ALUMNI ASSOCIATION/PEWAUKEE SCHOLARSHIP FUND

FUNDRAISER/REUNION SEPTEMBER 11, 2010

AT CONNELL FARM

Update as of July 22, 2010 Italics indicate new information and task needs

  1. Event Insurance for 1-day event – Ron (Germantown Mutual Insurance Co.) They will provide this as a donation. Jean will send a thank you.
  2. “Large gathering permit” with City of Pewaukee to include the parking plan. – Carl
  3. 50/50 split of proceeds between 2 organizations – Checks made out to PSF because of Char. Org. status, AA pays for up front costs, PSF makes a “donation” to AA to cover up front costs and ½ of net proceeds.
  4. Carl to address a Chamber of Commerce meeting to support the fundraiser and list online. Can develop signage for food, drink, etc. “donated by business” . . .
  5. Manpower needs:
  6. 20-30 people on the day of for set up and management of event
  7. Silent Auction around edges of barn
  8. Baskets for auction (maybe 12 or more – 6 from AA, 6 from PSF)
  9. Develop a donation sheet to track items. Janet and Lauree will collect and organize auction items.
  10. PSF will commit to a “Pie a Month” as a raffle item. PSF- Janet, Jean, Lauree, Laura, Bette, Emily V. Develop a list of choices. – Lauree and Janet
  11. Mary will donate a basket of eggs for a year for the auction – this will be 2 dozen a month, winner will pick them up.
  12. PSF – basket of wines
  13. Raffle off a couple of big items (may need to purchase these)?
  14. Amy has baskets left from the last Auction – deliver to Janet
  15. Cooked and served meal– Amy (PSF)
  16. American Girl basket from Bill Miller (AA)
  17. Ruth LePoidevan’s brother (PSF)
  18. Basket of red wines – Dwight Vickers (AA)
  19. 4 Discovery World tickets – Jeff Phillips (AA)
  20. Basket of hair products (AA)
  21. Food –Jason from the 5 O’Clock Club will cater and provide chairs, tables, etc. Decision to serve chicken wings, pulled pork sliders, Italian sausage and brats cut up, veggies and fruit, Apple “Crisp” bars, chocolate zucchini bars.

Drinks –1/2 barrel of MGD (about 160 12-ounce beers)$105.00. ¼ barrel of Miller Lite $50.00. Wines: Use “boxed” wines – Pinot Grigio, Merlot, White Zinfandel, and Cabernet.

Coffee, soda and water ($1.00 each). Contract with Jason for the cost of the beer and wine and pay for it at the restaurant. Cannot sell alcohol at event. Include in price of ticket. Becky Miller unable to tend bar.

  1. Tables, chairs, etc. Included in 5 O’clock Club proposal. Suggest use some counter high tables to take up less space. Still use round tables at left side of barn for seated guests.
  2. Facility:
  3. The barn will stay event-ready (empty) after Connell’s 60th anniversary in Aug.
  4. Clean barn July 31, 9:00– Use students needing volunteer hours, decide on shelves. See list of volunteers attached. Volunteers should bring bucket, scrub brush, mosquito spray, gloves, sponges, rags. Order pizza and soda to be delivered at 11:30. Coffee?
  5. final cleanup Sept. 10 4:00 (This may move to Sept. 9 if Jason plans to set up on Sept. 10)
  6. setup event Sept. 11 – over 21 only. 9:00. Check what time Jason will be setting up his food stations.
  7. cleanup Sept. 12 after Jason has picked up his equipment.– can use students again. Check with Jason as to when he plans to pick up his equipment.
  8. Food tent from Yacht Club? – they put up and take down. Can light this area with Christmas lights using power from chicken coop. Need strings of white lights – Lauree, Janet, Jean
  9. Tickets – Welcome – Reservations
  10. Over 21 only because of booze and raffles – aim for 40-50 year olds
  11. Limit of 250 “get your reservation in early”. (not including workers)
  12. Donation amount needs to be on the tickets that are sent to attendees – decide if we want to send tickets.
  13. Invitation list:
  14. Teachers & PSD 285 – put into school mailboxes – still need to do PLE.
  15. Former teachers and PSF Board members – sent July 13.
  16. Investigate reunions of 80’s classes for class lists - there are about 40 PHS alums on Facebook from the 80’s. – Laura?
  17. Invitation format, printing, collating, mailing – Jean. (2500 invitations)
  18. June 17 – invitations went out with the AA general mailing.
  19. Tickets $75 each
  20. Advertise in Lake Country Reporter and Freeman-Diana has written up a press release. When should this go to the papers?
  21. Porta-Potties (1 or 2 regular and 1 handicap) with washing station. (see costs below) Mary has reserved the date but not the number of “potties”. Finalize after Aug. 17.
  22. Decorations - Theme – A Barn Good Time
  23. George and Sharon Streiter - Historical Society. Sharon is developing a history of Pewaukee schools, which will be ready by Sept. From Historical Society, they can furnish class pictures, pictures of former teachers, old downtown pictures. They plan to begin their decorating at 3:00.
  24. We can put up some shelves along walls for picture album displays – Can Jeff Mamrow or Mr. Sporke provide these? – Janet check
  25. Quilts so far: Joyce 1, Amy 1, Diana 2, Laura 1, Kati 1, Susie Hanson 4. Plan to take quilts down immediately after event – do not leave up overnight.
  26. Galvanized pots for flowers – Amy has these, Carl will get the plants potted.
  27. Vegetables as table decorations. Dave Swan will possibly donate corn.
  28. Program and Entertainment
  29. 1 in 100 Raffle – Tickets are $10 and winner gets pick of raffle items.
  30. Possibly Heads and Tails game - Amy
  31. Speakers: Carl, Amy, perhaps oldest and youngest alum
  32. Open mike to tell stories and share experiences
  33. Use Joyce’s old school bell to “time” stories.
  34. Steve Booth will be our “caller” for square dancing. $100 for 1 hour. He will provide the correct licenses for the music. We can cancel up to a week before.
  35. Jim has a speaker system.
  36. Parking -
  37. Galilee has approved our request to use their parking lot
  38. Shuttles from parking to barn – van OK from Harms car dealership. John Miller has license to drive this vehicle.

PROJECTED COSTS:

Porta Potties: $125 for each regular unit – usually 1 unit per 75 people

$150 for handicapped unit

$150 for hand washing station

$550.00 for potties – Arnold’s Environmental Service – ask for Andy

Decorations - donated

Invitations –copying, paper $280.00

Labels -

Mailing – $44.00

Food/Tables, chairs/Plates, tables, linens, coffee. etc. – $13.50 per personX250=$3375.00

Servers – 2X6 hoursX$11=$132

Tent - $400