2014 Venture Reunion (Ottawa) Sitrep #3

Introduction: The third Venture Reunion Planning Committee Meeting was held in Ottawa, 13 October 2011, chaired by Tim Porter.

Jim Spalding attended for the first time.

There has been some minor criticism about the numbers in our committee and the fact that we are underway so early. Seen in a different light - we have a marvellous opportunity to develop the best reunion programme ever presented to the Venture Association. By using our time wisely and working between meetings we can reach that objective by bringing to bear all the facilities, events and national resources that Ottawa has to offer.

Venture AGM: The Chair noted that the President of the Venture Association, John Westlake, had agreed to an invitation to the Commander RCN, to speak at the AGM. Peter Cairns spoke to this plan and recommended that the Commander RCN be instead invited to attend and speak at the Dinner.
Agreed.

Treasurers Report: The Treasurers reported that an advance of $1,500.00 has been confirmed by the Venture Association Treasurer to cover the deposit required now for the selected reunion hotel. Furthermore, he advised that we are considering a request to the Venture Association Executive Committee for a $10,000 grant to offset some of the 2014 reunion expenses, primarily the dinner.
For information.

Registrar: The Registrars advised the Committee that work on developing on-line registration was progressing nicely in co-ordination with the Webmaster. Registration with members not online will be conducted through the postal service.

The Chairman directed the Registrars to coordinate their efforts with the Treasurers, Webmaster and Accommodations OPI to avoid duplication and to adhere to the approved programme.

Webmaster: The Webmaster stated that work is progressing on updating the website. He expects the technical aspects to be finished by year end and the remaining changes to be up and running by next summer. The on-line registration project referred to by the Registrars will be available by 2013.

Golf: The golf will be at the Hylands Golf Club. The green fees shall be $75.00 including a power cart and prizes.
For Information.

Accommodation: Bob Ferguson reported since the last meeting he surveyed all the hotels in the downtown area that were capable of meeting our needs as stated at the last meeting. That is, all events are to be held at one venue; 100 rooms for accommodation for the duration of the reunion; a room for registration; a room for the Venture AGM for 100 persons; a room for a meet and greet for 250 persons plus 50 guests; a room for the Venture dinner for 250 persons plus 50 guests; and a room for the Memorial service for 250 persons. Of all the hotels in the downtown area, only three could meet all our requirements, Lord Elgin/National Arts Centre, The Delta Ottawa City Centre and the Marriott Ottawa. Bob presented a detailed analysis of the these venues and recommended the Marriott Ottawa for our function.
Approved.

Bob said he would need a $1500.00 advance deposit on signing the contract with Marriott Ottawa.
Approved.

Sponsorship: Peter distributed a preliminary list of 47 potential sponsors plus another document in which Peter speculated on the potential funds that could be raised by soliciting sponsors.

Before approaching potential sponsors however, Peter needs a firm commitment as to how many people will be attending the reunion. Once these numbers are known, he will have an better idea of how much he will have to raise to defray the expense of the reunion.

A survey of the Venture membership shall be conducted by the Registrars and the Webmaster in 2012 to provide a firm number of people committed to attending the reunion.

Venture Spouses: It was announced that Mrs. Eileen O’Reilly, on behalf of the Committee, will compile a list of Venture spouses in the local area who have lost their partners, to ensure they can be invited to events.
Approved.

Next Meeting: The next meeting will be April 19, 2012 in the Crow’s Nest at the Bytown Mess at 1130.

  
 
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