Chairs: Alix Giannetti, Michelle Miller
Also in attendance: Doreen Miller (minutes), Heidi Moesinger
Sponsors
- Alix will draft a general letter using Chat GPT to send to potential sponsors and share it in google docs for committee members to review and edit. It should contain:
- A description of the event
- The benefits of sponsorship
- A thank you for past sponsorships (where applicable)
- A request for sponsorship of this year’s community picnic
- Last year’s sponsors include:
- Eversource ($2,500)
- CSHCA ($500)
- Councilor Fitzgerald ($250)
- Other possible establishments and people we can approach for sponsorship include:
- Yeanie’s – They expressed an interest in sponsoring community events. They gave $1,500 to the Savin Hill Little League.
- National Grid
- Banshee’s
- Murphy Funeral Home
- Star Market
- City Councilors
- Others? – Doreen will
- Touch base with John McColgan to see if he has ideas.
- Look at the Sasaki slide presentation to see if they list any potential funding sources.
- It would be good to have tiered sponsorships with one main sponsor and several smaller sponsors.
- The problem is we are not a 501C3 organization, which many sponsors request.
- We should look into finding a 501C3 fiscal agent through which sponsorships can be managed.
- The Dorchester Boys and Girls Club (DBGC) is to be CSHCA’s fiscal agent to manage the $750,000 donation from Copper Mill. Perhaps we can approach them to act as our middleman as well.
- Alix will contact Don Walsh for see who the contact person is at the DBGC.
Insurance Agency
- Vargas and Vargas last year charged us $350 for location specific insurance.
- Michelle will shop around to get quotes and compare costs.
- Michelle will see if we need rain coverage and what it entails.
- It seems Southline as our rain location does not require insurance. At least it is not listed on the application form.
Raffles
- Ideas for raffles include:
- James Hobin art print
- The Honeycomb (contact person: Lara)
- The Daily (contact person: Victoria)
- Connected Thru Strength
- Pooped Pooch (Instead of one $50 gift certificate, ask for 2- $25 gift certificates)
- Harp and Bard
- Pink and Pretty Nail Salon
- Bareskin Beauty Bar
- Star Market (in lieu of a sponsorship)
- Dorchester Market
- CSHCA merchandise
- Savin Hill Supper Club (contact person: Max; donate one seat?)
- Munchie Station
- Ba Le
- Bon Mi
- We should divide up who approaches whom for donations.
Artists
- Carmen for Face Painting (Last year she charged $250 for two hours.)
- The Balloon Ladies (The N.L. Sisters)
- Time slots will be from 1-3 PM and from 2-4 PM.
- Michelle will contact Carmen first to give her first choice at the time slots.
- Heidi will contact Dot Art to set up a possible art table.
- Alix mentioned perhaps getting a Plein Air Artist who paints the event as it happens. The artwork is then raffled off at the end. Would James Hobin be willing to do something like this? Doreen can ask.
Games and Fun
- We can bring the usual lawn games.
- Can we have an obstacle course of 3-legged race? Ideas of who might organize this include:
- Connected Though Strength
- The gym teacher at Cristo Rey or BC High
- Drew, the athletic director at UMB. Michelle knows him and will text him.
- The prize could be 5 tickets for the raffles.
Bands
- The Savin Hillbillies are unavailable this year.
- The Headliner could be Sandmachine. Heidi will reach out to
- See if they are available to play
- See if they would provide the sound system for the open mic hour.
- Alix will reach out to the Carly Rae Jepson cover band as a second group.
- Timeline for music and raffles
- The first hour (12 – 1 PM) could be open mic for any local musicians who want to perform and/or a soundtrack playlist.
- 1 PM – 2PM Carly Rae
- 2:30 – 3:15 PM Sandmachine
- 3:15 – 3:30 Raffles
- 3:30 – 4 PM Sandmachine
Electricity
- Alix will see if Southline would be willing to provide a line for electricity.
- If this is not possible, she will look into renting a generator.
Portapotty
- We should provide a portapotty.
- Alix will ask DCR if they have a recommended vendor.
- Heidi will look into costs and contact Senator Collins either herself or via Donna McColgan to see if he’d be willing to sponsor the costs as it is on state property.
Food
- A food truck is practical as you do not need permits as it is parked on private property along Southline.
- Lord Dawgz was well received last year.
- Last year they quoted $1,700, and this year they are quoting $2,500 for 75 people.
- Other vendors with reasonable pricing include:
- Lawless Food
- La QChara Express
- Migs Hotdogs
- Last year we sourced Lord Dawgz through Roaming Hunger, which may get quotes.
- Michelle Miller will start with Roaming Hunger first to get the best prices for various food truck vendors.
Branded Merchandise
- Heidi will check the CSHCA logo as see if she can get a higher resolution.
- James Hobin designed the logo. Heidi will see if he has the original if needed.
- Piter sent Alix the name of the local guy who does branded merchandise. Alix will do a cost comparison with that of our usual provider.
Other Needs
- We should have a drinking water container available.
- We should try to get the free police ice-cream truck to come.
- Both Celina and Marta Carney seem to have connections with C-11 police.
- Heidi will call C-11 to get more information on their ice-cream truck.