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URGENT – Response Requested
23 October 2009Ms. Jean Goldstein Quinn, President, Wantagh District Board of EducationMr. William Russack, Trustee, Wantagh District Board of EducationMichael Cucci, Trustee, Wantagh District Board of EducationRobert Leuchtmann, Trustee, Wantagh District Board of EducationAnn-Marie Sturniolo, Trustee, Wantagh District Board of EducationDear Board Members,As members of the organizing committee for the Wantagh Multi-Year Reunion, we have been asked to correspond with you and present the latest outline for this event which isscheduled to take place on the 7
th
August 2010. We believe that these changes representwhat the Board of Education suggested during a private meeting on the 8
th
October 2009with Mr. Glenn Strachan, Mr. Charles Blatt, Ms. Elise Axelrad and Mr. Joseph Donohue.
Attendance and Establishment of Scholarship
There is a clear relationship between the number of people who might attend the eventand the resources which would then need to be dedicated to manage that event from the perspective of the Board of Education. The Board has made it clear that the maximumcapacity for the entire property is 1741 people. The concept of “event stratification” was brought up wherein the event would be cut into three equal time segments allowing, for instance, classes from the 1990’s through 2010 (this is the group most likely to bringsmall children with them) could enter the school grounds between 12:00p and 2:00p andthen leave for a predetermined site where they could continue to meet with friends. Upontheir departure, the next group would enter the school grounds for the second sessionafter which a third and final session would take place.In order to keep costs down, and maximize the fund raising opportunities of this event,the organizers feel that they must be able to attract 4,500 attendees. The organizingcommittee recommends the following configuration:06:00p 08:00p – Initial Setup07:00a 12:00p – Final Setup12:00p 02:00p – Group A (not to exceed 1700)02:00p 03:00p – Transition Period03:00p 05:00p – Group B (not to exceed 1700)05:00p 06:00p – Transition Period06:00p 08:00p – Group C (not to exceed 1700)
 
08:00p 10:00p – CleanupThe pricing metrics for this event will be as follows:Alumni - $25Adult Family Members - $15Children under 18 - $5
 Additional bequests for donations in the name of deceased classmates, former teachersand family members will be made on the event website, the Wantagh Virtual Memorial website and on return ticket conformations.
The proceeds from this event,
minus expenses
, would go to establish a Wantagh AlumniMemorial Scholarship. The Reunion Committee will work with the PTA, the high schooladministration and the Board to establish guidelines for the ongoing distribution of thesefunds, but one of the purposes of this event will be to help establish this scholarship fund.A variable pricing model versus a “one price model” makes it a little more difficult toestimate the amount of money which this event would generate. Given an attendanceallowance for 4,500 we estimate that alumni tickets sales would bring in $76,500, adultfamily members another $8,400, and children’s tickets $2,400 for a total gross of $87,300. To be safe, given this pricing structure, we can safely estimate that the grosstotal income for this event would fall between $65,475 and $109,125. This income modelis based on ticket sales and does not yet take into account the expenses associated withunderwriting the cost of this event. Once we receive a list of requirements from theWantagh School District we may have to increase the price of each ticket in order toassure that the event remains profitable.
The Reunion Committee will cap ticket purchases at an agreed upon number and will also encourage attendees to register by a certain date or risk paying more per ticket.
While the Reunion Committee presently is an all volunteer event, because of theunforeseen delay in the approval process, we may need to ask an individual, or severalindividuals, to serve as part-time event coordinators. These coordinator(s) would receivea stipend for their services from the operational budget. The stipend would be tied tooverall ticket sales. The Reunion Committee still hopes to rely extensively on volunteer support wherever possible.
 Please note that because this event has now been reduced to 2 hrs per attendee – we havealso had to severely reduce the ticket price. We will now encourage donations, fromthose who can afford them, rather than require them at the door.
Costs
We respectfully request that room fees be waived, or reduced, due to this being a fundraising event for the Wantagh High School and future graduates who will beattending University.
This is a common practice at events where the venue will benefit
 
from the event itself. Please note that we did not pay “by the room or space” for thereunion in 2000If the board deems that these charges cannot be waived, The Reunion Committee needsto know the associated charges for the use of the school, and all other items which wereenumerated by various board members during the private session on the 8
th
of October,2009.
The Reunion Committee foresees a need for the following locations in the HighSchool:Foyer
– This will be the single point of entry for the event and the location whereAlumni will receive a color coded wrist band to determine which session they areattending. Alumni will also receive a give away bag filled with “swag” includingdiscount tickets for shops in Wantagh and greater Long Island. Within each session a“Swag Bag” will contain a prize such as free airline tickets, hotel stays and other sponsor related give-aways. By using this approach it will obviate a need to hold a grandceremony.We do want access to the restrooms adjacent to the Auditorium.
Second Floor -
We would like to be able to allow Alumni to visit the second floor. Whilewe understand that this may present a challenge to the school which may be in the process of painting or have hallways completely inaccessible due to the storage of desksoutside the classroom we would like to see how this can be accomplished with theaddition of hall monitors.
Auditorium
– We would like to know the costs associated with reserving the auditoriumin case we need to use it due to inclement weather. We may decide to utilize theauditorium and stage, but we have not finalized our event planning.
Hallway
– We need the Alumni to be able to egress to the event through the mainhallway leading to the main gymnasium.
Arboretum
 – We would like to know the cost associated with allowing people to accessthe Arboretum.
Study Hall Rooms
– We would like to know the costs associated with be able to utilizethe two rooms adjacent to the lunch room.
Lunch Room
– We would like to know the costs associated with the use of the LunchRoom to allow people to eat, meet and greet in case of inclement weather.
Main Gymnasium
– We do want to utilize the gymnasium as was done at the previousevent. We would like to use one side with the bleachers pulled out and the other sidewithout bleachers pulled out. We foresee placing the names of deceased students which
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