EPIC General Meeting Minutes
1/9/2020 at 5:45 p.m.
Location: Korean Community Center
Attendance on record – get from Lucy
This open invite planning meeting is to further discuss the various areas of the EPIC launch event and fundraiser to be held on Saturday, February 1, 2020.
Updates
General discussion:
What have we heard out there? Have you heard lots of buzz for the event? Are people talking about it?
Some, but not much (maybe Christmas season)
Also mostly from the people in groups we are already in contact with
Seems not a lot from just general community
Lucenia: Can we first focus on the organized groups as this is the first event? Maybe most people will come from them
What else can we do? CTV community calendar, send information to free community events via Local stations – need media release
Keep up socmed, put out waves of advertising and messages
Key messages for the launch – do we have a sense how this is resonating with the public?
Suggest to make some changes to the messaging so focus is not so much on project but on event
Target messaging to different demographics, have waves of different messages to let people know how they can be involved, what the center can do for them as groups, as individuals; tone should match different demographics – Ryan to help Kehrl to differentiate messages
A resounding reminder to share, share and share EPIC announcements as widely as possible
Vendor tables: main contact is Loida (one confirmed: Primerica) – Loida back on Jan 14 from vacation
Sponsorships/vendor tables/silent auction:
Auction items confirmed
4 paintings from Giselle,
1 board game from Giselle,
1 coffee set;
1 painting from Jacob Christian
Lucenia will be canvassing for the non-for-profit table sponsors
Update: Lucenia will look at the letter sent for sponsorships and get the part relevant to non-profit and send out
Media/invitations:
Follow up with Jeanette confirmed regarding media initiatives and invitations for speakers e.g. news releases should have been distributed the week of January 6
Site logistics:
Logistics: fully paid with the venue, $700 for rent and $115 insurance
Deacon Gem to coordinate with Lucy for food, Herald for setup, Bayani for deliveries, etc.
Tickets:
Volunteers pay full price; Performers could be subsidized – at most 50% - talk to Ida
Sponsorship:
What feedback have we had regarding sponsorship? Remember, package and price can be negotiable
Door prizes:
Mila to get list from Kehrl (prizes: coffee set, board game, etc.)
Send to EPIC email if you have solicited anything so we can organize, put together maybe for silent auction
Tracking of the prizes will be coordinated by Mila
Need as early as possible so it can be packaged (but will be expecting even on day of event)
Food donations:
Confirmed: Nora will give lechon
Anonymous: 15 leche flan
Coco’s Nest 2 party trays
Letters sent to Filipino restaurants (list with Ida)
Sweet will ensure the supplies i.e. utensils, plates, paper towels
Concession:
Migrante volunteers will sell drinks at the concession
Program:
Performers Confirmed: Saranay, Pinoy Roots, PWAS, Rianna, Chameleon Dance, Migrante Youth, Philippine Seniors
Still waiting for KORO, Zumba
Baranggay cannot make it
Launch video - the EPIC Vision - will be produced by Mike, Kehrl and Ida (who will also present)
Shooting Jan 24 (contact: Kehrl), need 5-6 volunteers, different ages
8 yr old from Pinoy Roots – contact Angie
Technology:
Sweet will ensure that the audio/ visual equipment is managed; Sweet will bring mixer, Ryan will bring adaptors
Mike and Ida to bring their laptops
There is projector in venue
Site supplies:
Lucy will ensure the supply of garbage bags, gloves, etc for food service and then clean-up
Volunteer management:
Sweet and possibly Annie (to be asked) will oversee volunteers on the day of the launch
Get a list of all stations and confirm from station leaders how many volunteers they need
Have a list or spreadsheet of volunteers and assignment
Food management – Lucy said she has seniors and church volunteers for food
Silent Auction – need two more volunteers
Loida and Mila
Pinoy Roots volunteers
Please copy any volunteer information to the EPIC general email so it can be tracked
Volunteer sticker/ badges will be done by Michael
Registration/ welcome table:
Jeanette and volunteer to welcome guests, answer questions and enter tickets for the door prizes
Mike to look at the possibility of having EPIC t-shirts available as another form of revenue
Migrante has also volunteered to assist at registration
Photo wall:
Set-up near the entry/ welcome area
Photobooth – confirm with Nicky what he will bring for photobooth
Mila focusing on accessories for photobooth in English and Tagalog
Think about having people pay
Mila to confirm with Nicky Gocuan what he is bringing
Agenda/ community engagement
Lucenia will set-up a community engagement corner
Lucenia, has questions as inputs to business case (e.g. what spaces do you want to see, what activities, etc.)
Calendar of events:
One year list of fundraising initiatives should be made available for transparency
Fundraising events to announce:
Saranay will have a fundraiser performance
Phil Arts – Paglalayag – Aug. 22
Quezon film – Jan 2020 (maybe Jan 31)
August 1 – Golden Balangay this year in Edmonton and they agreed it will be an EPIC fundraiser
PBSA will have a gala
Jan. 20th – 7PM: “When the Storm Fades” – Cineplex Odeon South Common – Marco will be speaking, pass a donation box for EPIC
Fall: Build a Migrante a Home – will donate % proceeds from the gala
Others business:
Donations: we need a fiscal agent to accept donations and release tax receipts – Marco to look into getting information for a fiscal agent for EPIC
Christina Gray Millwoods Resource Fair – there will be a table from Phil Arts where we can sell EPIC tickets; Ida needs volunteers - Jan. 18, 11AM to 2PM
T-shirts: dark blue shirt with white epic logo and text
Next meeting:
Thursday.,January 23, 2020 at 5:30 to 7:30 p.m.
Location: Corpus Christi Church – 2707 – 34 street NW
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