3/15/2016 SPECIAL EVENTS COMMITTEE Minutes

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Minutes Special Events Committee Meeting March 15, 2016 1 Oam Attendees: M. Bradbury, H. McLaughlin, Chief Rullo, J, Gamache, M. Phillips, S. Stogel • Mary reviewed the budget / expenses from 2015 events. We saw a large increase in the vendors and sponsorships for the Picnic. It was close to "break even" with a question to be resolved by Mary about the reporting of the Band/DJ costs. The almost doubled increase in vendors put Oktoberfest well in the black. • Mary asked the Committee to feel free to offer up ideas for more "one time" events for Community Park. Chief Rullo mentioned weddings as a good potential for income. • . Mary presented a proposal from Diane Precourt who wants to present a "Farm, Fare and Arts" market. She would be responsible for a turnkey operation (providing vendors, acquiring permits) in return for having the event in the Community Park. She proposed Wednesdays, but the Committee agreed it would be better on Food Truck Fridays. Mary will follow up. • Picnic o Heidi proposed anew fee structure for vendors with the goal of making it more affordable for those selling small items. Mary/Heidi will reach out to Mark for his thoughts asap with the goal of getting the Vendor applications out in the next few days o It was agreed we'd place the stage behind the school near the batting cages. o Mary will follow up with CCB Media to see how we collaborate. o John will look into bands and will contact Doug and Tracy re AV o Chief Rullo will look into date conflicts with other fireworks displays. o Heidi reiterated we won't provide any power this year o Heidi proposed adding Laser Tag in addition to the bounce houses and all agreed. Oktoberfest o Sue and Heidi to meet this week to review last year's vendors and begin soliciting. Next meeting will be Tuesday, April 12 at 1 oam in Town Hall.