City of London Operations Center, London

Item #

Owner

Item

Motion to accept: Diane Shirchenko

Seconded: Rick Ellig,  Carried

Current bank balance as of March 14th, 2016 $38,517.00

Cheques not yet deposited $7,711.10

Outstanding cheque # 064 to Oh Canada Eh $3,750.00

Pending payment for deposit to Scotia Centre $21,193.28

Estimated balance excluding Scotia Center deposit $42,478.00

Estimated balance including Scotia Center deposit $21,284.72 

Andre will split up the list of suppliers who normally exhibit but who have not yet signed up among executive members and they will phone the suppliers to promote the event and encourage them to book space. Those identified as potential sponsors shall also be contact & encouraged to participate in sponsoring the event.

Email to be sent to members advising them that the deadline for booking hotel rooms is April 4th.

Ray will provide Mike Fortier with the event promotional material and Mike will forward to the local Association Secretaries as listed in the AORS Spotlight Magazine for promotion of the event to their members.

Frank will split up the list of municipal members who normally attend but who have not yet signed up among executive members and they will phone the members to promote the event and encourage them to sign up & attend.   

Diane is arranging the after move in supplier reception at The Marriott. MEOA will provide the food and it will be a cash bar.

Diane is arranging The Meet & Greet. Snacks & food will be provided by the MEOA & one bar ticket for either beer or wine.

The bar for the show floor will be a cash bar.

Diane distributed a proposed menu for the Gala, Meet & Greet & Trade Show Lunch for review. Choices will be firmed up at the April meeting.

Ray is looking after the registration member hand out gift and is leaning toward a MEOA desk paper weight. Maximum value of the gift will be $30.00 each.

Ray will look after the MEOA labelled wine for spousal gifts & speaker gifts.

Frank will contact the past MEOA presidents and offer them a special registration rate that will be the same as the spousal rate.

MEOA 50th anniversary balloons to be purchased for the trade show floor and banners for the registration booth. The banners will include event sponsors logo’s.

Diane is working on signs for sponsors booths that will recognize the supplier as a sponsor & will also show the sponsorship level.

Cameron will look after finding a volunteer to be the event photographer.

Move in & registration volunteers are being arranged. Volunteers will also be required to direct people to registration and to cheek at doors for registration. Volunteers will wear traffic vests for identification. Cameron will look after arranging for the volunteers. Ray will look after vests for volunteers & executive members.

Diane will look after providing additional MEOA lanyards.

AORS & OPWA will be contacted & offered a no charge booth. In exchange for the no charge booth the OPWA will be asked to distribute show promotional material to their members.

Bill will prepare a draft duty list for the April executive meeting.

   Jim has made arrangements for the spousal tours but will need final numbers at the April meeting in order to firm up transportation arrangements.

Diane will complete the event agenda and speaker bio’s.

Rick is arranging for AV and the cost will be $961.00

For press coverage Diane will contact Municipal World, Infrastructure Magazine and The Equipment Journal and Jim will contact the local media see if they would cover the event. 

Frank will look after the plaques to present to suppliers who are providing the plant tours.        

Motioned By: Jim Thompson, Seconded By: Diane Shirchenko, Carried