Dayton Metro Barbershop Chorus

Category: Show Committee Minutes

Minutes from the Show Committee meetings

  • Dinner Show Meeting

    July 22, 2026--7:00 p.m

    Present: Doug W., Cathy Q., Jim , Angela, , Greg and Doug

    Doug suggests that tonight:

    1) we go over the punch list;

    2) talk avbout shopping for the non-perishable.

    The committee looked over the list and made some suggested amendments. Angela said she would forward gift basic ideas to Greg for distribution. Doug and Angela will consider possible door prizes, including Quartet CDs. Cathy mentioned that Carol (Jim’s sister) will donate a wine basket and a sensory basket.

    Doug will check on whether chafing dishes/sternos are permitted.

    Greg will ask Carol Hazlett if she would provide flowers for the tables again.

    We currently have 23 lbs of pasta. Kristin wants thin spaghetti.

    Suggested crew heads:

    Table/chairs : Zumba class at Abiding

    Decoration (Carol Hazlett ) –Greg will ask

    Set up:

    Serving: John Tatar, crew head (Steve has volunteered to be food server chief)–Greg will ask

    Clean up: Sean (Doug will ask)

    We are under the assumption that Kristin will purchase food and supplies. We have tax exempt accounts at Amazon, Staples, and GFS. Doug will clarify with Kristin about how much of purchasing she is taking responsibility for.

    Cathy Q came volunteered to coordinate the fliers. Someone else—Jon?–will do the emails.

    Doug demonstrated how the public can buy tickets on-line

    Next meeting: Wednesday Aug. 5 at Doug’s house

    Respectfully submitted,

    Greg Sammons, Board Secretary, Dinner-show co-chair

  • Dinner/Show meeting

    July 9, 2026–7 p.m.

    Present: Doug W., Greg S., and Angela and Steve

    1. We spent a long time refining the punch list for the show and began to assign people to take responsibility. The punch list is available on the website Punch List for 2026 Dinner Show. Steve edited the show punch list. Our purpose is to revisit this list frequently, make adjustments and keep ourselves on track.
    2. Doug announced that, once again, Thrivent Action Team made a $250 donation for show expenses.
    3. Angela is scouting for baskets on-line and at Goodwill and a heat gun.
    4. Next meeting: Wed., July 22 at 7 p.m. at Doug’s house

    Respectfully submitted,

    Gregory Sammons

  • Punch List for 2026 Dinner Show

    Items to be completed

    1. Fill Placemat with ads (Steve B.)
    2. Arrange ads for placemat and print placemats (Steve B.)
    3. Ticket lay out approved.
    4. print tickets (done).
    5. Posters/fliers printed (done)
    6. Upload digital ads to web site as they become available and;
    7. Organize slide show. (Steve and Mike H.)
    8. Aquire bios and photos for guest quartets (Dave B.) Chorus, Directors and chapter quartets (Mike H.)
    9. Upload all the above to the website (Steve B.)
    10. Sponsor list for sign board (Doug—to Jackie for printing)
    11. Sponsor list for web site (Doug to Steve for posting)
    12. Sponsor list for slide show (Doug to Mike H.)
    13. Collect photos of recent chorus activities for web site and slide show. (Patrik L. to Mike H.)
    14. Obtain commitment from individuals from Abiding Christ to provide Sound, lights spot light, slide show and other video displays on screens , and video recording of show. (Doug)
    15. Purchase USB drives for storing the show recording and the slide show etc. (Steve–will lend two 1 tb)
    16. Coordinate soda + pop mini concession with church youth group. (Doug)
    17. Coordinate with Boy Scouts to use alternate meeting space for our tech rehearsal on Oct. 5.  (Doug)
    18. Distribute posters and fliers (chorus members)
    19. Ticket manager (Cathy Q)
    20. Sell physical tickets (chorus members)
    21. Stuff envelopes with will-call tickets (Cathy Q)
    22. Manage the will-call desk at the show
    23. Set up on-line ticket sales (Steve and Jon G.)
    24. Aquire a door prize to encourage people to fill out ticket stubs.
    25. List of basket themes (done)
    26. List of items/ideas for the baskets (Section leaders)
    27. Solicit basket donations ( all chorus sections)
    28. Assemble the baskets (Angela and Matt)
    29. Managing baskets and bids: (Angela and Matt)
    30. Form work committees for dinner: 
      1. Set up: Zumba group at Abiding Christ
      2. Decoration: Carol H? )
      3. food prep
      4. Arrange for chafing dishes , bud vases, utensils (Doug)
      5. serving (food, drinks, desserts)–(John Tatar/Steve volunteering for food)
      6. clean up (appoint crew head)
      7. Transporting risers to/ from the venue (Jon G.)
    31. Request certificate of insurance (COI) (Doug)
    32. Mail out fliers to our mailing list (Cathy Q will coordinate)
    33. Mail fliers to our email list. (Jon G)
    34. Complete show script:  (Mike H. with Greg editing.Theme:  American tapestry)
    35. Purchase and/or acquire all food (Kristin)
    36. Acquire or purchase supplies (Kristin?)
    37. Define what signage we need for outdoors/indoors (Steve)
    38. Print signs (Steve)
    39. Arrange for credit card payment at show

    ,

  • Dinner Show Meeting 6/18/26

    7 pm–Home of G. Sammons

    Things to consider tonight:

    a. Poster–QR Code It was determined the QR code works but maybe be modified to direct people to a place to buy tickets. The quartets were updated to include Harmonic Convergence . Greg will forward the revised poster to JAD and to Mike or Jon to be posted on our local website.

    b. Preferred format for digital ads: JPEG, PNG, SVG or GIF will all be acceptable.

    c. Progress on ads for placemat We’ve sold more than half of the spaces on the placemat and (maybe) 2 digital ads.

    d. Baskets--each section has two basket themes and is expected to make two baskets. The leads will have “game night” and “foodies/gourmet”; bass (“wine lovers/cocktail hour” and “Sports/tailgate”/ tenors (“date night” and “movie night” and baritones (“self care/wellness” and “chocolate lovers”) I believe Doug has volunteered to store things. Angela will talk to Jackie about how she got baskets last year.

    e. Other: Kristin reported that her mother in law donated 20 lbs. of past and she is storing it at her house.

    f. Brainstorm check list: placemat ad arrangement and printing; uploading of digital ads and organizing slide show; print tickets and set up ticket sales; signage for the night of the show; posters and publicity; complete basket inventory; form work committees for dinner–i.e., set up, serving and clean up; clarify who will be responsible for table decorations; complete show script (Mike and Greg) “American tapestry”; purchase, cook and serve food; mail out fliers

    Greg will call Kristin to see if she will be doing table decorations. Update: no, last year, vases were provided by church and Carol H. provided flowers. Vickie and Angela helped with this. (as per Jackie on 6/19/26

    Greg will call Jackie–can you copy the QR off the poster and put it on the ticket so they match.

    Co-chairs will remind people weekly to: compile their baskets and give updates on show.

    Next meeting: July 9 at 7 p.m. at Doug’s house

    Respectfully submitted,

    Greg Sammons

  • Dinner Show Committee Minutes–May 14, 2026

    Dinner Show Minutes

    May 14, 2026

    Present:  Doug and Greg, Co-Chairs: Patrik, Kris, Angela, Doug and Steve

    Meeting:  started at 7:08

    Baskets: Angela circulated options for gift baskets and will bring to chorus in ballot form.  Each section will decide on two basket ideas and return to Angela.

    Letter of determination/donation letter:   Kris asked for a letter of determination/donation to send or give to businesses after they make a donation.  

    Patrik brought up chorus members a box of pasta (thin spaghetti)  to contribute.  Kris said we would like us to designate a couple of people to collect/hold the food for the dinner and lock it up in our closet.   Greg volunteered to recruit another person or two to collect and store the food.   

    The website:  the flier is ready and waiting for the correct QR code.  Steve is searching for the right QR code to give to Patrik for putting it on the flier.   A long discussion ensued on whether there would be a QR directly to ticket sales or to the website where they would find a place to buy tickets.    

    Questions on food:  Greg asked Jackie via text if she or mom are willing to bake cupcakes for the supper/show this year.  

    We need to get poster to the JAD website.  When poster is completed,  Patrik will forward to Greg who will post it to JAD.   

    We will aim to sell 230 tickets (total), 200 for pr. Maybe we should say, “the show starts at 7 p.m, the doors will close at 6:30 p.m. (for a count of seats) and latecomers will be admitted accordingly.     This would allow us to re-sell tickets of the no-shows.  We should discuss this further.  

    Kris plans to box up and donate food that was not eaten!  

    At the April 23 meeting, the committee discussed the ticket layout, and made some amendments.   Line 2, delete quotation marks; line 3, correct dates;  line 7, delete “doors open at 5 p.m.,

     Adults $25   children $15  Child under 5–free

    We want the tickets numbered on the ticket on the stub and we want 250.    The stub will be on the side and want it to ask for name, address, phone and email.  We are planning to sell on line but we’ll only have physical tickets. 

    When people sign up to purchase the ticket, do we collect name and contact information, can this information be put on a spread sheet?  Answer is probably yes, but we’ll wait to see what Steve determines.   

    Next meeting will be on May 28 at 7 p.m. (unless Doug changes it June 4)

    Greg Sammons