A focal point of the meeting was the council’s strategy to secure necessary sponsorships, which included reviewing past commitments and reaching out to new potential sponsors. Ocean Bank, historically a title sponsor, was confirmed to contribute $5,000, while discussions also covered other potential sponsors like the Auto Mall and Vicky Bakery. While Vicky Bakery had contributed in kind, the council debated the merit of pursuing more substantial support from them. A systematic approach was suggested for tracking sponsor contacts, including the creation of a spreadsheet to ensure retention of contact information for future events. The council discussed the importance of contacting previous sponsors, such as Fiesta, for discounts on services and ensuring that financial commitments met the event’s budgetary needs.

A significant portion of the meeting was dedicated to the logistics and planning of the upcoming event. The council addressed the pricing structure for various sponsorship tiers, noting an increase in the bronze sponsorship fee from $1,500 to $2,500, while gold and silver tiers remained unchanged. The council recognized the importance of securing these sponsorships to offset event expenses, projected at around $4,500, with some funds already committed. Discussions included reaching out to the owner of Chick-fil-A for potential sponsorship, acknowledging the formal nature of the event as a potential hurdle.

Logistical concerns extended beyond finances, with discussions around the event’s setup, including stage and lighting arrangements. The council debated the placement of fences, lighting, and the sound system. They reflected on past years’ setups. Planning also encompassed the arrangement of signage, with specific classifications and cost considerations needing clarification.

The council also delved into plansning for event promotion and attendee logistics. Coordination with Eventbrite for ticket sales was underscored, alongside promoting the event through various channels, including a podcast episode featuring the mayor, which garnered attention. There was discussion about the podcast’s financial implications and its connection to election outcomes. Further logistical discussions included transportation arrangements for attendees, particularly using golf carts for those parking near the tennis courts, with community involvement from groups like the Junior Optimist Club.

Attention was given to the programming aspects of the event. The council was enthusiastic about involving local talent, such as a school singer and a jazz ensemble, and discussed decorative elements like inflatable arches to enhance guest experience. Finalizing arrangements for tables and chairs, as well as securing a stage provider, were other logistical priorities. The council expressed urgency in confirming these details to avoid last-minute complications.