Notes from the Nene Program Committee Meeting Site Visit with Yvonne
3/26/08
Attendees should RSVP by Friday, April 18th.
DRIVING & FREE PARKING: map available
We may drive directly to Ford Island to the USS Missouri’s pier,
instead of using a shuttle bus, there is a nearby parking lot (free)
Attendees arriving in personal vehicles must send this information beforehand:
First and last names of drivers and adult passengers as they appear in the driver’s license or picture ID, include salutation (Mr/Ms./Mrs.)
Driver’s license number for all drivers and passengers over 18
Color/make/model of vehicles
Vehicle license number
All attendees can drive to Ford Island if they provide the information listed above.
The parking lots near the Battleship accommodates up to 300 vehicles.
School buses will be allowed to drive on to Ford Island if they send the following information to Yvonne ahead of time:
Name of School
Name of Bus Company
Number of buses
Expected arrival time
Adult information listed above
Buses will need to be inspected before being allowed on Ford Island. Yvonne will try to get the buses inspected with kids onboard. Planners for schools arriving on school buses should allow time for inspection.
Revised chaperone requirement. 1 adult : 15 students
An alternate plan would be to arrange for an exclusive shuttle to pick up attendees at set times from the Bowfin parking lot and drop them off at the Battleship Missouri entrance. This shuttle would take approx. 20 minutes and cost an extra $250.
TOURS
Guided tours last 30 minutes and can take place before and after the ceremony. Some groups may want to take a lunch break after the ceremony while others tour the ship. School groups may choose to explore the ship independently without a tour guide. Once a school group is on board, there is no time limit to their visit.
LUNCHES
Lunch boxes include turkey sandwich, fresh fruit, cookie, chips and a drink.
Lunchboxes should be pre-ordered by Friday, April 18th.
Payments should be made to: “Nene Award Committee”
$7.00 per lunchbox by Kahala Caterers.
The Committee will pay for lunches for contest winners, student helpers.
RULES FOR ATTENDEES
Please don’t bring large bags that can conceal things. Leave backpacks, bags in your car.
Come with only a camera and wallet, keys, etc. in your pockets.
Hats and sunglasses ok.
Please wear close-toed shoes and pants or shorts.
(Skirts may make climbing down the ship’s steps difficult or awkward.)
No food on deck.
Lunches can be eaten on the Mess Deck (seats up to 80, air conditioned) or at the outdoor picnic tables to the side of the ship.
Water bottles will be available to students at the ceremony free of charge.
Restrooms are on the pier. Attendees may want to use the restrooms when arriving.
The ship’s Deck is ADA accessible. A wheelchair lift is available for boarding the ship. Wheelchairs are also available on site on a first come basis. Below deck areas (including Mess Deck) do not seem to be accessible.
On the pier you will find a Gift Shop.
Info for Program Committee setup:
Boxes, packages, bags for set-up ok if we pre-arrange an arrival time with Yvonne.
We may park on the wharf for unloading if we send Yvonne vehicle and personal info (see above) by Tuesday, May 6th.
Setup:
Table for check in and admission stickers at the entrance gate.
Ushers on the pier to direct attendees to the entrance stairs and notify organizers if the wheelchair lift is needed.
Tables for programs and poster display on deck, near entrance stairway. Ushers will direct attendees to the fantail.
Table for certificates and prizes on the fantail.
Podium, chairs (300), sound system, mics, and tents will be set up beforehand.
Stage measures 4’ x 8’.
FEES:
Yvonne will send the committee a contract listing all fees, including facility fees, admission fees and lunchbox fees. Admission fees will be based on RSVPd attendance numbers. HSTA will pay admission; Nene Committee will pay facility & lunch fees.
Excel Rental will cover fees of the set up of chairs, etc. if we send a letter of receipt of “in kind donation” for their tax purposes.
MEDIA
Keith DeMello of MacNeil-Wilson ( Missouri PR contact ) will arrange for Press access if we tell him which media stations may be coming. Paul Mark of HSPLS will manage media w/ Keith.
SUPPLIES/ ITEMS TO BRING:
We need to bring: NENE AWARD BANNER & cords,
posters & easels (6),
printed program, 2008 flyer, suggested reading list
sign in sheet for attending schools and dignitaries,
sign in sheet for contest winners,
name tags for all w/ Nene award logo,
lei, prize packs w/ Boy at War and certificates for contest winners,
Paper weights, pens.
Reserved seating signs
2008 NENE AWARD WINNER FROM PERMA-BOUND BOOKS
Sherman Tom & John Geeza of Perma-bound Books should bring books only for schools/librarians attending the ceremony – those who voted. He may park on the wharf and use the lift to bring the boxes of books on board if he contacts Yvonne to make arrangements ahead of time.
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