Agenda   - Jan 18th, 2005

• Intro
• Been Done
• Work In Progress
• To Do
• Next meeting

Intro

• Introduce one by one, why are you here?

• SHORT GOAL: Family-oriented event that contributes to CCRF, raise $1,000 - $5,000

• Keep it simple and cheap so we are successful the first time out. If it gets to big costs and headaches escalate, bigger chance everyone looses. Let's learn this time.

• LONG GOAL: On-going entity that helps kids with cancer through outdoor stuff

 

Been Done

• VE, Volunteers, CCRF all on board

• Some marketing is happening: CCRF mailing, web site built, poster is being built

 

To Do Tonight

• Walk through event

• Find issues and holes

• Identify areas that need owners to organize

• Assign owners

Existing To Do List

Meeting Notes

• Major Decisions
  • GOAL: 200 people, $3000
  • PRICES: $25/adult or $50/sponsorship, $10/kid or $20/sponsorship
  • PRE-REG: Have to preregister with $$$ covering people to reserve a time slot or
                      else you wait in line for open slot
  • Registration: All money has to be collected and paid at time of registration
  • No food
  • Personal belayer idea on hold until we have registration count
• Committees
• Issues To Consider:
  • Web Site Committee
    • Clarify that you only get 5 routes and can't climb rest of day
    • Tell people OPTION what to bring and they can rent shoes if they desire but only get harness to climb
    • Figure out how to get people to mail in form with email but get money too? Easy/Cheap to do online payments?
    • Link to CCF
    • Additional post-meeting note: need to be clear if it has to be cash or check; if we can’t take credit cards, we need to say that
  • April 23rd Operations Manager The Dude In Charge -
    •  
  • April 23rd Registration Desk People - People taking registrations
    • Figure out how to get people to mail in form with email but get money too? Easy/Cheap to do online payments?
    • Figure out how to slot people into time slots
    • If people have reservations make sure someone escorts them to front of line
    • Coordinate with climbing committee to ensure smooth flow of people
    • How to move people around if they are bunched up at 5pm
  • April 23rd Climbing and VE Coordinator - Work with VE to get people checked in and climbing
    • Ask VE how many people/time/resources/route to get 200 people climbing
    • Ask VE how warning people works
    • Ask VE who can belay and who is liable
    • Ask VE if they want to sell discount pass to climb rest of day/night
    • Ask VE which routes and if autobelays are included or we put up our own
    • Ask VE how hard routes should be
    • Ask VE to rent shoes if they want
    • How many routes are for kids and/or beginners? Someone needs to find this out
    • Orientation that night: what will VE require  regarding orientation?  Talk to people in groups as they come in? 
      “Exit” interviews?  Does VE want to help with all this
    •  
  • Money, Liability and Accountability Committee - Figure out how to handle money
    • What if people just donate money
    • Who is liable
    • John Hasskamp Mikes Accountant volunteered to audit books to ensure money makes it to right place
    • Who is check written to
    • Is it tax deductible
    • Insurance: make sure we are ALL covered.
    • Cash, credit card, checks??? All or what? How will credit cards be handled?
    • Is there a way to acknowledge donations? Receipt books to hand out receipts at event (and so we have copy as well).  Or thank you note? CCRF—who are the checks written out to
    • do we have to have some cash at event to give out change
  • Sales, Promotions, Prizes - Getting the message out
    • Display at midwest mountaineering spring show or other similar shows
    • Contact rover list, mnclimbing.org, mca, bike shops, bike clubs, alar running club, northstar ski club
    • Let VE do sales pitch at end
    • Build the win-win story for companies that are donating prizes
    • Figure out how prizes will work
    • Get people to donate $$$ for prizes
    • Think of prizes that people can donate for
    • Ask VE if they wish to send followup acknowledgements to people for more business
    • Ask VE what it costs for Bday party and Dan will pay difference
    • Ask CCRF about other organizations that they donate to and send them notice
    • Girl and boy scouts
    • Buttons instead of Tshirts
    • Josh will build poster
    • When does Midwest Mountaineering have sale: do promotions, have table there? Put brochures/poster there? Other locations for materials: REI, Galyans, see about bulletin boards there.  VE, others on website. (not sure what that means).  Rovers list: ask Lane. Bike clubs, ALAR, running groups, ski groups, mnclimbing.com
    • Door prizes:  tickets, reel of tickets you can buy at office store.  And bowl to put them in (or cardboard box with lid).  Ideas: climbing helmet, ask people to sponsor a prize? Birthday party at VE popular idea.   Ask wealthy climbers to donate prizes
  • Photo Committee - Take and post pictures
    •  
  • Future Issues
    • Hook up with Make A Wish
    • Hook up with other organizations that want to send kids climbing; big sisters brothers, bolder options, etc.
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