Volunteer Appreciation Events Committee minutes April 21 2013

Remedy South @ 9pm-1030pm with Coreen, Micah, Anna, and (9:30pm) Chris Corrigan

Event Date

• Decided on Saturday May 4
• Time decided to begine after the BikeWorks shift and leave a bit of time for shop closing so 6:00pm

Venue

• Micah will ask Greg F if he would host
• Anna will ask Leila if she would host
• Micah will ask her new housemates if they would host
• Venue to be confirmed by Wednesday April 24
• Back up plan is Chris Chan's house

Budget

• Board approved a $200 budget for this spring event (and another $200 for a fall event)
• Need to offset expenses by getting donations
  • donations of food, beverages
  • donations of volunteer prizes, gift certificates, etc.

Who should be on this committee?

• From our call out to listservs for party planner volunteers - Nathan E. signed up to help party plan :)
• Anna will share the meeting minutes with him and invite him to next planning meeting

What kind of event? What activities?

• 6:00pm gather at BW [will determine which location when we determine party venue], prepare bikes for riding in a group ride
• 6:30pm group ride begins [route TBD]
  • Micah will ride the Barbeque Bike on the group ride so it gets to our party venue
  • Note from Chris Chan: he has bike-mounted speakers
  • Ride will have at least 1 stop for a Scavenger Hunt style grocery shop for barbeque supplies. Pre-determined grocery list items will be drawn from a hat and everyone has to hunt down that item. Items will be purchased by one EBC board/staff member to be reimbursed at next board meeting. Hoping to stay under $100 for this grocery trip. Items will be packed into a bike trailer to transport to party venue.
• 7:30pm arrive at house venue for barbeque potluck
  • Fire up the Barbeque Bike!
  • Potluck!
  • Volunteers will be invited to bring an optional potluck contribution. Optional BYOBeverages or enjoy some of the beverages provided (alcoholic will be by donation as per usual to recoup costs)
• 9:00pm Volunteer Awards
  • Announce winners from the categories. Prizes = $10-$50 gift certificates from various places.
  • Hold live competitions/challenges. Prizes = bikey swag.
    • RACE - Fastest Flat Fixer
    • CREATIVE MOVEMENT/MUSIC - Interpretive Mechanic Dance-Off (fix bike while dancing or aerobics or something)
    • TRIVIA - Name That Tool/Part
    • CREATIVE THEATRE - Charades (eg. Mandel, Sloan, Diotte, Rob Ford, etc) - organizer needs to write a few points about each character to help cue the participant on relevant bike things that this person does/said
    • RACE - Tiny kid bike race (family friendly! hopefully kids win)
• 10:00pm dance party
  • need DJ and sound system?
  • Note from Chris Chan: he has a laser projector (light responds to noise)

Next steps / timeline

• Sunday April 21 type up meeting minutes, create Volunteer Award Nomination page
• Monday April 22 send out invitation to volunteers and include Award Nomination
• Wednesday April 24 determine party venue
• Tuesday April 30 @ 6:30pm Committee meeting to finalize plans. Location TBA, either BWS or BWN depending on where Coreen will be working that day.

Action Items

• Anna will type up minutes
• Coreen to send email invitation to volunteers on Monday April 23
• Micah, Anna will start to contact places for donations in kind before next meeting (April 6,7,8?)