Doc. # 2010-
Community Relations Committee
Cayuga Lake Watershed Network
April 29, 2010
King Ferry Hotel, King Ferry NY

Present: Ronda Fessenden, Karen Philipand Carmel Schmidt.

Project: Fund raising event for Cayuga Lake and its creeks. Decided on casual event with a dinner and auctioning of vendor sponsored items with a goal of 225 people attending.

Event Name: Sunset on Cayuga. The committee brain stormed multiple types of events ranging from a beer/wine festival to a formal black tie event. Decision. Casual event with a dinner and auctioning of vendor sponsored items with a goal of 250 people attending.

Location: Lake Watch Inn on East Shore Drive in Lansing.

Date: Friday, October 22 from 6:30 pm to 10:30 pm.

Cost/Person: $45 per person, $80 per couple. With each ticket purchase the attendee will receive appetizers, a buffet dinner and fantastic music to dance to. Tables for 8 can be purchased for a $500 donation. The table will receive wine/champagne, a table prize and special recognition.

Entertainment: Music will be provided by Back Talk for 3 hours with an expense of $600.

Dinner: Buffet style. The menu is to be determined at the next meeting with a goal price/person of $18 or less.

Auction Items: Each committee member will list 50 potential vendors for auction item donations with a goal of obtaining 300 items to auction off at an average bid of $50 to raise $15,000.

Ticket Printing: The committee will have 125 tickets printed through Event Bright. This is a web based site that will print fliers, and provide online ticket purchase that maintains an ongoing tally of attendees. Online tickets can be purchased with a major credit card with a minimal service charge. The attendee can print out the ticket to take to the event. Each Board member will receive 10 tickets to sell. The CLWN website will have a ‘click on’ website connection to Event Bright for online ticket purchases.

Advertising: Carmel Schmidt will send the advertising list to Hilary with radio, TV and news paper contact information. Ronda will work with Hilary to update last year’s event flier.
Decision: The fliers will be ready for posting, faxing and other distribution by August 22. We will start save the date promotional advertising in local newspapers and radio stations to run the beginning of August and September. Advertising will be daily starting October 1st. Press release will be conducted by Hilary and Jade.

Silent Auction: Ronda Fessenden will work with Maria to obtain items for the silent auction, thank you notes, tax forms and maintaining a list of current donations.
Decision: Hilary to provide Maria with a list of last year’s prize donations. Jade to make a poster naming the companies/people that made donations along with the special table purchases.
The committee will create the auction sheets with the starting bid and minimum bid increments. The committee will check with Lake Watch Inn. We will need someone to collect the cash and checks for auction items. We will also need a MC for the auction events.

Drawing: $10 ‘quick draw’ tickets will be sold that will contain a prize number for a designated prize.
Decision: The goal is to sell 50 $10 ‘quick draw’ tickets to generate $500 in donations. The board and Maria will need to obtain 50 $10 to $30 items for the event. The committee will make the ‘quick draw’ tickets.

Event Help Needed: The committee will need assistance with check-in, advertising, setup, transfer of prizes to Lake Watch Inn and Greeters.
Decision: Ronda will discuss the event and ask for volunteers.

Next Meeting Date: Thursday, May 20 at King Ferry Hotel

Meeting Minutes respectfully submitted by Carmel Schmidt, scribe.