January 16, 2008 Convention Mtg

    Vice Chairman Bill Nichols at Penfield #1 called the January 16, 2008 meeting of the Monroe County Volunteer Firemen’s Association 2008 Convention Committee to order at 7:32 PM. Attendance taken (see attached)

    Bill Nichols passed around proofs of the inserts going in the February Volunteer Firefighter along with a tri-fold that will be going in the center of the same magazine. Karen found an error, which she pointed out to Bill, which will be corrected.

    Bill has been in contact with the Visitor’s Bureau, ABC and Paul Olmer on information for the Volunteer Firefighter. Turn around has been great.

    Barry Sens and Bill toured the hotel and the areas where exhibits and displays will be. Exhibit area is 50X90. Exhibitors can bring in their own cords and power strips. If they need them the hotel will supply them at $5.00 each. Barry has a number of exhibitors signed up already. Barry also informed Ken Fuller that the Area can and will be secured so there will be no need for security in this area.

    We are planning a mailing to all member organizations and vendors with all housing information very soon.

    Bill and Don explained to Ken what will be needed in the way of security. Ken will need to speak to the hotel and their security to find out what they would like from us. All the hospitality rooms we can fit will be on the third floor since the Clarion has five (5) nice size meeting rooms available on this floor. Don has requested radios from the County. To date he has not received confirmation that they will be available. If he does not get them he has a plan two.

    Karen presented size samples of the shirts we selected and the color choices. It was decided to go with the forest green by a motion by Carl Veltri with a second by Larry Ritz and approved by all present. Karen will work with the vendor to put Volunteering to Protect and Educate along with Monroe County Convention Committee along with the new 490 Bridge if it does not look too busy. A proof of the final design will be sent to Dave & Bill for approval. Karen passed around a sign up sheet for people. A discussion was held on the idea of having some with out Convention Committee on them for sale at the convention.

    A discussion was held on room needs for the women per a request from out of town. Bonnie is waiting for more information from the LAFASNY officers.

    Carl reported that the Krazy Firemen will be available for the Tuesday night events at the Barnard Exempt’s Club. The cost will be between $750.00 and $1.000.00 for the night. Beer and Pop will be provided with a cash bar also available. We will also advertise this in area firehouses to push up attendance. Dave Sweet reported on the prices he has received to date on buses to move people from downtown to the Exempt Club. It was decided to see if County Fire Department’s might be willing to help.

    A discussion was held on Ad Book page prices. It was decided to stay with $300.00 for a full page, $175.00 for a half page and $100.00 for a quarter page. In County organizations pricing were discussed for a full page. There was a discussion on looking for a mailing house to send out letters with ad book information to all organizations within the entire state including Monroe County along with other convention information.

    Dave Sweet reported he has received some requests for arrangements for special rooms or equipment. He is handling these as they come in. Everything will be on a first come basis.

    It was reported that convention information will be put on the web site after the upcoming Quarterly Meeting on January 31st.

    Monty Carlo night. Al reported he has a price of $2100.00 to $2650 for 12 to 15 tables and 14-17 dealers. A discussion followed on how to finance this. Al and his committee will look into either a sponsor, charging at the door or do it like the County Fire Police did for their 1994 and 2005 conventions where local fire departments helped by bringing in equipment. There will be more information at the next meeting.

    Special Events. It was reported that Tom is in Florida.

    Larry reported he has spoken to Gary Johnson in regards to the extra insurance. He says everything is OK.

    Larry reported he had spoken to Casa Larga in regards to wine and labels. Set up fee for special labels is $5.00 and $4.50 per label after that for color. Wine will run from $80.00 - $90.00 per case depending on wine. They will give us a 10% discount. It was suggested we also approach Century Liquor to check their prices.

    There was a discussion on gift baskets. The ladies said they will work on making them up with help locating needed items. They will need 10 – 12 inch round baskets. Karen is working on some sources but asked for any help people can give. It was decided that with what the men and women will need the total will be around 52 baskets.

    Barry Sens asked what he was to charge per table. Bill said he does not have that information available at tonight’s meeting but would get it and get it to Barry.

    After a couple of phone calls Don has located an organ. All we have to do is transport it properly. Don will talk to the company that does their transporting. Carl will contact Don Meminger to line him up.

    Larry presented a letter from the County Ladies Auxiliary requesting $1500.00 to help with their expenses. Carl Veltri made the motion to give the ladies the requested funds. Al Way seconded the motion and the motion passed.

    The next meeting will be February 13, 2008 at 7:30 at Penfield #1.

    The meeting was adjourned at 9:30 PM.

Respectfully submitted,

Alan C. Way, Secretary