Fwd: Planning meeting summary - UPDATE

[Gloria Bell]

Hi Gang,

I just wanted to provide you with an update and some to-do's

We have confirmed National Mechanics as our start and end venue for the event.
We have also confirmed Triumph and SugarMoms as 2 of our bar venues.  I have the information on Triumph's specials and SugarMom's will be sending their specials and a logo in a day or two.
We still need a third bar for the bar crawl.  If anyone has any connections with any bars in Old City, please speak up.  Otherwise, we need someone to contact Buffalo Billiards and get them on board.

We also need sponsors and raffle prizes.  If you have any connections or can help with soliciting for prizes & sponsors, please let Melissa or I know as soon as possible. 

We are hoping that ticket sales can start within the next week or so and we will be counting on all of you to reach out to your networks to help get people to the event.

We also need day-of event volunteers to help with setup, registration, monitoring and running the scavenger hunt and overall event management.  If you want to volunteer for any of these activities, please let us know.

Thanks everyone!

Gloria Bell
Red Stapler Consulting
(267) 909-2308
redstapler...@gmail.com
glori...@gmail.com
http://redstaplerconsulting.net/
Twitter - @gloriabell
            @theredstapler

---------- Forwarded message ----------
From: Gloria <glori...@gmail.com>
Date: Sun, Jan 31, 2010 at 7:10 PM
Subject: Planning meeting summary
To: phillytwestival <phillyt...@googlegroups.com>


Thank you to everyone who has expressed an interest in helping with
Twestival Philly.   Melissa, Kevin, Maya & I had a planning meeting
this morning and have laid out a basic plan for the March 25, 2010
event.

We are going to have a Bar Crawl Scavenger Hunt called "Search for
Concern"   Concern Worldwide (http://www.concern.net/)  is the
Twestival Global charity for this event.

We just want to remind everyone that everything for Twestival must be
donated or sponsored.  We are not allowed to spend any money and 100%
of the proceeds have to be donated to the charity.  Any help you can
provide in arranging for sponsors and/or raffle prizes would be much
appreciated.  We also would like to get some press for the event, so
if you have any press contacts, we would greatly appreciating you
letting us know.   We also need all the help you can provide in
promoting the event via Twitter, blog posts and your personal
networks.

Timeline for the evening -

6:30 - 7 pm Registration/check-in
7 - 7:30 (7:45) - Opening  - Explanation of Twestival, Concern
Worldwide, thanks to our sponsors, explanation of the evening's events
and coordination of teams    (Bar #1 - most likely National Mechanics)
7:30 - 9:00 - Scavenger Hunt / Bar Crawl  - 3 bars, approximately 30
minutes for each
                                      3 - 5 clues that lead to Bar #
2
                                      3 - 5 clues that lead to Bar #
3
                                      3 - 5 clues that lead to Bar #
4
                                      3 - 5 clues that lead back to
Bar # 1
9:00 - All teams must report back & turn in their points at Bar #1 by
9 pm
9 - 9:15 - calculate winners
9:15 - 10:00  Announce winners, raffle off remaining prizes

The plan is to keep the entire event within a 4-5 block radius in Old
City

Bar suggestions are
National Mechanics - for opening  & closing (we have already reached
out to them & are just waiting on a confirmation they are not booked
on that day)
Sugar Mom's  (I sent a DM to Robert at T-Mom's but have not heard back
yet)
Triumph
Buffalo Billiards

Back up suggestions -
Drinker's
Skinner's
Lucy's
Society Hill Hotel
Eulogy

We will be asking each bar to provide at least drink specials,
preferably a free drink.  If you have a contact or connection at any
of these locations, please let Melissa or I know.


There will be teams of 4 people.  Each team will receive a printout
with the questions/clues and directions.  They will need to tweet
their answers, photos, etc.. back to the @phltwestival account during
the game. They will also need to return their clue sheets and photos
at the end so that points can be verified.
To avoid having everyone reaching each bar at the same time, we will
be handing out 3 different versions of the questions with the
destinations in different orders

Tickets -
$20 in advance (ticket sales will be coordinated through Twestival
partner - Amiando)
$25 at the door
Each ticket holder will receive 1 raffle ticket and a wristband that
will allow them to receive whatever specials the bars are offering.
Additional raffle tickets will be $1 each

Scavenger Hunt prizes -

The winning team gets their choice of prizes (4)
Each member of the 2nd place team gets 2 additional raffle tickets
Each member of the 3rd place team gets 1 additional raffle tickets

Raffle prizes

76ers tickets (Bill Lublin) - confirmed
Framed print (Ed Hall) - confirmed
Painting (Britt Miller) - confirmed
House concert (Peter Marinari)

Potential sponsors or raffle prizes (ideas) - If you have any
connections or know of anyone that would provide either sponsorships
or raffle prizes, please let either Melissa or I know.

Microsoft (Dani Diaz)
LTL Prints
Philly Cupcake
Sweet Freedom Bakery
@CanaryMegan
Lucky Strikes
Corp Pilates (Steffi)
Four Seasons
T-Mom's
National Mechanics
Buffalo Billiards

Items needed for event
wristbands
raffle tickets
name tags
drink tickets (if any bar or sponsor gives away free drinks)
markers
Signage
projector & laptop to run Twitter stream & show any videos provided by
Twestival central

Volunteers needed -
Registration & Team coordination - 3 people
Home base team - Gloria, Melissa, Kevin & Maya - minimum 1 more
needed
On-site monitors at each bar (2 per)

To-Do List

1) Contact and make arrangements with bars
2) Contact and arrange sponsors
3) Locate & confirm raffle prizes
4) Build list of clues  (there is a standing list from PodCamp Philly
that we will be using to develop the clue list)


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[Maya Northen]

I was just going to email and see if you guys needed any help with anything! My week is jam packed with working from travel tribe and meetings but let me know if I can help in any way. I will definitely be helping the day of the event in whatever capacity you need me too! Just let me know! 

Happy Monday,

Maya

Maya Northen

ium...@gmail.com

@myohmy23 on twitter

@chimeratravel on twitter

[Robert Rowe]

I plan on being there as early as necessary to help out the day of the
event. Are we going to have people stationed at the other bars
(besides National Mechanics)?
Robert O. Rowe III
http://twitter.com/rorowe

[Gloria Bell]

Thanks for volunteering to help Rob!   Yes, we will have people stationed at each of the bars to answer questions and assist with keeping the game moving. 

Gloria Bell
Red Stapler Consulting
(267) 909-2308
redstapler...@gmail.com
glori...@gmail.com
http://redstaplerconsulting.net/
Twitter - @gloriabell
            @theredstapler