Minutes CWMF Management Meeting Jun 2004 (1)

1	The Festival Day The Gate Team will be headed by Sherry Wilson and Howard Jackson and they have recruited and will contact Pam and Brian ; Chris Darlington; Kate Cooper, Rosemary Warmington; Ray (?) Ron Longland + two others.
2	The Hospitality Team will be headed by Steve Thomson and will include Lee Juby, Sheila Reynolds and Sheilagh Scarff. Lee Juby is organising plates, etc and Trish will provide some canopies and nibbles. Darren will order two cases of champagne from Nethergate and champagne flutes
3	The Cash management will be dealt with by Peter Shave using David's van and Stewart's safe. He will include the bar tills in his remit and will have a "Tea Caddy" system to allocate cash ready for counting
4	The Bar Staff has been organised by DE
5	The Site Team will be lead by SS who has recruited / will contact: Phil; HJ; Julien; Ian from Groundhogs; Paul foster; Harold, Long John plus 2
6	The Stage Management Team will be led by PC who has in his team; Phil Malloy; and three from Mastertrack, two of whom were to do the humping of kit.
7	The Catering Team will be led by Trish Sample who has made arrangements for help from Kate Cooper and Hanna Sample but could do with more help
8	The Stage Decoration Team would be led by Lou Etherington and SR and Hanna Sample would assist. SS to deliver the fabric to DE's asap.
9	Support gigs. These may be required after the Festival to make up any revenue shortfall.
10	Permits & Permissions & site ST & SS have fixed the gate in the fence for access to Town Hall through Fire station. SW has asked the Bowls Club about some parking facilities and they have cooperated SS, ST & HJ met the Bury St Edmunds PE licensing officers and they raised a number of concerns that have been listed and addressed under separate cover.
11	Sponsorship SVT reported he had received £1000 had £1000 pledged and was hopeful of unto £2000 more. PC had received £500 from IFF but had no luck so far with his other contacts. HJ had achieved valuable free advertising. SS had closed the ticket deal with CA and received a £200 from David Pryke. He had two other potential sponsors DF had one donation but was very uncomfortable with the task. DE was not happy with the task and could get no further with his. Nick Taylor sent a message to say he had received £500 from Vindis Audi and was hopeful of others. SW yet to report on her list of local businesses Action by SW. ST reminded everyone that this was the single biggest task facing the team. Without achieving the budgeted target we could be facing a financial deficit. Action ALL.
12	Tickets & stationery Tickets were going well - £3000 taken at Ships stores already, some sold via web site (need cc system next year) The tickets allocated by PC to the team were going well with DF hoping to achieve his self imposed target of £1200 in personal ticket sales. Nick Taylor asked for an allocation to sell. Action by PC
13	Promotion. Road signs. DF and HJ has lettered and erected all the road signs and all (bar one ?) were still in place. HJ's advertising plans were on target.
14	Beer Tent Bar License in place. Lager being purchased outside Nethergate as cheaper and equipment all supplied AND the supplier would plumb the bar. Nethergate were supplying the Festival ale at same price as last year as well as the wine. Price being sought for Alchpops. Soft drinks from Sainsbury's or C&C.
15	AOB HJ asked if the winner of the Battle of the Bands, who were not a suitable act for the festival had been informed and the runners up booked. SS knew little about this and once given the contact number would sort this out. A void in the programme would not, however be a disaster because the programme was already congested. HJ raised the camping issue again saying PS had agreed to allowing some space in his garden or paddock. HJ had set up a meeting with Mr Warmington to discuss LA support, on 18th June with ST DF supplied the exhibition stand to be used at the Stoke College Barbecue and handed over some excellent material for the stand. ST & OPC to see that it was erected and manned. On 2nd July at the BBQ Action by ST & PC SS had not contacted Super Sausages and had lost the contact. ST to send again (done) One other outlets still required DE it was resolved to call the festival Ale "Bunsen Burner" after John Otways 2003 hit. PC to copy album cover for DE to arrange pump clips for Tom Knox. DE showed the Tee Transfers and reported he had 500 in stock and had the machine and staff organised. Tee shirts to be printed in the corner of the beer tent ST had no other business and the meeting closed at 10.40pm
16	Next meeting at The Bell at 7:30 June 22nd