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.
Attendance and Accessibility
Emphasis on ensuring accessibility for older attendees and those with walking difficulties.
New venue considered more accommodating.
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.
Equipment and Logistics
Tables: Each member to bring extra tables.
Charcoal: Estimated 8 bags needed for grilling.
Marinade ingredients: Pineapple juice, brown sugar, etc.
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.
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.
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.
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.