UWC - Special Events Committee Meeting Minutes
March 23, 2009

Members Present: Nikki Montgomery, Dan Chaffin, Kim Robbins, Angela Henderson and Mistie Spicer

Nikki reported that we will be having the campus-wide spring picnic on Friday, April 10 in conjunction with the Celebration of Scholarship. Since, that is Good Friday there was discussion as to how much food would need to be ordered. Angela suggested that the committee check with Rachel at Sodexo to see if she would care if we checked to see if Pepsi would be willing to donate some pop in an effort to cut down on costs. Also, in an effort to further cut costs, the committee decided to cut the number of cakes from nine to six and the number of cheese slices from 1200 to 600.

The committee decided to order: 1200 burgers, 500 hotdogs, 75 veggie burgers, 6 cakes, 600 cheese slices, chips and the L-Tops (not sure on exact number)

The committee decided to have music playing but will not have any decorations except for table coverings and will not have any kind of contest. Mistie will order sound equipment for the event.
Mistie will also notify the Children’s Learning Center to let them know the date and the hours for the picnic.

Nikki said she will check with Sandi Little to see if the Micklethwaite is available in case of rain. In the event of rain the food will be set up in the lobby as it was for the Thanksgiving luncheon and everyone could eat downstairs, in the lobby or in the banquet room.

Angela showed the committee a pictorial history book published by Donning Publishers for the committee to consider whether we would like to do a book for the 25th anniversary. She said to have 1,000 copies printed it would cost $28.79 a piece to print. We could sell them for $45 and make a profit of $16,000. Committee members didn’t think people in this area would pay $45 for a book especially during these present economic times.

The committee discussed the possibility of doing such a project in house since we have a number of people on campus who have written and published books, it’s not sure if our print shop can handle putting a hard-cover book together.

As another event for the 25th anniversary, Dan talked about the possibility of having an open house in the greenhouse and giving away plant cuttings.

Nikki asked the committee to continue to come up with ideas and suggestions. She said there will be another meeting prior to the picnic to make sure everything is taken care of before the picnic.
 

UWC - Special Events Committee Minutes
November 19, 2008

Members Present: Nikki Montgomery, Rian Unger, April Barnette, Angela Henderson, Mistie Spicer and Seth Haynes (special guest)

Old Business:
Mistie said she talked to Elaine Evans in the Trio Center about the project to help our needy students at Christmas time. Elaine said she will talk to students to find out what their needs are. She said she could probably find several families that may need help. Mistie said the committee could ask for money from those attending the luncheon to purchase the needed items for the families. She suggested that the committee ask for money and also ask for people to participate in the Salvation Army Giving Tree and ask people to bring their gifts for the giving tree to the luncheon. The committee agreed to participate in both efforts.

Rian said she went to Wal-Mart and found some live miniature Christmas trees which were wrapped in blue paper with blue ornaments. She said they were $5 at Wal-Mart. Nikki asked Angela to take a look at them when she went that tonight to see if they would work. Mistie said the trees would need to be purchased soon and could be kept in her office until the luncheon. The committee discussed giving the trees away as door prizes but did not determine how the door prizes would be given away. Some suggestions of different games to play to determine prize winners were made but no decision was made. Mistie said she would research different ideas and present them at the next meeting.

Nikki asked Angela to make a Christmas music CD to play as the crowd comes in. Mistie will contact Pete to get the CD player, speakers and microphone and stand. Nikki will contact Evan Fisher about saying a prayer before the luncheon and Mistie said she would check with Dr. Morris to see if she will be speaking prior to the luncheon.

Nikki said she had a meeting with Jeff Hamilton, Kara Bobo, Angela Henderson and Tiffany Weaver a few weeks ago to come up with a calendar of events of Homecoming activities to present to Dr. Morris. Seth Haynes was also supposed to be at the meeting but was not able to attend due to illness. He is over the Student Programming Board. He appeared at the Special Events Committee meeting to give the group an update on Homecoming Activities. He said activities will center on the 10th anniversary of the SSU Women’s 1999 national championship game. The theme will “Shawnee Pride” and will focus on school spirit.

Seth said nomination forms for Homecoming King and Queen have not gone out yet but will soon. Rian said nominees will wear business suites rather than dresses for the King and Queen presentation. Seth said activities for Homecoming include:
Tuesday- Inflatables in the gym from 7:00-10 p.m.
Wednesday- “Get Your Bear On” tee-shirt swap, bring another university tee-shirt in and trade it in for an SSU tee-shirt.
Thursday-Game Night from 8:00-11:00, with Guitar Hero and X-Box among other game systems
Friday- Bonfire
Seth said they are also hoping to rent a tent with heaters to use for some of the activities and said the pep rally could be held in the tent. The tent will be set up in front of the Book Store if the ground is not frozen.
A schedule of other Homecoming events is as follows:
Pep Rally- 12:30 Friday
Bonfire- 7:00 Friday
Tailgate-12:30 Saturday
Game- 2:00 and 4:00 Saturday

As a way to get the students and staff to the pep rally there will be free food, hotdogs, chips, pulled pork and a nacho bar.

Mistie said she would get in touch with Pam Hutchinson about having the cheerleaders at the pep rally and would get in touch with Skip Hickman and Roger Gray about announcing again. It was also mentioned that Ralph Kavanaugh be invited to participate also. Mistie will also ask the president about having another “Blue Friday.”

The next meeting of the Special Events Committee will be on Wednesday, December 3 at 3:00 in the President’s Conference Room.
 

UWC-Special Events Committee Minutes
November 5, 2008

Members Present: Rian Unger, Penny Merritt, Nikki Montgomery, Kim Robbins and Mistie Spicer.

Holiday Luncheon:
The committee talked about decorations and the menu for the upcoming employee holiday luncheon in December. A menu was decided on and will consist of:
Chicken Cordon Bleu
Roast Round of Beef
Country Mashed Potatoes
Grilled Vegetables
Rolls and butter
Tossed Salad with assorted dressings
Dessert Bar
Coffee, tea, lemonade, water

Different centerpiece ideas were discussed but were not finalized. Nikki asked the committee to come with ideas at the next meeting. Rian said she would be glad to check on prices for snowmen and small Christmas trees.

Mistie discussed the possibility of having employees select a name from the Salvation Army Angel Tree and then bring their gifts for the child to the employee luncheon. She also talked to the committee about doing something for the international students and doing something for needy students on campus. She said she is waiting on information from Rita Haider and Mary Ann Malone and will present it to the committee at the next meeting.

Homecoming:
Nikki said she has a meeting with Tiffany Weaver, Jeff Hamilton, Angela Henderson and Kara Bobo to talk about Homecoming activities.

The next meeting is scheduled for November 19th at 3:00 in the Founder’s Room of the University Center.

UWC Special Events Committee Minutes
October 22, 2008

Members Present: Nikki Montgomery, Angela Henderson, Mistie Spicer, Kim Robbins, Deanna Roberts, Denise Brockett, Penny Merritt, April Barnett, Gene Beckett, Rian Unger and Dr. Morris.

Dr. Morris met with the committee to discuss preliminary plans for the university’s 25th anniversary. She told the group she would like for them to be the contact group to coordinate events on campus. Dr. Morris said one of the events she would like to see would be an open house for the community to visit campus to see the work students and faculty are doing. She also mentioned the possibility of a small publication on “The History of Shawnee Bear.” Gene Beckett suggested if we are going to do a publication we do one on the history of the university. He also suggested that we reach out to alumni and get the business community involved as well and inviting politicians, and presidents of other institutions to attend our anniversary activities. Denise Brockett suggested we do some kind of formal evening event. Dr. Morris asked the committee to think of ideas and to send her any suggestions. She said as it gets closer to the date of the celebration more people will be added to the committee to help plan the event and the charges for the committee will reflect these additional planning duties. She also asked the committee to invite her back in a couple of months to hear any ideas the committee may have.

Nikki went over the charge for this year’s committee with Dr. Morris and asked her to explain to the committee what its role is in assisting with graduation and homecoming. Dr. Morris said she would like for the committee to create a master schedule of the activities that are scheduled for both events and to help get the word out about the activities.

Nikki asked the committee to come up with a list of people the committee needs to talk to in regards to homecoming and graduation. She said she hopes to get a master schedule of homecoming events together before Christmas break.

The committee discussed the decorating theme for the Holiday luncheon on December 12 in the lobby of the Vern Riffe Center. Rian suggested a winter theme using snowflakes. Angela said there were lots of ideas in the Oriental Trading book and that she would bring it to the next meeting. Nikki said she would bring a catering menu to the next meeting to discuss a menu for the holiday luncheon. There was discussion on how to streamline the crowd so that the lines weren’t as long and people didn’t have to wait so long to get their food. Penny suggested having the buffet set up on either side of the room. Rian suggested that maybe Student Government members or a class serve the meal to employees. There was also some discussion as to whether to ask employees to bring books, toys or canned food items when they attend the luncheon. Mistie said she would check with Sarah Lowe and get information regarding the Giving Tree project.

The committee’s next meeting will be on November 5 at 3:00 in the President’s Conference Room.
 

UWC - Special Events Committee Minutes
October 1, 2008

Members Present: Nikki Montgomery, Angela Henderson, Gene Beckett, Deanna Roberts,        Kim Robbins, April Barnette, Rian Unger and Mistie Spicer.

Nikki talked about the charge of the committee. The committee has some new charges this year which involve graduation and Homecoming in addition to planning the holiday luncheon, the campus wide picnic and the service recognition awards. In the committee charge, Dr. Morris has asked to attend a future meeting to discuss plans for the university’s 25th anniversary celebration. At that meeting, the committee will also ask Dr. Morris to discuss what role she would like for the Special Events Committee to play in graduation and Homecoming.

Mistie reported that Kim Dickey has reserved the Vern Riffe Center for December 12 for the employee Christmas luncheon. Nikki asked committee members to be thinking of decorating ideas and a menu. Gene Beckett made the suggestion of having a dinner and inviting spouses rather than a luncheon. It was also suggested that instead of a lunch or dinner that we have an appetizers and drinks event after work. The committee talked about how to make the event more fun and how to get people to mingle more. Assigned seating was suggested as well as a Christmas picture contest and the idea of having a social hour before the event.

The committee also talked about possible table center piece ideas. A snowflake and snowman theme was brought up.

Two possible dates to meet with Dr. Morris were suggested. Those dates were October 8 and October 15. Mistie said she would check to see which day Dr. Morris would be available to meet with the committee.
 

UWC - Special Events Committee Minutes
February 14, 2008

Members Present: Nikki Montgomery, Kim Robbins, Jessica Smith and Mistie Spicer

The committee discussed whether a campus-wide spring picnic should be held. Nikki said the picnic is usually held as part of the Celebration of Scholarship which is scheduled for April 17th. In the past, the picnics have been held from 11:30 a.m. to 1:00 p.m. and the menu has included hotdogs, hamburgers, chips, veggie burgers and cake. There has also been a salad contest but there are usually not very many participants. The committee discussed whether or not to have a contest. It was suggested that maybe we have some kind of salad on the menu and not have a contest.

The committee also discussed the possibility of having music at the picnic and it was brought up that maybe Doug Parsley’s band could play at the picnic.

The committee will put together a proposal for the picnic and will present it to Dr. Morris for approval. The committee will meet again on Friday, February 22 at 4:00 p.m. in the President’s Conference Room.
     

UWC-Special Events Committee Minutes
January 16, 2008

Members Present: Nikki Montgomery, Angela Henderson, April Barnette, and Mistie Spicer.

The committee met with Jim Arnzen, Jeff Hamilton, Robin Hagen-Smith and Pam Hutchinson to finalize details for the pep rally on January 22 at noon in the University Center. A tentative schedule of events was discussed. The coaches and Pam reported that they were not sure how many players and cheerleaders would be present due to their class schedule. It was also decided that the coaches or their captains would say something during the rally to inspire the students and players.

Music will be playing prior to the rally and the event will open up with a cheer. Committee members will meet at the University Center at 11:30 a.m. the day of the rally to discuss any last minute details.

UWC-Special Events Committee Minutes
January 15, 2008

Members Present: Nikki Montgomery, Angela Henderson, Kim Robbins, Jessica Smith and Mistie Spicer.

The committee met with Emily Curtiss and Monica Abel of the Blue Crew. Monica is also with the Student Programming Board. Details about the pep rally on January 22 at noon in the University Center were discussed.

Nikki reported that 250 flyswatters were ordered and would be handed out at the rally to everyone who comes. Mistie reported that Roger Gray of WNXT and Skip Hickman who emcees the games will be there to announce the men’s and women’s teams. Nikki also said that Dr. Settle will give a pizza party to the club or organization that has the most members at the rally. Kim said she will ask Jimmy Farmer to help count the club members and ask Rick Merb if he can coordinate the teams.

The committee decided that the team members will be upstairs with the rally attendees downstairs. Monica said there will be a big mega-phone there. She said she will ask the clubs to make spirit signs to hang up in the windows and ask the cafeteria to decorate for the rally.

A schedule of events for the rally was worked out. A meeting with Jim Arnzen, the basketball coaches and Pam Hutchinson, the cheerleader adviser will be held on January 16 to finalize the details of the pep rally.

UWC-Special Events Committee Minutes
January 7, 2008

Members Present: Kim Robbins, Nikki Montgomery, Jessica Smith, Angela Henderson and Mistie Spicer.

Nikki reported that TNS Sales of Wheelersburg can do 250 flyswatters with white lettering for 57 cents each. She said with a $14 freight charge and a $32 set-up charge, the total cost of the flyswatters will be $188.50. She asked what we want written on them and the committee decided on, “Go Bears, Swat the yellow jackets,” if there is enough room.

Nikki said she talked to Tiffany Weaver about the pep rally and Tiffany said during the rally, cake would be served in honor of the university turning 21 this year.

Mistie reported that she had asked Roger Gray of WNXT about speaking at the rally and that he didn’t want to give a speech. The committee wondered if Roger would announce the team members rather than speak since he does the games.

The committee will meet sometime on Tuesday, November 15 with Monica and Emily of the Blue Crew to see what they have planned for the pep rally. It is not known if all the sports teams will be there and who exactly will be introduced besides the men’s and women’s basketball teams and if there will be a competition among the student organizations to see who can get the most students at the rally. Nikki said she would check with Dr. Settle to see if he had money to give a prize to the club with the most people in attendance.

The committee would also like to have another Blue Friday where students, faculty, staff and administrators wear blue to show their school spirit prior to the Homecoming game on Saturday.

After meeting with Monica and Emily on Tuesday, the committee will meet with Jim Arnzen, Robin Hagen-Smith and Jeff Hamilton and Pam Hutchinson to go over the details of the rally. That meeting will be on either Wednesday or Thursday and Mistie will check with those involved to find out when would be the best time to meet.

Nikki said she will contact everybody about the next meeting on Tuesday, January 15 when she has a time for the meeting.
 

UWC-Special Events Committee Minutes
December 11, 2007

Members Present: Angela Henderson, Kim Robbins, April Barnette, Nikki Montgomery, Penny Merritt, Kim Dickey, Mistie Spicer.

Old Business:
1) Holiday Luncheon- Kim Dickey was at the meeting to discuss the table set-up for the luncheon. There is some concern because the Christmas tree is set up in a different location it is not known if there is enough room for 19 round tables without it being too crowded. Kim Dickey said they could use round and long tables downstairs and long tables upstairs to handle the over-flow crowd. She said the Kahl Theatre is available to put the food in. Kim said she would take care of the set-up but did not know if set-up would take place Thursday night or early Friday morning. The committee asked if they would be able to decorate starting around 9:30 on Friday morning.

The committee agreed to give out raffle tickets to those who bring in hats and gloves. The winners would be able to select a bear from whatever table they would like. Nikki said she will send out a reminder for the hats and gloves.

Because of the usage of the long tables the committee decided more bears may be needed to decorate. Nikki agreed to look for more and would take them back if not needed. It was also decided that small snowflakes would look better with the décor than the confetti. April said she would look for snowflakes at Hobby Lobby. Penny said she would take care of getting the greenery and would spray the pinecones.

The committee will meet in the lobby of the Vern Riffe Center at 9:30 on Friday morning to begin decorating.
 

New Business

1) Holiday Luncheon
The Holiday Luncheon was discussed. It was decided that it would be held in the Vern Riffe Center for the Arts lobby. The dates that were discussed were December 7 or December 14. The availability of the VRCFA lobby would determine the date of the luncheon. Nikki is checking on the available dates. We also discussed having a drive during the luncheon. Hat/glove and/or toy drives were suggested. Mistie is checking with Sodexho about the food for the luncheon.

2) Campus contest
We discussed having a contest involving everyone on campus during the Thanksgiving season. It was suggested that we have a guess the number of items in a container around Thanksgiving. Denise and Amanda are working on this project.

3) Other spirit-building activities
We also discussed other spirit-building events that could be held throughout the year. Some ideas were a pep rally and history day. Mistie and Angela are working on organizing a pep rally. Members are encouraged to think of other activities that could be held. Please feel free to email the group any ideas and we will discuss them at our next meeting.

The next meeting will be held on November 8, 2007 at 3:00 p.m. The location is to be determined.