Community Event Planning Overview

Aug 7, 2024

Meeting Overview

Discussion Points

  1. Event Planning

    • Proposal to add three more cases to the initial five.
    • Concerns about the venue at Lincoln Park.
    • Conditions of the park and its facilities were poor.
    • Decision to switch the location to Isaac Evans Park in Auburn.
      • Cost: $100 for reservation.
      • Benefits: Flat ground, nearby bathrooms, large parking lot, shaded areas.
  2. Attendance and Accessibility

    • Emphasis on ensuring accessibility for older attendees and those with walking difficulties.
    • New venue considered more accommodating.
  3. Food and Supplies

    • Menu: Barbecue chicken, pork spare ribs, hot dogs, rice, green salad, fruits, and desserts.
    • Addition of turkey ribs and extra water supplies.
    • Water: Junior to bring 10 cases, others to bring two cases each.
    • Drinks: Total of 11 cases of soda.
  4. Equipment and Logistics

    • Tables: Each member to bring extra tables.
    • Charcoal: Estimated 8 bags needed for grilling.
    • Marinade ingredients: Pineapple juice, brown sugar, etc.
  5. Event Schedule and Coordination

    • Reservation for Isaac Evans Park is from dawn to dusk.
    • Meeting at a member's house at 3 or 4 PM for setup.
    • Confirmation of the new location to be communicated to all attendees.
  6. Backpacks and School Supplies Distribution

    • Separate booths for high school and elementary kids.
    • Volunteers arranged for distribution.
    • Contribution from local vendors for additional supplies.
    • Registration and survey forms for data collection.
      • Aim: To gather information for future grants and programs.
  7. Entertainment and Activities

    • Vendors providing free services: shaved ice and cotton candy.
    • Rugby team performance and games.
    • Photography and media coverage by L&P Services.
    • Hourly raffles with tickets distributed at registration.
  8. Miscellaneous

    • Discussion on attire – matching shirts suggested.
    • Potential for food trucks and additional paperwork for future events.
    • Garbage management plan: Bring own garbage bags.

Action Items

  • Venue Confirmation: Ensure all attendees are informed about the venue change to Isaac Evans Park.
  • Menu Finalization: Confirm final food items and quantities.
  • Supplies Coordination: Ensure all members know what to bring, especially water, drinks, and tables.
  • Logistics: Confirm setup time and location for preparation.
  • Data Collection: Prepare QR codes for pre-event registration and surveys.
  • Entertainment Setup: Arrange for games, photography, and entertainment vendors.
  • Communication: Ensure clear communication channels for any last-minute updates or changes.

Closing Remarks

  • Emphasis on teamwork and community effort.
  • Importance of ensuring all preparations align with the goal of making the event accessible and enjoyable for everyone, particularly older attendees and those with disabilities.
  • Encouragement to keep the event’s purpose in mind: community building and support.
  • Final prayer and blessings for the event's success and participants' wellbeing.
  • Next meeting details and follow-up on pending tasks.