General Event Characteristics:
Date: April, 27, 2019.
Format: Cleanup in the morning (9-12) and a Celebration (food, entertainment, participant displays, activities, etc.) in the afternoon (12-3). No speakers. The intent is to ensure a family-friendly event.
Location: Depot Park, adjacent to the Museum; no use of Montana Street.
Format: Cleanup in the morning (9-12) and a Celebration (food, entertainment, participant displays, activities, etc.) in the afternoon (12-3). No speakers. The intent is to ensure a family-friendly event.
Location: Depot Park, adjacent to the Museum; no use of Montana Street.
Event Production Activities
Discussed:
●
Raffle: Eric brought a list of businesses based on previous
years’ for Terre Verde to contact for raffle item donations which has been
approved by the Foundation for this year’s canvassing. A discussion regarding the amount of money
raised by the raffle was asked and, given that there was likely no monetary
benefit, it was discussed whether it could be dropped this year. Eric is planning organize the canvassing at
the Terre Verde (TV) meeting next Tuesday.
●
Budget and funding: Eric outlined available funds (currently about
$3,500) for the event from the UMW Foundation account and UMW Student
Senate. The 2018 final budget report
will be reviewed and Eric will approach the TV Secretary/Treasurer about
setting up a budget for this year and providing reports at the meetings.
●
Cleanup: Bill will contact Dillon Disposal r.e. Dumpsters and
Barretts Minerals about trash bags and gloves.
Barratt Hospital will be contacted as well. The 2018 pickup areas map was reviewed and
will be used again this year.
●
Entertainment: Bill will contact Willie
James; Zach will contact Jeanie James r.e. Little Fiddlers.
●
Food/Drink: Various options were discussed including a
“traditional” festival Bar-b-queue, food bus and catering. Ed will contact Jeff Welborn about the
availability of his BBQ trailer; Bill will explore options with Mac’s Last Cast including catering; Eric
will contact Rollin Bytes. Any
supplies needed will be recyclable or reusable; Terra Verde has pop; may not
need to buy much.
●
Publicity:
○
Posters - A contest was discussed and the timeline will be
evaluated by TV; the format will make information more visible, especially on
the 8.5 x 11 versions. Eric will work
with UMW Marketing. Posters will be
distributed around town a month or two before the event.
○
Local Papers- short notices in the Tribune and a thank-you;
Dillonite inserts 2-4 times two weeks before
○
Radio - KDBM PSAs and radio show appearances (TV and Mayor)
- Ed will contact; PSA on UMW radio
○
Social Media and local online calendars - Check on Araca’s progress on calendars;
need to focus on social media for next meeting..
●
Setup:
○
Layout - similar to 2016 (Depot Park only)
○
Tent and platform - Celine will
talk to the Arts Coucil
○
PA System - likely furnished by musicians
○
Tables and chairs - TBD
○
Sign-in /Raffle setup (tickets, jars, tables, etc.) - TBD
○
Porta-potties and wash Stations - Zach
will talk to Klasen
○
Youth Challenge Cadets - Eric will contact about help with the event
and get us on the schedule
○
Recycle containers Celine will contact Leaf about.
● Close-out: "Thank you" to sponsors and
participants; lessons-learned meeting
The next planning meeting for Dillon’s 2019 Earth/Cleanup Day Festival
will be 5:30 p.m., Wednesday February
13, 2019 at the UMW Block
Hall, Terra Verde Room (downstairs).
