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Organizers finalize logistics for Art a la Carte on May 3; vendors, sponsorship and AV remain active items
Summary
Event lead Andrew and commissioners reviewed vendor registration (14 so far), sponsorship confirmations, volunteer roles, AV and stage needs, and a registration cutoff; staff will confirm donations and finalize the map and volunteer assignments before the event.
Commission staff and volunteers provided a detailed update on Art a la Carte planning for May 3. Andrew, the event lead, said the registration sheet currently lists 14 vendors and asked commissioners to continue outreach to fill more booths and confirm performer logistics.
Andrew and commissioners discussed sponsorship tracking and reimbursements; multiple speakers noted that some earlier-listed donors had not been confirmed in the event accounting and asked staff to verify actual donations. On volunteer staffing and on-site logistics, commissioners agreed to confirm AV backup coverage, stage setups and a plan for prize-drawing language (‘‘prize drawing’’ vs. ‘‘raffle’’); staff recommended labeling the activity a free prize drawing to avoid fundraising implications.
Other practical items included a registration cutoff date (April 17), coordination with Cal Fire and police explorers for participation, and a plan to convert the event map from InDesign to Canva for easier editing. Commissioners and staff agreed to meet with performers and the AV lead ahead of the event to test systems; a walk-through with key volunteers and staff was scheduled for the week before the event.
On the record, Andrew asked for additional volunteer help and requested confirmation of sponsor donations so that sponsor recognition materials can be prepared. Staff committed to follow up with the Morgan Hill Community Foundation to confirm account balances and with individual sponsors to verify contributions. The commission did not take a formal vote related to the event at this meeting.
