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.