Earth Day Festival
Organizational Meeting
Wednesday, November
30, 2016
@ Terra Verde room, Block
Hall, UMW Campus
Determine vision/select title for event. After discussion
·
Leave the Earth in Earth Day It’s a nationally
recognized holiday/day of service
·
Dillon Clean-up is just a portion of the event.
But a primary activity.
·
Group voted to retain the first name: Earth Day Festival
Define participation parameters
·
Earth Day was created to be educational, so that
should be the focus
o
Vendors need to present activities or displays with
an environmental focus
o
For example: SMAC making recycled art is okay;
Beaverhead Search & Rescue teaching CPR is not
o
We should encourage interactive activities or displays
Committees
Food
·
Coffee and Hot Chocolate from registration to 2
for cold cleanup crews Leaf will ask Marianne
·
Talk to Las Koritas about having a buffet with
food for sale – Leaf will ask
§
We will pay for volunteer food (if we get $), others
can purchase food
·
Option 2 if that doesn’t work: ask around for locally
produced meat donations – Bill will ask
Utensils
·
TV will ask student senate for money to buy
bio-based, Beaverhead Recycling will augment
·
UMW can do potato and macaroni salads at $2.29
per lb. (4 oz ea. X 250 = 63.5 lbs.
$143)
·
Starch utensils
umw 43.83 for case of 1000.
Bales of straw for seatin
·
Honor Society will follow up with Lakeland in
January
Entertainment
·
We’ll use a music-speaker-music-speaker lineup
·
Music
o
Rabbit Stew – Leaf will ask
o
Tom & Sheila – Linda will ask
o
Kelly Weinacht – Mandy will ask
o
Brent McCabe – Mandy will ask
o
Dillon Junior Fiddlers – Mandy will ask
·
Speakers
o
Spruce – TV will ask
o
Yvonne Chouinard – Mandy will ask
o
Montana Wilderness Association – TV will ask
o
Josh Slotnick w/ Missoula PEAS Garden – Linda
asked 12/2
o
Bekka & Kyle – TV will ask
o
The rancher from Glen who does sustainable practices.
(potential beef source as option 2)– Linda will ask
Fundraising/donations/raffle
·
Ask Beaverhead Brewing Co. to donate $1/ pint
sold that day – Mandy will ask
o
[We might be able to get another entity (like a
bank) to donate an additional $.50 – 1 m/pint]
·
Barrett Minerals will donate big-screen TV for
raffle
·
Last year, Terra Verde collected donations; can
do again this year
·
We’ll discuss raffle logistics at next meeting
Publicity
·
Create a PSA open invitation for organizations
to have booths
o
Leaf will have some drafts at the next
meeting.
·
Posters from UMW Printing & Graphics – TV will
ask Chancellor for printing waiver
·
Leaf will draft up a couple flyers with text to
work on at Jan 11 mtg.
·
TV will create publicity drafts for next meeting
·
Potentially use United Way to get info to
nonprofit groups
·
We’ll use MT Standard ad, Dillonite Daily flyer,
posters and radio spots at KDBM and UMW station
Cleanup Logistics
·
Ask Art club to make signs for trash drop off
sites (Sharon? Was that you?)
·
Barretts will have a supply of latex gloves for those who didn’t bring any.
·
Will discuss more at next meeting with Ed and
Bill
Determine location
·
Ask for street closure on Montana St. from
Sebree to Reeder from 10 a.m. to 4 p.m. – Bill request
·
Porta-potties and hand-washing station for Depot
Park – Bill will ask
·
Put the band in front of the auto place under
Leaf’s tent – TV will ask
·
Event insurance – TV will check on student group
insurance (Mandy mentioned precedent set by Building Active Communities to
waive fee/insurance)
·
Investigate eco bags for pick-up – Leaf
·
Use Student Senate sandwich boards to indicate
garbage drop off areas – TV will ask
·
Set up SMAC tent in Depot Park for rain
Update on UMW Foundation
·
Currently $262 in account
·
Donations can be made to the Foundation; needs
to be specified for Earth Day account
·
Payments can be made on invoices turned in for
event.
Set Budget
·
$300 for advertising
·
$100 for SMAC tent
·
$2000 for food
·
$200 for thank you ads (Barretts will cover)
·
$200 for eco eating gear (forks, cups)
·
$100 for coffee/hot chocolate
·
$100 for miscellaneous
·
= $3000
·
Leaf will ask Barrett Hospital Foundation for
donation of $2000
·
TV will ask ASUMW for donation of $1500
Miscellaneous
·
Ask Rodeo Club to have a horse trailer available
for a plastic collection (will then drive it to Butte) – TV will ask
Next meeting: Wednesday,
January 11, 2017
Until we hear from Theresa about Trails.
