Planning
for the April 25th, 2020 Festival included status reports
identification of actions (in italics) as follows.
Budget:
Funding for out-of-pocket expenses
should be adequate. A draft
budget showing projected income/expenses will be available at the
next meeting.
Venue (Jaycee Park):
- A draft layout was reviewed with consensus reached on location of facilities and activities (grill, tables and chairs, displays, sign-in and raffle, dumpster, porta-potties, water stations, etc.). The layout will be updated.
- A request will be made to waive the deposit and, possibly, the fee for use of the park.
- 20 tables and 60 chairs will be needed based on last year’s experience; UMW will be contacted to reserve them.
- Three 55 gal. barrels for garbage will be placed on-site and Beaverhead recycling will provide recycling cans.
- Youth Challenge cadets have been scheduled to help with the setup.
- Klasen will be contacted to reserve porta potties and water stations.
Event
Production:
- Sign-in: Sign-in sheets will be needed. A stamp will be used this year. Womacks Printing will be contacted regarding the stamp.
- Clean-up Supplies: Maps, gloves, etc. needed
- Displays and Activities - Some Community and UMW organizations that will have displays and/or activities have been confirmed including: Walk-bike SW Montana, Beaverhead Trails Coalition, Beaverhead Recycling, United Way. The Centennial Valley Association looks likely as do several others. The goal for the next meeting will be to contact and confirm participation with as many organizations as possible, partly to firm up an estimate of tables and chairs needed.
- Raffle: Will be conducted with multiple selections; tickets and ticket containers needed. Terra Verde is targeting early February to begin canvassing local businesses for raffle items.
- Entertainment: Julia Ray has agreed to perform. Carly Smith and Cole Snyder need to be contacted.
-
Food,
drinks and supplies:
Jeff Welborn will provide the grill. Hamburgers, buns, chips, condiments, cups, knapkins, etc. to be sourced. Beaverhead Meats will be contacted for hamburger.
Publicity:
- 2020 Poster will be green with orange lettering; minor layout change will have it finalized
- 2021 Poster Contest will be introduced at the 2020 event with handouts and a display. Timeline will be: October 1st Submission; Select winner at the January meeting. Contest will be for art only. Handout describing the contest will be needed for the 2020 Festival. DART (Tendoy Art Center) will be contacted r.e. Interest in helping with the contest.
- Social Media: Terra Verde facebook events updated (old events deleted if possible); Instagram and Twitter will be added; the blog will be maintained. Efforts will continue to get entries in UMW and Community calendars, etc.
- Radio: KDBM will be contacted about PSA’s (they’ve run automatically in past years) and scheduling appearances on “What’s on your Mind” and “More than the Score” the week of April 13. KDWG will be contacted to run PSA’s as well.
-
Newspapers:
A PSA notice will be drafted
for the Tribune to run 3 or 4 weeks leading up to the event; also a
“save the date” type of PSA will be placed earlier if possible.
The Dillonite will also be
contacted about running the full page poster up to 6 times prior to
the event (they’ve discounted in the past).
