Minutes CWMF Management Meeting Feb 2004

1	RE and SE have resigned from the team following some comments made at the Valentines Dance, an upset for which DF immediately accepted responsibility. The matter was discussed and clearly the parties have different perceptions about what was said to whom, but which was nevertheless neither a helpful nor constructive incident. DF agreed to contact RE.
2	ST reminded the team that unity and mutual support were the key to our success and especially so when things were not going as well as they might. Everyone, (including RE & SE earlier in the day) had agreed that The Valentines Dance was far from a success. Nevertheless we had lost two good team members and we need to recruit replacements. The sponsorship effort was the critical element since SE had been coordinating that critical element. ST said he would try again to get PS back on board and DE said that Maria Shin had expressed an interest in becoming more involved with the festival. SW agreed to approach her and explore the possibility of her joining the team. Action ST & SW The delegation system was also clarified by ST and this should ensure we can hold the next two support events which ST will coordinate in RE's place unless a replacement is found in time
3	Musical line up & stage Notwithstanding the teams decision to drop Roberto Pla from the show, the agent had become very "contractual" when SS tried to "cancel". The outcome of a long discussion was that the agent had substantially reduced the band's fee, that SS would drop another band who were not formally booked and thereby meet the budget requirement. The line-up had probably benefited from this outcome. The final band list would now be published. Action by SS SS had had extensive discussions with the technicians about the feasibility of reverting to a single stage. They had concluded that, with the addition of a professional and experienced stage manager the festival could be properly and well presented from a single stage. More discussions next meeting. SS to report Although he was not able to clarify the actual cost saving of a single stage the site space advantages alone were significant.
4	Permits & Permissions The contract to use the site had been signed. SS had met the Fire Service rep and the Firestation were on board (power, drainage, gate to Town Hall etc) The footpath closure order will be dealt with by the LA who will also meet the cost. SS had discussions with the PRS who indicated our bill would be £1500 this year. Apparently grants are available to meet this but we are too late for 2004
5	Sponsorship ST reported that he had contacted A&B Glass and expected to meet their MD next week and was hoping to push them to £2k. He had also extracted an undertaking to contribute £500 from Ian Brown (IFA) again this year DE had received a similar undertaking from his IFA for £100 HJ produced his Provisional Advertising and Promotion Information document, which included the new CWMF Sponsorship Star Service concept. This formalises and quantifies the sponsorship packages and was universally applauded by the team. HJ took us through the proposal, pages 7, 8 & 9 specifically, and asked everyone to study and comment on the details of the sponsorship scheme by 29th Feb so that a final document could quickly be produced. Action by ALL then by HJ
6	Other business Printers. DF reported the outcome of his pricing exercise was that yet again Printwise were the best value for money, because they effectively "sponsor by discount" resulting in their quotation of £500 for "everything". A design sub group was proposed DF, SW, and SW to meet with Louise Etherington at 12 High Street, Clare on a date to be arranged by DF. Action by DF Road signs. We would try to get SCC permission this year and it was though SW was the ideal negotiator. ST to attempt to get road signs made/printed more cheaply by using pressure from AB Glass on their suppliers. Action by ST Tickets. DF reported that the bar code idea had proved far too complex. A dummy code would be printed on the ticket but probably not utilised. DF also proposed a "blocking out " process for differing ticket classes. Web site. DF reported good subscription uptake and was anxious to publish the band list as soon as SS confirms final arrangements. Action by SS then DF
7	Festival eye - next issue due out in April
8	Valentines Dance post mortem. The lack of sales was at the heart of the poor outcome and SW listed all the rival events in the town that night. The band choice was discussed and it was agreed that given high sales it may have been an interesting change from the norm, but in the event it was not appropriate. Someone on the team should always see a band perform before SS makes the booking. Future events would have well known names, e.g. NBZero, Trenchtown Experience, Dr Feelgood being the current choices. The "free ticket" policy was queried, but it was acknowledged that there was little option in this case even if it did offend some paying customers in an effort to fill the hall. ST reiterated the importance of each money-taking source being responsible for counting, with a witness, their takings before handing to the coordinator and/or Paul. This appears not to have happened with this event, RE having been handed all the takings uncounted. DE reported he now holds a stock of Alcopops, spirits, soft drinks and wine (?) left over from the Dance. These are to be listed and valued. Action by DE
9	Future events. 24th April Town Hall - Action by SW (to check booking) SS to book band, preferable Dr F. 23rd May - SW to ask football club for permission to hold event on their field and have them as "partners" in the event e.g. they can run a raffle or similar. SS to book band preferably Trenchtown Ex
10	2nd July - had SE already booked a String quartet for the Friday night? DE reported good support for this idea. ST to ask SE
11	Meeting closed at 22.00. Next meeting at The Bell at 7.15 on 23rd March