Docstoc

Silhouette Reunion Picnic rev8

Document Sample
Silhouette Reunion Picnic rev8 Powered By Docstoc
					 Silhouette Reunion Picnic
                        6/10/2010
                          7:01 PM
                       Chicago, IL



Agenda topics
Committee Members
Meeting Dates
Date/Time
Location
Invitations
Donations
Rental Canopy
Set Up
Grill & Supplies
Decorations
Food
Drinks
DJ
Music Equipment
Bring.Your.Own....
Gift Items
Recognition Ceremony
Clean Up Duty
Other
Other
Misc




                          1|P age
                            Silhouette Reunion Picnic
                                                                                       6/10/2010
                                                                                         7:01 PM
                                                                                      Chicago, IL


Attendees:
Please bring:

                           Agenda topics
                           Committee Members
Discussion:
Tim Lee, Ant Hart, Vince Patterson, David Douglas, Luther Allison


Conclusions:


Action items:                                                   Person responsible:   Deadline:




                           Meeting Dates
Discussion:
Scheduled meeting: Sunday, Aug 1 at 2:00 pm @ Tim‟s house


Conclusions: Finalized everything at the meeting. Did a walk through at the park.


Action items: complete the items assigned.                      Person responsible:   Deadline:
                                                                Tim




                                                                                         2|P age
                           Date/Time (Completed)
Discussion: August 14, 2010, 12:00 pm – 7:00 pm




Conclusions:


Action items:                                                   Person responsible:          Deadline:




                           Location
Discussion: Sauk Trail Woods, Grove 7, Chicago Heights, IL




Conclusions: Confirmed we have all permits in place. Permit was changed to 300 people.


Action items: We have a permit for the park and the permits     Person responsible:          Deadline:
for amplified sound and the generator                           Vince                        Aug 6
                                                                Tim
Vince applied for and received the insurance certificate
needed for the generator and amplified sound.


                           Invitations
Discussion: FaceBook, email, word of mouth, eVite


Create a “Two Weeks Away” promotion announcing planned events, gifts, etc. Finalize count.
Conclusions: invited guests are Silhouettes, sweethearts and Ms. Black I.S.U. contestants. Need to add
Carnations to the invite (done).


Action items: fb, email are done. Sent out the “Two Weeks       Person responsible:          Deadline:
Away” promotion. Will send another next week.                   Vince, Ant                   Aug 8




                                                                                                3|P age
                           Donations
Discussion: Solicit donations by fb, email and word of mouth. Provide a mailing address for checks.




Conclusions: Request brothers donate a minimum of $25. Will have to „aggressively‟ request donations at
the picnic. We will continue to solicit donations prior. We have received some money from bros.


Action items:                                                    Person responsible:         Deadline:
                                                                 Vince
Vince has set up a fb page for donations. Luther to send email   Luther                      Aug 14


                           Rental Canopy
Discussion: The park has a shelter and 10 picnic tables.




Conclusions:


Action items:                                                    Person responsible:         Deadline:




                           Set Up
Discussion: 10:00 am start time


Will need power cords for generator. Ant bringing mosquito repellant. Determined the location of
generator, grill, food, water supply, picnic table arrangement. Lou will bring garbage bags. There is a
large dumpster on site and two port-o potties. Grove 6 parking will be used for overflow parking. Lou can
get a power wash done, if needed.
Conclusions:


Action items: Did a walk through on Aug 1                        Person responsible:         Deadline:




                                                                                                4|P age
                            Grill & Supplies
Discussion: Woods will bring a large grill and Ant two smaller grills. Ant will bring the cooking supplies.
Woods is going to cook.
Set up a table for food. Luther will bring a long table.


Conclusions:


Action items:                                                    Person responsible:          Deadline:
                                                                 Tim/Luther                   Aug 14


                            Decorations
Discussion:
Banner by Steve Ballard. Ant to ask Cynthia to do streamers and balloons.


Conclusions: Steve confirmed he will do the banner. Ant confirmed Cynthia for the decorations.


Action items:                                                    Person responsible:          Deadline:
                                                                 Tim/Ant/Steve                Aug 6


                            Food
Discussion:
Rib tips, chicken, turkey meat, burgers, hot dogs, links.
Sides: baked beans, spaghetti, potato salad, cole slaw, chips and snacks, cake, watermelon, corn. Woods
can get ice. Need pans and aluminum foil
Forks, spoons, knives. Serving spoons, forks
Conclusions: Tim will get mom to do spaghetti. Ant to purchase rest of sides.


Action items: Allow others to bring dishes if they want to.      Person responsible:          Deadline:
                                                                 Ant (meats)                  8/12




                                                                                                  5|P age
                           Drinks
Discussion:
BYOB. We can provide Sigma punch and frozen daiquiris, soft drinks and water. Alcohol is permitted.


Conclusions: Luther will bring soft drinks and water. Ant will get juice boxes. Ant has a big tub for the
drinks. Woods to provide ice.


Action items:                                                    Person responsible:           Deadline:
                                                                 Luther, Ant                   8/13


                           DJ
Discussion:
we will use iPods for music


Conclusions: “Battle of the „iPod‟ DJ Contest?” 15 mins to rock the crowd with the best songs on your
iPod!


Action items:                                                    Person responsible:           Deadline:
                                                                 Tim, Ant


                           Music Equipment
Discussion:
Going to need a generator for amplified sound
Bob Gale has come through, he will deliver the system. Ant is going to get sound system and a generator
from a friend. It has a mic and iPod connection.
Conclusions:


Action items: Ant will pick up on 8/14 at 11 am.                 Person responsible: Ant       Deadline:
                                                                                               Aug 14




                                                                                                   6|P age
                            Bring.Your.Own....
Discussion:
Lawn Chairs, games, alcohol


Conclusions:


Action items: Luther gonna bring cards, Tim will bring             Person responsible:      Deadline:
dominoes




                            Gift Items
Discussion: Provide 50 gift bags. First to arrive receive a gift bag.




Conclusions:


Action items: Tim bought gift bag items from Bath & Body           Person responsible:      Deadline:
Works                                                              Tim




                            Recognition Ceremony (optional)
Discussion: “Call out” ceremony. Some kind of recognition for the Silho‟s. Every one else „general‟
acknowledgement.




Conclusions: Nothing formal. We will have a microphone with the audio system.


Action items:                                                      Person responsible:      Deadline:




                                                                                                7|P age
                          Clean Up Duty
Discussion:
Have brothers in attendance help with the cleanup.


Conclusions:


Action items:                                         Person responsible:   Deadline:




                          Other: Establish a Budget
Discussion:




Conclusions:


Action items:                                         Person responsible:   Deadline:




                                                                               8|P age
                                   Other (completed)
Discussion: Possible activities – on site massage therapist, health/fitness presentation, a cool mist fan




Health & Fitness Seminar with Shalanda         On-site massage therapy with Angel Twyman
Bouler, owner of the Healthy Hut



Conclusions: Health & Fitness Seminar is free. Massage therapy is $200 for 3 hours.
Both have agreed to do the event. We decided to put tickets in the bags and have a drawing for the
massages because we can only do 6 per hour.
Action items:                                                            Person responsible: Tim   Deadline:




                                   Things we need to rent
Discussion: Amplified sound, generator, grille, mist sprayer, frozen daiquiri machine
Ant has a friend that is going to let us use the generator.


Conclusions:


Action items:                                                            Person responsible:       Deadline:
Contact Triple A Rental in Markham.                                      Ant                       8/14




                                                                                                      9|P age
Observers:
Resource persons:
Special notes:




                    10 | P a g e

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:3
posted:6/14/2011
language:English
pages:10
Description: Blu n White Picnic
TimDocs3 TimDocs3 http://
About