February 08, 2009 Meeting Notes

2009 WPHS 1973-1977 Class Reunion Planning
Meeting 2-08-09
Next Planning Meeting March 03/01/09 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
Suggestion: breakup emcee duties representative from each class

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 – “That 70’s Show”

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

Classmate and Teacher Gift Bag
Recommendations for class member gift bag to include bag, pen, cup and mouse pad. Faylon and Lenna will provide estimated cost per bag next meeting.

Program
1) ask Lonnie Cunigan (1975) about opening program for us and possibly Emceeing
2) Program – need to find a chair for this portion of the evening – Ginger will see about contacting Steve Hardin
Do you remember … orange juice cans, senior skits and school plays, shirt tail day, bicycle rodeo, preparing War Wagons and for the Christmas Parade …class mottos 73 we raise hell we are free we’re the class of 73 – 75 born to be wild
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 / 50/50 door prize pot
7) recognize class officers
8) memorial board - possible graphics CD
10
11) Teachers –
would like to invite no cost to them
teacher table (set apart from classmates? Or decoration and reminisce?
Ginger will check with Cecil Adams about arranging transportation for the evening
12) registration questionnaire – current contact information to be past on to class representatives when complete
13) professional photographer
14) Printed Event Program – Lenna and Faylon – print program recognize sponsors, committees
15) Sponsor thank you – possible power point – print – no hanging banners do not want to distract from the decorations and main purpose of the event

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
Need
7800
2000





Per guest estimates



200 guest minimum
39


200 guest @ 30 per person
6000



Sponsorship and advertisements – Lenna and Faylon
Price grid recommendations for printed program sponsorship were 0-50 business card ad; 51-100 ¼ page ad; 101-150 ½ page ad; 151-200 full page ad; 201-250+ full page ad plus table top advertising;
Blue & White Sponsorship

Confidential sponsorship for classmates we know might be struggling in these economic times are welcomed and encouraged

Teacher sponsorship welcomed and encouraged

Memorial contributions welcomed and encouraged

Advertising/Communications Teresa Smith
Teresa to create post card for initial notification – providing general info and where to send registration funds – directing classmates to a web site – will also try to include price per person, encourage participation, send a fond memory, confidential sponsorship

Checks and money orders only to Ginger Martin at 7105 Shipp Road Rowlett, TX 75088

Communication timeline

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.