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VillaFest organizers report volunteer, vendor and sponsorship progress; deadlines set in July
Summary
Organizers reported 26 volunteers so far, 14 food vendors and 26 business vendors (four nonprofits), sponsorships at about $9,750 with more pending, and set vendor and paperwork deadlines (business vendors July 31; bands W-9/contracts by July 22).
Staff and volunteers told the subcommittee that promotion and volunteer recruitment are underway as VillaFest planning accelerates.
Communications lead Riley said the social-media calendar and an online event calendar submission were in place and requested band bios and links so staff can tag performers in promotions. "I submitted to the Villa Herald online calendar this morning," Riley said, and asked that bands return signed contracts and W-9s by July 22 to avoid payment delays.
Staff said printed materials are ready: 50 posters and 50 yard signs were available for distribution and 30 letters to businesses in the Ardmore Business District were prepared for hand delivery. Committee members volunteered to distribute materials and asked staff to coordinate a day for joint delivery.
On vendors and sponsorships, staff reported 14 food vendors (with some outstanding payments) and 26 business vendors currently registered, including four nonprofit participants at no cost; business vendor registration was set to close Friday, July 31. Sponsorships confirmed at the meeting totaled $9,750, with a pending check that would push the amount to about $10,000.
Volunteer coordination is ongoing: the volunteer coordinator said roughly 26 volunteers are signed up and asked committee members to help recruit more people, including trustees and commissioners. T-shirt sizes for volunteers are due by July 31; staff suggested contingency sizing if the final volunteer count remains under target.
Committee members agreed to pursue press releases, take paid-ad options under advisement, and use earned placements in the Villa Park Review and digital community signs to boost visibility. Staff will deliver a final vendor list and an updated volunteer schedule in the next two weeks.
