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July 17, 2018Mark & Brenda S., John M., Chris C., Lee Ann Rodgers, Aunt Jan, Gracie, Larry & Lena, Jill, Mary
Absent:
Olivia M., Teresa H., Kate S., Patty S.Meeting notes...
Consensus of the attendees was to scale back the event to bingo only - dropping casino. The main reasons are:- Marketing the event as casino and bingo and how all the chips to tickets or chips to money vouchers etc just seems overwhelming to explain and then we’d need to decide what and how the chips would be converted to tickets or same as cash for auction items etc
- Attendees cannot do both (and 10 bingo games will take focus for that 1.5 to 2 hours)
- Until the majority of the tickets are sold and buyers declared if they want the bingo pack or casino package, we don’t know if we’ll need 4 tables or 8 tables so expense to hire Casino company unpredictable and would be +/-$1800 - $3600
- If 8 tables were needed, not sure the meeting room has enough square footage to accommodate
Bingo payout:
Games 1-8 $100 prize each
Game 9 $200 prize
Game 10 $1000 prize
Total purse is $2000.
The Cross prizes we not discussed (how they could still be integrated/incorporated)
Dinner menu:
BBQ and sides (sides tbd)
The KC’s:- Will BBQ and cook.
- They will not serve!
- We need to provide funds to KC to purchase necessary food (once enough tickets have sold)
Theme will now be something like Fall Fundraiser BBB (Bingo, BBQ, Beer). Not decided but obviously needs to change.
Each event ticket gets a 10 game pack of Bingo cards.
Additional 10 game packs can be purchased at check in (perhaps $20-$25 per 10 pack).
Other event money makers:- Mini Raffle drawing on Sept 23rd
- Item each for a Man, Woman, Boy, Girl
- Items TBD and will start advertising asap and set up after masses to promote (like the RR last year)
- Live auction
- Thinking a set amount of items allocated to live auction (maybe 30)
- Silent Auction (or bucket items).
- Consensus was one or the other but not both.
- If bucket items, we have to do ticket sales again and adds overhead
- If ticket sales, will be like $1 per ticket or 25 tickets for $20
These mix of revenue generating opportunities offer, as Gracie put it, both chance/luck (bingo) and financial ability (live and silent auctions). Each can budget and apply their monies accordingly. The bucket drawings would enable more chance/luck but committee still needs to decide if silent or bucket will be done. Again, bucket means ticket sales and more overhead. Committee opinion was that silent auction has generated more money than selling tickets for bucket drawings – but committee did not make final decision.
All are on board with 10% going to out St. Vincent de Paul – Hutto.
Clean Up- Would like to see, if able early Saturday, if SPY can be assigned this task (with a few of us supervising)