Wild West WinterFest
November 17, 2005 Minutes
(as approved at the December 15, 2005 meeting)
ATTENDANCE: Connie Garrett, Sue Shockley, Debbie Holwegner, Gary & Vikki Taylor, Carter Benedict, Todd Kesner, Lorna Simard, Travis Burian, Al Lien, Sonja Berg and Chris Budeski.
1. CALL TO ORDER: Connie called the meeting to order at 7:10 a.m.
2. APPROVAL OF MINUTES: Sue moved to approve the October 13, 2005 minutes as presented. Connie seconded. Motion carried.
3. FINANCIAL: Nothing new to report.
4. MARKETING: Harry reported they have started with WinterFest sponsorships and have some already on board. Concert tickets will be printed in two weeks. Everything is going smoothly. Sue stated the “teaser posters” are ready and asked that committee members stop by the office to pick them up to deliver and get out. Ray Publishing is doing the tab. This will produce a minimum of $3,000 for us through purchased ads in this tab. This tab can’t be inserted into the Chronicle. The Chronicle will publish our schedule of events. We will still be purchasing ads with them but won’t be doing the tab with them. An ad has been placed in the Rocky Mountain Rider marketing the horse sale. Harry added he
and Travis are selling ads for the concert program. If all the ads are sold, the Fairgrounds should make about $14,000.
Connie passed out samples of a marketing idea she had. These are small event flyers dividing targeting dog and horse events, the concert and the Cowboy Gathering. They have day and time information on them for specific main events. These could be placed at businesses and passed out during the concert. Sue suggested putting this on the back of our schedule of events.
5. DOG KEG PULL CONTEST: Connie reported it’s coming along just fine.
6. PET TRICKS and CONFORMATION: No report.
7. AG IN THE CLASSROOM: Todd reported he has a rough draft of the letter and classes going to the school, which will include daycares. The kids’ poetry will be included. Hours are 10:00 a.m. to 2:00 p.m. and each class will be one-half hour long. Carter suggested using pictures, slide shows and posters at these classes for the kids. Carter is going to do a presentation on equipment and pricing comparisons.
Note: (Connie had to leave, so Sue continued on with the meeting.)
8. McLIEN’S FFA FARM BARN: Sue met with Skip and the forage testing is lined up. Al has equipment lined up. They will try to get the AGR house to help with moving equipment. More animals are needed in the barn. Sue and Al will meet and draw the map of pens and start lining up the animals to fill these pens. They will meet with Janalyn to see how the FFA is coming along in their planning for WinterFest.
9. COWBOY GATHERING: Carter reported he has had an awesome response with excellent poets and musicians. Carter (in his cowboy voice) will do free PSA’s for the whole event. This is going to be a great addition to WinterFest.
10. WESTERN UNDERGROUND CONCERT: Gary reported the concert is going good. Contracts are done.
11. COWBOY INDIAN CAMP: Gary stated they are working on the camp schedule. They will continue the Elk Bugling Contest.
12. HORSE PLAY DAY: Haven’t heard back from the Gallatin Saddle and Harness Club. Al will follow up on this.
13. OFFICIAL BEVERAGE CONTEST: Travis reported that he and Harry are expanding on this. The bars that want to participate will pay a sponsorship fee and receive recognition. The first place winner will receive $500 cash and the traveling trophy.
14. INDOOR/OUTDOOR EXHIBITORS: Deb reported the mailing went out and we have received one application so far.
15. HORSE HAY DAY: Sue reported they need to work on the “Battle of the Breeds” and will meet with this group next week to finalize programs. We will call this day, “Horsin’ Around Day”.
16. OUTDOOR EVENTS:
Ski Joring: Connie reported she has a few to do demonstrations only.
SCS: Sue reported she is trying to get them to come on Sunday.
17. FOOD CONCESSIONS: Debbie reported the mailing would go out in the next day or so.
18. LIVESTOCK SHOW: Sue is going to contact Nancy Chesterfield to see if the 4H Livestock kids want to do something.
19. KIDS ACTIVITIES: Debbie reported we would have cookie decorating and sandy candy art. Sue stated we may have a kids’ painted pony horseshow where kids could paint/color a paper horse and they would be displayed. All participants would receive a ribbon. Carter is going to contact Rob Brooks to see if he could possibly do some type of leather craft with the kids.
20. BOZEMAN LIONS CLUB: No report.
21. DOG ACTIVITIES/ALL STAR EXPO: No new report. This will be Sunday evening.
22. CHILI COOK-OFF: Debbie reported she spoke with a KMMS representative and she said they are going to do this again. They will begin planning soon.
23. CHILDREN’S ART SHOW: It’s a go. Still trying to find someone to take this over. Debbie will contact Mary Ellen Fitzgerald, Supt. of Schools, to see if she knows of anyone who would like to help with this.
24. QUILT SHOW: Good to go. We won’t be using the quilt racks, but will have a different way to display the quilts.
25. PHOTOGRAPHY SHOW: Lorna stated she would meet with Fairgrounds office staff to go over the poster/flyer for this. These posters will need to be distributed to MSU and photo shops soon.
26. HORSE SALE: Sue reported she’s been working on the horse sale with Peggy Lucas of Headwaters Livestock. WinterFest will receive a percentage of every sale. We will do joint advertising. Peggy is busy putting together the catalog. Consignees will receive one free WinterFest button.
27. AUTO ICE RACING: Debbie reported they are going to do this again and are planning on the same day and times. Debbie will contact Marc Shepherd to let him know the posters for this event must be approved by the Fairgrounds before printing.
28. RABBIT/POULTRY SHOWS: Good to go.
29. TACK SWAP: Skip reported this is a go. The forms and poster are done.
30. WORKING HORSE & DRIVER CONTEST: Sue and Al will meet to discuss this event.
31. KID’S FOOT & WHEEL CHAIR RODEO: Harry and Travis are working on this. Location for this will change to livestock barn #2. They are attempting to get the MSU Rodeo Team to help with this.
32. HAY SHOW: Lorna is working with Al on this.
33. BAHA HOCKEY TOURNAMENT: Good to go. Working on button situation.
34. OTHER BUSINESS: Carter asked that the Cowboy Church be put in posters and advertising. This is at 9:00 a.m. on Sunday. Harry and Travis are working on getting a sponsor for coffee, orange juice and doughnuts. Debbie stated that Jessie Groeschen, the lady chainsaw carver, is interested in being at WinterFest. She will need to know soon if we want her or not.
35. ADJOURNMENT: Meeting was adjourned at 8:15 a.m.
36. NEXT MEETING DATE: Our next meeting is scheduled for Thursday – December 15, 7:00 a.m. at the Country Kitchen in Belgrade.
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