NYE2012Minutes


 * New Year's Eve 2012 Minutes**

Minutes from 12/14/11 Attendees:Karen, Misty, Linda, Byron, Trisha Confirmed Volunteers for the evening: DJ-Misty & Jeremy Tammy & Paul Fox Karen Hurtado Amy & Paul Pennington

Add to website- Dress-after 5 cocktail attire

OVERALL SCHEDULE from last year
 * 6:30-8:15 pm - Check In / Cocktail Hour
 * 7:00-8:15 pm - Dinner Buffet
 * 8:15 pm - Show
 * Post Show - Dancing
 * 10:30 pm - Auction Tables #1 Closing
 * 10:40 pm - Auction Tables #2 Closing
 * 10:50 pm - Auction Tables #3 Closing
 * 11-11:30ish pm - Auction Check Out

What's coming from Runway to the silent auction: 2tickets to Valentine's Punch pass Walk on role for Guys & Dolls-yes

Express check out- Need a form---Who's going to create the form?

Program- Ask Judy about last year's program Add information about the following events... Valentines 50/50

Silent Auction-Byron in charge night of event 30 things-8 tables 2 Tables for Cause &Effect Theatre Pull? Night out basket? Spoon pull- restaurant gift certificates all cash Spoons-Linda responsible

Make auction baskets on Dec. 29th 1:00 @ Runway All items by Dec. 28th

Confirmed by Linda-Cause & Effect will be there

Questions for Hotel-is it an option to leave 1 row of lights for auction-canned lights Make flyer about hotel information for last weekend of Scrooge

Find out about times we can get into Hotel on day of event

Sound effect- champaign pop Next Meeting December 29th, 1:00 PM @ Runway

Our room rates are $124 which includes 2 breakfast tickets and $99 for a room w/out breakfast tickets. Make reservations ASAP. Self parking at the hotel is complimentary. Valet parking is $15 for the day and $25 for overnight. The hotel will provide parking vouchers the night of the event for those that drive in. We will be sure to remind our attendees that they will need to go thru the public ticket booth rather than the toll booth The dance floor is 27x27 (information for blocking). The number of entrances is yet to be determined. Should have more information on the menu selection by Friday, December 9th. Links on the DFW Hyatt Regency website should appear by Friday, December 9th. Board members have been asked to contribute to the silent auction in some form. The raffle for a free ticket to the event now includes 1 free hotel room for the evening also. Labeling session was very successful thanks to: Julie Aylor, LT Aylor, Emilie Buske-Ferman, John Grissom, Laurie Grissom, Patsy Dausett, Misty Baptise, Linda Fullhart, Dave Fullhart, Rae Harvill, Trisha Goins, Karen Hurtado, Tanya Lippe Reservations as of 12/8/11 are at 20 Silent Auction Updates Murder Mystery Updates Confirmed Volunteers: Amy and Paul Pennington Karen Hurtado Tammy and Paul Fox
 * Updates: as of 12/8/11**

Attendees: Trisha, Karen, Tammy, Misty Updates: Reservation Link is live. Karen is set up to check phone messages and check TTTC Will try to stay to 8 per table when doing seat assignments Info is included in membership newsletter Checking on doing a mailer for NYE. Possible labeling date: 11/28/11 Poster created for display at table for sales during Scrooge Sparkly hat ready for MOD for each performance of Scrooge Purple folder with order forms inside. Checks & credit card slips should be placed in safe after each performance. Forms remain in folder. NYE Committee member will check the folder on Sunday of each Scrooge performance. Regular advertisements will run on Dec. 7th, 14th, 21st, & 28th Trisha will gather a list of frequent NYE attendees. Possibly place personal calls to these individuals either mid-December or December 26th. Wait until closer to time to decide. Next meeting Dec. 14th @ 6:30 @ Esparazas Trisha will make table card numbers Script has been received by Kenny Kenny hopes to cast the show this week. Will not be doing auditions after all. Kenny asked for when the theatre would be available for rehearsals. The only pick up rehearsal is scheduled for Dec. 1st. Auditions for Hallelujah Girls is Dec. 27th & 28th. Will find out more details as soon as available. Linda has a great suggestion for a Cork Pull event to raise money. We would like to add this to our Valentine's Day Event. Click here for more details about the Silent Auction update.
 * Meeting 11/13/11**

Next meeting Dec. 14th @ 6:30 @ Esparazas

Attendees: Trisha, Karen, Linda, Rae, Tammy, Misty, Laurie Updates: Kenny has the catalog to select a script Possible audition dates for Kenny-Nov. 27th & 28th Sherry working on a generic graphic November 1st TTC link needs to be added to Runway website November 1st also have link added to Runway website to hotel Have a sash and possible party hat for MOD to wear each night of Scrooge saying "Ask me about NYE"
 * Meeting 10/11/11**

Detailed Silent Auction Notes

2 tickets to the NYE Gala have been given to the committee to raffle off during Scrooge Suggestion to split the raffle into 2 raffle events (one opening night and one closing night at Scrooge) Charge $2 for 1 ticket or $5 for 3 tickets Ask Emilie if she will be attending Opening Night to run the raffle. Have an audience member pull the winning raffle ticket Laurie has raffle tickets Must be present to win Add picture to slide show

To do: Confirm hotel room information for flyer Confirm how many volunteers we will need for the night (so far: Karen, Jeremy, Misty, Tammy, Paul. Possible: Emilie, & looking at others) Confirm if there is a charge for Wi-fi in the ballroom Update reservation form and phone instruction and send to Karen Contact Jeremy to add Karen as a user for TTTC

Next Meeting Sunday, November 13th @ 5:00 PM @ Runway

Attendees: Trisha, Rae, Karen, Linda, Tammy, Misty
 * Meeting 9/4/11**

Topics of discussion: Publicity-Misty DJ for the night- Misty & Jeremy Hotel/Food-Linda, Tammy, Trisha Reservations- Karen Silent Auction- Linda will co-chair Laurie updating budget Entertainment Liaison-Ken

Entertainment- Public wants murder mystery, if we run into a problem Misty has resources for more options, limit of 10 cast members, possibly incorporate one of the check-in volunteers as stage manager Food- per contract the theatre is responsible for $4,000 therefore we will serve a full meal Auction-begin process in early October Publicity/IT-need a link by mid October to link to Hyatt. In return a link will be on the Hyatt website also to Runway

Ideas/Questions:
 * Tammy suggested a shuttle service running every 30 minutes from a central location for those with concerns about construction. Tammy will contact Peggy at DFW Hyatt to see if this is even a possibility
 * Is wi-fi available in the ballroom for the DJ? Tammy will find out if a cost is associated with this request
 * Ticket prices? Will be set by Board. suggestion of members $80 and non-members $95 with no early bird price
 * Financial Development- have donation envelopes at each place setting/table for "last minute tax deductions" (this is a fundraiser for the theatre)
 * Have Board members personally contact previous attendees of the gala to encourage attendance-will cross reference last 2 years list of attendees
 * Things to be printed: labels for donation envelopes, drink tickets, signage for check-in table
 * Will have designated driver (free sodas all night & no champagne at toast) and under 21 wrist bands at check-in
 * Addition of Entertainment Liaison to committee-someone who will communicate needs/wants both to and from the director and committee (note: need a list of weapons used in show as soon as possible)

12/14/11 Attendees:Karen, Misty, Linda, Byron, Trisha

Ask Judy about last year's program Theatre Pull? Night out basket? Add to website Dress-after 5 cocktail attire

What's coming from Runway to the silent auction: 2tickets to Valentine's Punch pass Walk on role for Guys & Dolls-yes

Express check out- Need a form

Program- Valentines 50/50

Silent Auction-Byron in charge 30 things-8 tables 2 Tables for Cause &Effect

Spoon pull- restaurant gift certificates all cash Spoons-Linda responsible

Make auction baskets on Dec. 29th 1:00 @ Runway All items by Dec. 28th

Confirmed Cause & Effect will be there

Silent Auction

Hotel-is it an option to leave 1 row of lights for auction-canned lights Make hand out about hotel information

Find out about times to we can get into Hotel on day of event

Sound effect- champaign pop