Subject: Community Outreach Festival

Junior (College 3rd year) ・Business ・MLA

I would like to welcome everyone to the meeting to discuss the festival's strategic direction. On May 30, 2017, a meeting will be conducted at Trimax College to discuss how we'll manage this festival. This team's members have already heard me emphasize to them how essential this festival is to our company. Its degree of achievement will significantly affect the place we hold in the community. A great celebration depends on preparation. Consequently, the meeting scheduled for the above mentioned date will be used to iron out all the details upon which the success of the festival depends on. The meeting will begin at exactly 12 noon. Punctuality is encouraged. Members of the strategic management team who will not be available for this meeting would do well to inform me.

Brief Description of the Festival we Sponsor and Run for the Outreach Program

Trimax Inc. has partnered in several ways with several colleges and other academic institutions towards the provision of knowledge in the field of information technology. Usually, we arrange for technology exposition programs in our local universities. It is therefore important to ensure that the community outreach program coincides with the exposition dates, such that the activities can go hand in hand. The exposition program usually accompanies price giving. During this price-giving ceremony, we do receive funds from guests, to finance our activities. In our up-coming exposition, we shall invite students from other schools and those who are planning to join colleges, and this shall be done at Trimax Community College, on 18th of June 2017.

The following are the objectives of this meeting, first and foremost, the budget. A budget needs to be drawn to cater for the space where the event will be held. There is also the issue of food. The main target audience of this event are the students. With this in mind, free food is good enough reason for the college students to turn up. In addition, during this meeting we need to plan for infrastructure. This refers to the materials and equipment required to run a successful festival. Such infrastructure will include the stage, the tents, electrical equipment (sound system etc.). Parking space for the festival goers also needs to be available.

Moreover, we need to discuss the possibility of bringing other organizations on board to co-sponsor the event. This meeting will also come up with a timeline for the event. This will ensure the event and its promotion go smoothly. Promotion should be carried out with enough time to get the word out. The event should also follow a strict timetable to ensure everyone is accommodated. During this meeting, we will come up with the flyers and posters for the event. In addition we will decide upon which electronic media we will use to publicize the festival. The options at our disposal are local radio stations, community newspapers, and on social media.

Further details will be communicated as we get closer to the D-day. Remember people, this event cannot be anything short of amazing. I encourage all members of this strategic management team to do some research on how we can successfully plan and run the community outreach festival.

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