Roz Helfand, President
Rachel Barish, Vice President
Fran Zandonella, Treasurer
Roberta Romero, John Madrid, Phil Mannle, Patrick Chandler, Randy Martin
Meeting called to order at 6:30 PM.
The minutes from the previous meetings 8/7/03, 7/23/03, and 6/8/03 were not approved. Fran agreed to take minutes since Charlie was absent.
Introductions were made by all.
We need at least 6 umbrellas and 50 chairs, but we may need more (8 umbrellas? 75 chairs?). Rachel, Judy, & Robin have some folding tables for check in and food set up. (We'll need to get table cloths (paper?) for them.)
Party Rental Places and Prices Del Rey Party Rents 310.391.3124 48" Round Table seats 6 = $6.50ea Chairs: Plastic Folding Beige $0.85ea White $1.05ea Wooden Folding with padding White $1.60ea Black $2.50ea Natural $2.50ea 6 Tables with cheapest chairs = $39.00 + $30.60 = $69.60 8 Tables with cheapest chairs = $52.00 + $40.80 = $92.80 Premier Party Rents 310.391.2552 48" Round Table seats 6 = $7.75ea Plastic Folding Chairs = $0.99ea 6 Tables with chairs = $46.50 + $35.64 = $82.14 8 Talbe with chairs = $62.00 + $47.52 = $109.52 Dolphin Party Rentals ( Pasadena ) Website gives a good idea of what items are availible for rent (umbrellas, linens and the such) 48" Round Table (seats 6) = $6.95 Plastic Folding cheap = $0.75 6 Tables with cheapest chairs = $41.70 + $27.00 = $68.70 Space Saving Table Ideas Standing Cocktail Tables - 42" tall 36" diameter (stands 6) $7.85ea 3 tables = $23.55 3 Round Table (seats 6) plus chairs = $20.85 + $13.50 = $34.35 3 Standing Cocktail Tables + 3 Round Tables plus chairs = $23.55 + 34.35 = $57.90 Umbrellas 48” diameter table (seats 6) $17.00 Vinyl umbrella - 7' $14.00 Umbrella base $5.00 Cafe umbrella - 9.5’ diameter $25.00
Balloons - We have 19 UCSC balloons. Judy will purchase the helium tank from Costco, and keep the extra helium. Fran will look into getting more blue & yellow balloons, along with ties and ribbon for the balloons.
Balloon Animals - Fran will ask her friend's Dad if he would make balloon animals for us.
Water Balloons - should we get water balloons if we meet in the park?
Streamers, Banners, & Signs - Fran has asked Claude and Ken about the UCSC banner, but so far, Claude does not have the banner. Haven't heard back from Ken yet. Fran will buy yellow & blue streamers and make signage for the bathroom, parking, and general directions.
Chalk Art - Judy will be doing chalk art (if we meet at her house)
Charactcature Artists - Patrick will ask Nick if he would volunteer his artistic talent for making characatures.
Roz checked out Whole Foods (on Santa Monica Blvd.) for self-catering. It is $700 for 7 trays of finger sandwiches, 3 trays of sliced fruit, 2 trays of veggies, 3 trays of cheese, fruit, and nuts, and 3 trays of dessert. This cost does not include plates, cups, or utensils. Roz will try to get the cost down to $500.
Randy recommended checking out the Co-Opportunity Food CoOp on 16th & Broadway. (He is on their Board of Directors.) Roz will speak to the Deli Manager or the Store Manager.
Robin is organizing the volunteers. Roberta volunteered to help with set-up at 9am. Patrick volunteered to help with clean up (if he is in town that weekend). We need 2 "bartenders" to keep an eye on drinks. We need 2 people each for the following tasks: food set up, decorations set up, and chair set up.
9am - Noon Set Up 9:15am Rental truck delivers chairs 11:45am Welcome Table Hand out badges with Name, College, Graduation Year color coded by Student, Alumni, Family Hand out Word Scramble and other ice breakers Noon Food served 1pm Welcome Speech/Program Roz will give a short welcome speech. The Director of Admissions will give a short speech. Roz will tell people to turn in their Word Scrambles to receive a raffle ticket. Should we ask people to pair up by colleges or majors or dorms? Do intro between students and alums 1:30pm Bring out dessert trays 3pm Clean up crews start 4pm Rental truck picks up chairsFran will get trash bags and bring drink tub and folding table.
The UCSC Alumni - LA Chapter website is at: http://alumni.cse.ucsc.edu/~franz
Meeting adjourned at 7:30 PM.
Respectfully submitted, and emendations welcomed, by Fran Zandonella, filling in for Charlie Tripp.
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