Minutes - Final Touches for Local to Global Event

Posted by Heifer Sonoma/Napa On Tuesday, August 31, 2010
Please everyone read this and let your Point Person know of any changes/corrections/additions. Point People please contact Evie, Nancy or Caroline if there are significant changes/corrections/additions.

We will have updates on food and wine needed as time gets closer.

Facilitator - Evie Trevethan
Note Taker - Caroline Bonnet

Present - Mary and Gerrit Blom, Evie Trevethan, Caroline Bonnet Carol and Keni Kent, Marlene Zimmerman, Betty Malgren, Linda McBee, Ann Schwartz, Renee Austin, Jacquie Eigen, Linda Lucas, Marolyn Roberts, Linda Dietiker-Yolo, Dottie Lee, Mike Robak, Karoline Hall, Mimi Formosa, Carol Lilleberg, Tada Darsie

We are sold out and there is a small waiting list, for the Harvest Dinner

Donations we have so far:
Target - $50
3 Twins Ice Cream - 2 gal
Wal-Mart - $75
Safeway - $25
Whole Foods - amount pending
United Methodist Church - 90 chairs - (Evie will check on the condition of these)
Covenant Presbyterian Church - 17 tables
Golden Carrot - amount unknown as of now
Mc Carthy Chiropractic - table linens/napkins/chafing dishes
Paul Grill - $100
Harrington Investments - $200
Ray and Jenny Sercu - $170
Hagafen Cellars - 150 wine glasses EVENT DRESS: White blouses/shirts and Dark pants.

Food: Carole and Keni will provide produce from their garden, if more is needed Tada will get more vegies and also Evie will contact Veritable Vegetables in Oakland. Between all, produce should be covered. Keni will keep a record of what items we will still need to get as time gets closer. We have funds in our volunteer account if we need to purchase anything.

Set Up Point Person: Renee Austin cell: 260-4229, home: 252-4769
Volunteers have table services, flat wear, salt and peppers, cream and sugars complete.

DISHES: 2 PLATES: Dinner + Dessert
FLATWARE: 2 FORKS: Dinner + Salad/Dessert
2 SPOONS: Soup + Teaspoon


Renee wants all settings there before noon on Sunday.

We will have ice tea in a punch bowl which Carole will provide, for those not wanting wine. Ann will bring water in a large container for water in water pitchers on tables, one for each table.

There will be a staging area to the right of the deck for compost, trash, and our boxes to take home our dirty dishes, and other items we loan for the evening.

There will be carafes for each table - white - rented at $3 each for soup and coffee. The servers will pour soup from these, Linda McBee will wash them out in order to serve coffee in them later. There will be 3 open bottles of wine at each table. Total amount of wine we have donated so far is unknown. Nancy Evans will let us know if we have enough or need more. Wine servers will bring their own cork screws. Marlene and Jacquie will open the wine to be placed on each table 3 bottles for each table.

Wine servers are: Linda Lucas and her husband Walt, Renee Austin, Nancy Evans. There will be a beverage table for iced tea in a punch bowl, and wine. Appetizers will be passed around by servers. Appetizer servers are: Dottie, Julie, Linda Dietker-Yolo and Tada.

Appetizers will be served on cocktail napkins. Betty will provide the trays to be passed by servers. We will start setting tables at noon on Sunday. Tables and chairs will be collected and delivered on Saturday by Evie's team. Carole will provide the helpers to set up the tables and chairs. Folks donating place settings will also bring a sheet to cover the set tables before the dinner to prevent leaves falling onto tables. Carole & crew will provide flowers for each table.

Jacquie will bring "bar towels" for wine table and dinner servers. She and Marolyn will bring solar lights for along the walk way into the dining area. The other lighting is covered by the Kent's crew.

10 table servers are needed, one for each table. They will serve the soup into the bowls on the table from the carafes, when diners are finished, remove soup bowls, get carafes to Linda to wash for coffee, while diners are helping themselves to the main course. Servers will help serve those with disabilities. They will also be aware if more wine and water is needed at each table, and provide those. When diners are finished with the main course, (allowing time for seconds) servers will remove plates, and serve dessert and coffee, removing wine from the tables at this time.

Mary and Gerrit Blom will have their own table of guests and will serve their table themselves. It will be marked Reserved.

Table Servers are: Julie Sparks, Tada Darsie, Karoline Hall, Linda Lucas, Jennifer Miller, Mary Blom, Nancy Evans, Dottie Lee, Mike Robak, Betty Malgren. Back Up Servers: Caroline Bonnet, Linda McBee. Servers and Runners will bring their own aprons. All servers will arrive early - Nancy will let them know what time they should be there - on Sunday to run thru their tasks. Folks donating place settings must know their own sets and be responsible for getting them home. Food Runners : Linda Dietiker-Yolo and Gina Kulik. They will run food from the kitchen to the serving tables as necessary.

Beverage table: There will be a beverage table for creamers, sugars, coffee, hot tea and water. The servers will serve the tables from there after the main course dishes are cleared and dessert is served. There will be electrical outlets available here to plug in the coffee pots and hot water container. Runners are to get cream from fridge to the beverage table and leave it there to refill creamers. Mary Blom is providing coffee, teas, sugars, creamers and pots.

Greeting/Hospitality: Marolyn Roberts, Tada Darsie, Jacquie Eigen and friend. They will have name tags available for the guests if they want them. There will be a sign at their table indicating Heifer Harvest Dinner. They will greet people, take tickets and direct guest to the front lawn. There will be two or three guests lists at the table so people coming in can have their names checked off the list quickly, to prevent a pile up. Ann Schwartz has the list of guests and will provide it to the greeters.

Program: Caroline Bonnet 894-0920

Dinner will be served at 7. Eliza and Isaak will lead a farm tour, partnering with Carole and Keni. This allows E & I to make the farm connection with Heifer's work. There will be two tours, 20 min each. One beginning at 5:20 and the other at 5:40. There will be 4 stops, but we need 5 signs.
Stop 1 - Compost/ worms, Kitchen garden (these are close but not identical locations - so need 2 separate signs for this stop.)
Stop 2 - Bees
Stop 3 - Chickens
Stop 4 - Habitat garden

I'm imagining the signs to have pictures and words on a stiff card, maybe 12 x 14 which can be stapled to a stake in the ground. We'd like to have these at the Kent's by Saturday 9-11. The tours would not necessarily be in the order listed. Good to get there early and go over the tour with Carole and Keni before show time. There will be appetizers, wine and beverages served during this time period.

At 6:30 we will gather the crowd together (80), they will sit in chairs, stand and or sit at dinner tables. Isaak will give a talk standing on one edge of the deck in front of and a bit above the diners. He will have a sound system - already in place there. He will talk for 15-20 minutes and then give them time to go over to the donation table if they, choose to, before dinner is served. (It will be dark after dinner) We have lighting, but perhaps more convenient to make donations before dinner. After dinner, during dessert and coffee Isaak and Eliza or Evie will thank folks for coming and bid them adieu.

Timing is everything, tour guides will need to be mindful to move the tour along to end in plenty of time. There will be lots of questions and comments that could seriously slow it down. Isaak and Eliza will each sit at a table to engage diners with Heifer info. (not Mary and Gerrit Bolm's who have "bought a whole table", they will do the Heifer talk).

OtherSigns: Keni will make the Parking signs. Walt Custer and Mike Robak will help with parking. Jacquie will make signs for the check-in table and the signs to identify where the tours start and the times the tours start. Heifer will provide the Farm Tour Stops signs. There will be signs to honor and thank all the donors/sponsors. They will be placed at the Greeting and Donation tables. Betty and Evie will see to that. Parking will be in the back for volunteers - look for the sign on the fence.

Each volunteer will bring some warm wraps for guests in case it's really chilly.

Mimi Formosa will decorate the Donation table and help Evie set it up. Ann and Helen Pelayo will staff the table.

Clean up: Dirty wine glasses should be placed upside down in the boxes to return to the winery. Folks be sure and take away all the items you've loaned for the event. Provide your own box or plastic bag with your name on it to take your dirty dishes, etc home. Due to water shortage.

The final clean up will be Monday morning, as it will be dark when it's over Sunday night. Hopefully some volunteers will come back Monday morning to help. Housing: Julie Sparks may stay with the Kents. Caroline will stay with Evie.

Addendum: Volunteers please bring your own soup mug or bowl for the volunteer supper.
Caroline Bonnet and Linda McBee will sit at the Heifer materials table.
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