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
 

1. Introductions and Agenda  Additions

2. 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

• 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 15^th)
    • 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
      
       
• 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
     
• 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
       
  • 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

• 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!
     
• 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

3. Next Meeting