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Presidential Party Ad Hoc Committee Meeting
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Online meeting via conference call

10/2/2013
When: 10/02/2013
2:00 pm
Where: conference call
605-562-3000
code 553113
Contact: Laurie Dougherty
866-521-3595


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Meeting September 5th
  • Theresa O'Grady
  • Sarah Abeyta
  • Mike Simpson
  • John Donahue
  • Laurie Dougherty
Review of the contract -
No questions on the contract. Copy sent to all.

Timeline -
Sessions end at 5 pm
Gavel passing at 5:15 pm - 5:45 pm
Group walks to boat - 5:45 - 6:15 pm
Boarding time at 6:00 pm - 6:30 pm
Cocktails from 6:00 to 6:30 pm
Dinner from 6:30 to 7:30 pm
- People who want off the boat will eat and run
- Dinner can be extended serving time for those on the boat
Cruising from 7:30 to 8:30 pm
Boat returns to dock at 8:30 pm

Announcement
What is the announcement.

For 2014
The hotel is connected to the conference center. If we find a location near the session rooms, that would be the optimum for the people attending. We should have the gavel passing at 5:15 pm.

Two hours of cruise time is what is included in our contract. Prior to the cruise time - they give you 30 minutes of boarding time. We could oversell by 10% to be safe.

Announcement -
5 sentences long. A reference to local food or food from the boat.
We are sailing out of the ballroom and everyone is welcome to join us at the beautiful skyline for a sunset cruise.

They will include a brief outline of the time line that includes the indication that they can come for dinner and not cruise.
Need the announcement by October 1st. The $40.00 will include one drink ticket at a minimum. AWWA will publish cruise, dinner and cash bar. We will provide one drink ticket per person at a minimum. The drink tickets are charged when redeemed charged for beer and/or wine for flat fee of $11.00 and some odd change.

Sponsorship-
Do we need a new theme for the sponsorship. We should switch to a nautical theme? Or maybe Boston historical items?
If we get enough money we can give away sailing hats?

To Do
Sarah -Try to find a room in the convention center or the Westin, whatever works best.
Sarah - find out about soft drinks - what is the cost? Only with meal?
Sarah - confirm serving times of dinner 6:30 - 8:30?
John - draft a starting point for the announcement for the program.
John and Mike - Come up with a new theme for the sponsorship levels.

Meet again in 3 weeks - September 20th - 2:00 pm   October 2nd  - 2pm
call 605-562-3000 code 553113#
  • agree to final announcement wording
  • review the sponsorship levels and program.

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