AFS GC 2018 Fundraiser Event

Committee Meeting Sept 14/17

Attendees:

Stacie Man, Marlene Cox, FarhadJavidi, Carrie Nelson, Rebecka Nelli. Additional support (not attended): Wendy Senoglu. Holly Scheppegrell, Glenda Blaisdell-Buck, Sandra Dickerson, Jean-Anne Schmidt, Stacey Cohen, Patty Wolverton.

  • Action: Invite volunteers, recent alumni, and last year’s attendees to committee participation. Split call list among current attendees – each call names they know. (responsibility? timing invite to next meeting.)
  • Action: For tasks below, call support folks to assign responsibility. (responsibility? Timing – immediate so actions can be done by next meeting.)

AGENDA with DISCUSSION

  • Background- last year records, results. Did not review, as we were all there. Document available for review as needed.
  • Objectives- goals & ambiance decisions:
  • Agreed with repeating last year’s: (1) Awareness (which then generates new hosts. (2) scholarship funds (agreed a small percentage of funds raised can also cover general funds). (3) Internal community building.
  • Stacie brought seminar summary on Event creation. Action needed: Stacie toforward to committee. Team agreed with relevant objectives from document: engage, educate, direct, network, and brand.
  • Organization - committee & meeting schedule
  • Don’t add meetings to calendar, so agreed to add this one to monthly gatherings.
  • Action: To support seeking sponsors/major donors, need a good sales kit for next meeting. (responsible: Rebecka.)
  • Action: Committee to make a list of likely sponsors, identify individuals with those relationships and ask them to approach. (Responsible: all committee, timing: at next meeting).
  • Action: Check Panthers schedule for conflict with events, meetings, etc. (responsible – Carrie. For next meeting.)
  • Budget- expense assumptions, attendance & price-point assumptions below agreed.
  • Last year is a good starting point.
  • It is reasonable to use the unspent gains from last year as the base costs, so that we know we have the cash flow to cover the event - $6,000. If, as we go, we receive large sponsorships or unexpected cost savings, we can invest those in upgrading quality.
  • It is reasonable to expect the following costs might be higher: venue. Caterer – as we desire to upgrade the food. Beverages – as paying some portion of bar is typical for this audience.
  • Date possibilities & ramifications
  • February priority based on time needed to create on front end, time needed on back end for scholarship execution.
  • Activities happening that could affect attendance: Mar/Apr (Spring Break, NCAA, conferences). Action: Check with Chamber of commerce for events happening Jan/Feb/Mar/Apr. (responsibility –Carrie. Timing before next meeting.)
  • Fridays is really the only consideration. Folks don’t come out on Thursdays, and Saturdays/Sundays cost more.
  • Venue details/criteria/questions
  • 150-200 attendees.
  • Availability: Fridays Feb/Mar.
  • Comfortable space for mingling – set up so everyone is together (not nooks and crannies, move around for activities or food or auction). Location uptown and in a place that soundslike it has an upscale party ambiance that attracts all.
  • Will there be bar requirements? We are preliminarily thinking open bar or bar tickets or giving away wine bottles.
  • Will there be food requirements? We are preliminarily thinking catered pass hors-oeuvres plus a carving station. (NOT sit-down dinner.)
  • Arrival & Outside of location – parking availability and charges. Ambiance of street. Entrance – are there elevator banks or other bottleneck possibilities and how is that handled.
  • Confirm accessibility of disabled and of kids.
  • Availability and experience with audio visual.
  • Pricing: nonprofit pricing?!, base price, what’s included, extras clarified, what’s not included.
  • Venue Ideas to research: Action: Each of below need the answers to all of the above questions. Timing; by next meeting.)
  • Wells Fargo –ResponsiblityBarisSenoglu. Free?! Got it – checking capacity.
  • Morehead Inn – Responsibility Glenda Blaisdell-Buck.
  • Duke Mansion –Responsibility Stacy Man. (FYI – valet parking required.)
  • Levine as baseline. Responsibility Marlene Cox.
  • Mint Museum – Responsibility? Check both uptown and Randolph rd locations. Athena works there?
  • Van Landingham – is going through organizational issues so unlikely.
  • CPCC reception event space options? – ResponsibilityFarhadJavidi.
  • Project 658 – Responsibility Rebecka Nelli. Got it. Expensive.
  • McColl Center - Responsibility FarhadJavidi. by Discovery Place, parking free?
  • Art bar place that was on gallery crawl – Responsibility Carrie Nelson. is it small?
  • Spirit Square – Responsibility Patty Wolverton. Got it.
  • OMB Brewery – Responsibility Holly Scheppegrell. Got it. And/or check other smaller newer breweries (hip ambiance)
  • Harvey Gant – Responsibility Marlene Cox.. 3rd floor?
  • Price-point: Discussed a variety of options. Agreed is important to encourage economic diversity of attendance.
  • Who to get comps – students, host families. Seems like everyone has a reason. Consider a limited number of comps, a criteria, and then when their gone their gone.
  • One price - $30 last year was considered a well-received compromise for the host families and volunteers with lower incomes and the higher expectations of most connected/influential names in Greater charlotte.
  • Regular vs. VIP tickets – VIP to include parking, drink ticket/open bar/bottle wine, private access, …?
  • Tickets sold in pairs perhaps.
  • Aside – themes for consideration:
  • “real” America – melting pot, diversity is who we are
  • Global safe zone – CPCC and college focus
  • Global citizen – CMS and middle/high school focus
  • Economic mobility – Charlotte focus
  • Make a big world small. #TheAFSEffect
  • Aside – expanding leads list for attendees:
  • Consider identifying a list of professional association. (Glenda)

NEXT MEETING Sunday Sept 24, 4:00 after Monthly Gathering at Freedom Park

Preliminary Agenda:

  • Finalize decisions for venue and date.
  • Discuss theme, name, design considerations.
  • Speaker ideas
  • Brainstorm preliminary sponsors/large donors possibilities.