Fall For Pride Volunteer Meeting 10/8/15

ATTENDEES

Andira (taking stack), Lacey (moderator), Chelsea (co-moderator), Mike (note taker), Jen H, Clark, Sammi, Bob, Shea, Shona, Spencer, Barbara, Larry, & Azaria

AGENDA ITEMS

1 Welcome & Meeting Rules (10m) (Lacey)

2 FFP Timeline Overview (15m) (Lacey)

3 Specific Volunteer Tasks (30m) (Lacey)

4 Q&A (20m) (Lacey)

5 Any Sensitive Items (10m)

NOTES

FFP Timeline Overview
9am
-Pick up UHaul (Andira, Bob, & Lacey)
-Pick up tables (Andira, Bob, & Lacey)

9:30am
-Pick up chairs and load on UHaul from CR (Andira, Bob, Donna, & Lacey)

10am
-Pick up sound equipment – Midwest Sound and Lighting (2322 O St.) (Andira and Spencer)
-Pick up all packed items for event (Bob, Donna, & Lacey)

10:30am
-Set up Check-In booth/Info table

11am-Noon
-Setup vendor booths
-Place/secure flags (17 tall, 5 short)
-Place arrow signs
-Recycle bins should be delivered between 11am – noon
-Fill trash bins with liners (and recycle bins, if needed)

Noon-1pm
-Vendors can check-in/setup starting at noon
-All vendor booths should be in place
-Start setup of other tables (free activities, entertainers, merch, etc)
-Setup dining tables and chairs
-Setup Common Root booth & canopy
-Setup water station
-Setup raffle station
-Setup free activities area
-Setup stage for performances
-Hang FFP banner on stage

1pm
-Event starts!
-“Check-in” becomes “Information Booth”
-Poets should arrive by 1pm

1:20pm
-Kylie will welcome visitors and get the performances rolling. (Poets will continue until 2:20pm)

2pm
-Bands should arrive at 2pm

2:30pm
-How to be a Trans Ally Presentation begins

3pm
-First raffle prize winners announced
-Phoebe Dro performs

3:40pm
-Second round raffle prize winners announced
-Frailin’ Hearts performs

4pm
-Yoga session with Shona begins

4:20pm
-Final raffle prize winners announced
-Once a Pawn performs

5pm
-Tear down begins – everything must go!
-Pack up items from our tables
-Tables to the UHaul FIRST (we will unload them LAST on Monday)
-Empty trash bins and recycle bins (Second Nature Media will TAKE the recyclable bags)
-Empty water cooler and bring it to the UHaul
-CR booth stuff (to the UHaul)
-Spencer takes sound equipment
-Take down flags (Star City Pride will take them)
-Take down ground signs
-Put Chris in UHaul 2nd to LAST
-Put dolly in the UHaul LAST

6pm
-Return chairs & packed items to Common Root (anyone willing to help with this, it would be appreciated)

By October 11th
-Post event photos online

By October 12th
8am
-Return tables (Bob, Donna, & Lacey)
BEFORE 9am
-Return UHaul (Bob, Donna, & Lacey)
After 10am
-Return sound equipment to Midwest Sound and Lighting (2322 O St) (Lacey)

By October 15th
-CR Meeting – FFP followup
-Choose winner(s) of photo contest

By October 16th
-Announce photo contest winner(s) online (FB, Instagram, and website)

________________________
Common Root Quorum:
1-Board Member
3-Key Holding Members
1-Member

Common Root Admin