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Minutes 11-06-12 MINUTES OF THE SPECIAL EVENTS AD HOC ADVISORY COMMITTEE MEETING HELD ON NOVEMBER 6, 2012, AT 5:00 P.M. IN THE CHAMBERS AT CITY HALL 100 E. BOYNTON BEACH BOULEVARD, BOYNTON BEACH, FLORIDA PRESENT: Elliott Williams, Chair James Guilbeault, Vice Chair Brad Sevaldson Michele Costantino, Alternate ABSENT: Mark Karageorge, Alternate I. Welcome Chair Williams called the meeting to order at 6:30 p.m. II. Introduction & Announcements Self- introductions were made with the attendance noted above. Wyn Yelin was introduced as a guest and potential future member of the Board. III. Approval of Agenda Ms. Costantino moved to approve the agenda The motion was seconded by Mr. Sevaldson and passed unanimously IV. Approval of Minutes Ms. Costantino moved to approve the minutes. The motion was seconded by Mr. Sevaldson and passed unanimously. V. Old Business Chair Williams commented that everyone was supposed to invite a guest to attend the meeting. None of the members brought guests. The event with the Chamber was discussed. Mr. Guilbeault advised he had not heard back from Mr Buchanan but was sure he had secured entertainment. He was not sure if the date had been locked in, although it was thought to be March 23 He was working on site selection and further meetings were planned. There was discussion on Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL November 6, 2012 the portion of the event the Chamber was responsible for. Chair Williams felt that with a car show and a blues festival, the pepper festival aspect would not be in the forefront. This was supposed to be a signature event of the Committee as the City would not be involved. Mr. Guilbeault commented that Mr. Buchanan's idea of the car show was to get the City involved. The car show would be the focus of the City, the vendors and the pepper festival portion would be the focus of the Committee. It was reiterated it would be hard to secure sponsors by a March event line. The Chamber was not looking to the event as a revenue source right now, but to establish and build it over the years. Ms. Costantino added that both parties would have vendors and a determination would have to be made as to who does what She advised Mr. Buchanan understood that he would handle the car show and entertainment and it would be up to this Board to handle the vendors and the pepper festival activities. Possibly in the future, the CRA and the City would be involved. Potential locations were discussed. There was discussion on the probability of organizing an event in a short two month span of time A presentation still had to be given to the Commission, sponsors and vendors would need to be contacted It did not seem probable to carry this event on such short notice. Chair Williams suggested possibly just establishing the idea this year and next year start early by sending out sponsor letters and offering vendors a low booth fee to bring them in and get them interested. Mr Yelin suggested researching whether there was a pepper circuit to try to get vendors interested. However, a draft still had to be submitted to the Commission which could not be completed until a meeting with Mr. Buchanan took place on Monday. Ms. Costantino provided a list of websites that show all events and festivals occurring throughout the state. She suggested finding a way to reach out to radio and newspapers. Ads cost money and they want at least half up- front. Chair Williams felt the TV stations should be approached more. There was a brief discussion on other various media outlets to make the event known. A few ideas for a name of the festival were briefly discussed. There was a lengthy discussion of what value could be offered to potential sponsors, such as free tickets to the concerts. A VIP tent, tiered sponsorships, beer sponsors among others were suggested. A list would be put together of potential sponsors for the next meeting. VI. New Business None. 2 Meeting Minutes Special Events Ad Hoc Committee Boynton Beach, FL November 6, 2012 VII. Next Meeting There was discussion about having another meeting for updates in two weeks It was decided to meet at 5:30 p.m. on November 14 The next regular monthly meeting would be held on Wednesday, December 5, 2012 at 6:00 p.m. VIII. Adjournment Motion Vice Chair Guilbeault moved to adjourn. Ms Costantino seconded the motion that unanimously passed. The meeting was adjourned at 7 p.m '7 c C _ Ellie Caruso Recording Secretary 3