August 22, 2014: So, you saw the agenda for our final Journey Past & Present 2005 meeting. What was the end result? Well, here are the minutes from that meeting. (Yes, we took minutes and recorded them. This was serious business folks!) You'll notice several tasks for Cheryl to do upon her trip to LA and the House of Blues. At the time, there were several Soul SirkUS concerts the week before JPP2005 in Hollywood. Cheryl was planning to attend the one at the House of Blues and thus able to do some advance work for us. Deen Castronovo got seriously ill and the Soul SirkUS concerts had to be postponed. It turned out to be a blessing in disguise. While it was disappointing that we didn't get to go to those shows when we planned and Cheryl was unable to do the final LA scouting, we had so many things to do before that trip to LA that two or three concerts probably would have put all of us in the hospital. (That's not a particularly large exaggeration either, every member of the committee was sick upon returning from Hollywood!)
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Shew... long meeting, lots of notes. I've put a To Do list at the end, but I may have forgotten some things so feel free to add to it. Rob, in particular the program notes -- I was busy flipping pages around and didn't jot too many notes. As always, comments, changes, and additions welcome.
Sunday, January 2, 10:00 a.m. - 1:00 p.m. (PST); Teleconference
Committee members present: Mary Ann Bohne, Emerson Dong, Darla Ellis, Leslie Forsythe, Michelle Murray, Rob Rennert, Cheryl Simien, & Leslie White
I. JPP Agenda
A. Wednesday -- prep work
1. Who arrives when?
-- Mary Ann: lands 11:30 a.m. LAX
-- Cheryl: Approx 1:00 p.m. via Burbank
-- MNM: Approx 2:00 p.m. via car
-- Darla & Emerson: Approx 2:00 p.m. via car
-- Leslie W.: Approx 5:00 p.m. via car/Anaheim
-- Rob: lands 10:15 p.m. LAX (pending attending)
-- Leslie F.: Arrives Thursday morning via Burbank
2. What needs to be done?
-- Assemble goodie bags
B. Thursday -- registration 4-10 p.m.
1. Schedule committee members to work reg table
-- 2-hour shifts, 2 committee members per shift.
-- Informal dinner at many restaurants at H&H complex
2. How to handle auction/raffle
-- Recruit volunteers to sell raffle tickets at registration table (2-hour shifts)
-- MNM post-meeting thought: Need to be there to set up BEFORE 4:00.
3:00 for committee??
-- Cheryl & Darla to investigate "big ticket" item for silent auction
(extra $$ for overhead?)
C. Friday -- BIG DAY
1. Overall Timeline
-- 8-9:30 a.m. = Continuing registration (if necessary)
-- 10-11 a.m = Travel to Star Ceremony (on their own)
-- 11:30-12:30 = Star Ceremony (length approx.)
-- 12:30-1:00 = Travel to Star Party (on their own)
-- 1-4 = Star Party at the Highlands
-- 4-6:30 = free time
-- 6:30-6:45 = load buses
-- 6:45-7:15 = Travel to House of Blues
-- 7:15-11 = Concert (end time approx.)
-- 11-11:30 = Return to Renaissance Hotel
2. How to handle star ceremony
a. Getting Fans to/from
-- Fans are on their own getting to the ceremony
-- MNM still concerned about losing people. While I know it will be
impossible to troop everyone down at once AND knowing people
are going to go early since we don't have a reserved spot, something
bothers me about this scenario. Also, like the idea of having the whole
group in one spot like in SF.
b. Getting good spots for 145 people
-- Unless Hollywood Chamber of Commerce changes their mind about a
roped off area, hope for the best.
3. How to handle reception
-- We didn't address this (at least not in my notes) MNM concerned about
getting fans in to club on time. Band may not be there long and late
arrivals will not be happy if the band leaves before they arrive.
-- We need to have a committee member (or two) at the door checking
people in as they arrive.
-- Any committee members arriving early to check on set up?
4. Travel to HOB
-- If attendees miss the bus, they will not get in with the rest of the group.
-- Item not discussed = assigning bus numbers to attendees so we can
track them. MNM to do using roommate list as basis for grouping people.
No other concerted effort to keep specific groups together -- part of the
objective is to meet new people! Committee members will be split up by
room = MNM/Leslie W./Mary Ann; Darla/Emerson/Rob;
Cheryl/Leslie F./Cat to track bus loads.
5. Concert
-- HOB expecting us to arrive no later than 7:15
-- We should be let in approx 7:40
-- Main doors open 8:00
-- Concert starts approx 9:00
6. Return from HOB
-- 5 hours of bus time, period. Let attendees know if they miss the return
bus (or want to stay late) they will be responsible for their own
transportation back to hotel.
II. Reception Issues
A. Speech(es) at the Reception
-- MNM to do Welcome to JPP. Committee members on dais (or near mic stand
as the case may be) at same time
-- Present band with gifts. (Might help with that photo op we must have.)
B. Menu
-- Polls closing today. Run-off for desserts
C. Band & Band Guests
-- Design/print tickets for band and band guests. Give to Cat and/or JT to give
to band to give to friends and family they want at the reception. 50?
III. Budget Issues
A. Budget status report
-- Good news! Found another tweaked number when I looked at it again when
I got home. We now have a $30 surplus rather than a $150 shortfall.
-- Only budget items available to "tweak" are program, passport, & video and
not much wiggle room there
-- I calculated today's teleconference at $108 (4 participant numbers x 180
minutes x $0.15 per minute). Including the $55 from the last teleconference
that's $163.00 on my Visa bill. Applied the $55 towards my deposit, but we
may be cash strapped if that's the case. Will transfer full $215 registration
from my personal account into JPP Checking account today and will apply
the $163 to my "eat it" funds. If we have enough cash at the end of all
expenses, I will ask for at least partial reimbursement.
B. Band Gifts
-- Cost is approximately $400 ($371 including tax, but adding one additional
and may have some name overage costs.) MNM will come up with estimate
for fundraising.
-- MNM to post to attendee list fiscal scenario for band gifts and ask for
donations to the cause. Include link to photo of star and text to be printed on
front.
-- Add a gold foil sticker to front that says "Presented by Journey Past &
Present Committee & Attendees" (or words to that affect). HOW to do this??
-- MNM thought on the way home -- buy gift bags & tissue paper to pack.
Small gift cards?
IV. Status Reports
A. Program
-- Reviewed page by page. Rob has notes.
-- Emerson to get captures of Rolie, Dunbar, Jackson & Baird for film strips
page.
B. Passports
-- Change 1 autograph page to map/directions page
-- Add Schon Girls bowling & Rock Walk field trip times
C. T-shirts
-- Waiting to sign off on proof. Delivery on time expected
D. Goodie Bags
-- Purchased goodie bags look like Hefty bags. Leslie F. to investigate
alternatives
E. Lapel pins & magnets
-- Magnets arrived safe and sound in So. Cal. No horrendous problems
-- Lapel pins on order
F. Buses
-- MNM to send payment/confirmation this week
G. Highlands
-- MNM to confirm with Margaux -- menu, band access, etc.
-- Cheryl to take Cat to see club in LA next weekend
H. Hotels
-- Room requirements met
-- Leslie F. to make final arrangements on signage, registration, & bus pick up
V. Other Issues
A. Minors and the concert?
-- No flexibility on the 18+ rule
-- Cheryl to investigate diligence of ID check next weekend
B. Videotaping
-- Ceremony: Need/want press pass(es) for camera set up. Emerson to call
Hollywood Chamber of Commerce re: details and technical requirements.
-- Highlands: Have permission to film
-- House of Blues: Ask permission from band AND HOB to film for posterity. If
band says OK, see if they'll pick up some of the video tape expense.
-- Emerson to confirm equipment rental costs
C. Things to do on Saturday
-- Schon Girls Bowling
-- Field Trip to Rock Walk. (Walking Tour?? -- just a post meeting thought. Find
an interesting route.)
-- Cheryl to find out what's happening in LA that night if possible while at
Soul SirkUS.
D. Rock Walk
-- See above
E. Tasks for Cheryl's trip to LA
1. HOB scout out
-- ID
-- Soundboard set up
-- Where to line up/pre-show access
-- Where to have bus pick up/drop off (MNM thought on drive home)
-- Dress code, general environment
2. What's happening in LA on Saturday?
-- Who's playing at clubs?
-- Other items of interest?
F. What to wear when.
-- Registration = JPP T-shirts and ID badges ("Committee" on badge)
-- Star Ceremony/Reception = business casual
-- Concert = Comfy!
G. Requests for goodies from cancellations -- specifically DVD.
-- Only 2, so go for it.
H. New Business (dear god, no!)
-- Include Randy Jackson in star award, just in case he shows.
TO DO LIST
1. Prepare registration table schedule
2. Prepare flier of miscellaneous information (e.g. Schon girls bowling, entrance to the Highlands, bus loading procedures.)
3. Recruit volunteers for raffle table
4. MNM to prepare welcome speech
5. Design & print guest passes for "reception only" people (band guests)
6. Finalize menu/Reception issues
7. Order band gifts, pray for funds
8. MNM to send email for donations
9. Purchase/design gold foil stickers for band gifts
10. Finalize program & order by 1/9/05
11. Finalize passports & order by 1/9/05
12. Receive pending orders (T-shirts & lapel pins)
13. MNM to confirm buses
14. Prepare bus assignments
15. Notify those traveling with minors of possible complications (pending Cheryl's investigation at HOB)
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