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Library Minutes 2013 01-07-13 Trivia Committee 1 APPROVED 1/22/13 Yorkville Public Library Trivia Night Committee Meeting Monday, January 7, 2013, 6pm 902 Game Farm Road – Library Historic Wing The meeting was called to order at 6:00pm by Chairperson Jo Ann Gryder. Roll Call Jo Ann Gryder, Chairperson Judy Somerlot Barb Johnson Marlys Young Others Present None Recognition of Visitors – None Public Comment – None Business Trivia Night: Date Chairman Gryder said there are 2 suggested dates for the Trivia Night, March 9th and April 13th. The date chosen was Saturday, April 13th. Scope of Evening The suggested admission fee is $10 a person with a maximum capacity of 149 for the Historic Room. There would be 10 or 8 persons per table. Ms. Gryder said a Trivia night she had attended charged $10 per person and that included trivia, dinner and prizes. It was discussed whether or not to serve alcohol or soft drinks/coffee. If liquor is served or allowed to be brought in, the Mayor would have to issue a special use liquor license. Another possibility is to partner with a business in town that already has a liquor license. Barb will discuss with the Mayor prior to further action regarding the food. Rosati’s and Cobblestone Bakery were suggested as possible businesses with which the Library could partner. If alcohol is served, $20 should be the admission. Ms. Johnson suggested that $20 should be charged even if alcohol is not served. Snacks and soft drinks would be provided for that admission fee Popcorn was also suggested as a snack. It was decided liquor would only be served through a partner rather than allowing participants to bring their own. Emcee It was suggested that Library Liaison Carlo Colosimo be approached about being the emcee. 2 Tickets/Raffle Ms. Gryder suggested a possible raffle and Ms. Johnson will also ask the Mayor about this. Ms. Gryder said she would like to challenge other local libraries to bring teams to participate in the trivia night and surrounding libraries will be invited. Teams will need to reserve a table, otherwise individuals will be assigned tables when they arrive. Food Finger foods were discussed as being easier to handle while playing trivia. Donations Downtown developer Rick Tollefson will be contacted about a sponsorship and a proposal will be presented. All community organizations should be contacted for support including Lions Club, Moose, Legion, Senior Center, Garden Club, teachers’ associations, student groups and Lynn Dubajic/YEDC who could all possibly donate gift baskets. Ms. Johnson suggested distributing the job of contacting these organizations among the Library Board members. Ms. Gryder will assemble a list of organizations prior to the next meeting. Publicity It was discussed how to present this event to the public since it is a fund-raiser and how the money will be spent. Publicity could include facts about the library funding being diminished and that the money would be used for books and e-books. Suggested event names were “Bucks for Books” or “Brains and Bucks”. More ideas will be brought to the next meeting. Publicity suggestions: Kendall County Record County-Wide section and all their publications, Oswego Ledger, WSPY, Yorkville/Oswego Patch, Lions’ Club sign, the Beacon News. Entertainment Music was discussed for the 6-7pm registration time and after 5 rounds of trivia. Workers and Runners Ms. Somerlot said the 20-25 Friends of the Library could fill many capacities. The Library teens could be asked for set-up help. Waiters will also be needed for the tables. There are additional tables in storage and it was decided there could only be 8 persons per rectangular table. Suggested Categories for Questions: Classic books/bestsellers Geography Sports Movies (including face recognition) Current events Science Music Famous building/monument locations TV street addresses ‘Sink or Float’ Categories were discussed and it was noted that the participants should be able to answer 50% of all questions with 5 easy questions, 3 difficult and 2 more difficult. This committee will choose the questions. 3 Decorations / Sponsors Paid sponsor banners were suggested as decorations. Ms. Johnson said Fox Valley Trading might be able to make these. Ms. Somerlot had a list of sponsors from another fund-raiser and she will draft a letter requesting money/donations. Barnes & Noble, American Girl, Anderson Books, Baker Book Company, Amazon are among some of the businesses to be contacted for support with a suggested method of support of either financial contributions or silent auction items. The letter would also serve as paperwork for tax write-offs. Donations of over $100 would have a banner. Businesses could donate money or a silent auction item. Judy will also talk with Michelle to obtain postage. Book displays were also suggested. Judging Judges will be needed for the questions and it was noted that speed and accuracy will be needed for answering the questions with a possible time limit. No electronic devices will be allowed. A master chart will also be needed to record the results of the round. Prizes will be awarded for each round (small prizes for each person for each of the 10 rounds). Marlys will research getting the prizes. Summary Committee member assignments prior to next meeting: Barb: will speak with Mayor about liquor license & raffle, Fox Valley Trading for the banners, contact Blackberry Oaks about donation, contact band Judy: draft letter requesting support of funds or silent auction items, check on tables, ask Friends for help at event, check on PA system Jo Ann: check on band, enlist Carlo as emcee, assemble list of organizations for donations, contact folk music band Marlys: promo items, Beacon publicity Items for discussion at next meeting: draft preliminary news release, discuss banners as decorations/book display, discuss categories for questions, have themed category decorations around room/assign Dewey Decimal number to categories, discuss overall theme name for event The committee will meet again on Monday, January 14 at 6pm. The meeting was adjourned at 6:57pm. Minutes by Marlys Young