Alpha Kappa Alpha Sorority, Incorporated®
Chi Zeta Omega Chapter
Pearls and Ivy Debutante Ball Meeting
Tom Muehlenbeck Center
3/17/14
7:45 PM
Agenda
The meeting was called to order at 7:748 PM and adjourned at 9:23 PM
Attendees: Sorors Tiffany Neal, LaSharron, Shannon Booty, Karen Smith, Tiffany Garner, Jaime Jackson, Darlene Wright, Derona Robinson, Erica Harris, Michel Mizelle, Rosalind Williams Lewis, Dewanna Jefferson
Logistics
Table Seating Shannon Booty
· There will be assigned seating for everyone at the debutante ball
· Assigned premium seating will be provided to the 1) Deb’s guests, 2) VSGs, and 3) Sorors who turns in the most funds by April 26th
· Benicia Ware, POS Financial Secretary will provide financials to Shannon on a weekly basis to determine seating capacity
· A table and a half table will be reserved for VSGs that will include (CZO President, 6 Chapter AKA Presidents, Former Regional Director, Regional Director, Pan Hel Representative, Evelyn Hamilton – Pianist, POS President, Ball Chairman, and if spouses or significant others attend with the VSGs)
· Only complimentary tickets are for the following, Sorors Chelle Luper Wilson, Shirley Fisher, and Evelyn Hamilton
AV Needs Erica Williams
· CZO Projector
· CZO Laptop
· Hotel Screen,
· Pipe to Hotel’s System for DJ equipment and microphone
· (3) Walkie Talkies Contact for Walkie Talkies
· Spotlight
Dressing Room Location/Layout Dewanna Jefferson
· Dee Marsh will coordinate the dressing rooms for the debs, with table stations, mirrors, extinction cords, etc.
· There will be 9 LIW assigned to debs for last minute errands
VSG Holding Room Location/Layout Dewanna Jefferson
· We have the Sonata 1, 2, 3 ballrooms for debs & escorts dinner, VSG holding room, and deb’s dressing room
· We will choose another menu for the debs & escorts
Emcee & Dignitaries Cherese Wright
· Follow up with Cherese on the VSG List & letters of invitation
· Zakia Larry has verbally accepted the invitation to emcee the Pearls and Ivy Debutante Ball, a formal letter will be mailed
Fundraising Judy Obinwa, Shannon Barber
· Follow up with Sales Incentive Plan
· Follow up Pat Hawkins on funds raised to date
o 70 tickets were sold to date $420
o 26 of those tickers were for debs and included in their deb fees
o 9 tickets were checked out, funds are outstanding
o Judy send weekly email reminders about the ball
o Michelle will add a Red, Pink, Green fundraiser tracker on the CZO website
o $35,000 is the goal for this year’s Pearls and Ivy Debutante Ball
o $1,000 * 13 debs = $13,000
o $2,500 * 2 debs competing for Miss Pearls and Ivy $5, 000
o $150 assessment *100 sorors = $15,000
Publicity Judy Obinwa, Shannon Barber
· Letters to Organizations, Corporations, Community Partners are being revised and will be sent to Vanessa for protocol review
Florals Sharon Davis
· Follow up with Sharon Davis to identify floral vendors for bouquets, corsages, boutonnières, and decorations
Attire Veronica Jackson, Karen Smith
· 1 deb is outstanding on purchasing her ball gown, Rosalind will follow up
· Veronica will provide a checklist to cover attire guidelines for all participants of the ball
· Rosalind will follow up with Karen Austin to see if mentors will purchase the etiquette book from Felicia as their MDT gift
Entertainment Glenda Reitzel Thorpe Vera Moore
· The contract for the DJ has been secured
· The cost for Sticks and Hits is $500, we have paid $250, and the remaining balance is due the night of ball
· The contract for the Band has been secured
· The cost for Herbie K. Johnson Band is$800, we have paid $400, Jaime will follow up on donation from sorors who previously verbally committed for the remaining balance since the band wasn’t included in the original budget
· Band will play 6:30 PM – 7:00 PM and for dinner about 45 minutes
· DJ will play during the waltz
Gifts, Awards, Prizes Pam Bryant
· Follow up with Pam
· Gift Ideas for debs, escorts, VSGs
· Tiaras
· Sashes
· Miss P&I Cloak
· Awards for Miss Pearls and Ivy and Court
· Follow up on cloak, as cloak was not a budgeted line item
Scrapbook Rosalind Williams Lewis
· 1st workshop was March 9th by Veronica, Donna, and Dewanna
· April 12th is the next workshop from 12:30 – 3:00 pm at the church
· Judges: Suggestions were: Crystal Card, April Bristol, Tanelli Hatley, Darlene Wright
· Rosalind draft a judging criteria two weeks out for April 12th
· The debs will need 6 in tables for their scrapbooks
Standards Barbara Jones
· The Standards Chairmen will send activities / financial status to parents
· Deb Fees $600 and , $1,000 raised to be presented at the ball
Social Season Adriane Burgess
· To date, no one has expressed an interest in the tea prior to the ball
Photography Rosalind Garner
· Headshots were taken on March 9th , the girls were photographed in a black drape
· 10 participated, 3 pictures are outstanding
· The headshots are needed for the MDT program
· At the ball, the headshots will be placed on the brag tables in a 8X10 frame
· April 6th full body gown Junior League, provide April 24th
· The deb’s bios are due April 12th
Heritage & Ambiance Daphne Harris
· Follow up with Daphne
· Models Confirmed
· Vintage Car / Accessories
Confidential - Internal Distribution