FALL EXPO/SWAP IS BACK ON!!

Discussion in 'TCMAS Meetings & Events' started by acharpenter, Aug 19, 2017.

  1. DarkSky

    DarkSky TCMAS Event Committee
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    I shot him a text. I'll post what he says here.
     
  2. DarkSky

    DarkSky TCMAS Event Committee
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    So,

    • Secure a Venue / Schedule a Date (these go hand in hand, have to find an available space and look at their openings).
    • Update the site with the date.
    • Notify vendors of the date.
    • Sketch up a floor plan and map out tables/available room.
    • Fundraise ($).
    • Donations (equipment from vendors).
    • Volunteers for the day of.
    • Set up day before. Some vendors start showing up Friday before around 5pm.
    • Cleanup?
     
  3. OP
    acharpenter

    acharpenter Senior Member
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    We have always been able to secure the same venue for the Fall expo, Medicine Lake. If you wanna do this, need to get the contact info from Erik, then work with Tim, the Treasurer AKA Zoolan70 to make the deposit/payment.

    Then you are off and running.

    Also, anyone wanting.to run this/help out, please send a message to ikserk to get yourself added to the event committee forums.

    You can browse past expo threads to see how it has been put together/planned for past expos and that is also where you will find your volunteers that have helped in the past.

    I have to say, I'm very thankful we have some members willing to step into the role to try and get this done.

    Thank You!
     
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  4. BlacknBlue2

    BlacknBlue2 I contributed!
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    Tommorow I will shoot Eric a text asking for the medicine lake info and then I will call and get what we need then work with Tim the treasurer
     
  5. BlacknBlue2

    BlacknBlue2 I contributed!
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    Friday setup starts at roughly 4-5 pm and we go till midnight, but after 10 it becomes unnecessary to have more than 1 or 2 people their to help the late arrivals, and I will volunteer to stay at the venue overnight, if my kids come we will treat it like a campout so to speak.. We have a basic template of our volunteer needs on a 2hr shift and we typically need 2-4 food helpers per 2hr shift, door security is only needed from about 11am till noon when we open. After that we generally wander the venue helping vendors with whatever pops up, and helping members find each other for the exchanges. Saturday the doors open up for vendors and event committee members at 7am, and we don't go home till around 6-7pm depending on how fast Dirk packs his stuff up. Everything else is just tearing down what we setup.
     
  6. BlacknBlue2

    BlacknBlue2 I contributed!
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    Ok, well I guess I am throwing my hat into the ring and taking point on this. I will need help because this is not a one man band type of deal. Anyone who is willing to help please pm me. I will contact Tim and give him the heads up as well as Newz, RSnodgrass, coldwaterreefer, and Cheezybuda and anyone else I may have missed. Lets get this ball rolling people!!!!

    Update, I have made contact with Eric and an email has been sent to the Medicine Lake coordinator and we will go from their.
     
    #26 BlacknBlue2, Aug 22, 2017
    Last edited: Aug 22, 2017
  7. DarkSky

    DarkSky TCMAS Event Committee
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    I started a Google spreadsheet to keep track of everything, I'll send it to you tonight. I'm waiting on a list of vendors from Erik (or anyone else that has it), and I'll add those to the spreadsheet so we can keep track of who we've contacted and what we've heard from them.

    We can't really contact then until we have the location and date solidified though.
     
  8. BlacknBlue2

    BlacknBlue2 I contributed!
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    Sounds good, also I have gotten in touch with Zoolan70 and the rental agreement and deposit check are going out tommorow
     
  9. ikserk

    ikserk Administrator
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    DarkSky, should I add you to the event committee? that way you and sean can hash out details in the event committee forums
     
  10. dougers31

    dougers31 Senior Member
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    I would like to reserve a 4ft hobbiest table if I could... :)
     
  11. DarkSky

    DarkSky TCMAS Event Committee
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    Sure!
     
  12. blennieluvr

    blennieluvr TCMAS Event Committee
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    I have offered help and am still willing to pitch in. If you had a team meeting to decide who would do what, etc., I would do my best to make it or maybe join via phone. I have planned similar events on a smaller scale.
     
  13. zoolan70

    zoolan70 Senior Member
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    This will be good practice for when we host MACNA!
     
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  14. BlacknBlue2

    BlacknBlue2 I contributed!
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    So far it looks like me and Darksky are getting the venue and vendors list done. I asked Cheezybuda to handle raffle donations and also Darksky to help him. I also just proposed that Coldwaterreefer take point for the food and I will help with that as well. So somewhere in all of that you can jump in and we can go from their. I was not intending to go to the business meeting due to work constraints, but I am taking the time off to go this year due to the importance of this meeting will be. We could meet then and talk about the fall expo and even go over next year because I have a few ideas about them and it will require even more cooperation from everyone. We will also still need Friday night setup, and Saturday morning prep, plus door security, food table helpers and people to manage the raffle table to sell tickets for the food and raffle prizes.
     
  15. ikserk

    ikserk Administrator
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    Let's move the expo discussion to the event committee forums so we can keep everything in one place.
     
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  16. DarkSky

    DarkSky TCMAS Event Committee
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    Hey Angie, can you update the title with the date? Or something? I keep getting responses back from vendors stating that they thought we weren't having a swap. :)
     
  17. zoolan70

    zoolan70 Senior Member
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    I updated the title and added a link in the first post to the event discussion.
     
  18. LostUnderwater

    TCMAS Member TCMAS Supporter

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    What day is it happening on? Need to get request off in ASAP! I'm unable to view the linked post.

    thank you all for the hard work to make a swap happen!
     
  19. ikserk

    ikserk Administrator
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    The post @zoolan70 linked to is in the private Event Committee forum. Tim, could you update that link to something publicly available?
     
  20. ikserk

    ikserk Administrator
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    http://events.tcmas.org/ has the latest information about the fall swap.
     
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