Meeting Notes 05.28.08 (by Stefanie Harold)

YWCA Event Planning Committee Meeting
Wednesday, 05.28.08

Ann will make packets of information for the vendors that include:
• Thank you letter for participating
• Event Schedule that lists when they can arrive to set up and how much time they have to take down
• Information about parking
• Flyers and post cards to distribute
Ann will mail these out to the vendors unless you would like to personally deliver it. Please let her know and you can pick up the packet on Tuesday at our meeting.

The next meeting is scheduled for this coming Tuesday, June 3rd from 11:30-12:30 at Braeda.

We are struggling a bit to get wholesalers on board (as of yesterday, not including Jill’s update) so Ann will contact Johnson Brothers-Finicchiaro and Stefanie will contact Sterling Distributing.
Once a wholesaler is confirmed we will let each other know immediately so we don’t double book.

We will start contacting other corporations for sponsorships if the wholesalers don’t come through soon. Jill will contact BMW, Stefanie will contact Sid Dillon. We will be asking for a sponsorship of up to $2k to cover liquor.

We decided that plastic drink ware will be our best option as there will not be enough room to store used glassware once guests are finished with their drinks and move on to the next. Ann will look for plastic drink ware that is classy looking and inexpensive.

Stefanie will call recycling agencies to see if they will be able to do a one-time pickup for the plastic ware that is thrown away.

Guests will have the opportunity to drop their business cards in a large martini glass to register for giveaways. We will pull cards throughout the event and entrants must be present to win. Ann will purchase the large martini glass.

Extra flyers will be available at our next meeting. We each can take some to distribute throughout the community and in our offices.

A matrix of vendors and sponsors was passed around and each member completed their information. Stefanie will bring it to the next meeting to be updated again.