02/13/2020 Dillon Earthday Festival Meeting
Summary
Planning for the April 25th, 2020 Festival included status reports
identification of actions (in italics)
as follows.
Budget:
A draft budget showing projected income/expenses was presented and
discussed. Revisions and additions will be made with the
2020 estimates broken out for review by the next meeting.
Venue (Jaycee Park):
- The revised layout was approved as a template for the setup which will begin at 7:00 a.m.
- Arrangements for the dumpster have been made.
- Tables and chairs have been reserved with UMW. UMW will be contacted to verify load-out time (7:00 on 4/25 or day before).
- A request will be made to waive the deposit and, possibly, the fee for use of the park.
- Confirmation of three 3 55 gal. garbage barrels and picnic tables, plans for moving to JC Park needed.
- 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 can produce and provide ink. Followup will determine the cost and whether 1 or 2 stamps can be ordered.
- Clean-up Supplies: The map from last year will be used and refined. Nitrile gloves and bags, will be donated. Verify quantities needed.
- Displays and Activities - Many UMW and Community organizations have committed to participate with displays and/or activities. A spreadsheet listing anticipated and confirmed participants similar to that used in the past will be created for tracking and estimating space tables, etc.
- Raffle: Will be conducted with multiple selections; tickets and ticket containers needed. Terra Verde has completed a list of businesses to canvas for raffle items; canvassing is starting immediately. Entertainment: Julia Ray has agreed to perform. Carly Smith and Cole Snyder need to be contacted as will the Little Fiddlers. Set length will be determined to avoid overbooking.
- Food, drinks and supplies:
- Arrangements for cookies, coffee, lemonade and water have been made with UMW.
- Confirm Safeway and Town and Country donations for utensils, plates, etc.; buns and condiments.
- Contact Beaverhead Meats for hamburger.
Publicity:
- 2020 Poster is completed and poster and flyers were handed out; distribution is underway.
- 2021 Poster Contest will be introduced at the 2020 event with handouts and a display; timeline as agreed at the 1/16 meeting. The Sweet Pea contest application will be used as a guide; a draft application will be targeted for the next meeting; application will be handed out if possible at Festival. DART (Tendoy Art Center) will be contacted r.e. Interest in helping with the contest.
- Social Media: Terra Verde facebook event was created. 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 run PSA’s and Appearances are scheduled: Zach and Holt, MTTS, 3/14; Arica & Mayor WOYM, 4/16. Wendy at KDBM will be contacted to confirm arrangements for appearances. KDWG will be contacted to run PSAs, etc.
- Newspapers: An “In Brief” notice was approved to run in the Tribune ASAP. A notice will be drafted for the Tribune to run 3 or 4 weeks leading up to the event. The Dillonite will be contacted to run a full page flyer up to 6 times prior to the event.
The next planning meeting for Dillon’s 2020 Earth/Cleanup Day
Festival will be 5:30 p.m., Thursday March 19, 2020 at
the UMW Library. The agenda will include updates and
discussion of plans and actions (italicized above).
