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3 August 2023 MEMORANDUM FOR RECORD SUBJECT: Meeting Minutes The initial planning meeting for the Fall Festival was held 28 July 2023 at the Depot at 5:30 pm. Attendees were the undersigned, Sonya Shafer, Doris Kasley, Sophie Pace, and Mary Dailey. Major items are as follows: 1. The official event name is the 2nd Annual Alderson Fall Festival, to be held 7 Oct 23 from 10 am to 3 pm on and around the bridge. 2. Summary of Events to be held: a. Farmers Market under the pavilion b. Arts and Crafts on the Bridge. c. Great Art Exchange? d. Town-wide decorating competition. e. Kid’s activities. f. Local restaurants and shops. g. Food trucks. h. Pet parade and Blessing of the Animals? i. Music. j. Pet adoption event? 3. Major Tasks and Points of Contact: a. Mass gathering permit and health department coordination – Sonya b. Flyer/poster development – tweak Jo’s from last year c. Advertising distribution – Sonya and Sheena d. Press release/TV and radio coverage – Margaret e. Request use of Town digital message board – Don f. Photo/video support – Sheena may have a wedding, waiting for customer to establish time g. Farmers Market – Don h. Vendor outreach/registration/coordination – Sonya i. Bridge and space marking – Don j. Vendor check-in and control – Sonya, Don, and Letha. May recruit VFW after Don goes to Depot k. Great Art Exchange – Don to discuss with Jo l. Pet adoption – Mary m. Music at the Gazebo – Don n. Kid’s activities – Sophie o. Decorating competition – Don p. Trash cans – VFW q. Porta potties and handwash – Sonya r. Decorating Gazebo – Sophie s. Pet parade and blessing – Don t. Availability of Mascot – Doris u. Use of CSX property – Don 4. Specific areas of discussion: a. Police support on the south side of the bridge to prevent accidents with trains. b. If Sheena is booked, who will provide photo/video support? Volunteer needed. c. Registration fee increased to $30 for any vendor or organization. d. Moving food truck location to the south side of Railroad Ave to relieve congestion and noise around the pavilion. e. Coordinating for overflow parking at Lobban Funeral Home. f. No rain date/plan. Shift to Sunday? The following Saturday, which would conflict with Hinton Railroad days? g. Need prizes for decorating contest – local business vouchers? Nominal prize money and certificate? h. Volunteer needed for vendor traffic control and issues on south side. 5. Next meeting is scheduled for 25 August 23, 5:30 pm at the Depot. Submitted by: Don Sutherland