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Meeting Summary
Venue & Permits Task: Secure venue contract and obtain city permits Assigned To: Logan Bennett (Logistics Lead) Due Date: June 15, 2025 Performer Line-Up Task: Confirm all performers and send contracts Assigned To: Maya Chen (Booking Coordinator) Due Date: June 20, 2025 Production Needs Task: Rent sound system, lighting, stage, and backline Assigned To: Devon Hart (Production Lead) Due Date: June 25, 2025 Budget & Sponsorship Task: Submit final itemized budget and contact potential sponsors Assigned To: Priya Patel (Finance & Fundraising Lead) Due Date: June 30, 2025 Marketing Campaign Task: Launch promotion across social media, flyers, and press outlets Assigned To: Samira Johnson (Marketing Manager) Due Date: July 1, 2025 Volunteer Recruitment Task: Set up and promote volunteer sign-up Assigned To: Omar Wallace (Volunteer Coordinator) Due Date: July 5, 2025 Vendor Coordination Task: Finalize vendor list and send confirmation emails Assigned To: Jessie Park (Vendor Manager) Due Date: July 10, 2025 Performer Contracts & Admin Task: Draft and distribute artist agreements Assigned To: Jordan Lee (Administrative Assistant) Due Date: July 15, 2025 Merchandise Orders Task: Design and order event merchandise and staff apparel Assigned To: Brittany Young (Merch Lead) Due Date: July 20, 2025 Venue Walkthrough Task: Conduct final walkthrough with venue, tech crew, and vendors Assigned To: Full Team Due Date: July 30, 2025 Soundcheck & Rehearsals Task: Schedule and oversee technical rehearsal Assigned To: Devon Hart (Production Lead) Due Date: August 2, 2025 Event Day: August 3, 2025 Arrival Time: 9:00 AM Gates Open: 12:00 PM Event Hours: 1:00 PM – 10:00 PM Post-Event Debrief Task: Collect feedback, finalize reports, and review improvements Assigned To: Aisha Rivers (Event Coordinator) Date: August 5, 2025
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