Miami Lakes EDC discusses Small Business Boot Camp logistics, budget and promotions

The Miami Lakes Economic Development Committee (EDC) subcommittee on Thursday reviewed final logistics, sponsorships and promotion plans for its Small Business Boot Camp, scheduled for Friday, Sept. 26, with registration at 9 a.m., a 9:45 a.m. welcome and the first presenter at 10 a.m.

Committee members said the event will use the Town Center chambers and discussed breakfast, swag, vendor payments and an advertising budget. The subcommittee confirmed two added sponsors — BNI Miami Lakes and the Miami Lakes Chamber — and said an additional $2,400 in marketing funds is currently available while some line-item allocations still need a formal motion.

Why it matters: The boot camp is the EDC’s primary fall outreach to small businesses in Miami Lakes and will include practical sessions on starting a business, marketing and legal basics. Committee members said clear sponsor and ad-spend decisions are required so staff and contractors can finalize vendors and promotional materials before the event date.

The meeting covered these key choices and unresolved items. An attendee, Kimberly Trellis, suggested a separate “Miami Lakes small-business bingo” to increase local shop visitation and said she will present the idea at the next full EDC meeting. Trellis told the panel, “I have an idea for a town of Miami Lakes, bingo, small business bingo,” proposing stamped cards and prizes to encourage residents to visit participating stores.

On event logistics, members estimated 80 attendees for breakfast and said a continental spread (coffee, juice, bagels, muffins) would be most practical. Sponsorship arrangements discussed included sponsors sending checks directly to vendors or sending checks to the committee for the committee to pay vendors; one member emphasized transparency and disclosure of sponsor sources to staff.

Swag and vendor matters: The committee reviewed an invoice and samples from the tote-bag vendor listed in the transcript variously as “Vita”/“Ida” and then “Vida Custom Designs.” The committee discussed a tote-bag line item estimated at about $1,400 and suggested adding small branded items (stickers, coupons, or pencils) to 100 swag bags. Members also discussed mini water bottles as an item for the swag bags, with one participant estimating roughly $2.50 per bottle and asking staff to confirm exact costs.

A previously proposed culinary bike tour was canceled because the required police presence would be too costly; the subcommittee noted $2,400 in the marketing line but said the bike tour would have cost closer to $3,000 and would require council reallocation of funds to proceed.

Communications and social media: The subcommittee confirmed a content contractor, Vanessa, will create and capture promotional materials and live photos at the event, but said the town will not give Vanessa access to the town social-media accounts. As a result the committee plans either to create separate social accounts for the boot camp (an Instagram account was suggested) or to coordinate posts through the Chamber’s channels. One member described the town response as “a hard no” on account access and said Vanessa can still produce material that the Chamber and staff will vet and post.

Promotional materials: The Eventbrite page is live with the agenda and address; members discussed adding speaker titles and headshots to the Eventbrite listing and placing a QR code on the printed flyer to link registration directly to Eventbrite. Committee members reviewed draft social ads produced by Vanessa and agreed to coordinate color and design changes so the ads align with the Eventbrite/flyer look.

Speakers and programming: The draft schedule includes a 10 a.m. panel titled "Start Here — a user’s guide to opening your own business," a session at 10:25 a.m. on "Working in vs. on your business" (speaker: Alex from Lakes Orthodontics), a 10:45 a.m. segment on "Read the fine print: business legal basics" (Alton Law), an accounting session at 11:15 a.m., a 12:05 p.m. Q&A moderated by the subcommittee and closing remarks at 12:35 p.m., followed by networking.

Next steps: Committee members asked staff to confirm vendor invoices, collect high-resolution sponsor logos and finalize which sponsor will cover breakfast and swag costs. The subcommittee said $500 previously approved to pay Vanessa remains on the books; members agreed to pin a final motion setting the precise ad-spend amounts at the next meeting so staff can provide Carlos (the primary ad buyer referenced in the discussion) with a clear spending authorization. The group proposed meeting again before the boot camp (possible dates discussed include Sept. 11–13) to finalize outstanding items.

The meeting adjourned after setting those follow-up tasks and scheduling the next subcommittee session.