Minutes CWMF Management Meeting July 2005

1	Matters arising from June 28th Minutes Halstead Box office now set up Drage & Toze window dressing done by ST JT found "cheap" PL cover MW has set up. Cost £600 saving £600 from last year and £1100 from this years quote. Good work! JT got another three posters up in Haverhill High Street shops DF will do flow chart for bands arriving at catering centre & has advised all bands of time limits on hospitality Fast track entry banner located and logistics resolved JT will man Craft Fair table on Saturday and HJ will do Sunday Drainage points for liquid waste from vendors will be installed ST to get two bottle gully tops when he buys gate
2	Financial review Bank balance stands at £6476 with the £2000 temporary overdraft spent but not yet repaid. Full overdraft facility - shortfall contingency discussed Ticket sales broadly in line with this time last year need another 800 sales to break even. About 700 sold to date PC LEA grant from St Edmundsbury BC - reply expected after date Tickets sales -Ships stores & Balmforths to be cleared by ST next Tuesday
3	Sponsorship ST. Vindis, Genzyme, Woodbury A&B Glass & many others declined. RJP agreed £1000 and DB Sheet Metals £450. David Burr £200 and £250 from Ian Brown (IFA) Wayman & Long £200. Chasing Cheffins, VB Johnson, John Martin NT Ipswich BS - no response PC Malcolm Smith no cheque yet. David Sneath £150 and David Pryke had donated £200. Daltons reply negative SR £1000 from Thurlow Estates and to follow up on Pauls list SW reported that she had sent 12 letters ad would be chasing them up Sponsorship income now exceeds last years (paltry) total
4	MW presented site report: English Heritage want site inspection John Laws - meeting Weds 2pm will cut grass Toilets BStEds want 11 sani bins John Humphreys on board again - bless! Andy Mitson starting Thursday All signage to go to MW's next week SS to locate Food Vendors 3 confirmed maybe strawberries and cream stall and possibly Kate's sandwich Bar in addition Racing car - looking doubtful Borough Surveyor to issue license on the day
5	Publicity Leaflet drop completed Styx and Sudbury Echo messed up our ads Road boards done - Brilliant Festival Eye to be published in June. Half page ad and feature in Echo PC sent info to JD re radio stations - no action yet JT has written to Anglia TV Weather
6	Gate Team to include Brian and Pam and Chris Darlingtom. ST to ask Julie Spurgeon to assist too if not in catering team NO ROADIES to come through gate all to go through Town Hall Extra stamp to be purchased for Town Hall entrance. ST to ask Roger at Swan to sign write SB's A board with "STAGE DOOR"
7	Hospitality Food requirements: Trish was right about 100 people to feed. ST advised RJP requested sit down meal for 12-14 of Cold Salmon, fresh bread, salad and fresh fruit salad to finish. Assume 2pm sit down. Hospitality Team to collect and deliver food. Wine from the bar SR to lead hospitality team of SR, SS, JT. One more required SW has asked Julie the baker & she will donate 100 rolls and 6 French sticks. Brilliant
8	AOB All welcome at Steve's for Sunday BBQ Would like to borrow PC's BBQ SW to be asked to gather single prize basket for lucky programme raffle prize Otway Bootleg Stage presentation of Cardboard disc to be made!? Tables required for Hos Tent - DF to collect 6 table and 36 chairs from SB's. JT to ask florist for flowers and 6 vases for tables JT suggested same at Cambridge Folk Festival. ST to ask Jem if he will do HJ will "windscreen leaflet" the Craft Fair cars that day DF will provide 12 white 2x2 posts and HJ the rope for the VIP "garden" SS will ask / put leaflets in the Compact Music cd bags and monitor that Box Office once ST does window next door. Correction labels required 500 bin bags needed ST to ask Bob the Dust Stage dressing - glass beads only SR to organise Meeting closed at 21.32. Next Meeting Weds 13th July ST may not be able to attend PC will stand in if necessary