Sweet Charity Committee

Food Bank of WNY, Inc. SWEET CHARITY COMMITTEE Meeting Minutes – August 3, 2017

Attendees: Kathy Allen (by phone), Tom Berical (by phone), Keith Bookbinder, Marylou Borowiak, Sarah Jane Burke (by phone), Glenn Butler, Joe Ciffa, Gary Maybach, Jen Meegan, Maria Mercurio, Sarah Snyder, Mary Ann Torsell, Tim Wangler, Frank (guest of Joe Ciffa)

Excused: Jennifer Kamholz, Peter Renkas, Mary Hermans, Patti Jo Otto

Revised Committee Lists The revised committee list was distributed to the committee via email and there were no further changes.

Review of last meeting decisions The full committee discussed the following topics from the previous meeting and shared progress and outcomes. i. Joe will coordinate with the Health Department for inspections to begin at 4 p.m. ii. The committee decided that we will keep the beer garden in the same space but possibly rearrange or condense to better use the space. iii. More bistro tables will be set up inside the ballroom. iv. If restaurants are serving similar dishes (i.e. pasta) we will space them out differently. v. Sarah, Kathy, Jen and Patti Jo had conversations about the VIP ticket and determined that reserved parking would need to be included in such ticket along with other items (chocolate bar, wine toss ticket, etc.) and be around the $150 mark. vi. “Save the Date” and ticket sales are to be ready by September 7th.

Unfinished Discussions & Tasks The following tasks need further discussion within the full committee and/or within their respective subcommittees. i. Joe spoke about the location of the cash bar, photo booth and wine toss. Joe spoke to Sarah Vona at Adam’s Mark about the layout and how to accommodate these items within the ballroom. Sarah V. suggested that the cash bar stay within the ballroom and bring in the photo booth and wine ring toss in the ballroom as well. Joe mentioned keeping McCullagh Coffee out in the foyer and rearranging registration and coat check. Joe will continue to work on the layout with Sarah V. ii. The committee discussed paper trays, plastic trays and wine lanyards but decided to not pursue these items further. We will make sure that there is proper signage to ensure that guests do not take the wine glasses. iii. The auction committee will further discuss roses and chocolate bars in conjunction with the chocolate committee. The chocolate bar committee will decide if we will go with the chocolate bar or the chocolate rose. iv. Patti Jo and Jen M. spoke previously about the surprise box and how to market it differently to generate new attention (making it mobile, more visual presence). The auction committee will convene and discuss further.

Sub-Committee Updates The committee went through the task list and confirmed dates of the tasks that are more timely than others, such as the “save the date” and the beginning of ticket sales. Both tasks will be completed by Jen M. before the September 7th meeting. i. All subcommittees should try meet in the month of August. All chairs of those committees should invite Tom and Glenn to their first meetings.

Next meeting: September 7th at 8 a.m.