Library Minutes 2013 01-22-13 Trivia Committee 1
APPROVED 2/4/13
Yorkville Public Library
Trivia Night Committee Meeting
Monday, January 22, 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
Marlys Young
Others Present Carlo Colosimo, Library Liaison
Recognition of Visitors – Chairperson Gryder recognized Alderman Colosimo.
Public Comment – None
Business
Trivia Night
Minutes
The January 7, 2013 minutes were approved as read.
Band
Ms. Gryder said she contacted a band, “Hudson Crossing”, who is willing to play folk
music during check-in time and intermission for Trivia Night. The band would be on the
2nd level above the historic room.
Misc
Ms. Gryder reported on her assignments for this meeting. She thanked Carlo for agreeing
to be the event emcee. She will assemble a list of local organizations to contact for
prizes/donations etc. Judy read a letter she drafted to be sent to a list of 53 businesses to
solicit prizes/donations A March 1st response date is requested and the name of the
event needs to be included. She will email the letter to the committee members. She will
also obtain the Library tax-exempt number since contributions are tax-exempt and will
ask Michelle Pfister about using library stationary and stamps.
Jo Ann suggested the slogan “Bucks for Books” could be used for the raffle. Sponsors
who contribute $100 might be entitled to a banner.
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Alderman Colosimo suggested also contacting local politicians for donations.
Tables were discussed. They are 5 feet, which would accommodate 8 people each and
approximately 15-16 tables will be needed. The room capacity is 149 persons. Barb had
mentioned at a previous meeting that she would be able to get additional ones. Judy will
also check on more chairs.
The PA system will be operated by Judy or Dixie. A cordless mike will be needed.
At the March Friends meeting, Judy will ask for volunteers to sign up to be runners with
trivia answers and for clean-up. It is estimated 8-10 runners will be needed. Rita’s teen
group will assist with set-up.
Bulletin board/chart needed for tally with team names. It was decided the bulletin board
on the west wall will be covered and used.
It was decided where Carlo would stand for optimum visibility (near the rest area). A
podium and high stool will be available for him also.
The last round of trivia using the fish tank will be placed under the staircase area for
visibility.
Publicity
Marlys will be able to obtain150 promo items such as pens, notepaper, etc. from the
Beacon News. She also checked on publicity with them. It will be placed in the paper if
possible and should be on the website. She will contact WSPY and Yorkville Patch
when the publicity is ready. Barb will be asked to contact the Lions’ Club regarding the
use of their sign. Judy will modify the letter to use it as a press release. Concentrated
publicity should be 2-3 weeks in advance. If there is an overwhelming response, the
committee might explore another location in the library. If single persons without teams
attend, they will be assigned with a team.
Food/Supplies
Finger foods were discussed with suggestions of chips, dips, salsa, brownies, popcorn,
pretzels etc. Trustees and Friends may be asked to donate snacks also. River City
Roasters may be asked about a cookie contribution. Food items are included in the $20
fee. Paper products, soft drinks, water and pencils will be needed (Marlys to check on
pencils). Judy noted that there is a process to go through when requesting donations from
businesses like Jewel/Walgreens, etc. Caterers suggested were Upper Crust, Rosati’s,
Blackberry Oaks, The Five B’s??, Nel’s Catering.
Check-in/Registration
Check-in/registration time will be 6-7pm. Trivia starts at 7pm. March 8th will be the
deadline for reservations.
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Name of event
The name of the event will be decided at the February meeting. After that time,
information will be released to the media about the event. Judy suggested an article for
the paper along with a photo of the planning group.
Other
Trivia questions will be done in March.
Decorations: vignettes with library books with catchy titles—Michelle to set up
One possible prize in silent auction could be a book dedicated in winner’s name.
Bookmarks with trivia info could be left at desk to help promote
Drop off flier at Scotty’s in Oswego where trivia events are held, generate interest
Presentations need to be done to given to groups when asking for donations.
Suggested names: “Brain Bowl”, “Brains + Bucks = Books”
Summary of assignments:
Jo Ann: obtain list of local clubs
Judy: chairs, sign up sheet for Friends to be runners & bring food, get tax exempt info,
email copy of donation letter, check on stationary & stamps
Marlys: type labels for donation letters, check on publicity in WSPY, Patch, Record (by
email to Arts & Entertainment also), ask about pencils, design logo
Barbara: tables, Lions Club sign, raffle, liquor license, food vendors, sponsor banners,
presentation for possible vendors
The committee will meet again on Monday, February 4th at 6pm. The meeting was
adjourned at 7:08pm.
Minutes by Marlys Young