Miami Lakes Special Needs Advisory Board finalizes Game Night plans, secures vendor donations

The Miami Lakes Special Needs Advisory Board finalized plans for a sold‑out Game Night and reported several in‑kind donations that cut event costs.

Organizers confirmed vendors for arcade machines, a laser attraction and perimeter vendor tables. Two local pizzerias agreed to share a doubled pizza order and assist with delivery; Champion Smiles committed donated cookies and will staff a table. Board members said those donations allowed the event team to expand food orders without increasing the town outlay.

Board discussion focused on logistics: early drop‑off for large equipment, room layout to ensure accessibility, table and chair allocation, volunteer check‑in, and a plan for a sensory corner. Members noted they had reconfirmed vendors and received or were awaiting W‑9 forms where required for paid vendors; donated items will be handled as in‑kind contributions.

The board approved ordering noise‑cancelling headphones and other sensory supplies to ensure quieter spaces for attendees with sensory needs. Members suggested ordering approximately 25 headphones for future events and keeping unused units for subsequent programs.

Organizers also reviewed volunteer check‑in procedures (Eventbrite lists and on‑site registration) and contingency plans should event attendance exceed reservations. The board agreed to continue coordinating delivery and setup timelines with vendors to avoid day‑of conflicts.

The meeting record shows no formal vote tally for vendor‑related motions; motions to add event items to the agenda and to spend within the previously approved event budget were approved by voice vote during the meeting. The board will confirm final vendor paperwork and logistical assignments ahead of the event.