UCSC Alumni Assoc. - LA Chapter

UCSC Alumni Assoc - LA Chapter

New Student Send Off Planning
Meeting Minutes of UCSC Alumni Association, LA Chapter, 8/07/03

Check out a copy of these minutes at our web pages at:
http://alumni.cse.ucsc.edu/~franz

Present:

Roz Helfand, President
Rachel Barish, Vice President
Fran Zandonella, Treasurer
Robin Hart, Member at Large
Judy Silk, Hostess of the Event

Meeting called to order at 7:30 PM at Judy Silk's home.

New Student Send Off Party Planning:

Date/Time/Place

Saturday, September 6th @ Noon
At Judy Silk's home.

Judy's house can hold a maximum of 75 people.

Plan B if more than 75 people is to relocate to a nearby park. Several parks nearby: Palisades Park and Temescal Canyon Park.
Judy will check on permits, if needed.

RSVPs

Alumni Office will take RSVP's and keep track of them on the Who's Going? page.
We need to make sure people who are volunteering remember to RSVP as well (to keep numbers straight).
Rachel will keep track of numbers.

Rentals

Tables and chairs for eating:

6-8 Tables of 6
3-4 on grass
2 on brick
2 on driveway near garage

Umbrellas (YES!)
Table for buffet/food, check-in, drinks:

Outer Driveway
Card table? Or bigger, more rectangle?
(Rachel or others may be able to borrow without renting)
Buffet Tables: Use Judy's Outdoor table in driveway-near-garage area
May need other Tables
(Rachel or others may be able to borrow without renting)
Push the from Chairs Judy's Outdoor Table to side
(for seated mingling?)
L-shape for tables OR down the center?

Table Cloths and Decorations (skipped until rental prices known)

Rental Places:

DelRey Party Rents 310.391.3124
Premier Party Rents 310.391.2552

Catering/Food

Roz connecting with Ken Feingold, checking Gelsons in Palisades
Robin suggested Baja Fresh, Subway, & Togos / Fran suggested CostCo

LA Chapter Alumni Roles/Volunteers

Volunteer Positions:
   Set-up, Clean-up, Check-In Table, Decorating, Signage
      {Fran in coord. with Rachel}
   Special Programing {Roz & Robin}
   Rentals (Rachel)
   Food (Roz)
   Other... like buying Trash bags and miscellaneous needs {Fran}

   RSVP guest communications {??}
   General Volunteer orientation and preparation for party and duty
      fulfillment {??}

   *Chalk Drawings, Helium Tank* {Judy}

From Previous Meeting, Activity Coordinators:

   Food, Menu, Activities, & Main Volunteer Coordinator: Roz
   Set Up, Clean Up, Décor: Fran
   Rentals: Rachel
   Check-In: Charlie

   Robin's duties : Activity Planning, Coordinating Volunteers(?)

General Logistics

Parking (Plenty of Street Parking)

Check-in Operation (??)

Volunteer help during event (??):

Buffet
Greeting and wayfinding
Trash clean-up
Gathering
Conversation making

Set-up Time

Event Coordinators (officers) : 9AM [arrive before volunteer crew]
Day Of Volunteers : 9:30AM

Wind-up Time/Clean-up Time

Start Clean-up at 2:30PM
Clean-up Finished by 3PM

Seating
Ask alumni to mix and mingle with students?
{Robin & Fran think it is a mistake to put pressure on alumni ahead of time.}
+ Tables by Colleges + {all seemed to agree upon}

Name tags
Special Sharpie/Pen for New Students Name Tags
(Gold for Students, Other colors for parents and alumni)

More planning at the August 24th planning meeting.
Volunteer Coordination at the meeting?

Communicating with attending slugs before and about ways to make event meaningful?

Program (Discussed ???)

When?

Do welcomes and introductions, words of congratulations and encouragement, overview of Alumni Association work, and intro to icebreaker.

Do icebreaker.

Other ways to make party both great fun and well organized

Music (Judy has outdoor system - bring CDs)
Flow Routes??
Etc?

Signage

Need:

Signs for the NON-Locking Bathrooms
Signs pointed to drive way and away from front door.
Direction Signs

Help do signs at Potluck & Planning Party???

Other Things We May Need and who is doing:

Ice?
Buckets?
Others stuff?

Other Things!

Coverings for Bees
UCSC Alumni Banner (with Claude?)

Website:

The UCSC Alumni - LA Chapter website is at: http://alumni.cse.ucsc.edu/~franz

Next Event:

The next event is our New Student Send Off Party and it will be held on Saturday, September 6, 2003 at noon at Judy Silk's house.

Next Meeting:

The next meeting will be a potluck held on Sunday, August 24th at Fran's house in Burbank.

2312 W. Chandler Blvd.
Burbank, CA 91506

We will synchronize Information by Friday, Aug 22nd before the Sunday, Aug 24th Planning Meeting.

We will meet again (Officers and Judy) at Borders in Sherman Oaks August 29th 6pm.

Meeting adjourned at 8:30 PM.

Respectfully submitted, and emendations welcomed, by Fran Zandonella, filling in for Charlie Tripp.