Hubbardston Memorial Day committee finalizes parade logistics, asks for volunteers and supplies
May 02, 2025 | Town of Hubbardston, Worcester County, Massachusetts
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Members of the Town of Hubbardston Memorial Day Parade Committee met to finalize logistics for the upcoming Memorial Day parade and related events, focusing on volunteer assignments, equipment rentals, event signage and communication with local organizations.
The committee discussed a public sign message, distribution of flyers and school outreach, the lineup and roles for the ROTC and veterans, arrangements for tents and chairs, invoicing and vouchers for vendors, and volunteer staffing for setup and takedown. The group confirmed steps for obtaining receipts and vouchers for vendor reimbursement, considered chair rental quantities and costs, and agreed plans for equipment delivery and placement on the common. The committee approved the minutes from the previous meeting at the start of the session and then adjourned at 10:05 a.m.
Committee members and senior-center staff prioritized a short, eye-catching electronic sign message — examples discussed included “Calling all vets — free T‑shirt — March in our parade — get at Senior Center” — and agreed to deploy the sign and distribute flyers to businesses and schools. Members planned a two-week lead time for school flyers and discussed sending email blasts to parents and community groups.
On event staffing and lineup, the group confirmed that the ROTC color guard will lead the parade, followed by the vehicle for the grand marshal and then veterans and other participants. Committee members debated where to place the marching band, ROTC and veterans in the procession so musicians and marchers would be coordinated. The committee discussed assigning Dave Meager to work with town safety staff on road/parking coordination and keeping Ryan (identified as “Chief” in the discussion) informed about logistics.
Logistics items covered in detail included: securing Scottie Potties (portable toilets) with vendor invoicing and whether the town will mail checks or handle payment via vouchers; delivery times and chair/tent setup; staging space for ROTC, singers and speakers; and arranging shuttle service and transportation for seniors and hub-house residents to the parade site. The Lions Club and other volunteer groups were asked to help set up chairs and tents, with a tentative plan to set up tents Monday morning at 9:00 a.m. (or Sunday if weather allows) and chairs delivered on Friday or set the morning of the event.
The committee debated chair quantities. Members discussed previous rentals and costs: the transcript records that 150 chairs previously cost $300 and that a delivery fee of $75 applies; a 50‑chair rental previously was discussed at a net figure in the transcript (participants said about $225), and the committee leaned toward ordering 150 chairs to ensure seating for seniors, veterans and other attendees. Members noted they would confirm final numbers with the rental vendor and preserve copies of vouchers and invoices for town reimbursement.
Other tasks assigned or discussed included contacting the school volunteer coordinator (Nica Jenkins) for student volunteers, notifying veterans’ groups, confirming participation of local organizations (Lions Club, Girl Scouts, Boy Scouts), preparing and printing event programs and lineup lists, assigning leaders for float staging and handicap access, and confirming a sound system and podium placement near the singers and speakers. The singers’ placement and sound cues (for example, sequencing “Taps” and the singers’ reply) were coordinated with the music lead (Janine) to avoid timing issues.
Formal actions recorded in the meeting minutes: the committee approved the prior meeting’s minutes by motion and second early in the session; at the end of the meeting the committee voted to adjourn (motion made and seconded) and the chair stated the meeting was adjourned at 10:05 a.m.
The committee set follow-up tasks including: (1) confirm and file vendor invoices and vouchers so reimbursement can be processed by the town on the next check run; (2) finalize signage text and deploy the electronic sign; (3) distribute flyers and an electronic notice to the schools two weeks before the event; (4) confirm chair and tent counts with the rental vendor and schedule delivery; and (5) coordinate volunteer assignments with the Lions Club and other community groups.
No ordinances, statutes or formal town votes beyond routine committee motions were taken at the meeting.
The committee discussed a public sign message, distribution of flyers and school outreach, the lineup and roles for the ROTC and veterans, arrangements for tents and chairs, invoicing and vouchers for vendors, and volunteer staffing for setup and takedown. The group confirmed steps for obtaining receipts and vouchers for vendor reimbursement, considered chair rental quantities and costs, and agreed plans for equipment delivery and placement on the common. The committee approved the minutes from the previous meeting at the start of the session and then adjourned at 10:05 a.m.
Committee members and senior-center staff prioritized a short, eye-catching electronic sign message — examples discussed included “Calling all vets — free T‑shirt — March in our parade — get at Senior Center” — and agreed to deploy the sign and distribute flyers to businesses and schools. Members planned a two-week lead time for school flyers and discussed sending email blasts to parents and community groups.
On event staffing and lineup, the group confirmed that the ROTC color guard will lead the parade, followed by the vehicle for the grand marshal and then veterans and other participants. Committee members debated where to place the marching band, ROTC and veterans in the procession so musicians and marchers would be coordinated. The committee discussed assigning Dave Meager to work with town safety staff on road/parking coordination and keeping Ryan (identified as “Chief” in the discussion) informed about logistics.
Logistics items covered in detail included: securing Scottie Potties (portable toilets) with vendor invoicing and whether the town will mail checks or handle payment via vouchers; delivery times and chair/tent setup; staging space for ROTC, singers and speakers; and arranging shuttle service and transportation for seniors and hub-house residents to the parade site. The Lions Club and other volunteer groups were asked to help set up chairs and tents, with a tentative plan to set up tents Monday morning at 9:00 a.m. (or Sunday if weather allows) and chairs delivered on Friday or set the morning of the event.
The committee debated chair quantities. Members discussed previous rentals and costs: the transcript records that 150 chairs previously cost $300 and that a delivery fee of $75 applies; a 50‑chair rental previously was discussed at a net figure in the transcript (participants said about $225), and the committee leaned toward ordering 150 chairs to ensure seating for seniors, veterans and other attendees. Members noted they would confirm final numbers with the rental vendor and preserve copies of vouchers and invoices for town reimbursement.
Other tasks assigned or discussed included contacting the school volunteer coordinator (Nica Jenkins) for student volunteers, notifying veterans’ groups, confirming participation of local organizations (Lions Club, Girl Scouts, Boy Scouts), preparing and printing event programs and lineup lists, assigning leaders for float staging and handicap access, and confirming a sound system and podium placement near the singers and speakers. The singers’ placement and sound cues (for example, sequencing “Taps” and the singers’ reply) were coordinated with the music lead (Janine) to avoid timing issues.
Formal actions recorded in the meeting minutes: the committee approved the prior meeting’s minutes by motion and second early in the session; at the end of the meeting the committee voted to adjourn (motion made and seconded) and the chair stated the meeting was adjourned at 10:05 a.m.
The committee set follow-up tasks including: (1) confirm and file vendor invoices and vouchers so reimbursement can be processed by the town on the next check run; (2) finalize signage text and deploy the electronic sign; (3) distribute flyers and an electronic notice to the schools two weeks before the event; (4) confirm chair and tent counts with the rental vendor and schedule delivery; and (5) coordinate volunteer assignments with the Lions Club and other community groups.
No ordinances, statutes or formal town votes beyond routine committee motions were taken at the meeting.
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