Attendees: John Dooling, Don Jorgensen, Kathy Jorgensen, Bob Bishop, Harold Burtzloff, Beckie Penman, Laura Clymer, Gregg Hansen, Mark Gologoski, Beveryly Smithwick, Michael Ottman, Cindy Dooling
Meeting summary
Quick recap
The meeting focused on finalizing details for the upcoming Tour de Cookie event, including registration numbers, t-shirt orders, and logistics for the March 7th ride. The group discussed that they were close to reaching their target of 500 riders, with current registration at 442, and decided to keep registration open while adjusting cookie stop requirements from 750 to 600 cookies. The team coordinated plans for t-shirt distribution, with Greg handling orders by Thursday, and discussed email communication plans for riders and cookie stops. Beverly agreed to create a GPS map of the ride route, while Laura would prepare rider information materials and coordinate with Bob, Gregg, and Michael on email communications. The conversation ended with discussions about improving organizational processes for future events, as the group acknowledged the need to better document roles and responsibilities following the loss of their previous coordinator Dan.
Next steps
- Beverly: Ride the Tour de Cookie route today (starting at Sportsman's Warehouse to Sanders) using Ride with GPS, take notes on locations needing signs, and share the updated map and notes with Laura and the team.
- Beverly: Drop a GPS pin at Crossroads and, if possible, note key locations/turns; do not PIN every cookie stop unless specifically needed.
- Bob: Pick up signage (including individual cookie stop signs) from Beckie to prepare for event day.
- Laura: Send updated cookie stop handout and maps to Beckie for distribution to cookie stops.
- Laura: Send map and location information to Beckie in PDF form for cookie stop communication.
- Laura: Provide language/quantities for warning signs (to be posted a week before the event) to Gregg for printing.
- Gregg: Print warning signs for cookie stops after receiving language/quantities from Laura.
- Gregg: Coordinate with John to receive and inventory existing signs and banners; assess what new signage/banners are needed.
- John: Deliver signs and banners to Gregg (or Bob) for inventory and use.
- Gregg: Order t-shirts by Thursday after receiving final shirt count and sizes from Beckie.
- All members: Send t-shirt sizes to Beckie by Thursday noon for order.
- Don: Draft email language about More Than a Bed donation request (socks/underwear) and send to Laura.
- Laura: Draft general email to riders (start info, donation request, etc.) and coordinate with Don for content; send to Gregg, Bob, and Michael for distribution.
- Beckie: Share master rider email list with Gregg, Bob, and Michael for email distribution.
- Gregg, Bob, Michael: Send rider emails (donation request and event info) on Friday and repeat on Tuesday next week; coordinate to cover all riders.
- Beckie: Notify cookie stops of updated cookie needs (target 600 cookies, not 750) and provide map/location details after receiving from Laura.
- Gregg (or team): Print rider inserts/maps for packet pickup (coordinate with Laura for content and printing logistics).
- Beckie: Contact Dan to confirm number of shirts to be given to Chase and Lloyd Construction; report back to Gregg.
- Gregg: Text Dan about number of shirts for Chase and Lloyd Construction.
- John: Contact Kathleen at More Than a Bed to confirm how many shirts are needed for their team.
- Laura: Update and circulate the bullet-point summary of action items to all participants.
- All: Update sponsor list and send to Gregg for t-shirt printing.
- Bob: Send address/code to John for delivery of signs.
- Beverly: Be available on event day to ride the route and monitor for issues/bottlenecks, communicating with team as needed.
- Beckie: Compose and send email to cookie stops with event details (times, locations, cookie quantities) after receiving map and sample language from Laura.
- Laura: Provide sample event information language to Beckie for cookie stop communication.
- All: Begin documentation of responsibilities/processes for next year's event (as discussed by Harold and John).
Summary
GPS Route and Map Updates
Beverly agreed to create a GPS route from Sportsman's Warehouse to Sanders, which will be used to update the website and provide navigation guidance for riders. Laura will circulate a map showing all cookie stop locations, and Kathy expressed gratitude for the maps, which should help with rider orientation at Crossroads. John confirmed that the insurance issue has been resolved, and Gregg will embed the updated GPS map on the website.
Event Logistics and Communication Plan
The group discussed logistics for an upcoming event, focusing on packet pickup procedures and communication with riders. They agreed to send one combined email to riders about both the More Than a Bed donation request and ride details, with plans to send it multiple times rather than creating separate emails. Beckie confirmed she would deliver cookies to various locations, while the team coordinated plans for packet pickup at Crossroads on Friday starting at 10 AM, which would include t-shirts, maps, wristbands, and lapel pins. The group also discussed the need to print color maps on 8.5x11 paper and include sponsor logos.
Event Registration and Logistics Planning
The team discussed the registration status for an upcoming event, with Beckie reporting they were close to 500 riders, which would be their third consecutive year reaching this milestone. Gregg agreed to remove the t-shirt registration option by the next day, while keeping overall registration open, as they were confident about reaching 500 riders. The group decided to target 600 cookies for the vendors, and Beckie requested help determining the correct number of t-shirts to allocate for various sponsors and cookie stops, with Gregg offering to check with Dan about historical distributions.
Tour de Cookies Logistics Planning
Beverly offered to help by riding back and forth to monitor the event and assist with communication, while Harold suggested creating a pamphlet to document procedures due to recent staffing changes. The team also discussed the need to better organize committees and responsibilities for future events.