Meeting Support, Events, and Conference Management

YRI contracts with OCFS to provide event and meeting support and conference management. YRI employs individuals experienced in managing large, complex events, including statewide conferences, and sequenced events such as focus groups.  

During the COVID-19 emergency, YRI developed and implemented processes to support remote access to statewide conference events. Pivoting to all remote-events required YRI staff to become experts in virtual meeting facilitation through the WebEx Platform. Staff utilized all three WebEx platforms Meetings, Trainings and Events, to host conferences of up to 500 attendees across NYS. In addition to hosting these events, staff also organized timelines for event execution, managed logistics with key OCFS staff, supported WebEx orientation and practice sessions for presenters, hosted simulations and managed all aspects of attendee registration including announcements, confirmations and follow-up evaluation activities.  

Following is an overview of the types of events offered throughout the year.

Professional Development Events

Directors of Services Leadership Training Forum 

Purpose: Provide LDSS Directors of Services with the opportunity to learn from nationally recognized expert speakers, to be introduced to new tools and techniques that they can begin using immediately, and to build a resource network. They will be able to enhance their leadership styles and practices; increase their ability to approach problems creatively, methodically, resourcefully, and flexibly; learn from each other, as well as refine and articulate goals for their individual districts; enhance their understanding of alternative work structure and work redesign; enhance their expertise and knowledge of human services programs, funding sources, and laws that have an impact on local government agencies; learn to build alliances with other agencies; and share and discuss new trends in child welfare best practice. 

Activity Type: Forum 

Description: Provide LDSS Directors of Services the knowledge and skills necessary to apply generic and program specific management and leadership principles and skills to Child Welfare (Child Protective Services, Preventive Services, Foster Care, and Adoption Services).

This activity consists of a two-day meeting of Directors of Services from LDSS, facilitated by OCFS. There will be approximately 75 participants. 

Possible topics may include, but not be limited to, measuring outcomes, implementation of program improvement initiatives, adaptive leadership skills for changing environments, effective staff recruitment and retention practices, evidence-based practices, and promising practices in child welfare. 

Home Finding Summit  

Purpose: Provides home finders and their supervisors with additional knowledge, materials, tools, insight, training topics, skills practice, and networking opportunities that will enhance their effectiveness as Home finders in the local preparation, selection, and the development of prospective foster/adoptive parents. 

Activity Type: Seminar

Description: Participants will be introduced to tools, guidance, requirements, and clarification of roles and responsibilities through presentations, workshops, and guest speakers. 

Voluntary Agency Summit 

Purpose: Bring together OCFS voluntary authorized agency and contracted services provider child welfare agency leadership as well as invited LDSS leadership to discuss the challenges and successes of programs. This event serves as an opportunity for OCFS to convey upcoming changes to practice/policy or new initiatives in a range of topics and to highlight best practice. 

Activity Type: Conference 

Description:  In New York State, OCFS voluntary authorized agencies (VAs) provide care in a range of residential settings for children and youth between the ages of 5 and 21 as well as agencies which provide preventive services. The youth in residential care often have long histories within the continuum of child welfare services, as well as exposure to behavioral health or juvenile justice systems. We are cognizant that the VAs are currently supporting a range of youth with complex emotional and behavioral needs, many of whom challenge our current programs and range of services. OCFS recognizes the important contribution the VAs make to the child welfare system, and is inviting voluntary authorized agency and contracted agency leadership to a forum to discuss the challenges and successes of programs. Possible topics may include, but are not limited to:  

  • Best practices to achieve safety, permanency, and well-being; 

  • Family first and Family engagement; 

  • Current challenges in workforce, including, staff recruitment and retention;  

  • Innovative organizational practice models;  

  • Use of data to drive practice improvement;  

  • Reducing lengths of stay and achieving placement stability;  

  • Partnering with local communities, state and local governmental agencies (i.e.: OMH, OPWDD, SED, OASAS, the Justice Center, the Courts);  

  • Successful transitions of youth: to a lower level of care, to permanency, for older youth from care to adulthood; 

  • Cultural and linguistic competence;  

  • Gender specific programing;  

  • Promoting positive youth development; 

  • Economic/concrete supports for families; 

  • Race equity and social justice; 

  • Family and youth engagement; and  

  • Other topics as requested by OCFS. 

Emerging Needs 

Purpose: Fulfill specific requests for services from OCFS BTD. Funds to support this activity cannot be drawn upon to support other activities; any deviation requires prior OCFS BTD approval.  

Activity Type: Seminars, Symposiums, Conferences, Forums 

Description:  OCFS anticipates that training/staff development needs may arise throughout the year and these efforts will be supported through this activity.   In close collaboration with OCFS BTD, YRI will provide training services in the form of seminars, symposiums, conferences, forums, or meetings, to staff from various program areas including, but not limited to, LDSS Child Welfare, OCFS voluntary authorized agencies and OCFS.  For this activity, 65% of the 60 estimated participants (=39) are expected to be external agency staff.   

YRI is responsible for all aspects of these events as directed by OCFS BTD.  All topics, speakers, consultants, venues, materials, etc. require prior approval of OCFS BTD.

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