Winter Ball Committee Meeting
Winter Ball Committee Meeting to plan January 20, 2024 Holly Days Westmont Winter Ball
Items to discuss:
Westmont Chamber of Commerce
Westmont Winter Ball Meeting
Friday, October 13, 2023 3:00 PM
Westmont Chamber/Hybrid Meeting
Join Zoom Meeting
https://us06web.zoom.us/j/87269417624?pwd=SjZzN0VVSE5ZN3BERlJhR29LNkdzUT09
Meeting ID: 872 6941 7624 Passcode: 056556
By phone +1 312 626 6799
Meeting Agenda
- Introductions and Agenda Additions
Are there any additions to the meeting agenda?
- Winter Ball 2024
- Committee Members: Al Carson, Steve Bauer, Lennie Bowen, Frank Brady, Jessica Garrett, Tracey Valerio Spotts
- Date: Saturday, January 20, 2024, Hilton Marquis Tent
- Times:
- Room Set-up Start – 2pm
- Reception Start – 6pm
- Dinner Served – 7pm
- Entertainment during Dessert – 7:30pm - Salt Creek Ballet (They will be performing snippets from The Nutcracker and their upcoming performance)
- Live Auction – 7:50pm (will ask Drew Mitchell & Tracey)
- Silent Auction times 6 – 10:30pm
- DJ Start Time – 8pm (DJUj – James Mastrino confirmed.
He will also play music over reception again) - Event End Time – 11pm
- Committee Members: Al Carson, Steve Bauer, Lennie Bowen, Frank Brady, Jessica Garrett, Tracey Valerio Spotts
- Theme
- Color Palette: either Navy/Blush Pink/Champagne Gold with Navy Table cloths OR Navy/Silver/White with White table cloths - Hilton does not have Navy table cloths only black or white. They do have chair covers by by Sylwia. (need to check price)
- Centerpieces – winter theme with Raspberry colors
- Photo Booth – Jessica agreed to set this up again
- Lighting – Jessica and Scott will provide lighting upgrades
- Menu
- Cost $52 plus tax and Service Charge => $74pp
- Choice of:
- Herb Roasted Chicken with Champagne Sauce
- Sirloin of Beef with Demi-Glace Sauce
- Seared Salmon with Creamy Lemon Garlic Sauce
- Sides: Mixed Green Salad, Silky Whipped Potatoes and Chef’s Choice Seasonal Vegetables
- Vegetarian Entrée – Chef’s Choice
- Dessert – Carrot Cake – substitute with Flourless Chocolate Cake with Raspberry Sauce
- Gluten-Free meals and desserts need to be provided as an option
- Registration deadline is Friday, January 12, 2023 (Hotel needs meal count by Monday, January 15th)
- Coffees
- 2 Drink Tickets per Guest
- Bartender Fee’s Waived
- 2023 Ticket Prices
- Individuals - $95
- Couples - $180
- Table of 8 - $684 (saves $76)
- Table of 10 - $855 (saves $95)
- DJ - DJUj
- providing wireless mic, sound system, lights
- set-up will be in the corner as last year
- set-up complete by 5:30pm
- playing light ambient music over cocktail reception from 6 - 7pm
- continue playing light, low volume music over dinner 7 – 7:30pm
- Break at Salt Creek Ballet performance and Live Auction
- play dancing music from 8-10:45pm for guests age ranging from 25 - 75 years old
- general announcements made during the evening using the wireless mic
- no special power,... needs due to the event in the Marquis tent
- Fee $500, payable the night of the event
- Event Income Goals (last year’s actuals)
- Holly Days Celebration Video
- Income - $1,500 (Last year Actual $1,050)
- Expense - $500 (no expense)
- Net Income - $1,000 (Actual was $1,050)
- Winter Ball
- Income - $25,700 (Goal -$19,520, Actual - $21,283.50)
- Expense - $15,320 (Goal $12,740, Actual - $12,117.17)
- Net Income $10,380 (Goal $6,780, Actual - $9,166.33
- Holly Days Celebration Video
- Budget (see attached)
- Room Layout (see attached)
- Coat Check – Jessica Garrett?
- Event Photographer?
- Invocation?
- Program Emcee
- Larry Forssberg
- Becky Rheintgen
- Program booklet
- Print 4 paper copies per table and have the booklet be available online
- Print 4 paper copies per table and have the booklet be available online
- Sponsorships approved
- Gold Sponsorship $1,500 – “Presented by”, Podium Signage, Program Ad, 4 dinner tickets & 8 drink tickets
- Silver Sponsor $1,000 – 24x36 sign, Program Ad, 3 dinner tickets, 6 drink tickets
- Bronze Sponsor $750 – 24x36 sign, Program Ad, 2 dinner tickets, 4 drink tickets
- Entertainment Sponsor $500 – Ad in Program Book plus 1 dinner ticket & 2 drink tickets
- Dinner Table Sponsor $500 Business Logo & Winter Ball logo printed on glass water and placed at settings on 2 tables
- Photo Booth Sponsor $300 – Logo on Photo Booth, Program Ad, 1 dinner ticket & 2 drink tickets
- Merriment Sponsor $200 – Ad in Program booklet plus 2 extra drink tickets
- Table Sponsor $100 – business card placed at each table setting at 1 table, mention in Program book
- Program Book Ad – Full Page $50
- Hotel Room Block
- 10 rooms have been set-aside. The rooms will be $79 plus tax
- Invitations:
- Keep notifications digital
- Keep notifications digital
- Marketing:
- Place advertisement in Village of Westmont Community Magazine
- Place note in Rotary calendar
- Place an ad in the Holly Days Video and/or create a video to be included and to play on social media
- Promote event via Instagram and Facebook
- Electronic billboard
- TV at train station and Village Hall
- Hang a banner on NE corner of Burlington and Cass
- Check if Park District would hang banners in their locations
- Word of mouth
- Silent Auction
- 50 baskets
- Jessica volunteered her team to assemble the baskets
- Tracey volunteered to provide “freebies” to fill the baskets
- Frank volunteered to pick-up items that are donated.
- Frank will look into contributing a collector’s item General Patton bottle for the auction worth around $75
- Steve B. volunteered to provide cellophane bags and ribbons for the baskets
- Start canvassing for items
- Ask folks to donate a bottle of wine or a gift card to the auction
- Try to get more ”experience” items (spas,)
- Add 50/50 raffle and allow pre-sale of tickets before the event. Have a set amount for “arms-length”
- Consider a Super Raffle with a luxurious prize package
- 10 rooms have been set-aside. The rooms will be $79 plus tax
- Photo Booth
- Jessica volunteered her team to set-up the photo booth and have the device to take and send photos to your phone – Thank you!
- Jessica volunteered her team to set-up the photo booth and have the device to take and send photos to your phone – Thank you!
- Check-out
- Consider a way to let people know who won an item
- Send them a text that they won and go to () to check-out then they show the cashier the phone receipt and they will be given the item
- See if CashApp, Zelle, Venmo, … could be used as people don’t carry cash too much anymore
- Need 1 main person and runners to collect bid sheets and pull items for winning bids
- Consider a way to let people know who won an item
- Next Meeting
 |
Businesses to Contact for Donations
| Business | Contact |
| Alia Rose Salon, | |
| Bales Ace Hardware | |
| Chicago Original Limousine | |
| Citrus Diner | |
| Dairy Queen DJ's Sports Bar & Grill |
|
| DPDC | |
| Drury Lane | |
| Fire Department Golden Basket Grill 89 Hilton Chicago/Oak Brook Hills Resort |
|
| Humidor of Westmont | |
| J. Flemings Absolutely Delicious | |
| Johnny Blitz | |
| Lithoprint | |
| Nail Fairy | |
| Neat Kitchen + bar, | |
| Oakwood Electric & Generator | |
| Papa Passero’s Phillip's Flowers & Gifts Police Department |
|
| Salt Creek Ballet Tapatio Mexican Grill Taste Greek Street Food Taurasi |
|
| The De-Clutter Box | |
| Uncle Bub's Uptown |
|
| Walsh’s | |
| Westmont Floral Westmont Park District |
|
| Westmont Special Events | |
| Westmont Yard | |
| Zabler Design Jewelers, | |
| Zazzo’s |
Date and Time
Friday Oct 13, 2023
3:00 PM - 4:00 PM CDT
Location
This will be a hybrid meeting both in-person at Westmont Centre, One South Cass Avenue and via Zoom
Join Zoom Meeting
https://us06web.zoom.us/j/87269417624?pwd=SjZzN0VVSE5ZN3BERlJhR29LNkdzUT09
Meeting ID: 872 6941 7624
Passcode: 056556
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• +1 312 626 6799 US (Chicago)
Contact Information
Larry Forssberg
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