Agenda Sunday Meeting 02/08/09

2009 WPHS 1973-1977 Class Reunion Planning
Meeting 2-08-09
Next Planning Meeting March ________ 2PM-4PM
Picasso’s Pizza and Grill - Lake Highlands Phone – 214-553-8100, 7215 Skillman at Walnut Hill Lane Dallas TX 75231

Date
October 3, 2009

To be discussed:
Time of day for event
5:30 registering set-up
6:00-7:30 registering and reception
6:30-7:30 dinner serving line
7:30-8:15 program
8:15-12:00 dance/music/catch up

Attire – casual

Facilities – Ginger Pittman (1975)
Hampton Inn in Mesquite
Set up – time – help
Clean up – time – help
Physical layout
Registration Area outside rooms in foyer
Seating Area
Dance floor
Stage
Security - $100 per hour – 1 officer per 100 attendees – estimated cost additional $500

Decorations
Bobbi Turner Suggestion for theme helps promote activity – Night Moves – Legendary Times – Celebrate History


Food/drink
Cash bar - will see if Hampton will consider some of bar sales toward cost of event

Event Activities / Entertainment – Registration Package
Picture name tags

Program
1) ask Lonnie Cunigan (1975) about opening program for us and possibly Emceeing
2) Barbara Ann Bateman - skit - Do you remember … orange juice cans, senior skits and school plays, shirt tail day, bicycle rodeo, preparing War Wagons and for the Christmas Parade – Ginger will contact Barbara Bateman, Beverly Miller and Debbie Reid to see if they have an interest in participating here or somewhere else.
3) Dancing – DJ 60’s, 70’s, 80’s, and possibly 90’s – please bring recommendations to next meeting
5) Submit pictures for video – bad pictures too
6) Outburst / charades / mingle sheet to give to attendees for door prize
7) recognize class officers
8) memorials
10) print program recognize sponsors, committees,
11) teachers – who is invited – do they pay
12) registration questionnaire
13) professional photographer

Finances
Bank account established – Tanna Moore and Ginger Martin are both signers on the account however only one signature is needed to disburse funds. The account is a free checking account, on line access has been requested so both parties can review activity. A full financial report will be distributed at meetings to ensure accounting of all funds.

Anticipated Event Cost
EstimatedCost
Deposit

Hampton Inn
5000
1500
due 03/02/09
Service Charge
1000


Security $100 per hour per officer per 100 quest estimated arrival time 9/10
800

arranged by hotel
DJavailable PA system, extra mikes, dance lights, and disco ball for event use; capability of speaker to computer/dvdpro-rated
1000
500
due at signing contract

7800
2000





Per guest estimates



200 guest minimum
39


200 guest @ 30 per person
6000



Lenna & Faylon – Event sponsors and advertisers

Advertising/Communications Teresa Smith
Checks and money orders only – my address. Tanna?

Classmates
Tanna Moore will be the “gatekeeper” maintaining the contact information. It would work efficiently if we had a “class representative” to research and contact others to locate class member data then the “clean” data filtered to Tanna. She would then distribute to members who have need to contact others.

Tanna please provide master list to:
Ginger – registration, payment records

1973 Gaylor Green
1974 Teresa Smith
1975 Lenna Powers
1976
1977 Tanna Moore

01/23/09 Questions
Shannon
1) cash bar part of minimum – no Jaggermister
2) accept cr/dr cards - no atm on sight
3) table seating and set up – will set up what is needed typically 10 people to table
4) decorating times / linens / room layout – layout depend on Poteet function selection; if no event booked that day room available at noon – event booked could be as late a 3PM
5) security – Shannon will arrange
6) overnight accommodations available –Hampton contract signed will be provided web address for online room reservations Double or Single $82 per night Suite Double or Single $102.