Conference Call July 19th - Agenda Provided Below ...

• Meeting Date: July 19, 2010
• Meeting Time: 8:30 – 9:30PM
The Dial-In Number: 1-712-432-3030 - Participant Number: #734857


1. Welcome Family, Friends & Guests!

2. Introduction of Committee Members

3. Announcements / Updates

4. Decisions / Action Items Needed:
 Decision: Black Tie or All White Affair
 Decision: Spirit of Washington Cruise or Bus Tour of DC @ Night
 Decision: Transportation PA Family shuttle bus or rental cars?
 Action Item: Registration Forms are needed by July 12th by COB to ensure the arrival time/date and the three sight seeing items are chosen and available
 Action item: Are there any dietary restrictions or food allergies known?
 Decision: Auction items – ( I need a auction item from everyone) – deadline TBD
 Decision: Obtain a photographer or designate a family member to take pictures?
 Questions or Comments?

5. Overview of the Draft Itinerary
 Are there any questions or concerns regarding the Draft itinerary?
 Decision: Are their any specific places the family would like to visit while in town? – provide this information on the next conference call

6. Transportation for the Pennsylvania Family
 Decision: How is the PA family attending the event i.e., rental car or shuttle bus?
 Decision: Should we roll up the cost into the price of a shuttle bus or a few rental cars?

7. Scheduled Raffles to raise money to offset the costs:
 Car Raffle – Start Date: (2/2011)
 Celebrity Raffle – Start Date: (8/2010)
 Dream Home Giveaway – Start Date: (1/2011) - this raffle doesn’t provide us a monetary incentive but our support out ways any monetary value.
 Six Flags – only – Start Date: (3/2011)
 Taste of DC - Start Date: (8/2010)
 Hair Raffle – Start Date: (2/2011)
 Chair Massage -
 T-shirts (purchased in advance or at the event)
 Scrap books (purchased after the event)
 Total estimated funds raised

8. 2011 Reunion Costs
 Shuttle Buses – (from the selected hotel to the scheduled event R/T)
 Shuttle Buses Down Payment
 Sight Seeing Tours / Museums - (depending on what’s selected)
 Spirit of Washington Cruise & Dinner – need # of members attending based on registration
 Spirit of Washington Parking
 Spirit of Washington Down Payment
 Six Flags America Admissions
 Six Flags Catered Lunch
 Six Flags Parking
 Six Flags Down Payment
 Catered BBQ @ Allen Pond Park
 Allen Pond Park Down Payment
 BBQ Down Payment
 Catered BBQ @ Shelby’s Home
 Decide the type of souvenirs (key chains, lockets, bracelets, tote bags, bumper stickers, visors, hats etc)
 Rentals – Tent, Table, Table Cloths, & Chairs
 Scrapbooks
 Conference Call Fees
 Welcome Conference Room (TBD)
 Select a photographer or designate several family members?

9. Food Committee
 Obtain the registration forms to determine the total attendees to ensure # of cutlery items needed for the Catered BBQs @ Allen Pond and Shelby’s House. Call or email the attendees to confirm their attendance.
 Reconfirm the food selections with the Cater
 Confirm any dietary or food allergies in advance and provide options
 Reserve the cake 1 month in advance

10. Setup / Clean Up Committee
 Rent the Tents, Chairs / Tables from a local company based on the best costs

11. Transportation Committee
 Ensure everyone traveling from out-of-town has decided on a rental car or shuttle bus service 3 months prior to the event and they have made their hotel accommodations.
 Ensure the reservations & down payment/final payments have been confirm via a receipt from the selected hotel
 Ensure the shuttle bus companies have our bus schedules for all our events

12. Activities & Talent Show Committee
 Ensure everyone has registered for the event 1 month in advance and reconfirm with them via email or by calling them
 Ensure everyone has turned in their Talent Show form on or before April 30th

13. Scrap booking Committee / Family History
 Obtain family memorabilia, pictures etc to display at the reunion table.
 Purchase scrap books to sale after the reunion
 After the reunion compile your pictures taken at the reunion and create scrap books to sell
 Determine what type of scrapbook and or pictures will be used
 Determine the cost of each scrap book

14. Communications Committee
 Ensure email reminders are sent out every month or every two weeks detailing the 2011 reunion date/time and location along with your contact information and the family reunion host site
 Check in with the President once a month or as needed
 Ensure you have a family roster available to check off names of those that have turned in their survey forms after the event has concluded

15. Fundraising Committee
 Ensure you have a list of the auction items provided by each family member and that you know the dates of all the (scheduled raffles) along with their dollar amounts Ensure you have a team of volunteers to assist you with decorating, and coding each auction item for the Spirit of Washington Cruise and at the BBQ on Saturday
 Call/Email each family member for a list of their auction item
 Send reminders out regarding their auction items

16. Accommodations Committee
 Ensure everyone has registered for their hotel room 2 months in advance. Negotiate a group rate for blocks of rooms (now) at a discounted price
 Review the registration forms and make reservation accordingly
 Check in with the President once a month or as needed for updates

17. Seniors Committee
 Determine what activity or event you want to plan or participate in or if you simply want to assist another committee or enjoy the event, please inform the President and VP in advance

18. Hospitality Committee
 Welcome the family each day of the event to include Friday, Saturday, Sunday and Monday from (8-9AM) and (8-9PM) at the hotel in the Welcome Conference Room, provide them with an itinerary, bus schedule, park passes etc. Ensure someone from your team is available each day.
 I can assist in this regard, please let me know which day.

19. Questions / Comments