Dinner Theatre Committee

Friday, March 30, 2007

Meeting Notes

SPONSORSHIP UPDATE

There are three sponsors: Investors Group, Menzies printers and Aramark. Aramark and Menzies will provide sponsorship in-kind.

Logos will be needed for all sponsors to put on the tickets

AUCTION ITEMS UPADATE

Jennifer secured 3 night accommodation at Tyrolean Chalet at Sun Peaks. This chalet sleeps 14. A few golf passes will be added to this get away package. Anders continues to seek those out.

Arlin got a one night accommodation at a loft suite at the new university residence

Dorys will contact Dennis/Surander to see what other items we have for the auction/draw. As well we’ll ask them to update the club on Tuesday with what items we may still be after.

In terms of the auction/draw format: we will decide based on what items/bundles we have. Kathy suggested when we sell the tickets to do it in a manner that people get just a few less than enough to put in one in each box (if there are 10 packages, then less sell them in groups of 8) to encourage purchasing more than 1 string of tickets

MENU UPDATE

An upgraded menu was negotiated by Arlin which will see us get a better dinner for the same price ($20/person) and Aramark will sponsor the rest.

The new menu consists of:

Bakery Fresh Rolls & Butter

Chef Carved Baron of Beef with Au Jus

Tri Coloured Cheese Tortellini with a Fresh Tomatoes Basil sauce and Alfredo sauce

Mediterranean Roasted Potatoes

Steamed Seasonal Vegetables

Caesar Salad

Chef's Dessert plate

Coffee and Tea

TICKETS UPDATE

Printing: Mike spoke to Ryan and he will do the printing with Menzies being acknowledged as a sponsor. Ryan said it would take about 3 days to get them printed. We expect to have the logos to Ryan by early next week and tickets by end of next week and to the club the following Tuesday, giving us about a month to sell them.

The tickets will have the following logos: Aurora, Menzies printers, Investors Group and Aramark

Club commitment & sales: club members have given verbal commitment for about half the tickets

Program for the evening will be printed as well with signage for the tables. Programs to include a map of the university to make sure nobody gets lost between the Activity Center and the Theatre

EVENTS LOGISTICS

The timelines for the evening will be:

Cocktails at 6 pm

Dinner at 6:30 – 7:45

Play part I at 8 pm – 8:30

20-30 min intermission with drinks/coffee in the Art Gallery

Play Part II at 9- 9:30

Wrap up with announcement of winners of draws around 9:30 (Draws to be made in the theatre right after the play ends)

We will need to have the auction items set up during cocktails and dinner and then move them to the Art Gallery for further viewing and final ticket sales during intermission

Next steps/Action items

Tickets to be printed & sales to start. Mike will coordinate with Ryan.

Sponsor logos to be sent to Mike

Dorys will send to Mike suggestion on text for tickets

Kathy will write up a story for club newsletter and will try to set up the event in the system so that members can request tickets electronically with an automatic email going to Mike

Dorys will ask Dennis and Surander for a list of items we have so far for auction and ask them to talk to the club on Tuesday about specific items we may still be after. Kathy will also put the request form on the website, after she receives it. Dorys to request an electronic copy from Dennis.

Dorys will talk to Murray about inquiring with theatre group availability of any props that we could use for decorations.