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
Eventbrite online ticketing
Design print tickets
Ticket distribution and sales tracking
Media/ news release - Jeanette Dotimas
VIP guests - Jeanette Dotimas
Information fair/ launch event - TBC
Sponsorship
Vendor tables
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
Soliciting - Loida Lumanlan
Packaging and displays - Mila Philipzig, Jeanette Dotimas
Event day logistics - Philippine Warrior Arts Society (PWAS) c/o Herald Casana
Set-up
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