Thank you again to everyone joining us yesterday for the initial meeting of this historic event. Below are the notes from the meeting. If there is a section that you are interested in helping with, please email your name, phone number and the name of the section(s) to ecmibandreunion@yahoo. Were going to need as much help as possible to make this event a great experience for everyone! East Coweta High School Marching Indians Band Reunion Planning Meeting Saturday, January 10, 2015 Welcome! • Tuning Sequence • Opener: “Hallelujah Day” • Ballad: “Open Arms” • Production: “You’ve Made Me So Very Happy” • Closer: “Saturday Night’s All Right for Fightin’” Tuning Sequence • What years are represented? o DISCUSSION: “We had representatives from the 80s, 90s, 2000s, staff and parents.” Opener: “Hallelujah Day” • Why have a Band Reunion? o It has never been done before. o The timing just feels right. o We can use this experience to re-connect and network. DISCUSSION: “20 years ago this month, we lost Tam Easterwood. This reunion would be a fitting tribute.” • Who needs to be involved? o Former band members o Former color guard members o Former directors, instructors and staff o Former band parents o Former bus drivers o Anyone who helped make this program successful! Ballad: “Open Arms” • What is the best way for this reunion to be planned? o This reunion is going to be so large that one person won’t be able to plan alone. • Sections (Instead of calling them committees, we’ll keep with the Marching Band theme and call them “Sections.) o Location/Logistics: The Location/Logistics Section will be responsible for researching locations for the reunion. This section will also oversee the set-up and load-in/load-out of all of the vendors on the day of the reunion. o Decorations: The Decorations Section will be responsible for making sure the reunion location is full of purple and gold. o Catering (also known as Food & Beverage): This Section will meet with caterers to discuss menu selection. This Section will also attend tastings with the caterers. o Entertainment: The Entertainment Section will be responsible for any entertainment aspect of the reunion (i.e. DJ, band, master of ceremonies, impromptu Miss Band Camp Pageant, etc.) o Marketing: The Marketing Section will be responsible for informing the public of the upcoming reunion. This Section will oversee the following items: press releases, graphic design, invitations, social media and any other forms of advertisement and external communications. o History: The History Section will be responsible for researching the history of the band program. This Section will oversee the following items: research of those who have passed away that could be honored at the reunion, locating photos and videos, and locating former instructors, bus drivers, and/or parents that may not have access to social media. o Hotels & Lodging: The Hotel & Lodging Section will meet with the Directors of Sales at local hotels and negotiate special rates for those coming from out of town. This Section will also act as the “Welcome Committee” which can include putting together any type of “welcome packages” for the out of town guests, if needed. o Photography & Videography: This Section will be responsible for documenting the entire process of planning this reunion as well as documenting the actual reunion. o Sponsorships: This Section will be responsible for finding sponsors to assist in the funding of the reunion. o Finance: The Finance Section will be responsible for the finances of the reunion. This section will need to include individuals who understand basic accounting and budgeting. • Section Leader for each area. (If there is a section that you are interested in helping with, please email your name, phone number and the name of the section(s) to ecmibandreunion@yahoo.) Production: “You’ve Made Me So Very Happy” • When can we have the reunion? o We need to consider the following items: Time of year: Families are currently planning their vacations for the year and beginning to put money aside for those trips. Venue rates: Some venues charge higher fees in the summer because that is their peak season for events. Amount of time to plan and coordinate o DISCUSSION: “Jessica Pater (class of 2001) works at Georgia Tech and may be able to find a space for the reunion. This would be a good location since it is near the airport for those coming in from out of town.” Closer: “Saturday Night’s All Right for Fightin’” • Who’s the Director? o It needs to be someone who can be the final authority on decisions. o It needs to be someone who can lead and “make it happen.” o It needs to be someone who has experience with all of the “sections.” o It needs to be someone who can attend 95% of the meetings regarding the reunion. o It needs to be someone who can put their own agenda and their own ego aside and focus on what’s best for the reunion. • Can the Director do it alone? o Absolutely not! o There needs to be no more than 2-3 Assistant Directors that fit the same criteria as the Director. • Which years should be included in this reunion? o Regardless of when we were involved in this program, we all had the same experience. We all went to band camp, games, contests, and trips. We all learned the same principles. Everyone should be included in this reunion regardless of when they participated. GROUP DISCUSSION: • “We could have a silent auction with the old composite pictures and old trophies during the reunion. All money from the auction would go back into the band program.” • “There shouldnt just be one Director. There should be a committee of Directors. One Director from each era of the band program.” • “Jessica Pater (class of 2001) works at Georgia Tech and may be able to assist in getting a venue for the reunion.” • “We would like to invite Tam Easterwood’s parents to the reunion.” MEETING OUTCOME: • All years are welcome and invited to the reunion. • The reunion will take place sometime this summer. • We will begin looking into a location for the reunion. • Photos and videos are currently being collected.
Posted on: Sun, 11 Jan 2015 19:21:51 +0000
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