Minutes of Meeting held on 17 March 2002 - Uday On March 17th at 4 pm, the concerns, the decisions made and action items relating to the fundraiser were discussed. Members present were Sumathi, Vinay, Rajesh, Dipali, Uday, Kumar, Sudhakar, Himanshu, Vikas, Sadhna, Priya and Shobha. Details of the Program: Asha for Education presents - Phir Bhi Dil Hain Hindustani - An Evening of popular Indian Music and Dance Saturday May 18th, 2002 at 6 pm at West Windsor Grover Middle School, 10 Southfield Road, Princeton Junction, NJ 08850 Tickets: $15 for adults $10 for children under 10 Venue (Uday will get written confirmation for following costs) ---------- 1) Hall for May 17th (6pm - 9pm) and May 18th (2pm - Midnight) = @ $60/hr for 13 hours = $780. 2) Dining Room for May 18th (6 pm - 9 pm) = @ $60/hr for 3 hours = $180. 3) 2 Custodians for May 18th (one from 2 pm - Midnight and second from 5pm to 10 pm) = 10 hours + 5 hours @ $30/hr = $450 or more (This could increase depending on what the school allows, school wanted 1 custodian/250 people). 4) 2 Class Rooms (changing rooms) for May 18th (2 pm - 10 pm) = @ $10/hr for 8 hours = $160 Artist & Sound Equipment = $3500 ----------------------- 1) Sound / Artiste - Artist will bring sound equipment. 2) Artists need to convey specific sound and light needs to school through Uday Jain. 3) School will provide students to man the sound and light equipment. Misc. costs and needs -------------------- 1) Need to procure Certificates and T-shirts for the sound & light students. Kumar volunteered. 2) Certificates for children (performers). Kumar volunteered. 3) Momentos for adult choreographers and helpers. Himanshu & Rohini will provide gifts from India. 4) Food for children on day of show. Budget = $200. Kumar volunteered to check with Domino and Pizza Hut national offices. 5) Performer's costumes budget = $500 Publicity --------- 1) Sulekha.com - Members decided not to put their logo only mention their website on our flyers and posters. If we show their logo we will charge them $1000. Bidisha will communicate with Sulekha.com 2) TV or Radio advertising: Need to make decision on whether or not to go with this. In order to make this decision; Rajesh will ask TV Asia about costs in order to facilitate this decision. 3) Other publicity options: TV, Radio, Rediff.com, India Abroad, TV Asia, Little India, and SAJA. 4) Need to finalize poster. (The poster was discussed and approved contingent on changing colors and correcting information such as date and sulekha.com). No final decision made on design, printing and distribution. Wait for Sulekha logo decision. 5) Flyer needs some changes/corrections/additions (such as Padma Khanna's name and sulekha.com). Will be printed and distributed to volunteers. - Shankar 6) Web page updates will be done by Manoj Prabhakaran Event participation ------------------- 1) Asha presentation - Sumathi will prepare & present Asha Presentation 2) Program Management (including traffic etc). Will be decided in later meetings. Need 2 or 3 volunteers. 3) Some additional options such as "live juke box" in which audience members bid for songs they want to hear or raffles were discussed. No specific decision made. 4) Brochure - Vinay, Rajesh and Shankar 5) Need to decided Master of Ceremonies - Varsha 6) Décor - Varsha 7) Placement of Asha merchandise on tables outside hall. - Anirban Hazra 8) Direction signs to auditorium - Shankar Food ----- 1) Last year we got a package from Bengali sweets for $3, which included 1 samosa, 1 kachori, 1 sweet, and 1 mixture packet. We sold for $5 - total on food we made was a 100% gain. This year the 3 people who were responsible last year - Rajesh, Himanshu, and Priya, will decide the options, pricing and volume Sponsors -------- 1) Allocation of target corporate sponsors to volunteers (Kumar had done some allocation in the previous meeting. More need to be done). - Kumar will be following up with volunteers on this. Our targets for the corporate sponsorships are: 6 X $500 4 X $1000 2 X $2000 1 X $5000 1 X $10000 Priya provided (whom?) a list of 127 individual sponsors who we can target this year. Allocation of these to volunteers needs to be decided. Volunteers will be contacted with names to call. Who is doing this? Kumar/Rajesh? Tickets ------- Tickets were given out. Thanks to Kumar for printing them. All members need to sell tickets! Sumathi has extra tickets Targets: Mar 24 - 250 Mar 31 - 400 April 7 - 450 April 14 -525 April 21 - 600 April 28 - 650 May 5 - 700 May 12 - 750 May 18 - 800 Need to keep track of grand total of tickets. Give your sales figures to Amit Sahai All members need to keep track of whom tickets are sold to. Sumathi/Varsha provided a sheet with a table that helps keep track of this information. Columns are Name, Contact Information, #tickets, Cash/Check, Donation/Sponsorship Next meeting ------------ Follow up of this meeting will be done either by conference calls or definitely on the scheduled meeting on April 6th at 4.30 PM