2/13/2019 Dillon Earthday
Festival Meeting Summary
With
the date and format for the the 2019
Festival in hand,
the planning group worked on filling in details for the event at the
2/13 meeting as follows. The next meeting is planned for 3/21/2019.
Raffle:
Terra Verde (TV) began the process of canvassing local at their last
meeting by dividing up the list of local businesses. The target for
collecting contributions is April 1.
Budget
and funding: Budget
discussions focussed mainly on anticipated outlays for food and
publicity. See notes below. No further details were available from
the TV Secretary/Treasurer; a preliminary budget will be available
for discussion at the next meeting.
Cleanup:
- Dillon Disposal will provide dumpsters for collection if available; they have been in high demand this year
- A backup plan for collection may be horse trailers from UMW students; Eric will follow up
- Bill will confirm availability of bags and gloves from Barretts Minerals
- Registration and other procedures (maps, etc.) will be the same; volunteers needed
Entertainment:
- Willie James will not be available, but we could use his PA if necessary
- Zach is waiting to hear about the Little Fiddlers spring schedule from Jeanie James
- Araca and Eric will pursue other leads as well
Food/Drink:
An estimate from
Mac’s Last Cast to cater the BBQ was discussed along with other
options involving volunteer cooks and/or donations as in years past,
including:
- Engine 18 (Eric will contact)
- Jeff Welborn’s BBQ; Jeff committed his BBQ and could help cook if available
- Possible donations from IGA, Great Harvest, Mac’s Last Cast, Beaverhead Meats, Silo, etc.
- Paper plates and cups will be used; there will be no need for utensils if limited to BBQ “finger food” as in years past
- Terra Verde has pop; may not need to buy much, if any
Publicity:
- Posters
- A contest will not be held this year, but TV would like to have a table to publicize for next year.
- Eric will finalize with UMW Marketing to print 24 large and 72 standard (8.5x11) versions with event information more visible
- The target date for posters to be available is on or before the 3/`19 TV meeting at which time distribution will begin
- Local Papers
- Short notices in the Tribune (Ed will draft) 2-4 weeks before and a thank-you after 4/27 (budge for)
- Dillonite inserts 2-4 times two weeks before; Bill will find out cost and other details
- Radio
- KDBM PSAs and radio show appearances; will shoot for 4/11 for appearance (Terra Verde) on “More than the Score” (7:30) and Arica and Mayor on “What’s on Your Mind” 10:00, 4/25; Arica will set up.
- PSA on UMW radio - TV?
- Social Media and local online calendars - Araca progress on calendars; focus on social media
.
Setup:
- Layout - similar to 2016 (Depot Park only)
- Tent and platform - Follow up with Arts Council (Arica will talk to Celine)
- PA System - likely furnished by musicians
- Tables and chairs - Estimated a minimum of 12 tables for displays, eating, etc. with average 4 chairs per table; Arica will reserve with UMW/Kathy
- Sign-in /Raffle setup (tickets, jars, tables, etc.) - TBD
- Porta-potties and wash Stations - Zach talked to Klasen, they just need a layout ahead of time to know where to put the 2 porta-potties and sinks
- Youth Challenge Cadets - Eric has contacted and has request form; will need / could use 12 with 2 commanders (if needed) to split between Tree Board and setup of tent, tables and chairs, etc.; will follow up to reserve help.
- Recycle containers - Celine will contact Leaf
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.,
Thursday March 21,
2019
at the UMW Block
Hall, Terra Verde Room (downstairs).
