5/12/09 Meeting at Twisted Pine, 6-7 pm

Attendance: Paul, Ed, Scott (Dr. Diabolical), Scott, Charmaine, Jonathan, Danieal, Aimee, and new guest Don

Donations
• What local businesses have we asked for sponsorship so far? Which ones are interested in sponsoring this year? What other businesses haven’t we spoken to?
• Noted that Kineticists is not a tax-exempt group, and therefore anyone wanting to donate to the event and also receive a tax break will have to make their checks out to the Boulder Jaycees instead of Kineticists.
• Another source of money to support the event will be team registration fees. Perhaps we can have teams collect pledges for the number of laps they do on the course as an extra fundraiser.

Logistics
• We’re interested in turning this into a zero-waste event. Would be good PR for future events, and it’s just the right thing to do.
• We can rent the Stazio ballfields for the lowest possible rate. There will be a $300 deposit per rental to cover trash removal if we don’t do a good job cleaning up after ourselves.
• Bathrooms will be open during the events, and water fountains are available as well.
• We may be able to use concession booths to distribute water and/or snacks. We need to find a charity group or business that already has all the licenses in place and wants to take care of selling water bottles. Would the Jaycees want to do it themselves? Sales of snacks may add to the waste cleanup & make it harder to maintain zero-waste event status.
• We must file a certified road closure plan prior to being issued a permit to hold the event. Cost for getting our plan officially certified is ~$70. There shouldn’t be a problem – our proposal has been nominally accepted already.
• We need to rent official signs & other road closure paraphernalia. Cost will be ~$200, plus delivery fee if we can’t pick up ourselves. Pickup needs to be the day before, dropoff on the following Monday. Jonathan will check on borrowing a flatbed, Scott may be able to use his trailer, or we can caravan 4 trucks or so for the task. Paul Norton’s trailer may also be an option.
• The course will likely be about a 1 mile circuit.
• Expect to block off the road starting at 6 am. Use of the ballfields & parking area will run 9 am – 2 pm, event start likely 10 am.

Enhancing the Event
• We want a press release put out by Monday. Registration forms, rules, and other info should probably be ready & posted online prior to the official announcement, and we ought to have our permit secured before then as well.
• Why not get some acrobatic kite flyers to come and show off? Check with Into the Wind.
• Does anyone know some of the balloonists who fly out of Erie? It would be great to have them do an early launch as part of the day’s excitement.
Don’t forget the FAC. Everyone should show up with their vehicle in costume that night. Why not also bring the cash voting bins to the FAC as well?

Course Ideas
• Drag race
• Barrel race
• Obstacle course
• Street-khana
• Criterion
• Is there any way to get a little water out there to help teams cool off? Another splash ball area like last year, kiddie pool, or slip ‘n slide?

Logo & T-shirts
• Does anyone know a graphic artist who can come up with a new logo?
• Maybe we can just use last year’s. Could make it a “set” logo for the club, and just change the year or leave the year out.
• There are lots of leftover shirts from last year. Cost per shirt was ~$7, we sold them for $10 last year and Paul lost money. We could set them up for sale at this year’s event.
• If we order shirts this year, we should keep the out of pocket cost down by including shirts as part of the registration fee and giving them “free” to team members along with their writstbands when they sign the waivers. Lead time to order is around 2 weeks, so we need to set early registration deadlines accordingly in order to have a good idea of the number of shirts.

Judges
• Instead of having judges meander around, assign each one a station on the course as “their” spot. All of them would participate in evaluating the creative side (parade/skit).
• Persuade celebrity judges to participate by mentioning they’ll get lots of bribes from the teams.
• Will the Wizard be coming?
• Shall we ask Sandy to organize the judges?

Action Items
Charmaine – Talk to Into the Wind, find the Cruisers, ask local bike shops about sponsorships, write press release. She’ll be out of town June 5-10th, BTW.
Jonathan – Ask Micromotion for sponsorship, see about borrowing the trailer, call Sandy about corralling the celebrity judges, set up Photo Contest on website.
Paul – File traffic plan, get a new flyer made up.
Scott (Dr. D) – Post request for balloonists on the site, see about trailer for hauling signs.
Aimee – Check with Erie on balloonist contact, talk to Purple Avocado about sponsoring, get Melt donation, revise info & registration forms for this year’s event.
Scott – Get pins made.
Daniel – Check on Paul Norton’s trailer.

Next meeting: May 19th, 6:00 pm, Twisted Pine