Stockbridge 250th committee weighs ordering more passport booklets, prizes and outreach plan

The Stockbridge 250th Committee met July 13 in a hybrid session to review the passport program, prize donations and outreach, and set follow-up tasks.

Chair (S1) opened the meeting and reported the committee has only about "40 passports left," raising whether copies should be reclaimed from venues such as the Rockwell Museum to restock high-demand locations such as the Bridal Line Inn. "So we only have 40 passports left," the Chair said, pressing members to decide whether to redistribute existing copies or order more.

Committee member (S4) said a print quote for 1,000 passports came back at about $2,900 and that she had asked the vendor for a 500-copy estimate. "It's about 2,900," S4 said of the 1,000-copy price, and members discussed whether 500 copies would be a cost-effective compromise if the smaller run is priced favorably.

The committee confirmed a top prize donated by Chesterwood — described repeatedly as a substantial item — and agreed to award a Stockbridge history book to other valid submitters so "everybody will get something," the Chair said. Members asked S1 and designated volunteers to follow up with Rockwell and other participating venues about additional donated prizes and to verify prize details in writing.

On outreach, members recommended a short, rapid push using the library mailing list, local Facebook groups, the Elm Street Market, the coffee shop and key local email lists (including an active Stockbridge Democrats list). S4 noted Chesterwood's promotional email channels may be restricted by the national trust and flagged that as a constraint on reach.

The committee debated how to set the submission deadline and drawing date. Options discussed included tying the deadline to the last participating event (members identified Chesterwood's closing date as Oct. 31) or picking a mid-October/November cutoff (one member suggested Nov. 15 as an example). The Chair asked designated representatives to collect completed passports and for members to finalize whether the drawing should be in-person or announced via the town office or library.

The group set a follow-up meeting to finalize outstanding logistics and budget items: Thursday, July 30 at 3:00 p.m. At that meeting members expect to confirm printing quantities and costs, verify donated prizes, set a firm submission deadline and agree collection points.

Formal actions taken during the session included a voice vote approving the June 3 minutes and a motion to adjourn; both were approved by voice vote.

What’s next: committee members will obtain a 500-copy price quote, confirm prize donations in writing (Chesterwood and Rockwell), draft a short outreach poster/email for local channels and reconvene July 30 to finalize the passport drawing deadline and logistics.