EDC finalizes logistics and budget allocations for business boot camp; registration capped at 250

The Economic Development Committee (EDC) of Miami Lakes confirmed final logistics and small budget reallocations for its annual Business Boot Camp, scheduled for Friday, after a lengthy planning discussion that covered registration limits, volunteers, catering and promotional materials.

Committee members said registration will be limited to 250 attendees and opening of registration will be from 8:45 to 9 a.m., with setup starting at 8:30 a.m. The committee unanimously approved three budget motions to cover event needs: $500 to augment the catering allocation for Chella’s (the event caterer), $250 for prize giveaways, and about $300 for on-site supplies such as bottled water, disposable plates and utensils.

The boot camp is the EDC’s primary fall event and organizers reviewed a detailed checklist of tasks and deadlines. Romy Pedro, EDC member and one of the event leads, told the committee, “Registration opens at 9, so we would need everything here at the town … at the very latest, by 08:45 in the morning if we want to, like, run to set it up. Ideally, like, 30.” The committee confirmed volunteers will arrive at 8:30 a.m. to set up registration and swag tables; registration will open at 9 a.m.

Members discussed event operations and outreach: speakers’ PowerPoint files must be sent Thursday morning for pre-uploading; the EDC will provide an HDMI option if a speaker prefers to run slides from a laptop; the town will provide a clicker and the committee requested three wireless microphones. Organizers plan swag bags, registration materials and a “Best of Miami Lakes” finalist announcement at the boot camp. The EDC also decided to cap registrations at 250 to avoid fire-safety and capacity problems in the council chamber.

On funding details, the committee reviewed the marketing and boot-camp budgets and confirmed there is roughly $1,051.98 available after earlier allocations and purchases. The EDC allocated that money as follows: $500 to augment the Chella’s catering invoice; $250 to purchase five retail gift-card giveaways (five $50 cards); and approximately $300 toward event materials (water, cups, napkins, utensils and swag-bag items). Committee members agreed those amounts should cover additional food/ticket needs for the post-event happy hour and basic on-site supplies.

The committee assigned operational roles: Matthew and Romy will lead day-of logistics; Carlos, Jose, Manny and Andrea were recorded as volunteers for morning setup and registration coverage; Jonathan and Vanessa (staff/graphics contacts) were asked to finalize invoices and print materials; communications staff were asked to coordinate live posting during at least one hour of the event. The EDC asked the Miami Laker (local paper) to attend and report on the boot camp.

The committee also reviewed event-site details: the group discussed using the lobby area for breakfast and internal spots near the council-chamber entrances for swag table placement to avoid crowding; they noted the town can provide a cooler and ice and recommended that any material orders be placed through Instacart for Thursday delivery.

Votes at a glance

- Approval of minutes (regular meeting minutes from August 26): Motion approved; vote recorded as unanimous “ayes.” - Increase to catering allocation (Chella’s): Motion to allocate an extra $500 to Chella’s invoice — approved (motion recorded and passed by voice vote). - Giveaways: Motion to allocate $250 from the boot-camp budget for prize giveaways (five $50 gift cards) — approved (voice vote). - Event supplies: Motion to allocate approximately $300 from the boot-camp budget for water, paper goods and related materials — approved (voice vote).

The committee closed by reaffirming day-of arrival times, volunteer roles and the Thursday deadline for speaker slides and outstanding invoices. Organizers said walk-ins would be handled on a case-by-case basis depending on space; the EDC asked registration staff to maintain a simple wait list and to allow entry only if room is available at the start time.