Library Minutes 2013 04-06-13 Trivia Committee 1
Yorkville Public Library
Trivia Night Committee Meeting
Saturday, April 6, 2013, 2:00pm
902 Game Farm Road – Historic Room
The meeting was opened at 2:00pm with the following committee members present:
Judy Somerlot
Marlys Young
Others Present None
Recognition of Visitors – None
Public Comment – None
Minutes: Minutes not reviewed
Business
Trivia Night
Judy reported on the following:
1. Locations to which she sent press information
2. Reminders were sent to Friends about snacks
3. Thank you letters for auction items
4. Tax deductible letters to be available on night of event
Trivia Questions:
Trivia questions were discussed. A few modifications were made to some of the
questions and format. Judy will provide a water container for the sink or float category
and items to be used were discussed. Tie-breaker questions were also reviewed. All
questions will be bound in a notebook for the event.
Room Setup & Food: The following items were discussed…
1. Food will all be kept in the historic room.
2. Desk that now holds TV will be moved near the door for registration
3. Large table (for food) located by kitchen will be moved to location of TV table
4. Bar will be set up between kitchen door & restrooms
5. Soft drink table positioned next to registration desk (near bar)
6. Coat rack to be moved to a corner, will enlist help to move it
7. Friends will monitor food table, not all sandwiches set out at one time
2
8. Check with Jo Ann about Cobblestone ID’ing patrons over 21 for liquor drinks
(hand stamp?) & the bar setup. Does Cobblestone have bar cart—do we provide cups?
(Ask Jo Ann about types of liquor being served-do we provide cups?)
9. Ask Barb about obtaining extra tables
10. It was decided that soft drinks should be in cans, (ask Jo Ann/possible donation?)
11. Ice chests and ice will be needed (Judy & Marlys will bring ice chests, need ice
12. Already have 40 bottles of water
Other Details:
1. Need 2 people at registration desk (1 committee member (Marlys? & 1 Board member
(Jo Ann?) to sign tax-exempt letters
2. Need cash box (Friends has) and some change for registration table
3. Set up dry erase board near registration with “WELCOME TO B.Y.O.B. TRIVIA
NIGHT”, “Start here for registration, complementary food and soft drinks, cash
Bar”, Judy will ask Dixie to do artwork.
4. Registration sign-up sheet needed at registration desk to indicate where
individual players can be seated, discussed how to update number of players
at each table from tally sheet
5. Signs with numbers (i.e. Table 1) to be placed on each table, possibly put group name
on sign if known (i.e. Garden Club). Library acrylic holders will be used for numbers.
(Judy will gather holders).
6. Was decided that anyone wishing to participate in silent auction only should be
allowed to do so without the $20 admission
7. If event participation is too low/none, it was suggested that a press release be issued
advising of the silent auction on a Friday night/Saturday.
8. Name tags should be worn by guests & helpers (Judy will ask Michelle for these)
9. Ask Bob Allen to handle 50-50 raffle. Raffle tickets will be $1.00 each/6 for $5.00
Can use apron for holding change, Judy will get change for the ticket sales and bring
container for raffle ticket drawing
10. Will the cash bar have credit card machine? (Ask Jo Ann)
11. Scoreboard needs to be set up—Judy & Marlys
12. Need trash bins and recycle bins for pop cans (Judy will ask Michelle)
13. Judy will design “silent auction” sign, items to be set up around perimeter of room
14. Judy and Marlys will take photos of the event for submission to newspaper
15. Judy will ask Michelle to do book displays for “decoration”
16. Barb is checking on banners & t-shirts
17. Runners will hand out prizes, prizes to be bundled for a table and put in containers
18. Intermission will be 10-15 minutes
19. Judy will copy receipt letters on letterhead
20. Marlys will compose a schedule for night, do “dry run” with emcee &
rest of committee
21. Barb’s spouse will handle all aspects of silent auction
22. Will ask Jo Ann about score sheets
Committee will meet again on April 9th at 6pm. Meeting adjourned at 3:30pm.
]Marlys Young, Minute Taker