Next Meeting January 14, 2009 at 5:30 PM @ Gracie's Restaurant
Planning “Touch down Tavares” on Saturday, January 31, 2009.
Sue reported that the coach of the Tavares High school football team was excited about this event and was willing to participate. He needed to check on the insurance requirements. The concern of liability for the high school children was raised and the group discussed maybe just playing adults against adults.
The question was put forth of whom and what the target outcome of the event was. The group decided that the events purpose was to have a family oriented event with a small town feel to help strengthen the communities bond. Therefore playing the high school team would generate interested from families who reside in Tavares. We could send home flyers via the school system in order to encourage families to come participate in cheering on the teams.
The question of how funds would be generated and who would get the funds was approached. It was decided that the Band would run the concession stand and earn that income.
A portion of the registration fees and/or 50/50 raffle would be donated to the football team and the cheerleaders. Other avenues of revenue would be Registration fee for adults of $50.00 (25 players x $50 = $1,250), program advertising sales (estimated around $1,500.) and a Grand Prize raffle for a large screen TV. Tickets would be sold 1 for $5.00 or 3 for $10.00 in order to keep cost down and encourage ticket sales. Estimated cost for the TV is around $400 and approximately 40 tickets would need to be sold to clear expenses of purchase. Any additional money would be a source of revenue.
Event Time Line:
2:00 Pre-game activities:
Longest throw contest
50/50 Raffle Ticket Sales
Grand Prize Raffle Ticket Sales
Concession Stand open
Performance by band and/or cheerleaders
2:20 Presentation of flag followed by Pledge and song or pray?
2:30 Kick off! (8 minute Quarters – need 2 referees)
3:15 Half time Show (Will that push back award ceremony time if game is estimated at 1 hour and 30 minutes with taking half time show into consideration?)
4:00 Award Ceremony (Example: MTG award -Most Time on Ground Award, etc.)
50/50 Raffle Drawing
Grand Prize Drawing
Things to follow up on:
Location of event: Empty field by Ace Hardware, grass triangle by Wooton Park, or School field. TJ and Andrew will measure triangle grass area.
Sue will confirm football players and insurance with coach.
Sue will contact the cheerleaders.
Rodger will contact the high school band.
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I met with the coordinators of the classic race boat regatta on Saturday. They are excited and very much wanting to work with our committee to enhance their event with everything from advertising to planning. Unlike the sunnyland group they only have a small group of 4 planning it and also have limited funds being a newer event.
ReplyDeleteThey are also very sensitive to trying to get people to spend money with the businesses in Tavares during the event.
A few of the areas they would like us to work with them are :
1. Create additional events during the day of event in town for the wives and families to do such as An Art Walk amongst the downtown businesses, an antique market on main street, etc.
2. Instead of doing the normal Saturday Night banquet at the Lakeside Inn they would like to keep people in Tavares. They suggested having the Tavares downtown restaurants offer a planned incentive for all of the people to stay in Tavares and eat and drink ,such as discounts or free appetizer or free drink or whatever we come up with for that night only during certain hours. It could almost be like a street party with specials for their group only.
3. Assistance in creating programs for the event and selling advertising.
4. Creating some mid week evening events to entertain the people that will be here for both weeks of boating events(Classic race regatta and antique boat show). Monday, Tuesday and Wednesday will be 3 nights between that they would like to see maybe a concert in the park, a car show, etc in the evening
5. Assistance with Food and Beer and Wine vending for the event.
They need to have approximately a $4500 revenue to break even on the event. They would rather not charge people to enter the event so, I have volunteered our property to them to park the RV’s of which they can charge a fee to and make part of their needed revenue. Other possible ideas to ensure the event does well and is back next year are If we can assist them and share some revenue with them on the programs, advertising sales, beer and wine sales, etc. Between now and next meeting please think of any ideas you may have for these categories and email them to me so we can start a more in depth conversation with them.