Sponsorships were a primary concern, as members reported on the status of funds and contributions from various businesses. While sponsorship commitments from entities like Healthy Spine and Caution CrossFit were anticipated, these were not yet confirmed, causing some uncertainty. Efforts to engage further sponsors were highlighted, and members were optimistic as they discussed reaching out for additional funding. The importance of timely processing and approval of sponsorship agreements was underscored, with a call for swift coordination between finance and legal departments.

The design and production of event materials were also discussed extensively. Medals, ribbons, T-shirts, and bags for participants were central to logistical planning. Members reviewed the medal designs, which would remain consistent with the previous year, and there was urgency to finalize orders to ensure timely production. T-shirts and bags required further attention, with discussions about quantity, design, and cost implications. The potential reuse of last year’s bags was considered to manage expenses, and suggestions were made to simplify T-shirt designs if full-color printing proved costly.

In a related discussion, promotional materials for the Reindeer Run were deliberated, with a consensus to simplify the design by removing flag imagery. A proposed design featuring a white background with red text was favored, though budget constraints could influence the final decision. Participants were tasked with resolving the design details promptly, emphasizing cost-effective solutions.

The meeting also addressed the timing of sponsorship payments. Concerns were raised about the feasibility of receiving funds by the 22nd, and there were calls to encourage sponsors to provide financial support earlier. A strategy to establish earlier deadlines for sponsorship payments and logo submissions for future events was discussed to avoid last-minute challenges.

Logistical arrangements for the Reindeer Run included coordinating with vendors and ensuring transportation services. The participation of a marching band was confirmed, and inquiries were made regarding associated costs. Members were tasked with obtaining invoices and confirming arrangements with vendors. The involvement of student volunteers was also planned, with preparations for package pickup and bag stuffing scheduled for early December.

Interactive activities for children, such as laser tag, were proposed to enhance the event experience. Reflecting on a successful laser tag event in previous years, members expressed interest in including this activity again, though logistical arrangements and vendor coordination were necessary.