Hendo Earth Fest Subcommittee Meeting

CITY OF HENDERSONVILLE HENDO EARTH FEST SUBCOMMITTEE MEETING Virtual Tuesday, March 03, 2026 – 5:15 PM MINUTES CALL TO ORDER Meeting called to order at 5:20 p.m. Present: Dawn Barr, Emily Davidson, Gretchen Plewak, and Sarah Richards BUSINESS General updates Vendor/Exhibitor Coordinator - Pam Torlina The sheet on the Google Drive, “Exhibitors List for Hendo Earth Fest 2026.xlsx,” is up to date. We have 33 exhibitors signed up and 2 organizations that are “maybe”. We have 4 food vendors: two trucks (Cactus Rainbow-gourmet grilled cheese and Base Camp Grub-smash burgers) and two smaller ‘carts’ (Silly Willy’s-hotdogs and Chocolo-vegan Peruvian food). I’ve let all of the know that if they wanted to provide coffee and a lite option for the morning folks would love it! All have agreed that they are using compostable wares. Wild Birds Unlimited cannot come but said they’d post info in the shop (I shared the fliers, but when we get info printed, maybe drop one by). A map is needed of an alphabetical list of exhibitors. Volunteer Coordinator - Sarah Richards & Gretchen Caitlyn will email group chair rental agreement as there may be volunteer needs with set up and disassembling. Marketing Coordinator - Caitlyn Gendusa Caitlyn Caitlyn will look into having a social media post go out the day of the event to get last minute folks to attend. Caitlyn will include in promotions to encourage people to bring their own reusable water bottle and bag. Caitlyn still needs to purchase banner with sponsors on it. Caitlyn will also have printed several large copies of event map that can be included at information booth and on the five sandwich boards. HENDO EARTH FEST SUBCOMMITTEE MEETING – March 03, 2026 Page | 1  Caitlyn will email out inventory of what supplies we have. Bicycle Coordinator - Dawn Barr No update Business Coordinator - Jill Carter No update EV Car Show Coordinator Pam has not heard anything about working with Ian, from Land of Sky, on the EV portion of the event. Caitlyn will follow-up with Ian. ADJOURNMENT Meeting adjourned at 6:10pm The City of Hendersonville is committed to providing accessible facilities, programs and services for all people in compliance with the Americans with Disabilities Act (ADA). Should you need assistance or an accommodation for this meeting please contact the City Clerk no later than 24 hours prior to the meeting at 697-3005. HENDO EARTH FEST SUBCOMMITTEE MEETING – March 03, 2026 Page | 2