VAC Softball Tournament Planning Meeting Minutes

Date: October 6, 2024

Time: 2:00 PM - 4:00 PM

Location: 7th and Carson, 616 E. Carson Avenue, Las Vegas, NV 89101

Attendees:

• Juan Otero

• Helena Otero

• Gary White

• Catrina Barbee

• Christina Thomas

• Louie Borrayo

• Christina Borrayo

Agenda:

1. Welcome and Introduction:

   • Open remarks and objectives: Christina Thomas welcomed everyone to the meeting and outlined the meeting’s main goals, focusing on the final preparation stages for the VAC Softball Tournament and Block Party.

   • Introduction of new members/attendees: New attendees were introduced, and their roles briefly discussed.

2. Review of Previous Meeting Notes:

   • A summary of actions since the last meeting was provided.

   • Outstanding issues: Sponsorships still pending; need to finalize the team participation list by October 17th at 8:00 PM.

3. Teams & Captains/Point of Contact (POC) Assignments:

   • Final confirmation of teams is required by the October 17th deadline.

   • Team Captains/POCs: Confirmed and assigned; responsibilities were reviewed, including:

     • Organizing and maintaining batting order.

     • Ensuring all players have a chance to bat.

     • Multiple follow-ups with POCs to prevent last-minute team changes or players dropping out.

   • Captains or their representatives will be required to check in for their teams starting at 9 AM.

4. Game Set-Up and Logistics:

   • Chicago-style softball format confirmed.

   • Teams to be assigned using an algorithm created by Juan, who will run the draw for match-ups.

   • Helmets are now added to the equipment request.

   • ADA-friendly accommodations with volunteer runners on standby for on-demand assistance.

   • Game format: 1-hour limit per game with a 2-pitch maximum per player batter.

   • Two different diamonds will be utilized, projecting a 5-hour game window, with games starting at 11 AM and concluding by 7 PM to ensure all games are completed before sundown.

   • Extra hitter (10th player) for each team will be allowed.

5. Fundraising Committee Report:

   • Sponsorship updates: Current sponsors reviewed, but NV Energy is not a key partner.

   • Raffle items: There will be no ticket sales for the raffle; items will be distributed as part of the event activities.

6. Vendor and Volunteer Coordination:

   • Vendor map and placement structure were reviewed; event map to be made available online (QR codes will be posted around the event area).

   • Vendor booths will comply with noise restrictions for ADA-friendliness; quiet generators will be required.

   • Volunteer roles were discussed, including traffic control, sanitation, DJ, setup/breakdown assistance, and more.

7. Marketing and Promotion:

   • Promotional materials update: Flyers and web content are in progress.

   • Teams were reminded to share event details within their networks; final social media strategy includes hashtags (#VACBlockParty) and content distribution through newsletters and direct outreach.

   • Juan will handle all promotional communications, including emails and social media updates.

8. Final Checklist and Timeline:

   • Key dates:

     • Team registration deadline: October 17th, 8:00 PM.

     • Marketing and final sponsorship pushes by the end of the week.

     • Event day schedule: Check-in begins at 9 AM, warm-ups at 10 AM, first pitch at 11 AM, and the event concludes by 7 PM.

   • Any remaining concerns were reviewed.

9. Next Steps and Action Items:

   • Juan to send out a final email with team details, sponsorship follow-ups, and promotional materials.

   • Continue checking team registrations and sponsorship statuses.

   • Schedule the next planning meeting after October 17th.

10. Closing Remarks:

    • Christina closed the meeting by thanking everyone for their dedication to making the event successful and emphasizing the need for everyone to stay proactive with their tasks in the coming weeks.

      
      

Additional Points from the Discussion:

• Alcohol-free event to minimize permit costs.

• Drawing for team match-ups will be automated by Juan’s algorithm, factoring in skill levels.

• Each team captain is responsible for maintaining batting order and ensuring no repeat batters.

• Volunteers will be on standby for various needs, such as assisting with ADA runners.

• The event map will feature vendor locations, emergency service points, and ADA access routes.

• Insurance and liability: Follow up with the city regarding any necessary coverage.