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Platzkonzert Commission Meeting

  1. Call to Order/Roll Call
  2. Approval of Minutes – May 15, 2017
  3. New Business
    1. 2017 Platzkonzert Germanfest 5K.
      1. Shamrock Shuffle organization update (Gary & Gayle)
    2. 2017 Platzkonzert Germanfest.
      1. Administration
        1. Consider Platz Subcommittees of two, for:
          1. Sponsors – Gary and Gayle
          2. Volunteers – Jim, Alex and Jenn
          3. Layout – All
          4. Contests – Gayle and Gary
          5. Entertainment – Lee and Jerry
          6. Food/Beverages – Lee/Jerry and Yousuf/Alicia
          7. Marketing – Gayle, Jenn, Andrew and Ryan
          8. Activities – Lee and Mark
          9. Signage – Gayle and Ryan
          10. Clean-Up – Mark
          11. Budget – Rachel and Gary
          12. Decoration – Andrew, Gayle, Jerry and Ryan
          13. Shuttle – Gayle (Jack & Kent)
          14. Beer Servers – Steve, Cathy and Crew
          15. etc.
        2. “To Do” List items (Lee & Ryan; Ryan still revising).
      2. Budget
        1. Updated Budget sheet (Ryan).
      3. Entertainment
        1. Entertainment update (Jerry).
        2. Contracts being processed (Jerry & Ryan).
        3. Stein carrying contest rules (Gary).
      4. Food/Beverages
        1. Contact Schamberger Bros. (Mark).
        2. Food menu: simplified (Yousuf).
        3. Consideration of a mixed drink or pizza tent (Yousuf).
        4. Quote for souvenir mugs (Mark, Gayle).
      5. Dasbier Garden
        1. Andrew Hartman to attend meeting.
      6. Layout
        1. Tents and high-top tables reserved (Ryan).
        2. Options for Oompah tent layout (Ryan).
      7. Marketing
        1. eBlast (Ryan to coordinate with Jenn in late summer).
        2. Water bill (Ryan to work with Rachel).
        3. Funtober website (Ryan).
      8. Activities
        1. Bounce Houses (Mark).
        2. Park District: Climbing Wall
        3. Library, Genealogy, Farm, VA, Rotary: signed waivers (Lee)
        4. Non-profit booth policy (Ryan & Mark)
        5. Decide if we want German deli/gift vendor(s) (All Commissioners).
      9. Volunteers
        1. Recruit more volunteers (All Commissioners).
        2. Volunteer Database article: submitted for June issue (Ryan & Jenn).
        3. Update: number of volunteers (Mark & Ryan).
        4. Volunteer documents: instructions, waivers, etc. (Ryan; All).
        5. Contact German Clubs (Jim).
        6. St. Hubert (Lee to contact about service hours).
        7. Hoffman Estates High School: Principal can get general volunteers: we need times/duties for them (Jim; All Commissioners).
        8. Rotary volunteers available: how to utilize (All Commissioners).
      10. Parking
        1. Handicap parking: decide on next steps (All Commissioners).
      11. Sponsorships
        1. 5/15 Village Board item: Platzkonzert Solicitation Plan (Mark).
        2. Vendor Tier page revision (Gayle and Gary; Mark & Ryan).
        3. Send sponsor letters (once Vendor Tier sheet is finalized) (Ryan).
        4. Recruit additional sponsors (All Commissioners).
      12. Signage
        1. New Signage Considerations for 2017 (Ryan).
  4. Next Meeting Date
  5. Adjournment



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