11/21/2019 Dillon Earthday
Festival Meeting Summary
Planning for the
April 25th, 2020 Festival continued at this meeting with the status
of actions and key decisions as follows.
Event
Characteristics:
Format - Terra Verde recommended that the event consist of
cleanup in the morning with the celebration
(food, entertainment, displays) beginning at 12:00 noon and ending at
3:00. An idea to start the cleanup at 8:00 was discussed concluding
with a consensus to formally start at 9:00 to allow time to setup,
etc. Food and/or entertainment may be available before 12:00 for
early cleanup finishers?
Location - Availability of the Jaycee Park has been confirmed
and agreed as the location for the event. Planned work on the
sidewalks will be delayed until after the event. A request will
be made to waive the fee for use of the park and a layout will be
drafted for review before the next meeting.
Event Production:
Participation - Contacts with Community and UMW organizations
has begun and early indications are positive for displays and
participation in the cleanup. As in the recent past, Barretts
Minerals will be assisting with the cleanup and providing raffle
items. United Way will also participate as well as several other
organizations. We will be reaching out to others including UMW
clubs, the Arts Council (Film?), Jaycees, Chamber of Commerce, local
school groups, etc.
Budget - Following a short discussion of 2019 expenditures and
likely expenses this year, Terra Verde confirmed available funding to
match those needed last year. Terra Verde also reported that there
is approximately $900 in the UMW Foundation Earth Day account from
previous years’ fundraising. Additional expenses may be incurred
with the poster contest, but savings on entertainment and canopy
rental should offset them. Work will continue to develop a
detailed budget for the 2020 event.
Raffle - Terra Verde reported that they plan to conduct a
raffle and have a list of contacts to approach for items to submit
for UMW approval. The canvassing this year will be focused in the
local community and will be more strategic with regards to
prospective donors approached. Items will be separated so
participants can choose which item or groups of items they prefer.
Discussion included a recommendation that the number of items in a
group not be too big. The plan is to begin canvassing in January.
Cleanup - As noted above, the cleanup will be from 9 a.m. to
12 a.m. We will need to source heavier (reusable) gloves as well
as bags for participants.
Entertainment - Julia Ray has agreed to perform. Will
contact other local performers.
Food/Drink: Food will consist of grilled burgers and
condiments. A request for Jeff Welborn’s grill will be made
asap and planning for condiments, plates, etc. should start.
Setup: Setup will include sourcing tables and chairs, setting
up the sign-in and raffle displays, etc. Planning for the setup
will begin with a draft layout to be presented at the next meeting.
Publicity:
Posters/Flyers - Discussion concerning timing of the poster
contest concluded with a consensus that the contest should: (1) be
for design for the 2021 event, (2) have the winner announced at the
2020 event, (3) begin publicizing the contest ASAP. Open questions
to be resolved for the poster contest include: (1) should to contest
be for the artwork, with the information (event title, year, etc.)
added for printing; (2) what should be on the entry form regarding
use, etc. The Bannack Association will be contacted regarding
their poster process and inquires with UMW Media will be consulted as
well before the next meeting
8 ½ x 11 “flyers” for distribution advertising the 2020 event
will emphasize necessary information (what, where, when, etc) ewas
mentioned. The need for more emphasis on the event details (location,
date, format, etc.). UMW Media will be contacted concerning
design of the 2020 flyer with a draft to be circulated for comment by
January.
Social Media: The event has been placed on local calendars and
the UMW calendar. It was reported that a “google” of “dillon
earthday” returned some dated facebook pages. Efforts to clean
up and update social media content will continue.
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 January 16, 2020 at the UMW Library. The
agenda will include updates and discussion of plans and actions
(italicized above).
Follow Up Items 12/2/2019:
- Arica followed up with the TV officers and Devon is reaching out to Cole Snyder for music and working with marketing to have a few Earth Day Posters made.
- T.V. will not be joining in Friday’s parade, everyone is too busy, but appreciated the invite - thanks!
- TV will finalize foundation paperwork by mid-December so that TV can get the raffle going in January when they get back.
