CHAMBER MARKET DAY SPRING - APRIL 30, 2016

MEETING Wednesday, March 9, 2016

MINUTES

1. Introductions / Committee Members Present: Mary Bell, Kim Compton, Gary Dawson, Debbie
and Martin DeLeon, Francisca Ebron, Bonnie Jones, Kathi O’Bryant, Greg Mills, Larry Sunn,
Jeane Williams, Rhonda Zunker. Newest member Stacie Lee introduced herself to the
committee. (13)

2. Facility:

  • Booth Grid: Larry Sunn presented Version #20 with revisions.
  • Lion Train Route: Same as previously with 2 routes, long or short.
  • Setup / Markers / Barricades/ Cones: Greg, Larry, Gary, Martin, Debbie, KO and Kim will
    assist.
  • Generators: Home Depot can provide 3 -4 units, and Larry Sunn is donating the use of his largecapacity generator for the day.
  • Portable Toilets: Debbie has ordered and confirmed 3 units from A-John. (1 ADA, 2 regular)
  • Takedown / Cleanup: All will assist until grounds are completely clear.
  • Parking / Shuttle / Security: Volunteers in Policing Services will be on hand during the day. Shuttle should be ready at 6:30 am and available until about 5:30 pm. Rhonda has secured a 4-seat cart from River Crossing and will pursue another 4 seat cart, as we had in the Fall.

3. Vendor Administration:

  • Applications:40 Vendors have applied so far. Another “Calling All Vendors” e-blast will go out this Friday March 11.
  • Database: Kika and Debbie have entered and catalogued all 40 of the current vendors.
  • Coordination/Communication: There were questions on vendors; one has not supplied tax ID #,and the other is taking orders on Lotions. Screening of applications follow our guidelines, anddecisions are made by either the Chamber Staff or Debbie as Vendor Chair, then she can ask theCommittee if further discussion is necessary.

4. Publicity:

  • Poster/Fliers/ Raffle: Full size color copies are ready for distribution. Half size fliers are awaiting more sponsors. Raffle tickets will be ready by the Power Lunch next Wednesday March 16
  • Newspaper Ads: An article and photos have been submitted to FPN, along with ad money. Joanneis taking care of the Library newspaperad (West Comal Co. Chronicle)
  • Press Release: Joanne has sent it out to the media list for immediate publication.
  • Money Mailer: Debbie is working with Tom Wisdom and should have the full sponsorship soon.
  • Signs/Banners: The Chamber will print out changes to be laminated with Gary D’s machine, then taped over the existing banners and signs. Greg offered the help of his staff to assist in this project. Additional signs marking “Restroom” and “Dining Area” will need to be produced. Rhonda will request the City Permit so that the 6 permitted signs are ready to go up on April 9, and the rest to be put out Thursday Apr. 28. Kendall Co. sign ordinances to be researched.
  • A work day at the Chamber during the first week in April will be announced to prepare the signs.

5. Activities:

  • Booth Check-in / Booth Coordinator: Diana Messick has volunteered to assist Kim in the filling ofbooth spaces, then she will step in on the day of the event as Kim can not attend.
  • Opening Ceremony:Kathi has arranged for the Mayor, Police Color Guard and Anthem.
  • Door Prizes/ Raffle:Donations will be collected by volunteers or Ambassadors visiting each booth. Grand Prize gift cards are now being solicited for a goal of $1000.00+ value.
  • Music/ Announcements: Gary will coordinate with Sylvia and Rhonda about the music, and hewill set up the 2 speakers and generator source.
  • Entertainment: Diamond Dance will perform and bring their own music device.

6. Other:

  • Petting Zoo: Insurance makes this activity prohibitive for our event.
  • Misting Fan: Instead of a fan which requires water hookup, we will utilize small portable fans at theChamber Booth.
  • Food Court: (Dining Area) 3- 6’ tables and chairs provided by the Chamber. 10 x 20 tent is provided by Mary Bell from the City. It was suggested that simple decorations be added; plastic cloths, Chamber Banner and some plants displayed by Southwest Growers would enhance the area. Signs will be needed to direct visitors to this designated dining location.

7. Budget: The Fall Report showed a net income of $8,477.06. (June 1 - Nov 15, 2015)

Goal for Spring & Fall 2016 is $15,000.00+

8. Old Business: Larry Sunn distributed an Electrical Needs Form to accompany applications of
vendors needing generator hookups. Included on the back are explanations of terminology, requirements and equipment specifications.

9. Dates of next committee meetings: Sign/Banner Work Day - TBA 1st Week in April

Wed. April 13

Wed. April 27 } 4:30 pm at the Chamber Office

Respectfully submitted,

Kathi O’Bryant - Chamber Market Day Co-Chair