Village of Buffalo Grove BG Days Committee Met June 22.
Here is the minutes provided by the committee:
The meeting was called to order at 7:03.
The minutes of the last meeting were discussed. Rodney made a motion to accept the minutes. Jackie seconded the motion. The motion was carried.
Chairman’s Report: Paulette Greenberg/JV Springman
Paulette stated that she is glad we are off zoom meeting and can meet in person. We will have a modified BG Days festival this year. We have a tiny budget. We will be back at Rylko park, not Willow Stream.
Police: Robert Broussard/Tara Anderson
Tara stated that they are working at the original site location. Things will be done the same as previous years. They have no concerns.
Mobile Com: Paul Zucher
Paul stated that he had nothing, he is just listening.
Fun and Food: Debbie Verson/Judy Samuels
Debbie stated that they are going to go ahead and the carnival will run from 10-11:30 for the Fun and Food program.
Debbie stated that Dean is working on the Buddy Baseball game on Thursday night. Debbie questioned whether the courtesy shuttles would be available. Mike is seeing what they can afford. Debbie offered to give him a list of what carts they need. They plan on handing out the wrist bands when they come in via car to avoid too much congestion at the sign in table.
JV asked how the whole picture would look.
Debbie said that they would have the Carnival and a DJ. Debbie said they hope to get a DJ to donate his time. If not the disabilities program can use a small pot of funds to use for the DJ.
They will still do a registration so they can get a head count. There will be picnic tables in the field. No other tables. Debbie said that there has been a big increase in the cost for the food from Dorfler’s. It has more than doubled. Dorfler’s is not open on Sunday so they will have to pay for the extra employees. They will look elsewhere for the main course. They have food donations from Culver’s and McDonald’s.
Debbie asked if participants want to bring their own chairs, who will be responsible for them. The reply was that the committee would not be watching over them. Debbie stated that they are considering suggesting people bring their own lunches.
Fire Department: Joe Welter
Joe was not present.
Park District: Ryan Risinger
Ryan was not present.
Public Works: Dave Haisma/Mike Skibbe
Dave said that he is getting all the contracts lined up including the trailer and restrooms. He stated that as far as Public Works is concerned, it will be the same. They still need to put up barriers. They will need signs. They are on it.
Sponsorship:
Mike the Village and the Park District came to an agreement. A memorandum has been written. There was a contract that allowed us to use the Rylko Park site for 5 years. Willow Stream had a bandshell, but the Park District rethought allowing us to use it due to the increase number of people there, so now we can’t use it. We will be moving everything back to Rylko Park for the festival this year. It is familiar to us all so will be easier to plan. The Park District will take on some of the financial responsibility for the festival this year. The Park District does sponsorship year-round. They will be providing this service for us. The Park District will be responsible for all beverage sales, including alcoholic and non-alcoholic drinks. Part of the profits will come to the Village. Since they are doing the sponsorship, they will be in charge of setting up and designing needed signs. The Village will be inch charge of the contracts, the site planning, set up, and fire and safety.
The committee will be in charge of the entertainment, the stage and sound companies, and Mobile Com
The Park District will request the signs, with design with logos. Public Works will print up the signs.
Jane asked about going herself to Lucus Orthodontics for her sponsorship as she has a long-standing personal relationship with them. After discussion, it was agreed that any committee member or the Village, which has established a relationship for sponsorship, including Woodman’s, they can go directly to the sponsor to generate a lead for the Park District, but the final conversation, as well as decision on signage that accompanies the sponsorship dollars, needs to be routed through the team at the Park District due to our agreement. Sponsorship leads should be pushed to Wendy Friedman at 847.850.2144 or marketing@bgparks.org
In kind sponsorship does not have to go through the Park District. Money sponsorship, only, is to go through the Park District.
Food Trucks: Sarah Lee
Sara was not present.
Paulette stated that we are not having a food tent as there is no money. This year we will have food trucks or the vendor will be allowed to bring their own tent. We will provide electricity if requested. The Carnival is not taking up both parking lots. They have moved back to the configuration from 2019. Sarah has reached out to 24 vendors, with commitments on 2 of them so far. These are booked for all 3 nights. She has calls in to Dorfler’s and Lou Malnati’s. So far, neither have answered. They have determined a lower price to charge them since they are not getting a tent. Most vendors are not interested this year. They are used to us providing the tents, tables and chairs.
Chamber/Beer tent: Brad Schenkner
The Park District will sell beer and they will they need ice.
Discussion ensued whether the committee supply the ice as the Carnival will also need ice. Mike will go back to the Park District to determine if we get the ice machine. :
Set Up/Take Down: Marc Spunt
Marc has no report.
There will be no not-for-profits this year.
Kids Craft Tent: Jane Primack/Carol Irvin
Jane stated Paulette asked her about running the Kid’s Craft Tent this year. With only the Carnival going on during the day, Jane asked how many kids can she anticipate coming. With no food tent, she questioned will parents want to come or stick around for the crafts
The major target group of the kids for the Kid’s Craft Tent is the age range of 5-12, the group not yet approved for vaccination. If they are not vaccinated, this can cause a risk for the volunteers and others attending the event. She is uncertain how safe this will be for the volunteers. As a result, Jane is uncertain if she will I be able to get the kid volunteers this year if the younger ones may not have had the vaccine and parents don’t want their kids exposed.
Entertainment: Karen Danenberg/
Karen was not present but sent Jane her report.
Karen has tentatively schedule one local band a night for Friday, Saturday and Sunday from 7:30-9:30.
There will be a DJ each of the 3 nights from 6-7:30.
Karen indicated that contracts have not been sent out to the bands for signing, awaiting the decision of the Village Board.
Paulette stated that Karen had a tiny budget. The money has been spent. There is no money for any extra entertainment.
Technical Production: Doug Primack/Adam Moodhe
Doug said that they were trying to figure things out. Adam stated that we are getting a 20x24 foot stage and a video wall. The bands are used to playing on any kind of stage and are all local. No national acts this year. Adam said that he and Doug were familiar with all the bands coming including their rider requirements. Nothing new is coming at them. A video wall will be available to use for sponsorship acknowledgement. Doug said that he will need a flatbed cart to move gear around.
When asked, the duck race will be virtual again this year by the Rotary. Next year they will bring back the real rubber ducks.
Marketing/Publicity: Alan Danenberg
Alan was not present but emailed his report.
He put the tentative plans on the website, and he needs to have a firmer plan so he can update the site. He needs details on hours, parking, buses, Fun & Food, carnival, food trucks, etc.
There is a meeting next Monday with Village and Marketing.
Clicks and Shutters: Marian Rodriguez
Marion was not present.
It was questioned if she will be present this year or if she wants to continue with BG Days. Debbie Rybarski will check with her to find out what is going on.
Information Booth: Marc Spunt
Marc stated that he won’t be there on Friday night. Other than that, no report.
Carnival: Paulette Greenberg
Paulette said that we will have the carnival. They will use 1 ½ parking lots. She asked them about multiple day wrist bands but they have not gotten back to her. She also asked about the daily wrist bands.
Hours for the Carnival
Thursday 6-10
Friday 6-11
Saturday 12-11
Sunday12-11
Monday 1 to 6
No fireworks this year since we will fully be at Rylko Park. There is no visibility from that park.
Village Liaison: Mike Skibbe
Mike stated that he has the member list and volunteers list from the Village Board meeting
Car show: Diane and Cody Bartlett
Paulette stated that she talked to Diane. They will be out of town for the weekend coming home on Monday. She stated that if the Car Show moves forward, someone else would have to run it. She says it takes 4 people to make it run well.
It was decided to postpone the Car Show until next year.
Trustee Liaison: Andy Stein/Les Ottenheimer
Les stated that he is glad to be here. He is enjoying meeting us and looks forward to working with us trying to make the festival as successful as possible. Andy was not present.
Your 2 Cents Worth: All committee members
Paul asked what the budget for the radios is. Mike will get back to him. Tara stated that she and Bobby have an idea for fund raising for the festival after the concert. People who are of drinking age can hang around after the bands ends. We can use the video board and the small stage to have karaoke. We could charge for each person wanting to perform. It was suggested that Tara talk to Karen. Tara is thinking Friday and Saturday nights.
JV thanked everyone for allowing him to come back. He is glad to be here.
Rodney made a motion to adjourn. Rhonda seconded the motion.
The meeting was adjourned at
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