Subject: WBA-Board: Festival of Trees minutes... sort of... :-) Date: Wed, 01 Jul 2009 21:29:51 -0400 From: Dan Watts OK, so I didn't really take any minutes but I figured it would be good to sum up tonights FOT meeting. Mary on the other hand did take some notes and it is from her notes and my recollection that these minutes are being made. Any mistakes are all mine. :-) All of the date related items I've added to the WBA calendar. In no particular order: + The theme is angels. Mary has enough angels to put in windows and on the tables. Mary will get them out of storage and take a picture of them so everyone will know what the colors are. + Tree and Town Hall decorating will be Fri 11/27 starting at 05:00P. General start time is 6:00P. Pizza to be provided by Sugar River Bank (Thank you Ginger!) + Preview Party is Sat 12/05 5:00P - 7:00P. Someone [who?] will contact Magdalen to see if we can get their choir to sing at the start of the event. It was suggested that perhaps they sing from the stage behind the trees. An alternative would be to contact KRHS for this. + Preview Party announcement poster and tickets will be created by Dan and Mary Watts. These will be ready for distribution by 11/01, possibly earlier [see item later in this list]. + Retailers will be contacted to see if some members would be willing to sell tickets. The list of retailers must be decided upon before 11/01 so we can put their names on the Preview Party advertising poster. + Will the Retailers be offering a discount on the Preview Party ticket stub? If so, what is the discount? + We would like the Retailers to market the Preview Party by posting the event poster in their shops and to have them talk it up with their customers. Will the Retailers agree to this? + Ticket price to be the same as last year: $10 per person. We agreed that we are marketing the event as Adults Only, though we wouldn't turn anyone away. One of the purposes of the FOT Preview Party is for the adults in town to get dressed up and get together in town at a quiet social event. The event isn't really kid oriented, what with the food trays with burners, the menu, the amount of space, and the sometimes precarious construction of the center tables. + It has been suggested we contact the WFFF and see if we could sell a limited amount of advanced tickets during the WFFF. I've sent an email to Laura French asking whether or not the Retailers have contacted the WFFF about a similar request that we've heard about [selling water at the WFFF]. If this is approved, the tickets and posters will need to be done before 10/08. Mary and I are heading to Rochester NY that weekend for the RIT annual homecoming so we'd have to get the tickets and poster to someone before we leave on Friday 10/09. + There will be no Sunday events scheduled. Instead, Santa and activities such as live nativity will be coordinated with Retailers to be held on Sat 12/12 coinciding with the Holiday Shopping event. Ginger will touch base with Historical Society since they sponsor Santa. Ginger will touch base with the church regarding the nativity. + Trees will be viewable through the end of Tues 12/29. Undecorating will be done on Wed 12/30. Trees will be boxed and stored the evening of 12/30 starting at about 6:00P. + Fish and Game is confirmed to do a tree. + We've been told Foothills would like to do a tree. Mary will contact them to confirm. + Additional outdoor LED lights will be purchased so that more of the front fence can be lit up. I (Dan) have this action item. + Mark will write up donation request letter and hopefully Laura French can assist to get this printed and mailed. + Membership status was brought up as a side conversation. Downtown retailers that are not current members: Colby Realty, All Signs, Charlie Mac's. Some of those present said they would talk to the various retailers and see if they could get them to join.