A point of discussion was the participation and involvement of local nonprofit organizations. With eight out of the ten nonprofit spots already confirmed, including the Coast Guard Auxiliary and Captains for Clean Water, the council aimed to solidify the remaining spots. The involvement of these organizations is crucial in enhancing the event’s community spirit and engagement. The council was also tasked with resolving uncertainties regarding additional organizations’ participation, with a suggestion to follow up with potential participants like Joanne from OO Bay to confirm their availability.

The financial aspect of the event was a concern. The council set a fundraising target between $2,500 and $3,000 to cover meal costs and other event-related expenses. Contributions of $1,000 had already been secured, including $500 from BTR and another donation from a participant named Ed. Yet, to reach their goal, further outreach to marine operators for additional donations was deemed necessary. Ed’s upcoming appearance on Beach Talk Radio was viewed as a strategic move to solicit more contributions and promote the event.

The status of the event permit was another issue, as it awaited approval from the fire department. The council planned to secure the permit the day before the event, emphasizing the importance of having all necessary approvals in place to ensure a smooth execution. Discussions with local restaurants were also underway, with Snug Harbor identified as a potential partner for providing meals. The proposal to offer $20 meal vouchers, inclusive of tips, was considered a practical solution to streamline transactions for attendees.

Council members engaged in a debate over the inclusion of the general public in meal provisions. Some felt that meal vouchers should be exclusive to Cruisers and VIPs, while others suggested offering restaurant discounts to general attendees as a compromise.

In addition to meal logistics, the council addressed the need for promotional materials to attract attendees and sponsors. Flyers and other advertising tools were deemed essential for raising awareness and encouraging participation. Furthermore, the council discussed the production of key chains as promotional items, with satisfaction expressed over their quality and plans to distribute them at the next meeting.

Logistical arrangements dominated the meeting, with specific responsibilities assigned to various members. Procuring tables and chairs, managing supplies like duct tape and zip ties, and preparing registration signs were among the tasks organized. The council also discussed the creation of meal ticket vouchers, debating between a single or two-part ticket system that included a section for a drawing.

Registration processes were planned, with separate lines for VIPs and the general public. VIPs would receive meal tickets and drawing tickets, while the general public would receive a single drawing ticket. To prevent multiple registrations, attendees would be required to write down their names upon receiving tickets. The importance of clearly communicating the event schedule in flyers was emphasized to ensure attendees were well-informed about the event’s proceedings.

As the meeting progressed, the council reviewed communication strategies, including drafts for a press release, sponsor solicitation letters, and rules for prize drawings. These documents were to be reviewed by designated individuals before use. The council recognized the importance of maintaining clear and professional communication channels, particularly when soliciting donations and sponsorships.

Members volunteered for various tasks, taking responsibility for different aspects of planning and execution. There was a shared understanding of the need for efficient communication and approval processes to facilitate smooth event preparations.