Volunteers coordinating the Town of Hubbardston Memorial Day events met to finalize logistics for the parade and ceremony, agreeing that the local ROTC will perform the flag ceremony and that organizers will proceed flexibly with recitations, transportation and safety arrangements.

The meeting focused on recruiting children to recite pieces (the Preamble, “In Flanders Fields,” or the Gettysburg Address), contingency plans if few students volunteer, and operational details including buses, line-up times and an ice-cream social. One organizer reported early confirmation of transportation and a lineup time, saying, “They're all set. They're gonna be up to the school, bring the kids to the to the field for 10:30, the lineup. And then at 01:00, they're picking them up behind the school,” and noted the senior center will host post-ceremony ice cream.

Organizers said only one child had volunteered so far and described outreach to the adjacent school, homeschooling families and community theatre to recruit more participants. They agreed to be flexible: if sufficient youth come forward the program may include one, two or three recitations; if not, organizers said they prefer scaling back rather than forcing the segment.

Support and volunteer staffing were assigned or sought: Clyde confirmed buses will transport school children; the Golden Age Group will provide a float for veterans with mobility issues; the Lions Club and Boy Scout/ROTC volunteers were discussed as likely helpers for setup and lineup; and an Anita Jenkins was named as the school contact assisting with student volunteers. Organizers also discussed recruiting Quabbin (community service) groups and local co-op volunteers for tent and chair setup.

Equipment and vendor logistics remain conditional. T-shirt vendor timing (referred to as Marty Tech) is pending a delivery date; volunteers said the electronic sign message calling for veterans to march will wait until t-shirts are available. The group also discussed using an electronic sign, a parking arrangement that needs confirmation from Kelly Ann Consultants, and the possibility of arranging chairs (the working target discussed was about 25 chairs).

Safety and comfort for participants drew sustained attention. Organizers emphasized maximizing shade and providing water for children during the late-morning ceremony, and discussed placement of students and the band to avoid prolonged sun exposure. They recommended placing students in shaded areas when possible and having water available on site.

Work on the town clock and bell—specifically whether it can be made to chime for the ceremony—was deferred. Volunteers said the mechanism may need repair and indicated neighbors had previously objected to regular bell ringing; they asked the town administrator and a working group to research feasibility and any budgetary implications before committing to use the bell for this year’s event.

Organizers asked public works to time mowing so monuments and the commons present well for the event, suggesting Thursday or Friday before Memorial Day (weather permitting) to allow the ground to settle and flags to be placed afterward. The group confirmed placing 46 individual flags on the common to honor local service members who died in combat.

Next steps recorded at the meeting included drafting a short, readable biography for the invited general and sending it to him for approval; confirming t-shirt delivery and electronic-sign copy; verifying parking permission with Kelly Ann Consultants; finalizing tent and chair setup volunteers (Lions, Quabbin/Scouts, senior center helpers); and a follow-up meeting scheduled for May 2 at 9:00 a.m.

The meeting concluded with organizers prioritizing recitations and parade logistics over reactivating the bell if repair or approvals would delay other work.