Mardi Gras/4-H Carnival Planning Meeting

Mardi Gras/4-H Carnival Planning Meeting

Mardi Gras/4-H Carnival Planning Meeting

10/24/2017

Attendees:Tansey, Kristi, John, Brenda, Marius, Andrea, Kristy, Christina, Katie, Christie, Denali, Carol

  1. Additions to Agenda-None
  2. Review Minutes from Last Year’s Wrap-Up Meeting

Discussion on concerns about club having to get a basket to an out of county/state winner. Put on Tickets-Sold By: Youth Name. Ticket seller will be responsible for getting baskets to winners who are out of the county. Clubs will still be responsible for getting their basket to the winners within the county if they are not present.

Discussion on cost and impact of Thank you ad in WY Tribune Eagle. Cost is getting higher for smaller ads and it is hard to get the sponsors listed in the smaller space. Decision was to not pay for ad in newspaper and use other appreciation methods like featuring sponsors on the event Facebook page and sponsor banner on stage.

Idea: Line at Balloon tying was long, see if Club can have more volunteers making balloons if they plan to do that booth again

  1. Schedule Dates

4-H Carnival: March 24th

Carnival Times

  • Booth Themes Due: December 4th by 5:00 pm
  • Basket Themes Due: December 4th by 5:00 pm
  • Ticket Sales: December 8th-March 16th
  • Flyers available to post beginning on February 26th
  • Event: 12-5pm
  • Set-up Friday 5-7 pm & Saturday 8-11:00 am
  • All baskets due by 10am on Saturday, March 24
  • Event meeting to discuss last minute announcements, get tubs, etc. Sat. at 11am by the stage
  1. Marketing Ideas – need volunteers to help/take the lead on some of these

Have newspaper come and do pictures the day of the event

4 park banners

  • Posted 30 days before the event
  • Make sure to put grommets across top and bottom

Radio ads

Have a local radio station do a remote broadcast from the event

Distribute flyers at local churches, Element, Cheyenne Hills, Trinity Lutheran

Post flyers at library, Animal Shelter, St. Mary’s, Destiny Academy

Have Clubs distribute flyers

Continue using yard signs

Check on Poder’s policy about sending flyers with the youth

  1. Sheriff Volunteer Coordinator

Asked for volunteers for both promo booth and volunteer coordinator

Move Sheriff Booth to the corner (Southeast)

  1. Logistics

Event Insurance –4-H staff will take care of this

LCCC Contract and Food Waiver-4-H staff will take care of this

Pipe and Drape-ask the Fair if they will sponsor this

Audiomatrix

  • Can they suspend speaker so that they are not sitting right next to booths?
  • Talk through other options to disperse sound with Audiomatrix

Ask Court to Emcee

Ask Barton to sing National Anthem

Albin All Arounders volunteered to do the pledges

Put in 4-H correspondence to have clubs find sponsors ahead of time to solicit donations (Make sure to add to list for sponsor banner)

  1. Entertainment Ideas

Irish Step Dancers, Mariachi 307 (confirmed), Strolling Strings (confirmed), Act II dancers, Kidz at Play

  • Would like a firm commitment by December 20th

Miss Frontier and Lady in Waiting (Andrea will arrange this)

  1. New Ideas

Radio remote (live broadcast from the event)

  1. Next Meeting: November 20th, 6:00 pm in Pathfinder 419.
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