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Community Events Committee reviews Riverport Festival budget, seeks clarity on 108 missing T‑shirts
Summary
At a March 5 special meeting, the Community Events Committee reviewed the Riverport Festival cost model, discussed procurement and sponsorship procedures, and flagged 108 unaccounted‑for T‑shirts from the 2025 event. Members approved the agenda, asked subcommittees to refine cost estimates, and agreed to develop sponsor and volunteer forms.
On March 5, 2026, the Community Events Committee met via Zoom to advance planning for the Riverport Festival, review procurement procedures, and reconcile an inventory discrepancy from the prior year. Chair Steve Wygonowski called the meeting to order at 5:31 p.m.; Rosanna moved to approve the agenda and Karen seconded the motion, which was approved unanimously.
The meeting centered on the festival cost model and operational preparedness. Committee members reviewed line items by subcommittee and emphasized ensuring all anticipated expenses are captured, assigning owners for specific cost estimates and updating figures as planning progresses. Members asked subcommittee leads to continue refining estimates and return with updated numbers.
The Treasurer reported an inventory concern: 108 festival T‑shirts from the 2025 event are unaccounted for. Committee discussion considered possible explanations and next steps to reconcile inventory; no formal conclusion was recorded. The committee also reviewed how the Town’s procurement requirements apply to festival purchases, noting the need to understand purchasing thresholds, vendor requirements and approval procedures before moving forward with larger contracts.
Subcommittee updates covered administration (carnival coordination and site plan), parking and transportation (off‑site parking and shuttle options), and stage events (identifying performers and scheduling). Publicity members discussed website updates and whether sponsor names should appear prominently on the festival page; the committee also discussed placing sponsor logos on the back of festival T‑shirts.
On sponsorships and fundraising, members agreed to develop a standard sponsor form and a sponsor‑tracking protocol that would include thank‑you communications, certificates or acknowledgements, and a tax receipt form for sponsor contributions. The committee discussed modest fundraising ideas to supplement festival funding (an example mentioned was 1851 Restaurant) and also agreed to create a volunteer sign‑up form to recruit and organize volunteers for the event.
The committee closed by stressing continued communication and coordination among subcommittees as planning advances; the meeting adjourned at 7:27 p.m. The transcript does not specify the town's formal name; references in committee discussion are to "the Town."
