Environmental Sustainability Board Hendo Earth Fest Subcommittee

2025 Event Planning Sub-Committee - Meeting Minutes February 24 | 125 Fifth Ave W, Hendersonville, NC 28792 | 4:30 p.m. - 6:30 p.m. Statement of goal - Celebrate and Promote Environmental Education, Inspire Action, Renew and Expand commitments to protect our planet Reminder: Hendo Earth Fest - Saturday, April 19, 2025 from 10:00 a.m. - 3:00 p.m. 1.​ Call to order ○​ by Betsey 4:45pm ○​ Attendees: Betsey Zafra, Julia Heimer, Tracy Roughton, Virginia Tegel, Omar Zafra, Ellie Travis, Dawn Barr 2.​ Approval of agenda ○​ Virginia makes a motion to approve the agenda with the addition of the item approval of minutes; Dawn seconds - all approve 3.​ Approval of minutes ○​ Tracy motions to approve; Virginia seconds - minutes are approved 4.​ Review current exhibitor sign up and who else can we invite? ○​ Betsey presents lists - all review and discuss ○​ All review the list and select names to reach out to ○​ Create a community share table for the Sustainability board - table 2 - Tracy will prepare the table 5.​ Review Action list spreadsheet and assign HEF tasks ○​ Add new item to share post cards with downtown businesses so they can promote the event ○​ Tracy to ask Caitlyn about the window contests - could we do that for earth day? 6.​ Subcommittee updates: ○​ Musicians - Tracy i.​ Ask Laura if we should rent sound equipment ii.​ Ask Caitlyn about whether we can use city funds for sound equipment ○​ Marketing - Julia ○​ Bike Riding - Dawn  ○​ EV Car Show - Omar ○​ Volunteers - Virginia i.​ Virginia to follow up with volunteers from last year ii.​ Food Trucks - Betsey ○​ Business Contacts - Elle ○​ Other 7.​ Discuss payments needed for event: Visitor Center & Off dutyPolice 8.​ Actions for next meeting ○​ Tracy to contact Laura Mick about sound equipment options and budget ○​ Tracy to share musician tracking spreadsheet with the team ○​ Musician tracking 2025 ○​ Julia to order postcards, flyers, and posters from Print Bill ○​ Julia to reach out to WLOS for event promotion options ○​ Julia to contact Mountain Express for event calendar listing ○​ Julia to reach out to Miller's Cleaners (now Custom Clink) for potential promotion ○​ Julia to work with Caitlyn on marketing for bike riding to the event ○​ Dawn to meet with Bike Walk HVL to discuss potential organized bike ride to the event ○​ Dawn to measure bike rack space and determine capacity for bike parking ○​ Omar to monitor Blue Ridge EV Club website for EV participant listings ○​ Virginia to send co-op contact information to Betsy for volunteer snacks ○​ Betsy to follow up with Caitlyn about barricade placement for bike safety ○​ Betsy to add "Bring your own water bottle" to event advertising ○​ Betsy to contact remaining food trucks for participation ○​ Betsy to ask Caitlyn about potential window decorations for downtown merchants ○​ Team members to contact assigned exhibitors who haven't responded yet ○​ Betsy to send a follow-up email to all potential exhibitors 9.​ Future meeting dates: ○​ March 10 ○​ March 24 ○​ April 7  ○​ April 14 10.​Adjourn meeting