Lakeville committee reviews Winterfest 2018 budget, sponsors and logistics; approves minutes

The Town of Lakeville Community Development Committee met Dec. 6 to advance planning for Winterfest 2018, reporting $7,190 in carryover and pledged sponsorships, discussing vendor and layout logistics for exhibits including a 20-plus-foot train display, and confirming event contracts and volunteer recruitment. The committee approved the Nov. 8 meeting minutes by unanimous motion.

Why it matters: Winterfest is a town-run public event that depends on sponsorships, volunteer staffing and logistical planning (vendors, insurance, site layout and public-safety details such as a contracted fire detail). Committee members said the budget and vendor commitments will determine whether the committee can afford a full fireworks show or must stage a smaller display.

Committee chair (unnamed) opened the meeting by asking members to approve the Nov. 8 minutes; the committee approved them by unanimous motion. The chair then ran through the sponsorship and expense report for Winterfest. Committee members reported one $250 check already received, a $3,000 sponsorship from CertaPro Painters (listed as the presenting snowflake/snowman sponsor), and a pending $2,000 request under review at Bridgewater Savings Bank’s charitable foundation. The committee’s running total for carryover plus paid and pledged funds was $7,190.

On expenses, the committee said current committed costs total roughly $3,000 (not including fireworks). Members said last year’s fireworks cost about $4,500 and discussed asking the fireworks vendor to run a smaller $3,500 show this year to match available funds, with the option to increase the show if more sponsorships arrive.

Organizers reported other sponsorship and vendor commitments: a $250-level pledge expected from Eastern Bank, BlueAnchor Studio and Pet Recess among small donors, and outreach to local businesses including Harbor and Powderly Meadows. CertaPro’s local owner, referenced in the meeting as Steve Mora, offered the company’s marketing channels to promote Winterfest; the committee said CertaPro will provide details on a sponsor booth and promotional activities.

Entertainment and exhibits: the committee confirmed several entertainment items and logistical details. Wayne d. Morinville and Hickory Knoll will provide horse-drawn carriage/sleigh elements and a sculpted ice feature honoring a draft horse named Paige; Wayne’s fee was listed as the same as last year ($700). A local train club plans to bring a large model-train layout (committee members discussed choosing a 21-foot or 27-foot footprint to fit room capacity), and the historical commission plans to bring an historic engine (referred to as engine number 3) that likely will be displayed outside. The committee discussed moving some community tables (for example, the library) to quieter rooms to reduce noise interference with activities such as story times.

Other event details discussed included a DJ (listed last year at $450), a fire detail (last year paid $350 — the committee discussed that this cost is typically required and fixed), face painting at $30 an hour, a cooking demonstration by Jess (one demo confirmed), a possible taco truck pending permitting, and Baldi’s pizza (committee said the vendor provided about 120 pizzas last year at a total cost near $900). The committee also raised standard vendor paperwork issues (invoices, W-9s and certificates of insurance) and said they will confirm which items are required for groups such as the train club.

Site layout and volunteer recruitment: committee members said the train display takes a large footprint and that final vendor placement will be set at the next meeting once outstanding vendor confirmations arrive. The committee will solicit high-school and college volunteers (Old Colony was suggested as a possible source) and look for photographers to document the event for promotion. Members said they will follow up with Ocean Spray about sponsorship and with Mike at Baldi’s about pizza arrangements.

The committee set a follow-up meeting before Christmas to finalize remaining sponsorships, confirm the fireworks option and finalize layout and volunteer plans. With no other business, a member moved to adjourn; the motion passed with unanimous voice vote.

"We have $7,190," the committee chair said when summarizing committed and pledged funds. "We're kind of at the point where ... we also had to give additional cost for the fire detail."