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2017-01-24

Re-Scheduled Social Events Committee Meeting  (Tuesday, January 24, 2017)____________________
A Re-scheduled meeting from Tuesday, January 10, 2017 due to a Snow Day that closed CVCC. 
A Re-scheduled meeting was held on Tuesday, January 24, 2017 in the Culinary Arts Dining Area at 1 pm.
The Committees first meeting of the New Year and the New Spring 2017 Semester.
Present:  Gayle Kiger, Dominick Launi, John Lofaso, Tim Wilhelm
The Social Events Committee had a very productive meeting today.  The main objective was to choose a date for our Spring Social 2017.  However, much more was accomplished at this meeting including a theme for the Spring Social was chosen, menu items were discussed, gift card prizes were discussed, photo-booth ideas were discussed, decorations were discussed and our budget was discussed.
 
Old business:  None
 
New business:  The goal of this meeting was to choose a date for our Spring Social 2017.  This goal was achieved.  Also a theme for the Social Event was chosen, menu items, gift cards, photo booth, decorations and budget was also discussed.
 
The Event Date and Time:
o   The date for the 2017 Spring Social is Thursday May 4, 2017 in Merritt Hall Multipurpose Room from 11:15 am – 1:30 pm
o   The set up and decoration for the event date is Wednesday May 3, 2017 at
1 pm.
o   The date was given to Dianne Sykes and Dr. Capps to make sure they were available to attend on the above date.  It is a good date for both.
o   Merritt Hall Multipurpose Room has been reserved by Tim for both days May 3 and May 4, 2017 for the Spring Social through Facilities Management.
o   A Merritt Hall Multipurpose Room Diagram of the layout for our event was sent to Kathye Herndon in Facilities Management by Tim which includes an update on the number of chairs needed and a post added to the layout diagram stating that the tables and chairs need to be set up diagonally in the room.  (Thank you Gayle!)
o   The Outstanding Faculty Awards and Faculty Emeritus Awards should be presented at this Spring Social.  Gayle will be checking with Dianne Sykes to be sure.
o   The Retiree Recognition Ceremony may also be conducted at this Spring Social.  Gayle will also be checking on this with Dianne Sykes to be sure.  Stay tuned for an update on the Awards being presented at our Spring 2017 Social.
 
The Theme for the Spring Social Luncheon 2017 is:  “CVCC – 50 years in the Commonwealth”.  (Thank you Dominick and Gayle incorporating CVCC’s 50 year anniversary and foods from the Commonwealth together in this theme….Brilliant!!)  The Social Events Committee members loved the theme!
 
The Menu Theme Ideas:  (Thank you Dominick!)  Serving Foods from our own Commonwealth!!
 
Station 1:  The Tidewater 
·         Crab dish
·         Shrimp dish
 
Station 2:  Northern Virginia
·         Food dishes from the Northern Virginia region of the Commonwealth
 
Station 3:  Southwest
·         Food dishes from the Southwest region of the Commonwealth
 
Station 4:  Seven Hills
·         Food dishes from the Central Virginia region of the Commonwealth
·         Virginia Ham
·         Southern Fried Chicken
 
Station 5: The Piedmont
·         Food dishes from the Piedmont region of the Commonwealth
·         Field Greens
·         Chicery
 
Ideas about any menu items from the Commonwealth from our Committee members are surely welcome at our next meeting!!
 
Decorations: 
·         Gayle had a meeting with Catherine Rice today at 2 pm to get left over decorations from the 50th anniversary celebration that we might be able to use in decorating Merritt Hall Multi-purpose room for the event.
·         Virginia is also wine making country.  Virginia Wine Bottle Centerpieces with white lights around or inside them were brought up as decoration pieces.  Smaller colored bottles, such as blue, from the Commonwealth can also be used with artificial spring flowers added in them to celebrate the Spring time of the year our Social Event is being held.
 
Photo Booth:  John had ideas of a Colonial Theme with cut-outs of past Virginia Presidents where guests could stand behind and put their head in for pictures.  (Thank you John!)
 
Gift Card Door Prizes:  Gayle brought up having $450 of gift card door prizes again which the committee thought was a great idea and if a guest wore their CVCC 50 year anniversary T-shirt or button to the Social they would receive an extra door prize ticket!  The committee loved the idea!  (Thank you Gayle!)
·         Sheets:  $15, $15, $20
·         Walmart:  $20, $20, $20, $20, $20
·         Target:  $20, $20, $20, $20, $20
·         Kroger:  $20, $20, $20, $20, $20
·         Amazon:  $20, $20, $20, $20, $20
·         3 pair of (2) movie tickets to Regal Cinemas from Student Activities
    
Flyer Invitation:  As our Committee Fine tunes and finalizes some of the details of our Spring Social, John has agreed to put together an invitation that can go on the Daily Bulletin as the Date of the Spring Social gets closer.
 
The Budget:  It looks like we did very well with the expenses from our Holiday Social in December 2016.
We were under budget approximately $348 which we can carry over to the Spring Social this year.
 
We have a $3600 total budget for both Events, plus $1000 from Dianne for both events for a total of $4,600 for both events.  Since we have two Social events, we have $2,300 for the Holiday Social in December and $2,300 for the Spring Social this year.
 
For the Holiday Social in December 2016 we estimate we spent:
$450 for Gift Cards
$301.83 for Decorations
$1,200 for Food
 
Total:  $1951.83 for the Holiday Social in December 2016 with $348.17 left over!!
 
For the Spring Social 2017 this May:  We should have:
$2,300 + $348.17 left over from the December 2016 Holiday Social = $2,648.17 to spend on the Spring Social this year.  (More money for Crab Cakes!!)  Just kidding!!
 
We have another scheduled Social Events Committee Meeting on Tuesday, February 14, 2017 at 1 pm in the Culinary Arts Building Dining Area.  Can’t think of a better way to spend Valentine’s Day with a great group of people!
·         At this meeting, please bring your ideas!  Food ideas that Virginia is famous for??  Or great food from the different regions of Virginia if you know any.
·         Committee members ideas are always welcome as we begin to fine tune our Spring Social Event.
 
We had a very productive meeting!  Thank you!
 
We also want to wish Kitty a speedy recovery during her Medical Leave and let Lisa Hodges know we miss her!!  She has clinical on Tuesdays this semester and won’t be able to make any of our meetings…but don’t worry…I’ll catch her up on everything!! 
 
The meeting was adjourned at 1:40 pm
 
Respectfully submitted:
Tim Wilhelm
Social Events Committee Recorder
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