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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. 2 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. 3 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