Miami Lakes EDC finalizes Sept. 26 event logistics, allocates remaining marketing and seminar funds

The Miami Lakes Economic Development Committee met to finalize logistics and budgets for a Sept. 26 community business event, confirming vendor choices, sponsor payment procedures and remaining line-item allocations.

At the start of the meeting, Matthew Casamayor moved to approve the agenda; the committee approved it by voice vote. After reviewing an Eventbrite listing and a flyer preview produced in Canva, the group discussed vendor and sponsor coordination for breakfast service and delivery.

The committee agreed that sponsor payments for breakfast should be made to the Town of Miami Lakes so the town can pay vendors directly. Committee members discussed either a hard check or ACH transfer and asked the Chamber to provide the town’s routing/account information if ACH is used. A member noted that late payments would be accommodated if necessary but that the town could temporarily cover charges if funds do not arrive in time.

Organizers prioritized local vendors who can deliver and discussed Panera, BB’s and local caterers (including George/Beebe’s) as options. Committee members emphasized delivery to avoid on-site setup delays and preferred buying locally when possible.

On budget matters, one participant reported available balances for event lines (marketing, networking and seminar/centers) and the group reconciled recent spending and invoices. The committee agreed to allocate the seminar budget as follows: approximately $1,000 for Chella’s (catering/networking), $500 to Vanessa (marketing contractor) and a remaining seminar balance of about $500. For marketing, members agreed to budget roughly $2,000 for paid advertising (Carlos had proposed a minimum $1,500) and to cover swag bags (invoice cited at about $1,400) from the marketing line.

After reconciling line items and donations, the committee calculated an overall remaining balance of about $613 to be held for incidentals and giveaways (raffle gift cards and small supplies). Members said they would seek in-kind contributions from local vendors for raffle items and that the committee would aim to encumber invoices before the end of the fiscal year when possible.

The committee also confirmed administrative details: vendors should submit invoices made out to the Town of Miami Lakes (attention: EDC), contractors may need to provide a W-9 and the town will cut checks or accept ACH based on the vendor’s setup. Members asked that invoices be submitted promptly so payments can be processed before the event.

As a final practical step, committee members visited the council chambers to map the room for the event: chairs will face the large TV, the podium will be moved beneath the screen, and swag/food tables will be placed along the back wall to preserve presentation sightlines. The committee directed that the finalized budget line items and subcommittee review be placed on the next meeting agenda for formal record and vote.

The committee did not take any ordinance-level or legislative action; items discussed were event logistics, vendor payments and internal budget allocations. Vendors and contractors were asked to submit invoices and required paperwork before the event.