A significant portion of the meeting was dedicated to securing sponsorships for the boot camp. The council members discussed the potential involvement of Florida Blue, whose interest included obtaining registrant information to promote small business insurance. The sponsorship dynamics were debated, emphasizing the necessity of proper acknowledgment for sponsors rather than guaranteeing speaking slots. This dialogue highlighted the challenges in securing committed sponsorships and the need for a clear package that outlines what sponsors receive in terms of recognition and marketing. A suggestion to pursue sponsorship from First Citizens Bank was also made, leveraging existing relationships to secure their participation. Additionally, the breakfast sponsorship details were examined, with a venue described as a glass-walled room offering visibility and branding opportunities.

Logistical aspects of the event were thoroughly reviewed, particularly the setup at the Memorial facility, which was noted to lack a traditional stage, posing visibility challenges for speakers and attendees. The venue consisted of three classrooms, requiring careful positioning to ensure all participants could see the presentations. Smart Boards in each classroom were mentioned as a positive feature, allowing duplicated presentations across all boards. The necessity of early arrival for setup was stressed, as the facility staff would not assist in this regard.

The council discussed the costs associated with the event. Memorial was covering venue fees, which was advantageous, but security and cleanup costs were still pending, with estimates involving two security guards and a staff cleanup team. Food sponsorship was another key topic, with Chef Veronica being considered for providing snacks or possibly co-sponsoring breakfast with First Citizens Bank. The logistics of food production versus financial sponsorship were debated, emphasizing the need for a backup plan if Florida Blue did not come through.

Marketing and promotional strategies were also a focal point. The council considered changing the event’s name from “small business boot camp” to “2024 business boot camp: practices to better your business” to broaden its appeal. There was a consensus to update the subtitle while recognizing that the main title had already been widely disseminated. The council members highlighted the importance of consistent messaging across social media and newsletters to ensure broad and effective promotion. Concerns were raised about the professionalism of the event’s presentation, leading to a proposal for professionally printed name tags and programs to enhance visual appeal.

The planning of goodie bags was another discussion. The council reviewed potential items, including custom-designed tote bags, notepads, pens, and fun items like stickers or promotional cows from previous events. The importance of sourcing items locally was emphasized to maintain community engagement. There was also a debate on the appropriate amount to allocate for raffle prizes, with a proposal to include $50 gift cards totaling $400, contingent on the number of participating businesses.

Speaker arrangements were addressed, with concerns about the availability of key speakers like Danny Angel, necessitating a search for replacements. The council considered involving a business owner familiar with local processes to speak. The need for finalizing speaker bios and ensuring timely submission of presentations was acknowledged as crucial for the event’s success.

Towards the meeting’s end, logistical considerations such as clear signage for parking were discussed, particularly due to nearby construction complicating access. The council considered purchasing reusable signs for future events. Financial arrangements, including invoicing and coordination with sponsors, were also highlighted as essential to avoid last-minute issues. The necessity of a follow-up meeting to finalize budget allocations and confirm volunteer availability was agreed upon.