Client Meeting Notes

Package approved and working well for the club. Invoices sent but not yet paid.

• MikeFollow up with Talia (Treasurer) to get the invoices paid.

The marquee project — Mike's most excited about it, and nobody else is doing anything like it. Target is to have cards in hand to exchange at Forge Fest (Aug 22), so it has to move fast. Illustrative / AI-stylized art direction confirmed.

• Volume: ~525 kids + ~15–20 coaches + ~8–10 board ≈ 550 people × 20 cards each ≈ 11,000 cards.
• Photos: kids already shot at media night (player-pass headshots). Coaches & board still need photos — pro photographer, or Gary shoots + AI-enhances.
• Card fields: name, photo, team label (e.g. "2026 · 11U" — signals age range without asking age directly), top two preferred positions, favorite pro team, favorite player, favorite food, favorite thing outside soccer, years played.
• Privacy: keep it fun/authentic; no direct age, no siblings — parents are sensitive about what goes on a distributed card.
• Survey mechanics: form collects the fun facts; player name maps to the photo filename so cards auto-assemble.

• GaryStart experimenting with card concepts / illustrative style right away.
• GaryBuild the player survey/data form within 1–2 days; prep the blast-out.
• MikeGet with Bridget on player photos + the email/survey solution (send via Sprocket).
• MikeArrange coach & board photos (staged shoot — see Coaching section).

The legacy "Bash," rebranded Forge Fest and moved to the club's east-side facility (free, rain-or-shine). Live music, bounce houses, food & beverage, dunk tanks, games and contests. Not a fundraiser — the goal is getting the kids together to start the year. This is where the player cards get exchanged.

• GaryDesign a full-page flyer / marketing slick (Instagram + Facebook + email; no Drop Cap needed).
• GaryBuild a media page with all downloadable assets (social sizes, email, Sprocket banner).
• GaryRemove the passed Supplemental Tryouts event from the site; add Forge Fest. (Academy camp + Summer Camp Series stay until their end dates.)
• MikeSend date, time, location, and the full activity list; get Sprocket banner dimensions from Bridget.

First annual charity golf outing at Eagle Brook Country Club (Mike is a member). Payment runs through Sprocket; Eagle Brook bills the club afterward. Break-even is 15 teams; Mike's target is 30–40.

Sponsorship structure (draft):

• GaryBuild the event landing page + Sprocket registration link/form (reuse the "incubator" event template that performed so well).
• GaryDesign the sponsorship slick — consolidated 1–2 page digital PDF.
• GaryCreate the golf-outing outreach email (same template as the sponsor email).
• BothSchedule a ~30-min photo visit to Eagle Brook for real, staged sponsor-concept photos.
• MikeSend full sponsorship details/pricing; build the sponsor email list (partners, Be Local group, Geneva community chests, board + friends/family).
• MikeGetting an assigned Eagle Brook event coordinator (today/tomorrow) to confirm payment logistics.

Mike finally saw the demo and plan (already built, in this admin panel) — reaction was "fantastic." The concept: more than a logo wall. Every logo cleaned / redrawn razor-sharp; each clicks through to a mini landing page with a photo story, hours, and map. Sponsors do minimal work — Gary researches and assembles the rest.

• GaryUpdate the outreach email + build a form so sponsors can submit their info easily.
• GaryClean/redraw sponsor logos; manage the whole pipeline (collect assets, build pages, send for approval).
• MikeSend the sponsor/partner list with levels. (Today: mostly one tier — uniform sponsors — plus partners like Nike & European Sports; sponsors like Fox Valley Orthopedics & B&E Foods. Levels still developing.)

• "Meet the Coaching Staff" section — mirror the leadership section. ~5 director-level coaches recently signed; announce via social drops + on the site. (Coming soon.)
• Remove Trevor Bauer from the board — stepped down for family reasons.
• Coach photos: a team photographer is already coming (Jeff's connection) for team pictures. Gary to shoot coach headshots — natural "on the sideline" look, staged at the facility, AI-enhanced from real shots. Capture ~90% at one Monday staff meeting; catch the rest at an event.

• GaryRemove Trevor Bauer from the leadership section; build "Meet the Coaching Staff."
• GarySend Mike these meeting notes.
• MikeSet up the staged coach photo session at a Monday in-person staff meeting (target next Monday); supply new-coach names/details.