[Fallfest] FF mtg minutes

[Teresa Knapp]

Dear Folks,

Here are the minutes from our last meeting and continuing thanks for all 
your hard work.

Gaye and Teri

Minutes of Fall Fest Meeting, Sept. 4, 2003

1)  Reports from co-chairs:  Walker School is very excited to have us back
again.  Gaye received a very warm welcome in the office when she went to 
confirm
arrangements.  Kim will cater lunch again at the same price.  Tina Liza 
Jones
will do gospel, Rob will do shape note, Nancy will sell dresses.  Will plan 
to
show the video, "Paid to Eat Ice Cream", in the auditorium, 4-6PM on Sat.

2)  Committee reports:
**advertising, flyers, website, band hospitality are all going well.
** Bottons are on track.  Will is planning to inventory supplies and order 
what
is necessary.  Reminder to make names large and legible.
**dancer service center ready.  Will buy 300 bottles of water to sell again 
as a
service.
**volunteers:  announcements made at upcoming dances.  Most slots are full.
looking for potluck, decorations, snacks chairs.  Discussed importance of 
quilts
for sound.  Becky/Lynn/Teri volunteered to prepare quilts.  Rob volunteered 
to
get/transport bamboo.  Will is available to give training/advice.
**potluck committee is experienced, looking for chair
**facilities ok
**registration:  219 registered (180 at this time last year).  gender 
balance is
now 8.7% (target is 8%)
**Sat. night party waiting to see if Pati Wattenmaker's house is available.
Laura Light has also volunteered her house.
**shoes good
**finances good
**housing:  Becky contacted 42-49 potential hosts.  Found housing for 17
singles, 10 couples.  This is already not enough.  Committee authorized 
Becky to
spend up to $500 to book cabins at Camp Holiday Trails.  Cabins have 8 
bunks,
toilets, shower, heat/AC and cost $20/night/person. Rob will help Becky 
draft an
email to folks explaining the problem and options.  For future discussion:
include fee for housing in registration fee.  Everyone pays extra.  Hosts 
don't
pay housing fee?  Everyone subsidizes housing and folks aren't penzlized for
registering later than those who made there own arrangements way in advance.
**Becky is looking for a good space for the band (4 singles).
**stage is rented, delivered at 5 PM
**tshirts will be alligators!  Gave Aggie the go ahead.
**workshops approved as proposed.  Remind Bill to tell Aggie sign needs.
**PA:  Jim would like to run sound across hall (stage in middle, dancers in
short lines).  Committee decided to have long lines and trust the sound 
folks to
figure out how to make it work.  Tom will talk to decorations chair about
hanging quilt in stairwell near band.  Tom will also draw map of space use 
in
gym.
**will experiment with creating a volunteer slot for a masseuse for the 
band.
Teri will call the Groovemongers first to see if it would be
useful/appreciated/practical.

3)  Bands for 2004.  Committee decided to consider a Canadian band for a 
change
of musical pace.  First choices are Flapjack, Domino and Barachois.  Rob 
will do
some research on Barachois.  (He did.  They will play their final concert in
Dec. 2003 and will then disband.)  Final decision will be made at the wrap 
up
meeting, when we have a better idea of how things went this year.

Thanks for all your work.  Remember to call Teri or Gaye if you have any
questions.  Please make sure that all your committee volunteers are 
registered!
Keep all your receipts!




"We are librarians, and therefore the elect of God.
To read is human, to catalogue divine."
                  --from Dewey Death by Charity Black Stock.

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