Newark Family Fest

 
Minutes from last meeting.
2023 Newark Rotary Family Fest
Committee Meeting Minutes– Wednesday, April 19, 2023
 
Call to Order at 12:01 by Norma, Co-Chair
 
See Attendance at the end of the Meeting Minutes.
 
Acceptance of the March Meeting Minutes prepared by Norma, Co-Chair:
Minutes were emailed prior to the Meeting. Motion to accept by Linda; Michele, 2nd . Minutes accepted as presented.
 
Committee Report/Updates
  • Games- Gary
  • Kids’ games situated in one area. Face painting is still being investigated.
  • Hoola Hoops c/o Lucina-no competition but she will come up with small “Grab bags” as give-aways.
  • Bounce House- OK; Alex Eligh staff will monitor .
  • Game trailer of ArcWAyne is offered for use again-c/o Dave Johnson
  • Dunk Tank- will run from 11:00-5:00 pm with 30-minute duration each.
Committee to connect with Adam O. for the Dunk Tank; locate near the new bathroom. Hopes are that the new bathrooms will be completed at the time of the Fest. Will ask previous “celebs” for their participation. Anyone could suggest other “celebs” . NEED TO LOCATE CHANGING AREA.
  • Various games will be offered - corn  hole and can jam competitions planned c/o Chrissie
  • Logistics- Jim, Mitch, Jeff
  • Event map was created by the subcommittee
  • MITCH VOLUNTEERED TO FOLLOW UP ON THE NEW BATHROOM SITUATION AND THE ELECTRIC PANEL.
  • LINDA WAS ASKED TO FOLLOW UP ON THE FOLLOWING FROM FOOD TRUCKS: DIMENSIONS; WHETHER SELF-CONTAINED OR NOT; USE OF OWN GENERATOR OR NEED HOOK UP.
  • Auction will be at the bigger of the two buildings. NEED GOOD SIGNAGE to direct people to it.
  • The Fest  will run from 11:00 am – 8:00 pm. Saturday, September 9th.
 
  • Promotions –  Josh
  • NEED TO SEND “SAVE-THE DATE” TO THE GRAPEVINE - C/ JOSH
  • NEED THE FLYER – NORMA VOLUNTEERED TO FOLLOW UP WITH CHRISSIE AND CHUCK. After this meeting, Norma has arranged a meeting with Chrissie and Chuck to talk about the flyer and the website. JOSH WAS ASKED TO ATTEND MEETING.
  • USE OF FACEBOOK- will be discussed with the help of Chrissie, Chuck and solicit the help of Marc, if he is available.
  • JOSH TO POST THE DATE AT THE WAYNE COUNTY TOURISM; VILLAGE BULLETIN, ETC.
  • Will wait for the revised flyers.
  • Food Trucks/Vendors- Linda
  • Food trucks will be open 11:00-8:00 p.m.
  • LINDA TO COORDINATE WITH CHRISSIE AND CHUCK ON THE APPLICATION FORMS.
  • Craft Vendors are well on their way.
  • Linda needed contact information for Food Trucks; Anyone with contact information , please share with Linda. Chrissie should have most, if not all of them.
  • Auction- Michele
  • Auctionl run from 11:00-5:00
  • With the proposed location for the Auction, GOOD SIGNAGE is a MUST! LOGISTICS TO TAKE CARE OF THESE SIGNS.
  • Will continue with the “BUY NOW” feature of the Auction. Worked well last year.
  • Miscellaneous
  • On the Fest website, the Forms, other communications, news articles, etc.,  use the following club contact information, if necessary:
P.O. Box 374, Newark, NY 14513
 
 
Next meeting is Wednesday, May 10, 2023
12:00 Noon
Marshall Exteriors
 
Thank you everyone.
Yours in Rotary Service,
Norma
 
Attendance:
Present:  Mitch, Jim, Jeff, Jan, Michele, Gary, Linda, Josh, Norma
Absent (excused): Adam, Pat, Chrissie, Kevin, Chuck, Sharon