping You Safe

All in-person must be fully vaccinated. In addition to being vaccinated, you must also obtain and provide a PCR test 72hrs ahead of travel.

Please submit your vaccination cards to [email protected] by October 22, 2021.

  • If you have not received your second vaccine shot by that date, you will not be permitted to attend in person. This is based on CDC guidelines stating that it takes at least 14 days for the body to become fully immune after a vaccination is received. For further information, please review the CDC overview of the vaccination here and here
  • If you plan to arrive on Sunday, November 7, 2021 you should take the test no earlier than Thursday, November 4, 2021.
  • If you plan to arrive on Monday, November 8, 2021, you should take the test no earlier than Friday, November 5, 2021.

Please check your local testing sites regarding test return timelines, etc. and adjust your dates accordingly. Rapid tests are typically more accurate in those that have noticeable covid symptoms, and therefore sometimes come back as inconclusive for people not experiencing any symptoms. 

The organization’s insurance provider, CIGNA allows individuals to get tested for free with proof of insurance. You can also obtain a home test via Labcorp through Cigna insurance for free. In some cities and states, you can obtain free home testing kits from the health department. Please contact your local health department for more information. Amazon also has home kits available between $35-$100. If you have an FSA the kits are eligible to be purchased with that card. 

Once you receive your test results, please email them to [email protected] by the listed deadline according to your travel date. 

Masks are required in public areas of the hotel.

While we are not mandating masks in the ballroom where the retreat is being held, we are highly encouraging you to wear them when able. The room will be set up for optimum safety with tables and chairs socially distant and six feet apart. The room will also be sanitized before and after each day. 

In the event that someone becomes ill, or an outbreak has occurred, we will take measures to ensure everyone is as safe as possible. 

  • We will help identify nearby testing facilities for anyone who feels ill and wants to be tested. 
  • Temperature checks will be conducted daily.
  • Masks, hand sanitizer and other items will be provided to everyone in attendance. 

Travel Logistics

Please direct all questions related to travel logistics to [email protected].

Location:

Miami Marriott Biscayne Bay
1633 North Bayshore Drive
Miami, Florida 33132

Google Maps

The conference will take place at Miami Marriott Biscayne Bay, located on North Bayshore Drive just north of the Venetian Causeway Bridge and just east of the Little Havana neighborhood.

The hotel is 6.3 miles from Miami International Airport and 24.9 miles from the Fort Lauderdale Hollywood International Airport.

Amenities:

  • Wi-Fi in shared spaces and guest rooms
  • Outdoor pool and pool patio
  • 24-hour fitness center (Cardiovascular equipment and free weights)
  • Work desks in guest rooms
  • Beautiful views of the city and/or bay from guest rooms
  • Catch Grill + Bar
  • Espressamente Illy Cafe

What Reimbursable Travel Expenses to Expect:

  • Ground transportation from your home to airport
    • Car Service
    • Parking at home airport (economy lots)
  • Ground Transportation from MIA airport to hotel
    • Ride Share/Car Service
    • Monday travelers Shuttle Service
  • Travel Day Meal Per Diem
    • Sunday, November 7 :  $41.25 for travelers
    • Monday, November 8 :  $15.00 for travelers’ breakfast
  • Monday, November 8 : $0.00 since lunch & dinner are provided
  • Tuesday, November 9 : $35.00 for dinner
  • Ground Transportation to and from Tuesday night dinner
  • Travel Day Meal Per Diem
    • Thursday, November 11 : $41.25 for travelers
    • Friday, November 12 : $41.25 for travelers

Our whole group sessions will take place in Salons A-E (Ballroom) located on the 3rd floor of the hotel.  We also have several break-out rooms on the same floor. 

The Generation Registration table will be located in the foyer outside the Salons beginning Monday  morning. Please visit the Generation Registration upon arrival starting on Monday morning. 

Check-in begins at 3pm each day. We have been told by the hotel that they will not be able to provide early check-ins. There are a few staff who are arriving very early on Monday morning (i.e. 6a-8a). We are trying to request early check-in’s for these folks first – but they are not guaranteed. 

Staff will check-in to the hotel at the front desk located in the lobby.

  • Please provide them with your  name and inform them you are with the Generation USA room block.
  • ALL room charges will be billed to  Generation USA’s master bill for your business nights. This means IF you are NOT extending your stay,  you will NOT need to provide a personal credit card for personal incidentals upon check-in. BUT, you will NOT be allowed to bill personal incidentals to the room!
  • Do NOT drink the expensive bottled  water in the room, do NOT bill food, room service, restaurant or gift/snack shop expenses to your room. We did this because personal credit and debit cards would have $50 per day holds placed on the card.  

NOTE: All staff who have extended their hotel stay personally and are paying for extra days, you WILL  need to submit a personal credit card (and yes, the per day holds above will be applied). We also want  to note that your personal days will have a separate reservation(s) than your Generation paid  reservation. Unfortunately, the separate reservation will require you to check in at the front desk for  the other reservation. Please reach out to Angela Martin if you have any questions about your multiple  reservations.  

Standard hotel rooms booked for our event come with a king-size bed. Angela Martin has already  reached out to all staff who indicated they are bringing guests but please reach out to Angela if you  have any special hotel needs and/or if you require a room with more than one bed.  

 

Please remember to check-out on Thursday, November 11, 2021 before attending sessions that day. There will not be  time for you to leave a session to check-out before we conclude. 

Staff members who are coming in early (not related to available flights) and/or extending your stay at  the hotel beyond event nights (unless already approved by manager/Admin & Ops) will need to pay  for those nights personally. Angela Jackson has already connected with all staff who have  communicated that they are planning to extend their stay. She has already submitted hotel lodging  room roster. Any new requests to extend after October 20, 2021 that day, you will be charged $289  per night.

Staff may check baggage at the front desk at no additional charge or bring it with you to the  opening/closing sessions and we will store it in the corner of the room or in a break-out room. 

Travel Logistics: Air Travel

If you need to change or cancel your flight for any reason, please first email [email protected] to let us know you will be changing/canceling your flight and reasoning for the adjustment.

Depending on the airline, some staff may be able to change or cancel their flights after booking via their flight itinerary in SAP Concur.

If the option to change your flight is not available on SAP Concur, please contact our travel partners at American Express Travel: 1-669-272-1301.

In the case of a missed flight, staff may be personally responsible for additional costs incurred. 

In the case of a missed, delayed or airline cancelled flight, staff may utilize the following support lines via our travel partner American Express Travel.

Traveler Support  

  • Reservation Help: Traveler Care 
  • Phone: 1-669-272-1301 | 24/7 
  • Email: [email protected]
  • Prompt 1 for Navigation Desk, Prompt 2 for Travel Counselor
  • It will help if you have your Concur Agency Record Locator #

On your day of travel, please feel to reach out to Cody Wilson at 317-941-6776 if you experience significant delays and/or issues with your travel.

  • Arrive at the airport at least two hours prior to boarding to avoid missing your flight.
  • Review TSA’s What Can I Bring? to learn what can be brought in your carry-on luggage, in your  checked luggage, and what should not be brought. 
  • Follow all health and safety guidelines operated by your chosen airline, and follow all directions  given by flight and airport personnel.
  • Bring a mask to wear in the airport and on the flight, as required by TSA and CDC guidelines.
  • Print a copy of your boarding passes at check-in, even if using a phone application to access  flight information (in case your phone experiences technical issues).

Travel Logistics: Ground Transportation

Staff should plan to use the lowest logical fare option in the spirit of sound financial stewardship to travel to your departing airport either a car service or driving and parking in an economy lot.

Staff arriving before Monday, November 8, 2021 should plan to use the lowest logical fare option to get to the hotel in the spirit of sound financial stewardship.

For all staff arriving on Monday, November 8, 2021 plan to pre-book a shuttle from the airport to the hotel through Miami Shuttle Van.

See information below: 

Miami Shuttle Van : website

Estimate cost between MIA and Hotel: $15-$20 one-way

If you have taken the travel advance or you would like to opt out of that, we need you to reach out to  [email protected] by Friday October 29, 2021 to let us know that you would like to arrange for your own on  the ground transportation using the lowest logistical fare option.

Staff may also choose to utilize ride sharing services alongside other staff if the cost is comparable or  even less expensive.

  • Estimated car service rides are $30.00-$35.00 each way.
  • To plan ahead of time, staff may  use the Arrival Times document (linked here) to coordinate with other staff members and share rides between the airport and hotel. 

These expenses can be submitted for reimbursement via SAP Concur.

For staff departing Miami on Thursday, November 11, 2021 Generation USA will pre-book shuttles from the hotel  to the airport (see Super Shuttle information above). We ask that all staff flying out on the 11th plan to  use this service in the spirit of fiscal stewardship.

If you have taken the travel advance or you would  like to opt out of that, we need you to reach out to [email protected] by Friday October 29, 2021 to let us  know that you would like to arrange for your own on the ground transportation using the lowest  logistical fare option

Generation USA will reimburse staff traveling to the event by car from nearby locations rather than air. 

However, we encourage staff to carpool if coming from the same city if possible because we are finding that round-trip mileage to/from cities such as Jacksonville, FL is almost double the cost of what a RT airline ticket would have cost.  

Mileage will be reimbursed at $0.56 per mile. Mileage reimbursement also covers the cost of gas.

Staff who use their personal vehicle for ground transportation to and from home airport should plan on  parking in the most economical lot possible.  

The hotel offers self-parking and valet parking for $15.99 per day for staff who are staying at the hotel (day guests are charged a higher rate). Generation USA will arrange for parking passes for local Florida  and Miami staff who are driving. We plan to provide local Miami staff a parking pass associated with an  overnight room of a colleague who is staying overnight in order to take advantage of the cheaper rate.  

Staff will not need to secure rental car services for this retreat. Staff who believe they may have an  exception (e.g. accommodation for disability, etc…) may contact [email protected].

Travel Logistics: Guests

Any staff planning to join Generation staff at the offsite were asked to register partners, families, caregivers and/or guests join who are joining you. 

To ensure the health and safety of all in attendance, as well as to meet the required proof of vaccination for all who wish to work in a Generation USA office, enter a Generation USA  classroom, or attend offsite, all offsite sessions, meals, and activity offerings will be limited exclusively to staff and board members who provide proof of vaccination. This does not mean that your guest cannot travel with you, it just means they cannot attend our planned events. 

Standard hotel rooms booked for our event come with a king-size bed. If you are bringing a guest(s) and would like to request a double queen size bed and you have not already connected with Angela Martin immediately. 

Food and Beverages

Monday, November 8 : Lunch and Dinner 

Tuesday, November 9 : Breakfast, Lunch, and Snack 

Wednesday, November 10 : Breakfast, Snack, Lunch, and Dinner 

Thursday, November 11 : Brunch

Generation will provide staff with a small bag of snacks on Monday during event registration. There will  be candy on the tables and we will offer a hotel provided snack/refreshments once a day during a break  time.

Please reach out to [email protected] if you did NOT indicate your dietary restrictions when  you completed the Offsite Registration form.  

What Reimbursable Meal Expenses to Expect: 

  • Travel Day Meal Per Diem
    • Sunday, November 7 :  $41.25 for travelers
    • Monday, November 8 :  $15.00 for travelers’ breakfast
  • Tuesday, November 9 : $35.00 for dinner 
  • Travel Day Meal Per Diem
    • Thursday, November 11 : $41.25 for travelers
    • Friday, November 12 : $41.25 for travelers

All meal per diems are inclusive of tips. No need to save receipts for meals.

Travelers who have been approved to arrive on Sunday, November 7 for business purposes will be reimbursed in the  amount of $41.25 meal per diem for travel day per Generation travel policy. 

Travelers arriving on Monday, November 8 will be reimbursed in the amount of $15.00 meal per diem for Breakfast.  Lunch and Dinner will be provided for the whole group. 

Tuesday night dinner will be on your own. All staff will be reimbursed in the amount of $35.00 for Dinner on your own. 

All meals will be provided to the whole group on Wednesday. 

All travelers will be reimbursed in the amount of $41.25 for meals on your return travel day.

Note : Monday Night Dinner will have a Cash Bar (optional and not reimbursable). 

Reminder : Do NOT charge extra meals from hotel restaurant, room service, snack/gift shop to your room. 

What to Bring

Be sure to check the local weather before you pack. Expected temps: 80’s in the daytime and can drop to the high 60’s-low 70’s in the evening.

 

Dress is business casual.

Out of Office Reminder

Don’t forget to set an away message on any office voicemails and outlook!

Example:
Hello,

Thank you for your email. I will be out of the office from Monday 11/11 through Friday 11/15 attending our annual Generation Offsite Retreat. I will return Monday 11/18 and look forward to responding to your email then.

If this is urgent, please contact [NAME] at [EMAIL] or [PHONE].

Best,

Technology

All Marriott Bonvoy members get access to free wi-fi in their hotel room. We encourage all staff to sign up for a free Bonvoy membership (www.marriott.com/loyalty/member-benefits) in advance of arriving to the hotel in order to access free wi-fi in your room. Generation will not be reimbursing for hotel room wi-fi expenses. 

Staff will have access to free wi-fi in our meeting rooms Monday-Thursday. That information will be provided each day.  

All of our main sessions will take place in Salons A-E (Ballroom). There will be two large screens  at the front of the room, our presenters will have microphones and we will be utilizing house  sound. We are contracting with the hotel AV department to run a camera and to livestream  many of our whole group in-person sessions via Zoom to our virtual attendees. Any staff who  need visual and hearing accommodations for our large room please reach out to [email protected]. 

We do not expect you will need business devices in ALL whole group in-person sessions, BUT you will  need it for a couple. There may also be a few break-out sessions with your team where you may need  your laptop. Unfortunately, there is no access to electricity at every table in the event space. Please be  sure you charge your devices each night. We will try to provide several power strips for emergencies  throughout the day.