10/24/2019 Dillon Earthday
Festival Meeting Summary
The
purpose of the 10/24 meeting was to review the “Lessons Learned”
from 2019 and begin organizing and planning for the 2020 event. The
discussion focused on the general event characteristics including the
date, format and location. The budget, food, entertainment, a poster
contest and the raffle were also discussed. Decisions and actions
for the next meeting are detailed below. The next meeting will be on
Thursday, November 21, 2019 in the UMW Library.
Event
Characteristics:
Date - The
Festival will be held on Saturday, April 25, 2019 (the research
symposium is the prior Saturday).
Format -
As in the past, the cleanup
will be in the morning; whether to continue in the afternoon the
celebration
was discussed as was timing and source of food. options will be
evaluated for the next meeting.
Location - The
preferred location is the Jacycee Park (especially if
entertainment/food is provided).
Available area, availability
and possible constraints due to construction will be determined for
the next meeting.
Event
Production:
Participation - It
was agreed that we should make an effort to broaden participation by
Community organizations. Examples mentioned were the Arts Council,
Jaycees and Chamber of Commerce. Also, the UMW and local schools
groups will be contacted and encouraged to participate.
Budget - A
review of current status (Foundation, Terra Verde (TV), etc.) will be
available at the next meeting for planning.
Raffle - TV will
begin organizing ASAP including reviewing lists of past contributors,
contacting the Foundation regarding permission, etc. The intent is to
start earlier.
Cleanup - Discussed
alternatives to biodegradable gloves; suggested that encourage
participants to bring their own gloves but have heavier gloves
available.
Entertainment - Several
possible performers were mentioned; emphasis should be on local if
possible; potential performers will be contacted with an update and
further discussion at the next meeting.
Food/Drink: As
mentioned earlier, there was discussion about moving from the
afternoon to evening; It was suggested that local participation and
donations should be emphasized as opposed to purchasing services.
Setup:
The only discussion had to do with the location; will need to
consider layout, etc. once selected.
Publicity:
Posters - A
contest will be conducted this year; discussion focused on the need
for an early start and alternative sources of production; the need
for a different format for the 8 ½ x 11 “flyers” was mentioned.
The need for more emphasis on the event details (location, date,
format, etc.) was noted. Also, discussed was the breadth of
participants (e.g. community; local schools; UMW, etc.). This will
be discussed further at the next meeting with a goal to finalize so
publicity can begin.
Other: No
discussion r.e. Radio, local papers, etc.
The
next planning meeting for Dillon’s 2020 Earth/Cleanup Day Festival
will be 5:30 p.m.,
Thursday November 21,
2019
at the UMW Library.
The agenda will include:
- Budget update and discussion
- Jaycee Park update (area, constraints/availability)
- Update on UMW and Community groups and individuals contacted to participate
- Finalize event format and timing
- Entertainment - feedback from contacts
- Foundation donor list and requirements for soliciting
- Poster contest plan (Holt and Devon suggestion)
