The 2019 Earth/Cleanup Day Festival planning group met on 11/29/2018 to settle the
general parameters for the event and discuss actions needed for the Cleanup and Earthday Festival.
General Event Characteristics:
- Date: The event will most likely be held April, 27, 2019.There are several considerations including the fact that April 22nd is Earth day and April 20th is Easter weekend. This date may be subject to confirmation that the UMW Biology Club Research Symposium can be scheduled on another Saturday.
- Format:
Will follow the pattern from the last few years - Cleanup in the morning (9-12) and a Celebration (food, entertainment, participant displays, activities, etc.) in the afternoon (12-3). The intent is to ensure a family-friendly event. - Location: As the Jaycee Park will likely not be ready by April, the event will be held on Montana Street and the Depot Park with a layout similar to last year.
Event Production Activities Discussed:
- Raffle Items: Donations for raffle (in-kind); canvassing local businesses; coordinate with UMW administration; a Committee was formed for canvassing.
- Funding: UMW Foundation account; donations; UMW Student Senate, etc.; need to put a budget together ASAP.
- Cleanup needs: e.g. Trash bags, sign-in setup, pickup sites map, gloves, dumpsters, possible e-waste container, etc.
- Entertainment: Need to decide who/what
- Food/Drink: Options discussed included Los Koritas as last year or Bar-b-queue as in several years past. Terra Verde has pop; may not need to buy much.
- Publicity: Discussed posters, advertising in the Tribune, Dillonite, flyers around town; local radio show appearances, PSA on UMW radio; local online calendars, social media; benches, etc. Also discussed advertising earlier and the possibility of a poster design contest.
- Setup: Tent, PA System, tables and chairs, supplies (food, sign-in, raffle, etc.); Porta-potties and wash Stations; Youth Challenge Cadets contact and schedule.
- Close-out: "Thank you" to sponsors and participants; lessons-learned meeting
Actions:
- Terra Verde and others involved in past years will review documents and materials from past years; we will discuss placing them in the "cloud."
- The "Raffle Committee" (Kori, Mac, Zac and Arica) will identify past contributors and organize to begin canvassing asap after the first of the year.
- We will check on Health Fair and Research Symposium conflicts; hopefully the Symposium can be held a different weekend. We should try and confirm the date before the Christmas Break so the event can go on local on-line and social media calendars, possibly heading off other conflicts.
