Miami Lakes advisory board finalizes logistics for Jan. 24 town-hall spelling bee

The Miami Lakes Educational Advisory Board on Jan. 13 finalized plans for a town-hall spelling bee scheduled for Jan. 24, resolving event logistics, materials and on-site setup.

Board members prioritized operational details: the certificates and program text will be finalized and printed, schools will be notified of participation limits, volunteers will set up decorations and a small trophy/plaque will be provided to the winning school. Board members said the event will begin at 6:30 p.m., with set-up in the council chambers beginning in the afternoon so chairs and staging can be arranged for the students.

Why it matters: the spelling bee is a town-run youth event that brings multiple local schools and families to Town Hall; decisions about participant limits, seating and safety shape whether the event will run on time and accommodate invited guests.

Most immediate decisions and next steps - Certificates and program: The board reviewed a draft certificate and agreed to standardize capitalization and the line identifying the Miami Lakes Educational Advisory Board. Members agreed a template will be sent and edited collaboratively so the mayor can sign the final certificates. Board volunteers will print certificates on card stock for distribution on the day of the event. - Participation limits and invitations: The board set a limit of five student participants per school for the live event (with alternates listed), and decided schools should notify selected students and parents individually. The board instructed staff to send written rules and RSVP guidance to schools, including the limit of two adults per competing child in the chambers. - Rules and format: Members confirmed the contest will be oral only (no written tests). The board asked staff to simplify and distribute orally focused rules to participating schools and to include relay-style instructions for how teams rotate so organizers can stage the event efficiently. - Trophy and keepsake: The traveling trophy ordered for the spelling bee cost about $85; the board discussed providing a smaller, permanent plaque or smaller trophy the winning school can keep. A local vendor (who previously donated work) offered to produce a smaller keepsake; the board accepted a separate $45 donation toward a black plaque and approved staff pick-up of the trophy the day before the event. - Catering and supplies: Board members confirmed light refreshments (mini bottled waters, napkins) for an estimated 75–100 attendees; one board member confirmed a food donation from Vicky Bakery and the group discussed budgeting for napkins, 100 mini waters and minor catering needs. Volunteers plan to arrive at Town Hall around 3:00 p.m. to set up balloons and staging. - Materials and AV: The board will print index cards with words for the pronouncer and asked staff to secure microphones and a preloaded playlist or background music. A video/recording vendor was discussed and staff will obtain a quote before the next meeting.

Discussion details and concerns Board members emphasized the need to get rules to schools in writing so parents know arrival times and guest limits; they also asked staff to confirm whether alternate students will be allowed to participate if a selected student is absent. Members discussed logistics for student lines, podium spacing, and chair placements so that students and audience members can be accommodated safely.

What remains: staff will finalize and circulate the run-of-show text, distribute the printed rules to schools by midweek, complete certificate edits and confirm pick-up and transport of the trophy and plaque. Volunteers will finalize balloon arches, order an appropriate number of tablecloths and confirm catering details for next week.

Ending note: with the operational items assigned and donations acknowledged, board members said they expect to finalize remaining details before the Jan. 24 event so it will start on time and conclude within the expected hour to hour-and-a-half window.