Minutes CWMF Management Meeting June(2) 2005

1	Matters arising from June 8th Minutes Halstead Box office still not set up - PC having contact difficulties HJ still to Email press release to JD & SR JT told by AXA they don't do "Event Cover" has contacted brokers ST still to do window hanging for Sudbury opticians - will be done Fri
2	Financial review Bank balance stands at £5208 with the £2000 temporary overdraft spent but not yet repaid. PE fee and site fee paid Full overdraft facility - not now needed . Ticket sales broadly in line with this time last year PC LEA grant from St Edmundsbury BC - still no reply Ongoing budget indicates we will break even with sales of a further £20k ie 1000 or so tickets. Otway sales reached 22 cd's. Bootleg has now gone "cardboard" JO to be advised! Tickets sales -app £420 handed over to PC. Ships stores have sold another 20 or so, Pay Pal about £1100, H Arts C about £1500, Balmforths a further £185 in June
3	Sponsorship ST. Vindis, Genzyme, Woodbury and several others declined support. But RJP agreed £1000 and DB Sheet Metals £450. David Burr £200 and £250 from Ian Brown (IFA). Chasing Cheffins, A&B Glass VB Johnson NT Ipswich BS - no response PC addressed CBA before this meeting and Malcolm Smith pledged a (small) cheque. David Sneath proffered a generous £150 and David Pryke had donated £200. Cannon Avent staff tickets sales nominal. ST suggested don't do this again JT approached AXA with sponsors pack - no response despite chasing PC received £200 from David Pryke and sent more letters. Daltons reply negative SR £1000 from Thurlow Estates and to follow up on Pauls list SW confirmed that she had sent 12 letters ad would be chasing them up this week Sponsorship income now exceeds last years (paltry) total
4	MW presented site report: Fire Service want the permanent gate installed. ST to buy one and TD offered to install Skate board stall, some confusion who to chase pitch fee. MW to follow up MW has met St Edmundsbury PE license team and all going to plan. Also met with local constable re pod, drug policy etc PL cover for £5mil needs to be in place by two weeks time PC/MW/JT Fire Service - Vintage Fire Engine to exhibited in front of Fire Station but fire service will not assist with fence erection MW presented programme of arrivals of equipment, starts Thursday with tents. Fences etc by DF HJ TD Charlie, John Humphries, MW + 2 others Friday generators arrive, Andy Mitson on site. Fire point & extinguishers discussed. Signage needs collecting together. SS to check whereabouts of Stoke stock. HJ can make up any shortfall "Kate" to be asked by SW to do her sandwich stall, MW advised p.e.l. compliance requirements already
5	Publicity Leaflet drop for Clare completed by & TD & JD Cavendish done SR approached shops in Haverhill with posters - JT to revisit some DF & MW +1 erected 14 road boards - Brilliant Focus published with Festival on cover, inside ad and feature. Brilliant! Festival Eye to be published in June. Half page ad in Echo and feature in Echo and Mercury. More coming PC to liase with JD to appear live on radio Suffolk etc JT has written to Anglia TV Weather to request Festival mention on weather programme.
6	Bar ST suggested "Band from the Bell" as the Festival ale name. Went down like lead balloon so new name required. 4 x 36 gal barrels (or 8 x 18) Festival Ale to be ordered from Nethergate by SB, ST has pre-warned them order coming SB has in hand; the fridges, freezers, lager, gas and beer engines, ice and plastic glasses. ST has plenty of half pint glasses but no pints or flutes. ST also has some alchopops & cokes in stocks & will bring them to site. SB to order wine, champagne, alchopops, cider, ready mixed spirits etc from Roger Clark at Nethergate and to source soft drinks elsewhere Seven staff being recruited from outside. Holidays at pub making this difficult but should be okay ST has arranged bar counters and chiller wagon (coming Thursday) from Tom Knox & confirmed again today all okay. A modest bar stock will be required at the catering area. ST to do list for SB plus 3 bottles gin & tonics for catering staff (their only fee!) SB requested to order one banqueting roll and 200 paper plates from glass supplier.
7	Hospitality Tent Food requirements: Trish was advised about 70 people to feed. This is 30 less than last year, so DF/MW to recount personnel and advise nos. 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 SS requested a flow chart of band arrival and departure. To avoid congestion in catering area bands to be advised that they can arrive 30 mins before their set and have some refreshment and may return for food after their set but are to be requested to move on after half hour max to allow for following bands DF to advise Trish of sequence and timing and confirm all bands advised of this requirements, of any special dietary needs and that the catering area will close at 9.45pm SR to lead hospitality team of SR, SS, JT. Lee cannot make it so another required. Outfits & sashes discussed - SR to resolve SW to ask if Clare baker will again donate rolls and 6 French sticks please. Last year 200 donated but far too many, so only 100 please!
8	AOB PC going to SA 24th July so no Sunday BBQ there - all welcome at Steve's who would like to borrow PC's gas BBQ HJ concerned about parking - but assured playing field agreed with JH 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 Fast track entry gate discussed - inconclusively JT raised Craft Fair advertising opportunity - offered to "man" a table on Saturday 8th but cannot do Sunday 9th- volunteer required. Exhibition stand in PC's garage. SW to ask Craft Fair organiser for a table 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" DF had purchased uv entry system - some faulty parts returned 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 SS pointed out we need to install nominal drainage into fire station manhole for vendors to dispose of liquid waste. Pipes & fittings on site but gully top required. Similarly for Bar Staff handwash waste, drain down into the dry pond nearby? MW to consider Meeting closed at 22.30. Next Meeting Tuesday 5th July then Wednesday 13th July