2022 Reunion Meeting Updates
This page will be used to post updates from our weekly reunion planning committee meetings, which are held every Tuesday at 7 PM Central on Zoom
Zoom meeting hosted by Brian Lynch, attendees: We need representation from ALL branches!
Brian Lynch, Diane Ortiz, Lance Briley, Sylvia Guerra, Alexis Alfaro, Jen Alexander, Kelsey Bower, Loli Lynch, Alex Terreros, Natalie Carrillo, Stephen Garcia, Liz Macdonald
T-shirts are Ready - Please Place your Order ASAP!!! Please go to our family website - Deadline is May 26!!!
Please note we encourage people to wear masks indoors as needed and per their preference - we want everyone to feel comfortable and safe.
60 Tees have been ordered so far. Remember sizes vary by manufacturer and style so please check size chart when ordering. There are many styles and hoodies available to wear for anytime of year.
Loli will have a sample ancestry book at reunion that can be ordered.
Registration is at 206, hoping for 250.
Venue pricing includes tables and chairs.
Brian to follow up with Becky at STA on Insurance parameters. Then Jen will check with company broker. Sylvia potential second bid on insurance.
Mariachis - budget is $400 for 1 to 1.5 hours, Sylvia to confirm with Claudia of Mariachi Estrellas and make final arrangements.
Decorations - not in budget - can each family bring festive tablecloths to decorate tables, (maybe use serapes or other colorful cloths and bring flowers for your tables if possible).
Protein - still looking at traditional burgers and hot dogs with buns and condiments, Jen to consult with Michael Guerra on numbers pricing appears to be $3-$3.50 per person.
Photographer/Videographer
James Foos was selected as he meets time span, price, and all shots and video will be ours to keep on website. He will work between 1:30 and 6:30 or 7:00 at $200 per hour.
Will still request family photographers Kelsey, Erin, & Gina, and anyone else who is able, to add their photos to our online gallery for our website, as they choose and are able throughout the weekend's festivities.
Family Branch photos will be scheduled on Saturday, so please make sure to note the time your branch is scheduled when you arrive at the reunion on Saturday.
Fees - $20 per person 13 and older, 12 and under are free. Tickets will be available for purchase on our family website by June 1st.
Activities Need 5 Pinatas - Stephen & Diane will check into getting them.
Jen showed photos of gym, near windows keep open for dancing later - bleachers will be closed - keep bball goals opposite big windows up - outdoor field partitioned. Softball field can be used for kickball too - need a weighted volleyball net that does not damage turf field - cornhole - ladderball - other games - pinatas in quad area where trees are.
Schedule - Tentative
9am Set-up
10-12pm Registration/check-in
12:15 Prayer
12:30 Meal
1:00 Mariachis
2-5 Group photos
5-7 Music/dancing
7 Clean-up
8 Leave
Friday event - schedule and updates will be added to website. Alexis confirmed that Mark has made reservation and she needs names and ages of all 18 years and under who want to be able to swim in the pool by June 3. If you are 18 years old and under and your name is not on the list, you WILL NOT be able to swim on Friday. This is a hard and fast rule by the venue and there can be no exceptions made.
Check-in/Registration - Jen will have printed rosters by branch with name tags and if not on list will need to pay that day to attend.
Air Travel - If you need assistance with a ride from the airport please contact Loli Lynch (469-406-8108) as she is coordinating volunteers.
Family will gather at one of these two Hotels prior and during the reunion long weekend (many arriving Thursday and not leaving until the following Monday or later:
Courtyard at Briarcliff North Kansas City, 4000 N Mulberry Road, Kansas City, MO 64116 (816-841-3300)
Town Place Suites at Briarcliff North Kansas City, 3950 N Mulberry Road, Kansas City, MO 64116 (866-306-0944)
Loli is building an ancestry book and is requesting family names, spouses, children and grand children with dates of birth (note if only want to give a birth year put 01/01/yyyy). Please add military service and profession to your profile. Virginia is building the book. Jen noted all of this will be available on the website for those who complete the registration and then opt to share their information.
Zoom meeting hosted by Brian Lynch, attendees: We need representation from ALL branches!
Brian Lynch, Alexis Alfaro, Jen Alexander, Ian Bower, Deacon Bob Ortiz, Eleese Bower, Loli Lynch, Sylvia Guerra
Jen reported T-Shirts are available for orders on our family website and that sizes vary by manufacturer and style so please check size chart when ordering. There are many styles and hoodies available to wear for anytime of year.
Budget is limited as we did not meet donation goal so need to prioritize:
1st - Venue
2nd - Photographer/Videographer
Photographer/Videographer
- James Foos highly recommended see on Facebook and Instagram
has a good eye and price, will clean & crop then post all to a gallery, all raw shots and video will be ours to keep on website. Website is our legacy.
Will work between 1:30 and 6:30 or 7:00 at $200 per hour
- Amanda Williamson very good - high referral
$500 for 1st 3 hours then $250 an hour afterwards seems out of our price
(note limited budget only allot $1000)
- Brian noted family photographers Kelsey, Erin, & Gina would be ancillary and would supplement hired photographer/videographer but this is not their responsibility so they will still be able to enjoy their day with us all.
- Family Branch group photos would be scheduled
Venue - Brian - St Teresa's Academy tour was today with Becky Flores: Beautiful campus - lots of buildings - really only need to use 2 - Quad Area & Gymnasium as Home Base
Gym has New Bleachers that can be pushed back with 1 big screen for Itinerary and 2 smaller screens for slide shows of photos uploaded to website. Gym Mezzanine great for Adult area for snacks and alcohol; Outdoor behind Gym is track with flat turf (NOTE no pets, no strollers, no bikes)
- Court for Pickleball, field for softball. Nothing to serve food out of in Gym. However if we opt for Arts Bldg the Cafeteria seats 300 with full kitchen and serving station. Discussion ensued that we would only be serving Protein for all and that each family would bring sides and food and snacks for remainder of the day. Would not want to move food back and forth from Gym to Cafeteria, most suggested only having food in Gym.
- All that Brian visited the Fields, Gym, Tennis Courts, are near same parking lot; double grill is near outdoor concession between Gym and Field.
- Outdoors we can bring chairs, hammocks, tables, and tents.
- Cleanup includes taking trash to dumpsters and put back tables and chairs
- Test A/V on Friday - Need Wireless Microphone
- IPhone Music list on Spotify for Music instead of DJ
- Slideshow on Gym's 2 smaller screens using photos uploaded to website
- WiFi code will be on registration table
- 3 laptops will be on hand for last minute registrations
- Use bleachers by soccer field for group photos
Mariachis - Sylvia emailed that Robert Rodriquez from Rudy's is working another job on Saturdays and is not available. Mariachi Estrella is a premier Mariachi Band in KC, Sylvia discussed with contact Claudia - 6 band members for 2 hours for $1200 or 4 band members for 2 hours is $800. Multiple people noted this was alot and we might not have much left after Venue and Photographer. Afterwards, the question was asked about a single hour and we are waiting on a response.
Protein for meal - Rudy's bid on protein was a bit high per person and there was concern that since this was a picnic not all would prefer. Jen confirmed hamburgers at Costco 40 count 1/4 lb = $47.
Fees - $20 per person 13 and older, 12 and under are free
Budget estimate - as of 5/14 187 RSVP estimate 250 total 150 adults 100 under 13 so $20 x 150 = $3000 Donations are less than expected.
Schedule - Tentative
9am Set-up
10-12 Registration/check-in
12:15 Prayer
12:30 Meal
1:00 Mariachis optional
2-5 Group photos
5-7 Music/dancing
7 Clean-up
8 Leave
Friday event - schedule and updates need to be on website Alexis confirmed that Mark has made reservation and she needs list of kids names and ages for the pool by June 3.
Check-in/Registration - Jen will have printed rosters by branch with name tags if not on list will need to pay that day to attend
Hotels - Courtyard at Briarcliff North Kansas City, 4000 N Mulberry Road, Kansas City, MO 64116 (816-841-3300)
Town Place Suites at Briarcliff North Kansas City, 3950 N Mulberry Road, Kansas City, MO 64116 (866-306-0944)
Loli is building a ancestry book and is requesting family names, spouses, children and grand children with dates of birth (note if only want to give birth year put 01/01/yyyy)
Please add military service and profession to profile. Virginia is building the book. Jen noted all of this will be available on the website for those who complete the registration and then opt to share their information.
Zoom meeting hosted by Brian Lynch, attendees: We need representation from ALL branches!
Brian Lynch, Alexis Alfaro, Jen Alexander, Liz Macdonald, Ian Bower, Connie Guerra, Eleese Bower, Tony Fitchett
Jen reported 163 RSVPs and Guadalupe family selected Light Blue for Tees but need print color (white or black); also assigned Gilbert family Purple tees to have on website.
Sylvia sent email regarding Margarita Machine for Friday, discussion during meeting concluded that people will bring own drinks for mixing.
Location - Brian - St Teresa's Academy tour to be next Wednesday or Thursday. Objective: space usage and logistics anyone local can text him to join tour. Outdoors we can bring chairs, hammocks, tables, and tents.
Protein for meal - Bailey who works at a BBQ is getting price on protein. Liz mentioned fried chicken. Jen said hard to manage portion control with chicken and lots of waste and garbage with chicken. Connie said hamburgers and hot dogs work well for large groups. Jen had assistant price pulled pork for 250 people would require 3 pigs and cost $1300-$1350.
Schedule - Jen confirmed 9am start setup and end clean up by 8pm. Checkin/Registration is 10-12 and pray at 12:15 led by Deacon Bob then Eat at 12:30. Note Sylvia emailed about lanyards discussion confirmed Name Tags are preferred for pricing, easier to keep on for activities, less tripping hazard than a lanyard that can be removed and set down. Name tags to include branch name and kids name tags to include parents name and number.
Photograper/Videographer - Brian noted that Gina is coming and will bring her camera. Jen is checking with the photographer who does Chris's family for 6/18.
Mariachi singers - hoping Steven Garcia can confirm guys from Rudy's availability.
Friday event - schedule and updates need to be on website. Alexis confirmed that Mark has made reservation and she has started list of kids names and ages that the pool requires 2 weeks in advance of the date, listing all kids 18 years and under and their date of birth.
Reunion Fees - $20 per person 13 and older, 12 and under are free
Check-in/Registration - Jen will have printed rosters by branch with name tags if not on list will be able to pay that day to attend.
Hotels - Loli reported 2 hotels we are using for the family reunion in North Kansas City were chosen for location, ease of access, 30 minutes to airport, 10 minutes to Plaza, St Teresa's Academy is 20 minutes. There is less traffic yet close to two Interstates.
Courtyard at Briarcliff North Kansas City, 4000 N Mulberry Road, Kansas City, MO 64116 (816-841-3300)
Town Place Suites at Briarcliff North Kansas City, 3950 N Mulberry Road, Kansas City, MO 64116 (866-306-0944)
Tentative schedule
9am Set-up
10-12 Registration/check-in
12:15 Prayer
12:30 Meal
1:00 Mariachis
2-5 Group photos
5-7 DJ/dancig
7 Clean-up
8 Leave
Zoom meeting hosted by Brian Lynch, attendees: We need representation from ALL branches!
Brian Lynch - Feliciano branch, coordinating venue
Diane Ortiz - representing husband Bob - Maria de Jesus branch, reporting minutes and communication
Alexis Alfaro - Feliciano branch
Ian Bower - Feliciano branch
Liz Macdonald - Feliciano branch
Don Alvarez - Vicente branch
Brian - St Teresa's coordinator Becky confirmed 1 double charcoal grill, outdoor tables 6 total (pvc with attached benches) 3 in quad and 3 in Goppert. Working on definition of cleanup. Ask people to bring tailgate tables and pop-up tents and lawn chairs for outdoor events.
T-shirts testing and launch of sales on website.
one family is not available to attend reunion - Gilbert
Mariachi's - Steven Garcia is reaching out to guys from Rudy's
Brian is working on walk through with St Teresa's
Liz is getting dates on all past reunions, one was at the Party House
Question?? Who was first family member born in the United States
Meal - If cannot find caterer for $5 for protein only still considering Costco for burgers, hot dogs & sausages with volunteers manning grills. Also checking HyVee pricing for chicken, burgers and hotdogs prepared.
Tentative schedule
9am Set-up
10-12 Registration/check-in
12:15 Prayer
12:30 Meal
1:00 Mariachis
2-5 Group photos
5-7 DJ/dancig
7 Clean-up
8pm Leave
Zoom meeting hosted by Brian Lynch, attendees: We need representation from ALL branches!
Brian Lynch - Feliciano branch, coordinating venue
Diane Ortiz - representing husband Bob - Maria de Jesus branch, reporting minutes and communication
Jen Alexander - Feliciano branch, Website & Treasurer
Lance Briley - Feliciano branch
Steven Garcia - Carmen branch
Liz Macdonald - Feliciano branch
Photographer - standard branch photos, 1st cousin, 2nd cousin also capture special memories and special groupings
Videographer - to capture moments as they happen and for interviews throughout the day.
Biggest requirement is for both to provide raw photos and video footage and not require orders per print. Jen noted could be $1k per day. Brian added we have plenty of people post-reunion to review the footage and photos. Jen asked if Alexis was online, Alex T Photo-type booth is okay but $1200 and it is not large enough scale for this type of event, also prefer someone not in family so family members can enjoy reunion.
T-shirts - Finalized
Meal - If cannot find caterer for $5 for protein only still considering Costco for burgers, hot dogs & sausages with volunteers manning grills. Also checking HyVee pricing for chicken, burgers and hotdogs prepared.
Mariachi's - 2.5 hours in the afternoon indoors
Tentative schedule
9am Set-up
10-12 Registration/check-in
12:15 Prayer
12:30 Meal
1:00 Mariachis
2-5 Group photos
5-7 DJ/dancig
7 Clean-up
8 Leave
Discussion on Birthdays and Death dates for original family members.
Zoom meeting hosted by Brian Lynch, attendees: We need representation from ALL branches!
Brian Lynch - Feliciano branch, coordinating venue
Alexis Alfaro - Feliciano branch, kickstarted reunion planning
Diane Ortiz - representing husband Bob - Maria de Jesus branch, reporting minutes and communication
Jen Alexander - Feliciano branch, Website & Treasurer
Kelsey Bower - Feliciano branch
Steven Garcia - Carmen branch
Eleese Bower - Feliciano branch
Liz Macdonald - Feliciano branch
Reservations - Jen reported we currently have 135 family members RSVP'd. Brian and Jen discussed estimates between 200 and 300 total for Saturday's event. Still waiting to hear from one branch to RSVP. St Teresa's is flexible on final number and hours.
T-shirts - much offline discussion, really need to set on design by next week. All on meeting agree to keep lettering simple without shading. Jen to get design from Sylvia and proceed with setting up online order system.
Budget - Main focus is price for venue after donations, attempt to keep down to $20 per person.
Caterer - If cannot find caterer for $5 a head may go with Costco for burgers, hot dogs & sausages with volunteers manning grills to keep costs down. Lower budget priority.
Photographer/Videographer - suggestion made to have families submit photos, that was accepted but still need to hire Photographer/Videographer. Possibly not a wedding photographer as they may be too busy/expensive, also want raw footage and to not pay per print. Art Institute students suggested, but reliability was mentioned. Ask family who are photographers to suggest non-family for the job. This and venue are higher budget priorities.
Music- Mariachi's - Liz mentioned guys that play at Rudy's and Steven Garcia volunteered to reachout to see if those guys were available and how much they would charge. DJ or Spotify playlist for evening dance music, but lower priority in budget.
Decorations, Gifts, Prizes - suggest donations as these are lower budget priorities.
Name tags - Keep simple to reduce costs.
Final names and order were established for the T-shirts. Design options were discussed and this needs to be finalized ASAP to start taking orders.
Committees were discussed and more volunteers are needed from each branch.
Reunion Committees Volunteers
Venue Brian Lynch
Sylvia Guerra
Food
Fundraising
Set-up & Clean-up – Need volunteers from every branch!
Set-up
Clean-up
Decorations
Banner Steven Garcia
Letters Eleese Bower
Welcome Table Jen Alexander
(sign-in, update family info, name badges, agenda)
Audio/Visual
(TV's to Run Video or Slideshow)
Activities
Games for Kids Lance Briley
Games for Adults/Kids
Gifts/Prizes/Awards
Social
DJ
Mariachis/Singers Nick Rocha
Photographer/Videographer
T-shirts Jen Alexander
Name Badges
Agenda/Venue Info-Map
Communication
Family Website Jen Alexander
Facebook Event Page Planning Committee
Finance Jen Alexander