Minutes CWMF Management Meeting Jan 2004

1	Music Line up - SS gave a brief report & it was decided to try to find another "name", available on the day are American Drifters, Brian Poole, Boney M, The Foundations & Jo Brown. It was further decided to remove the most expensive least known group. SS to action
2	Sponsorship - SE had listed most local companies which need to be approached, including those who had previously sponsored, & had already delegated some of these. When complete the list will be circulated electronically. SE is asking the Team to take care of most Clare companies whilst she will concentrate on Sudbury Haverhill & other areas. SE to action DE has spoken to A & B Glass re sponsorship & will speak with his MD Dave Barrett to arrange a meeting DE & ST to action
3	Stages - opinions remain divided about having one or two stages, the 4 main issues being * Marketing * Cost * Technical difficulties * Space Quotes for 2 stages requested for next meeting. SS to action
4	Tents - there was a discussion about the tents/marquees & funds have been budgeted to provide wet weather cover. There was a debate about the bar layout with several options discussed but nothing finalised
5	Permits Licenses & Permissions - Verbal permission has now been given & the footpath closure has been approved in writing. There will be a fee for the magnetometer survey. Entertainments license still outstanding. SS to action. ST will talk to the fire brigade (Carl Benson) about the fence. PC offered a gate.
6	Promotion - HJ spoke about promotion, 3 types, local/regional/national, he will be aiming for maximum exposure for minimum cost (budget £2,500) It will be necessary to find roadside sites HJ to action. The possibility of SW in her Liaison role making some approaches was discussed & in this connection SS will produce a better list. Signage needs to be designed, DF to action. Every process relating to the signage needs to be covered, design, printing, assembling, erecting & removal after the Festival. ST suggested the whole team went out one Saturday or Sunday as a group activity to erect the signs. DE will approach someone he knows about self stick signage DE to action
7	Design & Print Development - DF actioning, he has made several approaches to local companies & has a meeting set up but it is likely to be Printwise again. Tickets - DF suggested one universal ticket which could be punched which would save costs & which would be bar coded, giving us lots of useful information. DF to action. DE has access to barcode software & will set up a meeting for DF. DE to action
8	Storage - for signage materials may be available at Stoke College. SS to action
9	Old Website - it was decided it is necessary to visit Ron Longland to resolve the issue which includes old photographs & boards. ST to action & PC to have a word with Ron Longland
10	Townhall - booked for all three dates 14th Feb, 24th April & 3rd July) but no invoice received SW to check & confirm
11	14th February gig - RE reported on the booking of Berk & Hair & passed round copies of the budget which he went through with the Team. DF brought with him tickets & will do more as necessary. SE distributed these amongst the team asking everyone to try to sell 10 which would boost the numbers sold by other means. There was a discussion about various methods of promoting the event which included reduced priced tickets being made available through The Bell to their visitors that weekend & similarly to the other B & Bs in the town. It will be advertised in Festival Eye, & by posters & flyers. Catering - suggested that Hursts & Humphreys were approached to supply rolls & pork & we will purchase apple sauce. RE will approach Humphreys. There will be a raffle, PC already has some prizes & ST agreed to ask Simply Elegant, SS will ask McGowans. ST will also ask PS to help on the door, DE will sort free wine. It was agreed that at least 5 bodies were needed - available on the day S & RE, DE, DF & SW, ST will ask Judy if she will help with the catering & DE will also ask his wife.
12	RE mentioned a stilt walker (cost £300 approx) had been found & would be booked for 3rd July & the Team was pleased with this idea. Posters/flyers/tickets - DF to action
13	CBA - PC attended the CBA meeting held on 13th January & reported that there was plenty of support for CWMF, including from Carl Benson. PC had received notification from CHOC about nominations for their committee, SW was suggested but when approached declined as she had just come off after 6 years. PC agreed to be voting member
14	Friday 2nd July - SE suggested a string quartet at the cost of approx £460 for 4 hours. They will play classical, jazz, Scott Joplin, requests etc. This idea was well received & it was thought rather than use the stage outside perhaps utilise one of the tents. It was decided to provisionally book them. SE to action
15	Meeting closed at 22.22, next meeting at The Bell at 7.15 on 24th February