Freshman 2/23

3/9

• Festival Logistics
  • Volunteers: SGA? Other friends?
    • Materials to Freshman Quad
    • Food Truck Logistics
    • SGA Freshman Senators
    • 10ish
  • Ticket system for carnival
    • Check spreadsheet
  • Prize tiers
  • Day of: Meet at 1 to grab stuff
• Freshman Formal Logistics
  • Email
  • Food (Jays Catering) - so many appetizers?
    • Ready to submit
  • DJ?
    • Tim and Nicolas reachout about djs
• Remaining Budget

2/23

230

Food order:

Goal for Food

• Classic Catering - 1500 - finger food/appetizer
  • Still waiting for quote
• Jays Catering - 200 people’s fruit (600), 1500 - fruit + concessions
• McCormicks/Jerk - 1500 - Food
• Pasta/Fogo - 2000 - Food
  • Food cost: 6500
• Keep chartucertie from Classic Catering People, Desserts
• Do rest through EZ Cater

Decor

• Wait for Quotes, once we have this add it into the budget
• 1500-2000
• Mask costs -
• https://www.amazon.com/Chivao-Masquerade-Venetian-Graduation-Halloween/dp/B0D7LJG7CD/ref=asc_df_B0CNRV1QG4?mcid=1c0b9baaaaca3731a9b72d5964c4e447&hvocijid=8183039360141909638-B0CNRV1QG4-&hvexpln=73&tag=hyprod-20&linkCode=df0&hvadid=730432682330&hvpos=&hvnetw=g&hvrand=8183039360141909638&hvpone=&hvptwo=&hvqmt=&hvdev=c&hvdvcmdl=&hvlocint=&hvlocphy=9007733&hvtargid=pla-2281435177658&th=1
• https://www.orientaltrading.com/bulk-100-pc--mixed-mardi-gras-masquerade-mask-assortment-a2-13785665.fltr?sku=13785665&BP=PS544&ms=search&source=google&cm_mmc=GooglePLA-_-20542385894-_-OTCPMAX-_-13785665&cm_mmca1=OTC%2BPLAs&cm_mmca2=GooglePLAs&gad_source=1&gclid=Cj0KCQiAq-u9BhCjARIsANLj-s0tZSEl1m6jM7ZiksqFD7WRALLtrNO3nlyKyFawGlCmpPclLI7gQSgaAhQGEALw_wcB
• Food tickets

Photographer - reduce cost to 50 an hr DJ - same thing

Festival

• Finalize List of Prizes
  • Big Prizes
    • digital camera
    • headphones
    • speaker
    • air fryer
  • Small Prizes
    • Keychains
    • Pen Packs
    • Candy
  • LED string lights, Card Games, Foreign Candy,
  • Free Prizes
    • Sticker packs

To do next week:

• Finalize Food order
• Start Promotion
• Finalize Event layout

To do in 2 weeks:

• Finalize Promotion for Festival
• Figure out ticket allocations for games
• Figure out Volunteers

https://www.ezcater.com/catering/mccormick-and-schmicks-baltimore/2025-04-12?cartId=738283c0-e531-4ff2-a6a2-8d3b92c322f9 https://www.ezcater.com/catering/dat-jerk-caribbean-chargrill-arbutus/2025-04-12?cartId=1038c2f3-ab03-4205-8b5a-938e2f1fbc9d https://www.ezcater.com/catering/jays-deli-and-catering-baltimore/2025-04-12?cartId=dbc80548-0980-482b-9103-59c50ce8978c#Hot%20Entrees https://www.ezcater.com/catering/carrabbas-italian-grill-baltimore/2025-04-12?fulfillmentDetailId=abc60dda-7a4e-423f-84e8-97336a819066#Perfect%20Bundles https://www.ezcater.com/catering/fogo-de-chao-baltimore-e-pratt-st/2025-04-12?fulfillmentDetailId=abc60dda-7a4e-423f-84e8-97336a819066#Catering%20Group%20Packages

https://www.ezcater.com/catering/edible-arrangements-baltimore/2025-04-12?fulfillmentDetailId=abc60dda-7a4e-423f-84e8-97336a819066#Arrangements

Freshman Photography 2/19

April 12th, 6-10pm, Scott-Bates Commons - Freshman Formal

• Photo Booth: 1 Photographer
• Another Photographer for Crowd
• Peter + Bree
• Astrid
• $75/hr - per photographer
  • $600 total
  • Venmo / CashApp

March 29, 3-6pm, Freshman Quad - Freshman Festival

Freshman 2/16

• Confirmed: Funnel Cart, Ultimate Amusements
  • 1. Figure out prizes
  • 2. Figure out decorations for festival (if we need them) and formal
• Next week:
  • Confirm formal details
    • Things we are buying for decorations/materials
    • Food list
    • Photography + DJ
  • Confirm Prize Details
    • Festival
  • Confirm logistics
    • Volunteers for festival
    • Plugs + Tables for event
    • Prize costing and stuff
    • Food tickets

Tim: Write up email about freshman festival

Freshman 2/9 Meeting

• 6k All inclusive thing
• 6 games plus four types of prizes
• 2 additional tents and things - subway art, beverage glass decorating, something else
  • Other is a food and beverage of choice tent
    • Flavored Popcorn, Corn Dogs, Cotton Candy, Waffles on a stick, Snow Cones, Funnel Cakes, Potatoes on a stick, Candy Wall

The Classical Catering People: Need Floor Plans, they could provide potential floor plans High top tables may not need Linens Need to handle cleanup on our end

Tasks to do:

Freshman Festival

• Promotion material - Skylar
• Contact with vendor - Hannah and Me
• Food Truck - Nicolas
• Decorations - Ayat

Freshman Formal

• Promotion - Skylar
• Decorations - Skylar and Ayat
• Food/DJ/photographer - Nicolas
• Materials (Mask, etc) - Ayat

https://docs.google.com/document/d/1scbLuSOlUyJREnWjMFkscLsfeWXuf1BVNPBuVkoLYgo/edit?tab=t.0#heading=h.4z5ixt94cbgq

Possible Food Trucks for dessert or the festival:

https://roaminghunger.com/food-trucks/baltimore-md/ - Has a bunch of great options overall:

https://taharkabrothers.com

https://roaminghunger.com/snack-shack-truck/

https://roaminghunger.com/funnel-fare/

https://dmvtaqueria.com

https://baltimoreweds.com/vendors/food-truck/

https://locations.auntieannes.com/md/owings-mills/10200-mill-run-circle-1723756700412904689

https://www.ezcater.com/catering/pvt/auntie-annes-baltimore?_gl=1*lfj6ug*_gcl_au*MTI0NTczMzM3Ni4xNzM5MTE3Nzcy

Freshman Formal: 4-5k Budget

Best 2 options for station style:

https://zeffertandgold.com

https://www.classiccatering.com/menus/stations-menu/

Alternatives:

https://biddlest.com/menus/#dinner

https://www.rougecatering.com/wp-content/uploads/2024/09/FULL-SERVICE-MENU-2024.pdf - Station-Style Entress & Hors D’ouevre with Chef-Manned Station Available.

https://www.ezcater.com/catering/pvt/g-n-g-catering-3#Hot%20Entrees

• Mass ordering from ezcater

Look into Mocktail Station?

Ice Sculpture?

2/2 Freshman Meeting

• $19000 budget for programming
  • $100-200 for custodial
  • Need to use all the money before next semester
• Potential Events:
  • Giveaway as last minute solution
  • Orientation - Carnival
  • Food festival ($5000 budget goal)
    • $1000-2000 for food
    • Small prizes for carnival games

For Formal:

• EZcater and other caterers to see what food and amounts you want
• Photographers or DJ
• Look into Hopkins Photography Club

For Festival

• Check out this https://simpent.com/mardigrasvillage and see if its feasible - Tim
• Check for 1-2 food trucks in the range of $1000
• Check for games you all want to play and how to buy the materials
• Prizes
• JHU Photography Club ywang770@jh.edu