4/28/2015 SPECIAL EVENTS COMMITTEE Minutes

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Special Events Committee Meeting April 28, 2015 Minutes The meeting was called to order at 10:35 am. 1. Review of Memorial Day Ceremony a. In addition to committee members, Norm Dias of VFW Post#5489 was present to add information to the outlined schedule of events. b. Norm mentioned that he believes there are a total of 9 memorial stones that are to be in place. Baker's Monument Company was to put the plaques on them over the winter. Norm understood that DPW was to pick them up and place them on property. c. We will forgo a bagpiper at the beginning of the event. MHS Andy Troyanos music dept. is to get back to Mary with a trumpet player and the soloist for the National Anthem. d. Norm mentioned that Ted Theis may have additional information or contact info we may need. 2. The committee viewed the new banner updates for Community Picnic and Oktoberfest. a. Susan Stogel will go forward with ordering there 3. Community Picnic- Proposal for CCB-Media a. Susan had been in touch with Beverly Tilden of CCB-Media to bring this about and explained briefly that CCB-Media wants to have exclusivity to the events as the only media.This does not apply to Mashpee TV and Mashpee Enterprise as media representatives. b. The hope of this agreement is that we will be able to attract more sponsors and greater donation amounts. c. There was some concern about the "free spots"/PSA's and what that meant... Are we able to specifically mention our sponsors in these spots separately, as a group, etc.? Pre- recorded vs. live? d. The message should be more of a promotion of the event/sponsors rather than encouraging greater attendance from outside Mashpee. e. Margie raised and addressed concerns about additional parking when we are at capacity now with over 8,000 in attendance last year. Heidi reminded the group that we had used a shuttle in the past from Quashnet School.The additional parking will increase the need for volunteers at Quashnet. The shuttle can be arranged through Cape Destinations. f. This will dictate a need for additional signage directing people to the off-site parking/shuttle 4. Community Picnic Activities and Entertainment ideas a. There was discussion around the entertainment, separate bands, DJ, etc. Susan and Heidi will explore getting in touch with "Hazy, Hot and Humid" or Sarah Swain as the main band. b. Moon bounces, obstacle course, dunk tank and K-9 show. c. The addition this year of a bicycle stunt show,we may share the costs with local camps if he will do a show earlier in the day. d. As of now, beginning at 6:00 PM- DJ/Radio station, stunt show, K-9 show and then the band will perform until the fireworks go off at 9/9:15. Access Audio is also able to fill in with music if need be.