HDSA Go21 Agenda & Notes Date: Thursday, June 2nd, 2016 - 7:00 pm to 8:45 pm Location: HDSA Office – 201-330 Bronte Street South, Milton, Ontario, L9T 7X1 7:00 Call to order and approval of Agenda, Approval of April 28th, 2016 Minutes 7:05 Introductions 7:10 CDSS Information (Leanne T.)
- Website updates
- Email went out to members clarifying team pages vs. individual pages and how to signup new team members
- Make sure when sending out pages for people to donate that you’re sending out the team page
- Next year we may eliminate individual pages
- Don’t forget to check DropBox for regular event updates/changes
- 1500 CDSS Keychains arrived at HDSA Office
- Update on Leanne’s meeting with CDSS
7:11 Event Budget (Leanne T.)
- On track – has been updated on Dropbox
- Update on Budget
7:12 Sponsorship Committee (Jen T. & Leanne T.)
- So far we have $35,500.00 in Sponsorship accounted for (excluding in-kind Sponsorship) – see updated list on Dropbox, as of May 7, 2016
- We would still like to hit $40,000 in sponsorship now to pay for the event.
- Looking for more Bronze and Friend Sponsors
7:13 Digital Media Committee (Heather W.)
- Heather will continue to update HDSA’s General website, Facebook page and Twitter with Go21 and sponsorship info
- Meghan and Heather will post about companies who are sponsors on social media once everyday
7:15 Merchandise/T-Shirts/Swag Bag Committee (Jessica P. & Shannon S.)
- White Participant T-Shirts, Adult/Youth/Toddler à Ordered 140 Toddler, 200 Youth, 675 Adult
- Yellow Volunteer T-Shirts, Adult à Ordered 170 Adult
- Blue Event Bags à Ordered 250
- Participant Medals (Yellow Ribbon) à Ordered 350
- Blue Baseball Hats à Ordered 1008
- Luggage Tags à Removed for 2016
- T-shirt cutoff date was May 13th; Jessica and Shannon calculated and summarized all T-Shirt and Medal information to be sent to 11th Hour – THANK YOU!
- T-shirt selection is no longer an option on the website during registration
- All merchandise has now been ordered; layouts approved
- Update on Hats (Jen): $0.50 more than initially budgeted due to mix-up with ordering and inability to source overseas supplier; 11th Hour provided a discount from newly quoted price as a result
- Committee to provide update on plans for sorting T-Shirts and Medals by team, prior to event
7:20 Advertising/Media Committee (Mandy Ulcar)
- Save-the-Date Cards were handed out at WDSD Party; not being mailed out
- Posters update – Brandon (Have a Heart for Down Syndrome contact) created our posters this year, Data printed them free (thank you for organizing, Sarah MZ). Ordered 2000 small posters, 200 large
- Distributed 1300 posters to Elementary/Secondary Schools (2 per school 100 per WDSD Contest participant school)
- Sarah MZ and volunteers distributing posters around community
- Update on Prospective news stories/advertising, Radio advertisements, Digital signs and advertising
7:30 Event Booklets (Lori Sheppard)
- Booklets include: Images, logos, agenda, chair message, map of walking route, HHDS blurb, HHDS Golf tournament ad, event map, stories and pictures of top 3 teams from 2015, sponsor pages, and maybe information on entertainers
- 5 booklets per bag, 400 booklets in total
- Lori to provide any further update on booklets
7:40 Set-Up Committee (Atalie F. & Suzanna Z.)
- 4 people have volunteered for night before, 3 people for morning of – update from Maddison (any additional volunteers?)
- Email went out to membership requesting volunteers, Superintendents of boards requesting High School students
- Meghan created Volunteer Request posters which have been sent out to Secondary schools
- There will be a lot more to setup this year on the night before the event, as well as the morning of (i.e. fencing, tables, table cloths, stage setup, etc.)
- Night before: 5:00pm
- Morning of: 7:00am
- Update on walkie-talkie pickup
7:41 Administration/Registration Committee (Lauren H. & Carinta M.)
- Have confirmed with CDSS that all registration components will be completed online this year; individuals to enter teams, click if volunteers, fill-in names and t-shirt sizes, children under 12, etc.
- We will be able to printout registration information with amounts teams have raised t-shirt information
- People can input their offline pledges online so the Administration/Registration Committee are going to need to print off online donations only and not pledges
- Committee to update on how this is working so far
7:51 Carnival Committee (Mandy C.)
- Opening Speaker – Darryl Sittler (former NHL Superstar)
- Tents, tables, chairs are rented
- Four inflatables (same as last year) – Rescue Hero Toddler, Carousel Bouncer, Dual Track Obstacle Course, 21’ Slide
- Four carnival games
- Rock climbing wall – to be used from 9:00 a.m. to 2:00 p.m.
- Full size electric train – will run along the ½ track
- Pony Rides
- Photo booth will be set up so that people can get their team photos taken at any time throughout the day
- Update on photographer being hired (Scott H.)
- Doug the Great coming from 11:00 – 2:00 p.m.
- Magician (Tyler Fergus) coming from 11:00 – 2:00 p.m.
- Face Painting from 9:00 a.m. to 2:00 p.m.
- Caricature Artist coming from 11:00 – 2:00p.m.
- Portable hand washing stations – 10 toilets have been ordered (including 2 accessible; added in May for a small additional fee 4 handwashing stations
- Balloons – 500 inflatable balloons, 4 columns
- Update on Road Closure decision (Jen)
8:00 Entertainment Committee (Rebecca H.)
- Schedule for the entertainment:
9:00 - Susie Sunshine (30 minute set) 9:35 - Opening Ceremonies 9:55 - Power Cheer warm-up (5min) 10:00 -11:00 - Walk (high rendition set-up) 10:45 - High Rendition sound check and start playing as walkers come back 11:30 - Cheer Force (10 min) Dance Ability (10 min) Oakville Butterflies (10 mins) 12:00 - Susie Sunshine (30 minutes) 12:30 - Power cheer (10 mins) High School Dance Group (10 mins) Kicks for Kids? (10 mins) 1:00 - DJ music 1:15 - Silent auction closing, last call for BBQ * DJ to fill music between sets if needed * Each dance/cheer group has 1-2 songs * No response from Madison Tevlin :(
- Rebecca has been in touch with Luke Y the DJ to confirm mics, sound set ups and amps.
- Items we will need on the day:
- 12-15 Chairs
- Mics
- Speakers
- Ability to hook up each groups music from an iPhone to the sound system.
- Rebecca to provide any further update on Entertainment
8:10 BBQ Committee (Laurie M.)
- Have booked Simply BBQ (Mississauga)
- “Menu” quote: assortment of burgers/dogs, drink and one of chips/cookie/apple slices, etc. à $4.95 per person 13% HST ($4.70 for 1500)
- Full cooking and setup cleaning staff, BBQs, fire extinguishers
- HDSA will coordinate volunteers for chips/plates/napkins
- Booked for 2.5 hours
- Permit received from Halton Region
- Carol/Laurie to print out email from Halton Region as proof of Health Approval for food being served at the event
- Update on Ice Cream Truck
- Kelly’s Cupcakes on Brant Street in Burlington is donating 200 mini cupcakes
- Sharon Beesley can pick up the cupcakes the day before
- Update on coffee/donut place (i.e. Tim Hortons) to come and do morning coffee and TimBits (Sarah M.Z./Leanne)
8:20 Volunteer Committee (Kathy T. & Maddison G.)
- We will have a clear list from the website this year, but we will also need to track people that don’t sign-up on the website, as they are just coming to volunteer, not participate.
- Update on graduates’ volunteer activities for day-of
- Update on volunteer numbers so far and ongoing volunteer list
8:30 Silent Auction Committee (Judy C. & Siobhan C.)
- Update on Silent Auction plans
- Ikea picture frames
- Payment via website, hotspots, etc.
- Update on Raffle Prizes
8:40 First Aid & CPR (Maddison G.)
- St. John’s Ambulance will be confirmed by Maddison G.
8:41 Garbage, Recycling & Water Station Committee (Ellen & Bruce W.)
- Ellen will be doing this again through the Water Store for people to refill their water bottles (need tables for these)
8:42 Clean-up Committee (Ellen W.)
- All tables and chairs folded and stacked, all small tents collapsed and bagged, all areas cleaned-up, inside silent auction area cleaned-up
8:43 Thank You Committee and Plak Delivery (Mary L., Kaitlyn, Kerri, Kim & Graduates)
- Graduates will write Thank You Cards again, we have the Thank You Cards, Meghan has ordered envelopes
- Graduates are meeting June 8th at Mary L’s House to write Thank Yous
- The three K’s have agreed to divide up the Plak deliveries with the Graduates to thank our Sponsors
Meeting Adjourned – 8:45pm Next Meeting – TBA
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