Sept 3 Meeting Notes
Published on September 4, 2024 by Joe Taylor Jr.
Quick recap
The team discussed the progress of the website, the need for additional volunteers, and the organization's email system. They also explored the partnership with a production company for printing promotional items, issues with contacting their t-shirt vendor, and the potential for printing badges on-site.
Next steps:
• Antonio to contact Kara from street catering about including linens in the catering order.
• Charlie to get a ballpark cost estimate for 300-400 t-shirts from the local vendor and share with the group later this week.
• Michael to add sponsorship PDF to the website and complete the full website this week.
• Harper to send a message to have Philly Chi resend their sponsorship email to [email protected].
Summary
Website Progress, Event Planning, and Sponsorships
Jessica, Michael, and Harper discussed the progress of the website, with the goal to have it completed by the upcoming event. They also discussed the need to revamp the event schedule and confirm details with the caterer regarding the provision of linens. Joe provided an update on ticket sales and sponsorships, indicating a good response from potential sponsors. The team also discussed the need for additional volunteers and the potential need for more emails to be sent out.
Organization Email System and Volunteer Roles
Harper and Joe discussed the organization's email system, confirming the current setup and the need for a potential volunteer email. They also outlined the volunteer roles for their upcoming event, considering the establishment of a separate queue for a volunteer coordinator and the management of various areas by Joe and Harper. Lastly, Charlie reported issues with contacting their t-shirt vendor regarding artwork and sizes.
Promotional Item Printing and Badge Solutions
Charlie, Jessica, and Joe discussed their partnership with a production company for printing promotional items such as T-shirts and badges for sponsors. They considered the option of customizing T-shirt designs with sponsor logos and pre-ordering to ensure availability on event day. The team also discussed the issue of excess T-shirts from a previous event and considered the need for a more accurate estimate for the upcoming order. The possibility of printing badges on-site was discussed as a cost-effective and sustainable solution, but it was noted that such a system might not be practical for larger commercial events. Charlie agreed to get a quote from a local shop for pre-printed badges to compare with the previous year's cost.
Email Access and Form Submissions
Jessica asked Michael to keep her updated, while Michael requested a list of email access and admin details from Joe. Joe confirmed that they could create forwarders from Namecheap and that the current emails were directed to Gmail, Jira, and a client services desk managed by his team. Michael also asked about the status of form submissions from the original landing page, which Joe agreed to forward to him. Lastly, Michael requested an email of the sponsorship PDF and discussed the final logo design with Harper.
T-Shirt Design Options and Logo Discussion
Michael presented two design options for a T-shirt, one with a glow and one without, seeking the team's preference. Jessica and Harper preferred the non-glow option, and there were concerns about the T-shirt printers' ability to handle the fine details of the design, but Charlie assured that they could manage it. The team also discussed the logo, deciding that the 'no glow' version was simpler and clearer. Lastly, Michael mentioned a 'jira' issue that Joe had set up previously, but they decided not to delve into it during the meeting.
Volunteer Recruitment and Sponsorship Updates
Jessica and others encouraged him to volunteer for the event. Harper reported on the status of potential sponsorships, with Joe advising that all communications with potential sponsors be copied to the sponsorship team's email for tracking. A volunteer code was shared for those wishing to attend for free. The team agreed to pursue these leads further.
The team discussed the progress of the website, the need for additional volunteers, and the organization's email system. They also explored the partnership with a production company for printing promotional items, issues with contacting their t-shirt vendor, and the potential for printing badges on-site.
Next steps:
• Antonio to contact Kara from street catering about including linens in the catering order.
• Charlie to get a ballpark cost estimate for 300-400 t-shirts from the local vendor and share with the group later this week.
• Michael to add sponsorship PDF to the website and complete the full website this week.
• Harper to send a message to have Philly Chi resend their sponsorship email to [email protected].
Summary
Website Progress, Event Planning, and Sponsorships
Jessica, Michael, and Harper discussed the progress of the website, with the goal to have it completed by the upcoming event. They also discussed the need to revamp the event schedule and confirm details with the caterer regarding the provision of linens. Joe provided an update on ticket sales and sponsorships, indicating a good response from potential sponsors. The team also discussed the need for additional volunteers and the potential need for more emails to be sent out.
Organization Email System and Volunteer Roles
Harper and Joe discussed the organization's email system, confirming the current setup and the need for a potential volunteer email. They also outlined the volunteer roles for their upcoming event, considering the establishment of a separate queue for a volunteer coordinator and the management of various areas by Joe and Harper. Lastly, Charlie reported issues with contacting their t-shirt vendor regarding artwork and sizes.
Promotional Item Printing and Badge Solutions
Charlie, Jessica, and Joe discussed their partnership with a production company for printing promotional items such as T-shirts and badges for sponsors. They considered the option of customizing T-shirt designs with sponsor logos and pre-ordering to ensure availability on event day. The team also discussed the issue of excess T-shirts from a previous event and considered the need for a more accurate estimate for the upcoming order. The possibility of printing badges on-site was discussed as a cost-effective and sustainable solution, but it was noted that such a system might not be practical for larger commercial events. Charlie agreed to get a quote from a local shop for pre-printed badges to compare with the previous year's cost.
Email Access and Form Submissions
Jessica asked Michael to keep her updated, while Michael requested a list of email access and admin details from Joe. Joe confirmed that they could create forwarders from Namecheap and that the current emails were directed to Gmail, Jira, and a client services desk managed by his team. Michael also asked about the status of form submissions from the original landing page, which Joe agreed to forward to him. Lastly, Michael requested an email of the sponsorship PDF and discussed the final logo design with Harper.
T-Shirt Design Options and Logo Discussion
Michael presented two design options for a T-shirt, one with a glow and one without, seeking the team's preference. Jessica and Harper preferred the non-glow option, and there were concerns about the T-shirt printers' ability to handle the fine details of the design, but Charlie assured that they could manage it. The team also discussed the logo, deciding that the 'no glow' version was simpler and clearer. Lastly, Michael mentioned a 'jira' issue that Joe had set up previously, but they decided not to delve into it during the meeting.
Volunteer Recruitment and Sponsorship Updates
Jessica and others encouraged him to volunteer for the event. Harper reported on the status of potential sponsorships, with Joe advising that all communications with potential sponsors be copied to the sponsorship team's email for tracking. A volunteer code was shared for those wishing to attend for free. The team agreed to pursue these leads further.