Minutes CWMF Management Meeting Oct 2003

1	Management Team. Sheila Reynolds was welcomed to the team. Sheila has been a longtime supporter and attendee of the Festival and wants to make a contribution. Maria Shinn agreed to help on the day with specific tasks. No response from Sheilagh Scarff but Nick Krause has offered to assist with Sponsors hospitality "on the day" Colin and Kevin Carter had been recruited by Lou to print and sell Tee Shirts on the day and would man the stall The Gate Team was discussed - who is to organise this ? SW handed letter via ST from two young guys who were willing to help in exchange for publicising their own fund raising charity venture -letter given to SS to make contact
2	Support gigs. The pros and cons of the Friday night extension was again discussed. No conclusion. It is looking unlikely. The town hall is booked for May 8th but no suitable band had been found. Support gig abandoned. Paul had paid Nethergate for the Valentines gig bar bill- Darren to pay Paul when he uses the Lager. The Valentines gig therefore lost about £500 after stock credited.
3	Permits & Permissions & site. ST & SS to fix the gate in the fence for access to Town Hall through /Fire station. SW to ask the Bowls Club about some parking facilities. The footpath closure order will be dealt with by the LA who will also meet the cost. SS indicated the PRS bill would be £1500 this year. PC had written to Ralph Barrett at SCC protesting about the £1700 site fee..
4	Sponsorship Speedy have agreed the usual discounted plant supply but would not be sponsoring this year due to new personnel. and a new marketing strategy. PC reported that we had received a £500 grant from St Edmundsbury. DE to speak with A&B Glass - Dave Barrett & ST to write to him. ST had sent out 12 sponsors packs and was allocated SGB, Swan, Parkersell to add to his list. PC was hopeful of a "biggish sponsor" but was coy about the source.
5	Tickets & stationery. All the stationery approved last month had been printed and was distributed by David Flory - well done the design team. The tickets had been logged and allocated by PC who distributed the teams allocation. PC reminded everyone they were to be treated as "CASH" and every ticket had to be accounted for. DF reported that the web site now links with the Clare.uk site as well as Haverhill and Sudbury "whats on". John Otway's own site now had a link as did "Outpatience". ST had Emailed Ian Longland thanking him for deleting the old web site address. Tee shirts to be printed and sold "on the day" Paul Cooper to source good quality shirts on SoR and report to Lou. Next issue of Festival Eye is due out in May. HJ needs distributors, will allocate and deliver "Eyes" to them for posting through doors in Clare.
6	Promotion. Road signs. We would try to get SCC permission this year and it was though SW was the ideal negotiator. Action by SW any progress ?
7	AOB HJ reported that the winner of the Battle of the Bands were not a suitable act for the festival due to their explicit language. The runners up would therefore be invited instead. HJ reported that Lifestyle Magazine were to do a profile on the Festival HJ thought the "Friends of the Festival" initiative needed a display space - the spare shop window in Clare was possible - PC to speak to owner. SR said she would be on holiday for the next two weeks DF said hew would contact Grapevine - a muso mag - for Festival exposure
8	There being no other business to discuss the meeting closed at 21.43. Next meeting at The Bell at 7.15 on Tuesday 18th May 2004