Indy Locks: October 2008

Meeting Minutes
October 8th, 2008
Brainstorming/Planning Meeting
At VMCC

1) Event will be Sunday, January 11, 2009 at VMCC in the Family Life Center
a. We will begin at 1pm and leave the end time open for now.
b. Indiana state law regards venue for hair cutting: we agreed that because we are not establishing a business or requiring payment for the haircuts, this doesn’t apply to us. However, Loretta will check with her neighbor that is a hairdresser and Jenny will check with Sean to see if we need to investigate it further.

2) Krista will check with local cancer support organizations to:
a. Find out about planned activities around the same time as our January event To boost visibility of our event
b. To see if they have any “games”, etc. available for our use.

3) Recruiting stylists
a. We will have a group of women cutting off the donated ponytails—we talked about asking cancer survivors that we know to do it.
b. How to handle $ for haircuts—actual styles—there will be a donation jar at each stylist’s station. There will be no set/suggested amount. Many felt that posting a suggested amount would actually hinder those who would normally give “more” for a nice haircut. Angie Martin will provide glass jars to use for these donations.
c. Loretta Matesick has agreed to begin collecting names of stylists who are willing to volunteer to provide new haircuts for those donating their ponytails on 1/11. She will remain in contact with this women through the day of the event checking on what they need for the need, their availability, etc.
d. We discussed having stylists specific to children. Someone mentioned checking with a place such as Cookie Cutters. I thought this was a GREAT idea!! Anyone willing to do this??

4) Recruiting Donors
a. Angie Martin volunteered to begin contacting area high schools to see if/how they would allow us to communicate with students about our event.
b. Girl scout/brownie troops: Loretta will talk to Darla (her daughter) about the best way to contact the Girl Scouts organization in the Indianapolis area. Krista will talk to Lisa Jordan and Dawn Seyerle (Moms with daughters in Girl Scouts!)
c. Permission slips to have hair cut at the event will be required for anyone under 18 years of age!!
d. Area churches—Tawnya Nall agreed to begin contacting Indianapolis area churches regards promoting our event. Krista will talk to Jennifer VanHooser about being the contact person for Mt. Gilead. Heather Blewett volunteered to contact Grace church.

5) Use of media to promote our event—This is a HUGE piece of making this event a success. Tawnya N. offered to contact Angela Kane and WGNR. Heather Blewett mentioned a small magazine that is published in the Mooresville area. She was going to pick one up and contact them. Krista is pursuing other possible contacts (see below) at this time.
a. Mooresville/Decatur Times
b. Indianapolis Star
c. KLove
d. Channel 6
e. Emmis

6) Getting printing services for posters/flyers/brochures donated!! We discussed using areas hospitals as resources for printing posters. Starr Meiring graciously agreed to take on this part of the project…contacting area hospitals and keeping this area of printing “organized”. Angie M. was going to check at Wishard, We were going to talk to Jennifer V. about Clarian, and Cindy S. about St. Francis. We mentioned a lot of places to approach, but really didn’t resolve this topic completely. Printing is a big expense and it would be nice to hit this one pretty hard.

7) Supplies needed for individual stylists. We discussed the following items and agreed, aside from the seating and styling products, each stylist would be asked to bring what she normally uses.
a. Barstool/seating—discussed using individual riser pieces from the church sanctuary and placing a chair on top. We also talked about covering these (they are carpeted) with carpet tape—the clear sticky plastic people often use when they are moving to protect their carpet. Anyone have a connection at Menards or Lowe’s? This would be a great donation item for them!!
b. Scissors
c. Spray bottles
d. Hairdryers
e. Smocks
f. Combs/brushes
g. Styling products—COME ON PANTENE!! I haven’t had any luck with getting ANYTHING from Pantene. I did wonder about asking them to donate some styling products for the stylists to use. We also discussed going to individual salons, etc. and asking for these to be donated.

8) VMCC will provide the following for us:
a. Tables
b. Power Supply
c. Microphone
d. Projector

9) Donation request letter—we discussed this but did not talk about specifics as to what needs to go into it and no one person assumed this responsibility. I’m thinking we may need some slightly different variations on this depending upon who we are approaching for what. I will work on getting a donation letter worked up.

11) Event Insurance??
a. Do we need?
b. How do we get? The general agreement on this was that we would be covered under the church insurance. Jenny was going to double check with Sean, just to be sure.

12) T-shirts
c. With Sponsors to sell: there was discussion heading in a couple of different directions here….1) Every business who sponsored us in any way would be added to the T-shirt. 2) Making levels to donations…for example: bronze, silver, gold. Then, the gold member donors would be on the T-shirts. These would be the T-shirts that we could actually sell at the event. I would, personally, like to work with someone to designs these…something unique!
d. For stylists/volunteer workers to wear—We discussed having T-shirts or football style jerseys made for stylists/volunteers to wear. Again, it would be great to find a place that would charge us minimally for these. A couple of names were mentioned, including Carol Curl.

13) We have adopted the Slogan: Kick Off for Cancer: Kick Off the
New Year with a New Look. A couple of other options were
discussed; but, in wanting to stick with the football theme this
is the slogan I have started putting on flyers, etc. I hope
everyone likes it!!

14) We will be offering the ability for people to “pledge” to give their ponytail at a
later time as we realize not everyone’s hair will be long enough to cut (and still
have enough hair to cover the head!) in January…I may be one of those people!!

15) Our goal will be to recruit as many stylists as possible for the event. What we plan
to do, then, is schedule people in for haircuts. For example: Sally Sue would be
scheduled to arrive to have her ponytail cut off at 1:45 and her haircut would be
scheduled for 2:00. The more stylists we have, the shorter that part of the day will
be. We did discuss having some walk-in times built in.

16) We discussed some ideas on how to make this a family event and not just a bunch
of women getting there hair cut…..not that there’s anything wrong with that!! Some ideas are as follows:
a. Jenny will talk with Lisa Abney about helping set up an area where people
can make cards/write notes of encouragement to people undergoing cancer treatment. There would be a $2 charge for each one created. This would not be specific to women, but to women, men and children. We talked about contacting the American Cancer Society to see if they might have a list of people who may benefit from receiving something like this.
b. A coloring station for the kids—with pictures to be taken/mailed to cancer
patients
c. Games
d. Game food—for the wonderful men in our lives to prepare and sell!!
e. Having whatever game is being played on televisions wherever activities
are going on. I will check with Brian on licensing issues for showing the game(s).
e. Tawnya mentioned knowing of a not-for-profit make-up company that she would try to contact regards coming to do mini make-up make-overs.
f. I have been thinking some more (so, this isn’t from the meeting) maybe we could find volunteers to: do eyebrows, pedicures, manicures, massages, etc.

17) Krista has been in touch in Conner’s Vine regards any donations/a pre-event concert, etc. Angie is contacting the DJ that she used at her wedding regards music/entertainment.

18) Tawnya mentioned offering videographer services for the event and we also talked about having someone volunteer to take photographs.

19) I suggested doing pre-event interviews with women at different stages of the cancer treatment process and survivors, having T-woman videotape them and then cutting it up and splicing it together (I don’t know the lingo!) to show at the event. I still LOVE that idea!!:) HINT!! HINT!!

20) We discussed having a woman or two give her personal testimony.

21) We will be giving away Donor Door Prizes: How this works…..give a monetary donation and receive a ticket to a drawing. No set amount for the donation. One ticket per person.
a. The following people offered to contribute a door prize: Tawnya Nall, Jenny Olson, Loretta Matesick, and Angie Martin. Angie will also check with her sister and brother-in-law who own Culver Lodging.
b. Other places mentioned to approach for door prizes/food items included: Damon’s Grill, O’Charly’s, Chick Filet, Jimmy John’s, Sam Club, GFS, Barlows, and Starbucks.
c. I would really love to have one person take charge of the donor door prize event and a second person take charge of all other donations.

22) Angie’s dad is an amazing cookie maker and is famous for his baked yummies in Culver. He has agreed to make cookies for us!! We can use these for lots of different things…to sell, for our volunteers, for our ponytail donators…..YUM!!

23) Jenny asked Mike Cowper to give us his ponytail and he agreed!!! HOORAY!! I’m not sure how many inches he has back there, but that’s pretty cool!

24) In attendance: Krista Wagner, Angie Martin, Heather Blewett, Loretta Matesick, Jenny Olson, Tawnya Nall, Starr Meiring, Tasha D., …I think that was it. I didn’t write them down…sorry if I missed you!!

One in three women will be diagnosed with cancer in her lifetime and nearly 60% of women regard hair loss as the single worst side effect of cancer treatment.

Pantene Beautiful Lengths was created to bring people together to share their strength and donate their beautiful, healthy hair to create free wigs for women who have lost their hair due to cancer treatment. A group of women from the Indianapolis area has come together to organize a ponytail cutting event to provide Pantene Beautiful Lengths with ponytails needed to create these wigs.

This event will take place at Valley Mills Christian Church on Sunday, January 11th, 2009. Our goal: a football field length of ponytails to send to Pantene. That is 450-8in. ponytails!! Six ponytails are used in creating one wig. Won't you join with 5 people you know to provide a beautiful woman with a simple gift that means so much??

We realize not everyone will have eight inches of hair by January. We will be accepting "pledges" to donate your ponytail once it has reached the required 8inches needed by Pantene. Additionally, donating hair may not be for you; but, there are many, many other ways for you to help! Much help will be needed to spread the word, collect donations, man the event, recruit stylists, etc. Any and all help and support for this event is very much appreciated.

For now....GET THE WORD OUT!! We need everyone telling their friends about this day. They don't even have to live in Indianapolis to participate. We have already received a ponytail all of the way from Oregon and know of other women who will either be traveling here to participate on January 11th or will be sending us their ponytails to be counted into our goal.

One in three women will be diagnosed with cancer in her lifetime and nearly 60% of women regard hair loss as the single worst side effect of cancer treatment.

Pantene Beautiful Lengths was created to bring people together to share their strength and donate their beautiful, healthy hair to create free wigs for women who have lost their hair due to cancer treatment. A group of women from the Indianapolis area has come together to organize a ponytail cutting event to provide Pantene Beautiful Lengths with ponytails needed to create these wigs.

This event will take place at Valley Mills Christian Church on Sunday, January 11th, 2009. Our goal: a football field length of ponytails to send to Pantene. That is 450-8in. ponytails!! Six ponytails are used in creating one wig. Won't you join with 5 people you know to provide a beautiful woman with a simple gift that means so much??

We realize not everyone will have eight inches of hair by January. We will be accepting "pledges" to donate your ponytail once it has reached the required 8inches needed by Pantene. Additionally, donating hair may not be for you; but, there are many, many other ways for you to help! Much help will be needed to spread the word, collect donations, man the event, recruit stylists, etc. Any and all help and support for this event is very much appreciated.

For now....GET THE WORD OUT!! We need everyone telling their friends about this day. They don't even have to live in Indianapolis to participate. We have already received a ponytail all of the way from Oregon and know of other women who will either be traveling here to participate on January 11th or will be sending us their ponytails to be counted into our goal.

Please pray for this event, that we will keep God center in it. Also, pray for your own participation in the event, letting God guide you as to what your level of involvement should be.

For more information:
http://www.beautifullengths.com/en_US/index_home.jsp
http://indylocks.blogspot.com/
krdwagner@sbcglobal.net

Indy Locks

15 October 2008

Meeting Minutes--October 8th

08 October 2008

Meeting Tonight!!!

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