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Meeting minutes, 11272019

Attendance: Ida Lucila, Bayani Alcantara, Jeanette Dotimas, Kehrl Reyes, Sweet Camba, Brian Piccolo, Mila Bongco, Manny Bautista, Loida Lumanlan


The launch event to announce the EPIC project has been confirmed as follows:

Date: February 1, 2019

Time: 1:30 - 4:30 p.m.

Venue: Corpus Christi Church Hall

Address: 2707 34 St NW, Edmonton, AB

Theme: The Filipino Spirit Shines Through


Event description:

The Edmonton Philippine International Centre (EPIC) launch event will bring together business, arts, culture and community organizations, along with all levels of government, media and the general public to be part of this historic collaboration that will kick-off the journey to the establishment of the Edmonton Philippine International Centre.


There will be a presentation about the EPIC initiative, program offerings, and discussions about EPIC’s short-term and long-term goals i.e. fundraising efforts, partnership, donor and sponsorship and volunteer opportunities available to support this initiative.

The event will be delivered in an information fair and open house format.


Ticketed event, $15 each

Components:

  • Information and trade fair - i.e. vendor and services tables including nonprofit organizations. Tables at $100 each

  • Announcement of all initiatives and fundraisers for 2020

  • Go Fund Me

  • Donor drive on EPIC website

  • calendar of activities by different organizations with EPIC as beneficiary

  • Program

  • Door prizes

  • Silent auction

Projected expenses: appr. $1500

  • Ticket printing $200

  • Venue rental $750

  • Insurance $150

  • Deposit $100

  • Utensils $50

  • Plates $100

  • Garbage bags $20

  • Paper towels $30

  • Table cloth $30


  • Pre-event deliverables:

  • Funds to support the launch will be advanced through Philippine Arts Council - Ida Lucila

  • Key messages and discussion points for the launch event - Board of Directors


Event sub-committees and coordination:

  • Ticketing - Communications, Kehrl Reyes

  1. Eventbrite online ticketing

  2. Design print tickets

  3. Ticket distribution and sales tracking


  • Media/ news release - Jeanette Dotimas

  • VIP guests - Jeanette Dotimas

  • Information fair/ launch event - TBC

  1. Sponsorship

  2. Vendor tables

  3. Nonprofits tables


  • Invitation letters - all levels of government, community leaders, and VIPs - Jeanette Dotimas

  • Performances/ program - Ida Lucila

  • Presentation video/ slides - Communications Team, Ida Lucila

  • Silent auction and door prizes

  1. Soliciting - Loida Lumanlan

  2. Packaging and displays - Mila Philipzig, Jeanette Dotimas


  • Event day logistics - Philippine Warrior Arts Society (PWAS) c/o Herald Casana

  1. Set-up

  2. Clean-up


  • Food donations - TBC

  • Soliciting - TBC

  • Pick up or delivery coordination - TBC

  • Utensils/ supplies pick-up -TBC

  • Registration table -- Jeanette Dotimas

  • Photo booth/ wall - Mila Philipzig

  • Concession booth (Beverages) - TBC

  • Event photography and videography - TBC


Next steps:

  • Identify leads and volunteers for the various committees/tasks

  • Once committees are complete, establish protocols and procedures for each assigned area

  • Target date for public posting on event: December 1

  • Draft sponsorship and donation letters [Communications Team]

  • All members to help in solicitation of food donations, door prizes, silent auction items, vendor/services tables (both business and nonprofit) and ticket sales

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