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 volunteer award nomination categories (share the link: http://ow.ly/khznD ). Prizes = $10-$50 gift certificates from various places. Maybe some DIY trophies from the Reuse Centre?
  • 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 bike race (family friendly! hopefully kids win but its open to all ages)
• 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
  • type up meeting minutes
  • create volunteer nomination form
  • share these 2 things with committee + Nathan
  • get gift certificates for volunteer awards
• Coreen
  • send email invitation, general plan for the event, what to bring info, volunteer award nominations, RSVP info so we know #s, etc. to volunteers on Monday April 23
    • Anna's random thought: Coreen, would it be useful to ask if anyone wants to take on organizing one or more of the volunteer challenges/competitions?
  • ask Chris Chan about getting swag prizes from MEC or elsewhere for volunteer challenges/competitions
• Micah
  • contact Greg and her housemates re: venue
  • get briquettes for Barbeque Bike

Agenda for next meeting (April 30) - Anna's brainstorm

• Update on nominations received
• Update on RSVPs received
• Grocery List
• Supply List for group ride
• Supply list for venue
• Supply list for volunteer competition/challenge
• Update on prize donations
• Who is the bottom-liner for:
  • RSVPs for event = reply to emails, get final #s, get info about allergies, info about childcare required?, etc
  • Group Ride = route, getting someone to pull the trailer for grocery pick up, get Chris Change to do his bike speakers, leading grocery scavenger hunt, pay for groceries (to be reimbursed), keep ride on time
  • Food/Potluck = incl dishware pickup and allergy stuff,
  • Venue = liaise with venue host, skip ride to help set up venue, help prep potluck and volunteer award set up, get volunteers for clean up (7 people said they would from our survey)
  • Volunteer Awards = finalize nominations, collect prizes, choose winners, present awards
  • Volunteer Competitions = get the competiton supplies, collect swag/prizes, set up the competition sites, MC the competitions, present prizes
  • Dance Party = find DJ(s), find sound equip (if not present at host's house), decorations?, get Chris Chan to bring his light that reacts to sound