Quick recap
The team discussed various event planning challenges, including scheduling issues and the impact of the government shutdown on travel plans, while also addressing the need to continue promoting events through the holidays. They reviewed plans for upcoming events in Coronado, including activities like wine tasting, haunted tours, and various recreational options, while also comparing entertainment vendor proposals and discussing budget considerations. The group concluded by planning logistics for several upcoming gatherings, including virtual holiday events, and rescheduled their next meeting to November 20th to accommodate Thanksgiving week schedules.
Next steps
Summary
Event Planning Amid Shutdown Challenges
Anne and Chuck discussed the challenges of last-minute meeting scheduling and the impact of the government shutdown on travel plans, noting that the shutdown has been postponed until January. Anne expressed concern about the stress of the situation and emphasized the need to continue promoting events through the holidays. Tom joined the call and agreed to review the schedule for upcoming events, with Anne requesting assistance from team members to manage event-related emails and other tasks.
Coronado Event Planning Updates
The team discussed plans for an upcoming event in Coronado, including a haunted tour and various activities. Anne reported progress on arranging a wine, olive oil, and beer tasting at the Coronado Tasting Room, while Dana confirmed details for the haunted tour contract. They aligned on the schedule for Tuesday's activities, including a 3-5 PM tasting and 4-6 PM tour. For Wednesday, they explored options for golf at Balboa Park and pickleball at Coronado Cays Park, with Shannon offering to investigate court rental possibilities. Anne also requested help in reviewing vendor proposals for Wednesday and Thursday night activities, aiming to make decisions at the next meeting.
Event Entertainment Vendor Comparison
The group discussed entertainment options for an event, comparing two vendors: Mike Hogan Productions at $3,500 for Family Feud and DJ services, and Feet First Events at $9,000 for game night. Anne suggested posting the proposals to the committee for review, noting their typical budget of $5,000 per night, which could be higher for this event since Wednesday night's entertainment was kept low-cost. The group agreed that while an hour of Family Feud might be sufficient, they would prefer an all-inclusive vendor offering multiple activities like trivia, bingo, and yard games, with a total budget not exceeding $10,000.
Weekend Event Planning Update
The events committee discussed plans for an upcoming weekend event, focusing on finalizing evening activities. Anne outlined pending items including transportation, a Coronado tasting, and a Thursday night game night, while Tom agreed to send an updated schedule. Shannon reported progress on contacting a city partner for activities. The committee decided to reschedule their next meeting from November 25th to November 20th at noon Pacific time to accommodate Thanksgiving week schedules.
Event Logistics and Planning Discussion
Anne discussed the logistics for an upcoming event, including a reception on Wednesday, a game night on Thursday, and a gathering on Friday. She mentioned that badge pickup would occur on Wednesday, with more work expected on Thursday night. Anne also talked about creating a bingo card for sponsors and organizing a raffle with help from the group. The budget for Friday was left open, with the possibility of hosting drinks or food, depending on the next couple of weeks.
Event Planning and Activity Coordination
The team discussed event logistics for an upcoming gathering, including raffle planning for Thursday night and potential decorations for game nights. They assigned roles for Wednesday's activities, with Shannon taking photos and Tom coordinating the pickleball tournament with Chuck's assistance. Hillary and Dana will participate in the golf event, while Shannon expressed interest in both golf and pickleball despite limited experience. The team also discussed food arrangements, noting that the hotel determines daily themes, and Anne will review food packages with the committee.
Conference Ferry Raffle Logistics
The team discussed logistics for a ferry ride during a conference, deciding to organize a raffle where attendees must be present to win, with tickets to be collected at the dock. TOM and Shannon volunteered to help manage the ferry logistics, with TOM suggesting a system where ferry tickets would serve as raffle entries. The group also discussed the need to get specific details about ferry prepayment and reservations, as Anne noted she couldn't commit without knowing the requirements.
Virtual Holiday Event Planning Meeting
The team discussed plans for a virtual holiday event on December 18th, with Anne suggesting they explore combining it with an in-person event for a potential vendor discount. Chuck offered to create a run of show for a holiday trivia event, while the group debated between offering cocktail/mocktail kits or DoorDash gift cards as part of the virtual gathering. Anne will write up a preliminary sponsorship announcement once they determine the cost and logistics, with a budget target of around $1,500 for up to 75 participants. The next events committee meeting was rescheduled to November 20th at noon to avoid Thanksgiving week.
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Anne Sawyer 90 Minds Inc.Executive
Directoranne.sawyer@90minds.comCA------------------------------