12.18.08 EPC Meeting Notes

Attendance: Liz, Sam, Stef, Donna, Kelli, Mary Jane, Jill (did I miss anyone?)

Notes from Julie-
Julie spoke with Kelli regarding a slide show for the event and she will take pics to send to her. She has a one page description of what the YWCA is all about and we can get that from her to give to donors, prospective hosts, etc. She’s making updates to the mailing list, has corrected past Tribute list of 350 names. We need to send our list of names that we want to invite.
Jill has a copy of the Art and Sole logo for the event and shared it with Julie. They need to correct the date and then Liz will send it out to everyone.

Logistics Committee-
Jill and Liz met at the Country Club (CC) yesterday. (Side Note: The event planner suggested that we have one artist featured as the “signature piece”) The ballroom and lobby will be used as well as a side room for check out. The tables will be intermixed throughout the room so people are encouraged to walk around. Food will be in the middle. CC will provide all the linens for the event. Once logo is finalized they will coordinate with colors. They are providing center pieces for free, Jill is working on getting flowers donated. Cash bar. Heavy appetizers, incl. sandwich and veggie tray, still looking at options. The pastry chef will make cookies shaped like shoes and put them in a decorative cellophane bag to give out as people are leaving. Would like to have a business underwrite the cost of that, and have a business cover cost of food. Champagne is being donated and it will be passed by waiters. They have all A/V equipment we need as well as a stage.

PR Committee-
Save the date cards- Clover is working on getting those. Would like to order a min. of 500 to distribute to galleries, sponsor’s businesses, etc. Have not heard back from the printer and need to get invitations ordered. Mary Jane has a contact at A-Z Printing and will get in touch with them. Jill noted that they know Play Creative who designed our logo and branding. We would like to have invites sent out by February 6th. We will need the comprehensive list of sponsors, donors, hosts, etc. by January 23rd (two weeks before send date). Liz will send the “request to be a host” letter to everyone. Facebook page is almost ready. Will the YWCA website be ready to post info about the event? Clover will send a media alert out the night before the event. Will the Y be open to having post cards displayed at the office/building? Brianna with Journal Star has gotten us two free ads, Strictly Business will do an ad and press release, L magazine will post event in their calendar. Will check with Clover on getting L Mag to do an ad. Displays/signage for auction items- Will use image of art, shoes, other items in plexi-glass frame to display. Flowers for sponsors or hosts, possibly have boutonniere for hosts.

Agenda Committee-
Michael Miller is confirmed to perform at the event approx. 8:00-8:40 will perform Frank Sinatra songs. Will use DJ microphone. The cost is $200 but will negotiate. Sam has confirmed with Kappa Alpha Theta to have sorority girls volunteer at the event. Working on the script for welcome, would like to have a program participant talk about how the YWCA has changed their life. Raffle- letters are being sent out to potential donors. We increased the price of the tickets to 1-$10 or 3-$20. Each board member will be required to sell 9 tickets and each committee member sell a minimum of 3. We want to have a nice looking raffle ticket printed on card stock with event logo. Discussed with Beckie-she will send idea to Play Creative. As far as the video, we have an idea of the song we want to play. (Jill wants to work with Kelli regarding the Lied Lodge- do not send them a letter. She will work out specifics.)
Liz noted that we can start setting up for the event at 3:00 p.m. that day.

Art Committee-
Letter is ready and has all the correct tax deduction information. These were sent via e-mail to some contacts and more contacts have been added to the google docs sheet. If we want a copy of the letter to send to artists, e-mail Donna.

Shoe Committee-
The committee has sent letters out over the past few weeks and will send more out by the end of the year. We are working on making follow-up phone calls to businesses that received the initial letters. Several local businesses sounded very interested, we just need to keep in contact with them. Stefanie wrote a narrative of what to say when making calls to donors. She will send the narrative to members and post it on google docs. Will send to Liz first to review. We still need help getting in touch with any celebrities or big fashion designers. If you have any contacts, please let Stefanie know.

We received our first official donation today from Salon Vibe. The owner donated a Gift certificate for a cut and color valued at $115 and a Certificate for a Cut valued at $40. YAY!

Stef- Send Jill a copy of the shoe letter. Friend in Cali. Works with agents and PR people and has some prospective celebrity donors.

Finance Committee-
Anything we are spending money on- (food, cookies, etc.) send to Sam for the budget. Any donations we receive- send a list to Sam with the approx. value.

Jan Sheridan at UBT- information about getting credit card machines at event.

If fair market value is above $250 the donor has to provide information. Suggested Retail Price would count as fair market value.

General discussion-
Kelli suggested that we have a photographer attend the event. Photog. from KaBloom Studios ask if she will donate her time. Khara. Ask if she wants to donate her time and possibly an item for the auction.

As we get donations, let Sam know as well as the PR committee so that we can entice the public with some of our great auction items.

NEXT MEETING-
Wed. Jan. 14th at 6:00 p.m., Country Club of Lincoln
Please have your sub-committees meet prior to this meeting. Goal before the 14th- get as many donations as possible between now and then! J

Reported by,
Stefanie Harold