36:59Central to the meeting was the discussion on meal vouchers for the event. Participants deliberated on the logistics of providing $25 meal coupons for Snug Harbor, outlining a set menu that included a salad, cheeseburger, chicken sandwich, and fried shrimp basket. These details were to be prominently displayed at registration and on tables, with laminated menus prepared for clarity. A notable point of concern was meal timing, as meals needed to be ordered by 3:30 PM before the restaurant transitioned to dinner service. The restaurant would open at 11:00 AM, allowing vendors to dine early, a strategy suggested to prevent congestion later in the day.

Further dialogue examined the number of meal coupons to distribute, proposing 125 for VIPs and 200 for the general public. The restaurant agreed to a minimum meal order of $2,000, covering 80 meals, trusting organizers to settle the bill post-event without a deposit. The total donation amount stood at $3,300, which could cover approximately 132 meals at $25 each. This raised questions about the feasibility of the proposed distribution numbers. There was also discussion on whether some nonprofits, focused on promoting their booths, might not utilize their meal tickets.

13:59The council further explored logistical preparations, focusing on event setup, registration, and seating. Tables and chairs were to be set up and cleaned starting at 10:00 AM, with official registration opening at 1:00 PM and voter introductions scheduled for 1:45 PM. Nonprofit presentations were planned for 2:00 PM, leading into prize drawings at 3:00 PM. Concerns arose regarding seating arrangements near the stage, emphasizing safety and accessibility for attendees. The planned spacing between tables and chairs was considered adequate, with a consensus on maintaining six feet between aisles, but with openness to adjustments if needed.

24:49Marketing efforts were also a priority. It was planned for a representative to appear on Beach Talk Radio to promote the event, emphasizing voter celebration and mooring field awareness. Attendees over 18 would receive a ticket for a drawing, with the requirement of being present to win. $25 meal deals from Snug Harbor were highlighted as a draw for attendance. Supplies for the event, including clipboards, name tags, and duct tape, were confirmed, with special attention to sticky name tags for easy recognition of committee members and guests.

18:25Event participants were assigned specific roles to ensure smooth operation. Responsibilities included handling voter and VIP registration, managing ticket sales, and acting as liaison with nonprofits to meet their needs. Flexibility was emphasized to address any unexpected issues.

31:13Signage for the event was another discussion point. Preliminary designs were reviewed for clarity, with adjustments suggested to ensure attendees understood the meal payment process. It was clarified that transactions would occur directly with the restaurant and not through the committee.

45:13The meeting also addressed coordination for the band, with a scheduled start between 2:00 and 2:30 PM. Concerns about crowd flow and breakdown timing were raised.

55:41The importance of maintaining transparency and adhering to sunshine laws was highlighted. Communications among committee members were advised to be routed through Curtis for oversight.

41:03Finally, the discussion covered drawing prizes, with contributions from various organizations and individuals. The prizes included passes for Fins Up Beach Club, a $100 certificate for the Islander, and a two-night stay at Matanza’s Inn. A generous offer from an individual named John to provide a $250 gift card to West Marine or contribute the amount towards event costs was agreed to be applied to the event’s budget, providing a financial cushion.