Committee members and staff for the Miami Lakes Mental Health Task Force met to finalize logistics for the fall festival and pumpkin event, agreeing on setup times, an event schedule, ticketing via Eventbrite and a set of follow-up tasks for vendor paperwork and sponsor payments.

At the meeting, organizers agreed to a morning setup window starting about 8 a.m., a 10 a.m. public kickoff with brief remarks and sponsor recognitions, and mid-day activities including a Zumba session and a noon dunk tank. Staff said Eventbrite will be used for ticket purchases and that QR codes will link attendees to the platform; attendees must show Eventbrite confirmations at check-in.

The planning meeting matters because the festival is a community-facing outreach tied to the Mental Health Task Force and includes local nonprofits, health-system sponsors and vendors. Organizers said it will include sponsor acknowledgments, family activities (pumpkin painting, Zumba and a dunk tank), food trucks and a stage for remarks and performances.

Organizers set practical details and assignments. They agreed to share an updated flyer with sponsors and on social media, finalize an agenda to distribute to vendors, and produce table/booth assignments to reduce on-site confusion. The committee identified several outstanding vendor and sponsor tasks: obtaining certificates of insurance from food-truck vendors, confirming payments from sponsors listed as pending (including Ocean Psychology and Florida Blue in meeting discussion), and reconciling which tables and chairs the town will supply versus what must be rented.

On timing and program: volunteers and staff said tents and tables should be onsite before sponsors arrive; party-rental delivery was targeted for early Saturday morning (organizers requested a 7–8 a.m. drop-off window and asked the rental company whether Friday delivery was possible). The event schedule agreed in the meeting included a 10 a.m. kickoff, a 10:20 introduction of Renee (the meeting’s program lists a short introduction), a 10:30 mayoral appearance and a 10:40 speaker listed as Frank. Organizers planned Zumba and other family activities roughly between 11 a.m. and noon with the dunk tank opening at about noon; pumpkin painting and other activities were to run through the afternoon.

Ticketing and activities: staff confirmed Eventbrite will handle ticket purchases and the same QR code will link to ticket and dunk-tank options. The group discussed a pumpkin-ticket price and usage: meeting notes say the ticket pricing structure was discussed as $5 for up to three pumpkins (organizers asked staff to confirm the ticketing options on Eventbrite and to ensure confirmation receipts clearly show what a ticket includes).

Equipment, rentals and town support were a focus. Meeting participants said the town had agreed to provide tables and chairs (meeting notes referred to the town offering 35 tables; organizers will confirm final counts and supply lists before placing rental orders). The committee asked staff to reconcile the rental invoice amounts and to subtract town-supplied items from what must be ordered. A vendor called Oscar was named as the food-truck contact; organizers said they were still awaiting certificates of insurance and vendor names for some trucks.

Volunteers and staging: organizers planned volunteer sign-in sheets and volunteer letters for service verification. Student volunteers and community groups (Girl Scouts were mentioned as supporting pumpkin painting and backdrop setup) were scheduled to arrive early to help with setup. The committee also discussed stage delivery timing and signage placement; staff said they would follow up with the stage vendor to request Friday delivery if possible and otherwise confirm a Saturday morning drop-off time.

Proclamation: meeting participants approved submitting a proclamation recognizing Commissioner Renee Garcia Hernandez for her mental-health advocacy and support of the festival. A committee member said she would submit the proclamation the following morning.

Next steps and follow-ups: staff were assigned to (1) distribute the updated flyer and agenda to sponsors and vendors; (2) close vendor registration and follow up with organizations that had not completed payment; (3) confirm rental delivery times and item counts with Miami Lakes/Miami-Dade staff and party rental companies; (4) collect outstanding certificates of insurance from food trucks. The committee scheduled a final follow-up meeting for the next Wednesday to confirm counts and outstanding items.

Organizers closed the meeting noting media interest (a possible segment on a local TV program was discussed) and that several committee members would be out of town before the event, so the team urged prompt completion of the action items.