Introductions-
New committee members introduced themselves. Brianna Aerts, Journal Star, PR Committee; Clover Frederick, Nonprofit Marketing Network, PR Committee; Megan Hatch, State Farm, Shoe Committee.
Logistics Committee-
Location Options-Chez Hay and Lincoln Country Club
The original date was set for February 6th but there are several other events going on that week, and the week after. Discussion was made regarding pushing the date back to later in February and calling the event “Art and Sole” instead of Heart and Sole. The decision was made to push the date back to either February 19th or 20th or 26th or 27th. (Thursday or Friday options). The decision was made to call the event Art and Sole to incorporate the art items that will be auctioned as well as the shoe items.
Ideas were passed around regarding having one of the YWCA’s dance groups perform to show that they support all art forms and for entertainment purposes.
Discussion was made regarding the pros and cons of both locations. Both locations are offering the space for free.
· Food prices at the Chez Hay are $10-$11 per person with a $50 cleaning fee, $4 wine and cocktails, $3.75 beer- holds 260 people max.
· Food prices at the Lincoln Country Club are $12 per person
The decision was made to go with the Lincoln Country Club because it will attract both older generations (for art auctions) and younger generations may want to go just to see the Country Club if they haven’t been before.
Chez Hay might not have enough space for both people, tables, and auction tables.
Discussion regarding the set up of the room- cocktail party with cocktail tables and round sit down tables as well.
Nichole and Liz will look into dates of other events at the end of February.
Side note- the Tribute event raised between $8,000-$10,000 thanks to purchasing tables and the corporate sponsorships we solicited!
Registration and PR Committees-
YWCA has new donor software and will do a direct mail campaign focused on “we want you” asking volunteers for time instead of money this holiday season. They will ask them to volunteer, sign up to be on their e-mail list, attend fundraising events like Art and Sole, etc.
Registration and PR committees will work together. The YWCA has a new website coming soon; online donations will be available as well as registration for events.
Discussion was made regarding ticket pricing. It was decided to have a $35 ticket price to attract the right crowd for an auction. We will pass out cards at the YPG event before Art and Sole that gives YPG members the $30 rate. They must present the card at the event in order to receive the discount.
Discussion was made regarding finding sponsors for champagne, wine, cigar rolling, scotch tasting, etc. to attract more male guests.
The PR committee suggested that nicer quality invitations be sent out for this event with an RSVP card, nicer envelope, etc. The committee agreed this was a good idea.
Discussion was made regarding having “hosts” for this event. Committee members should contact people who will commit to coming and bringing friends. Liz currently has four people who will be hosts. The ticket price for hosts will be $50- it shows their support for the YWCA and certain people will come just because they are there- both men and women can be hosts. Hosts will get their name listed on the invitation. Committee members can recruit people to be hosts and they need to commit by December 31st.
Invitations will be sent the last week in January.
The Journal Star has agreed to sponsor a couple of ads for the event. The PR will try to get ads out to the Lincoln Arts Center and distribute save-the-dates to art galleries.
Stefanie suggested using
Agenda Committee-
The agenda committee met last week to discuss the timeline of the event and brainstorm some raffle ticket ideas. Kelli and Stefanie suggested the following:
6:30 p.m.-7:00 p.m. Event registration
6:30 Auctions open
7:15 p.m. Welcome and Dance program or other entertainment
8:20 p.m. Level 1 auction items close
8:35 p.m. Level 2 auction items close
8:50 p.m. Level 3 auction items close
(or something along those lines, depending on different values of items)
9:00 p.m. Event closes, final payments, guests leave
For the raffle, the Agenda Committee suggested three different prizes. 1 ticket for $5 or 3 for $10. (May want to increase price depending on quality of prizes we get)
Prizes- Weekend Getaway in Kansas City including hotel stay, gas card, restaurant gift card, tickets to show or museum. Spa Weekend at the Lied Arbor Lodge in Nebraska City. Skybox tickets to a STARS hockey game.
Discussion was made regarding having 5-8 sorority girls from a local chapter volunteer at the event to sell raffle tickets and work behind the tables to encourage people to bid on the items. The committee agreed that this would be a fun idea and Sam will contact the Kappa Alpha Theta chapter.
Entertainment: Kelli contacted the Bathtub Dogs, a local acapella group. Their fee is $500 for ½ an hour, but they were willing to negotiate with a nonprofit.
Side note: Brianna has a contact at Lazlos/Fireworks and they are willing to donate "beer for a year". She is still working on the details with them.
The Agenda Committee will work on getting the donations for the raffle tickets and will finalize details of the timeline as more information comes along.
Shoe Committee-
Stefanie and Beckie met last night to discuss the details of shoe donations and other items. We have collected a list of local celebrities, retailers and fashion designers who might be interested in donating some items. We also discussed getting donations of pedicures, children’s shoes, shoe repair gift certificates, clothing, accessories, and other items to make the auction items themed packages. For instance, a pair of stilettos with a martini glass and the Sex and the City DVD.
The shoe committee passed around a list of retailers and each member signed up for the ones they were willing to contact. This list is available on google docs under Art and Sole Committee List, then Shoe/Basket Committee Tab for those who were not present to sign up. Each member should choose a minimum of one retailer. Stefanie and Beckie will handle contacting the celebrities/designers currently listed. If any members have close contacts with celebrities or fashion designers, they are encouraged to add them to the list and reach out to them.
A formal letter will be written on YW letterhead and posted on google docs. Each member must make the initial contact to their retailer or other potential donor by the first week in December via letter, e-mail or phone call.
· If you want a letter sent, put your contact’s name and address on the spread sheet.
· If you want to e-mail them, adjust the letter to your specifications and attach it to your e-mail.
· If you prefer to call them, use the letter as a guide when discussing the details of the event and how they can help.
It was decided that the donors will receive recognition on the card in front of the item and also on the program. They will also be eligible for the $30 discounted ticket price.
Discussion was made regarding the logistics of the shoe donations, sizes, etc. The committee decided that the auction winners should receive a voucher for the item that they can bring to the store to pickup their shoes if their size is not available at the event.
Side note: When you receive confirmation on a donation, let Sam know so she can keep track for the Finance Committee.
Sam Eckhardt and Megan Hatch will be joining the Shoe Committee.
Art Committee-
The Art Committee will work with the Lincoln Arts Council and network by going to art galleries to meet contacts and recruit potential donors. They are trying to figure out the issue of framing the artwork. They will contact framing companies for donations.
They would like extra invitations and save-the-dates to distribute to galleries and artists.
Timeline for art donations: Artists, galleries, and other donors must commit to donating artwork by December 31st. Art is due for pickup or delivery to the YWCA by February 6th.
All members may contribute to the lists of donors on both the Art and Shoe Committee's Lists within the google doc.
DATES TO REMEMBER:
Sunday, November 30th, 6:00 p.m. at the Lincoln Country Club- Next EPC Meeting for all members
December 5th- Retailers, celebs, designers, and other donors must be contacted by phone, e-mail or letter.
First/Second Week in December- Save the Date cards sent out
December 31st- Hosts need to commit by this date in order to be included on the invitation
December 31st- Artists, galleries and other donors must commit to making a donation
Last week in January- Invitations sent out
February 6th- Art is due for pick up or delivery to the YWCA
February 19th, 20th, 26th or 27th- Potential dates for the event
Reported by, Stefanie Harold
1 comment:
Does anybody know if thank you notes were sent to our corporate sponsors for Tribute? If not, I'd be happy to do it if someone gave me a list of who they were.
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