Climb Cure meeting

Monday, 2/21/05

M. Endrizzi, D. McGowan, C. Higgins, K. Conklin, A. Kish

Notes

Registration

Why do we need names of pledgers?  Or indicate it’s for registrant’s use not ours. Solved by putting worksheet on title of second page.

For Andrea to find out: Cancer Fund: do they have credit card machine we can use? Verify name of fund on form. Tax form needed? How do sponsors get receipt? Get tax deduction? Ask about receipt.  How about in kind gifts (i.e. Josh printing large poster?).  Blank form or form from CCRF  re receipt and hand out that evening.  Any problem with doing that? Do we have to keep detailed list of sponsors or can we trust the climbers to fill out their own forms? 

What % of funds raised go to CCRF? Look on their website or ask. We want to put something on our website that we will match or “at least XX% of the funds collected will go to CCRF.” 

Notes about keeping track of registration: Xcel chart. Time slots, 1^st and 2^nd choices; be able to sort on many different parts of excel sheet.  Prior to evening, talk to CCRF about actual event and the kind of recording they require. 

PRIZES

Prize per hour? Raffle tickets? No.  Roll of tickets—5 colors.  Have to be there to get prize. Hourly, not one at end;  5 bigger prizes we came up with (Mike has list). Around $100 each. Any extra money Mike gets could go to smaller prizes. (VE t-shirts, carabiners, etc.)

“Update website with climbing information. People can stay later if there are open slots.”  “Register at the active website.” 

Get wristbands for each hour? No, one wristband and mark with markers per climb, like an “x” per climb. Need wristbands and Sharpies.  Need to find someone willing to go buy this stuff.

“You will get a minimum of five climbs.” “If it’s not busy, you will be able to get in more climbs, as space permits.”

POSTER

On the website, picture saying “no waiver, no climbing” with sad, despondent face.

What % so we want to fill? Of each time slot?  50 people per time slot was the decided number. That is 100% capacity. Can’t expand to more than 70 – 75 to go above the 100% as we expect some to not show up etc. Can expand to 5 more routes to allow in the folks in the 50 – 75 number.  That gives Cathy a number to keep track of when monitoring registrations.

Mike: ask VE re volunteering meeting room for volunteers to have for food, coats, purses, etc.!!!

Andrea:  ask CCRF if they have places that we could get free or cheaper food for volunteers. 

Mike: ask Savoy’s re pizze and talk to Erik re his bar for after-climb get together.

ROVER’s SHOES:   No.

Website: Fee includes this and that.  Shoes, chalk bags available for rental but are not required.  Wear loose clothing and athletic shoes (not boots). 

AK: develop a check list? Yes, good idea. Registration form, money or check, map to VE, clothing and shoes, waiver, waivers, waivers. Andrea can do but not until after Feb 29 or so.

Should climbing groups get air time?  No. Groups can put up poster or info on wall.That’s okay.

All us volunteers need to have identification. Buttons and name tags not good enough?

Mike: ask Al about t-shirts. Bright color. Bring to event, don’t give out ahead of time.  Armband if we can’t do t-shirts? 

AK: ask CCRF if they have t-shirt connection.

Print out registration forms for event and print in other color. Staple together if group has more people at event than they signed up for when they sent in form. Need to plan for that (Cathy and Andrea). Dan said he’ll help with how to keep track of registration and money.

CCRF:  Do they have volunteers who have done events that would be willing to come that night?

Cathy is Cathy Higgins at 612-722-4793.  CathyL17@yahoo.com 

END