Minutes CWMF Management Meeting Jun 2004 (2)

1	The Festival Day The Gate Team will be: Sherry Wilson, Howard Jackson, Pam and Brian, Chris Darlington; Kate Cooper, Rosemary Warmington, Julie Spurgeon and Sue Ellen The Hospitality Team will be: Steve Thomson, Lee Juby, Sheila Reynolds and Sheilagh Scarff. The Cash management will be dealt with by Peter Shave The Bar Staff has been organised by DE but a five more needed The Site Team will be: SS, HJ, ST, DF, Harold, and Long John. Nick Taylor said he could find two or three more for the decommissioning task and would help on Sunday himself. The Stage Management Team will be PC, Phil Malloy, Roger Ellen and three from Mastertracks The Catering Team will be Trish Sample, Kate Cooper and Hanna Sample, Stephanie Smith The Stage Decoration Team will Lou Etherington, SR, Stephanie Smith and Hanna Sample would assist. SS has delivered fabric but less than originally thought. SR needed some 1m2 card for lettering. DF had a source.
2	Support gigs PC to see who crowd reacts to best. Maybe that group would be available for support gig after the Festival
3	Permits & Permissions & site ST & SS have fixed the gate posts in the fence for access to Town Hall through Fire station. SS to hang gate SW has secured some parking facilities at the Bowls Club SS, ST & HJ met the Bury St Edmunds PE licensing officers and their concerns that have been addressed by SS, specifically sending the toilet step detail, and ensuring the lighting of the loos and seeing that the tow bar barriers were in place. The sound monitoring plan had been amended to include a Station Road reading. SS Reported further demands from St Eds including water filled butts across the site. This had been declined. Fire extinguishers where required on stage (CO2), in the bar tent (H2O & CO2), in the toilet area (H2O) and in the hospitality tent. DF would bring some from work. PC Reported he had taken out the PL insurance cover at a premium of £1200. SS to hand certificate to St Eds
4	Sponsorship SVT reported he had not received the £1000 pledged but was hopeful of unto £2000 more and of getting the portico built by Trust Scaffolding 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 £200 from David Pryke. DF had one donation but was very uncomfortable with the task DE was hopeful of a sponsorship by discount from Sainsbury's Nick Taylor had received £500 from Vindis Audi (more and bigger support from them next year) and was hopeful of others SW reported offers of gifts but no cash from her list of local businesses ST reminded everyone that this had been the single biggest task facing the team. We had got nowhere near the budgeted target we could be facing a financial deficit.
5	Tickets & stationery Early Bird Tickets had gone well, enhancing cash flow. Current lull expected to end as date approaches. Web site system doing well, we need cc system next year. The tickets allocated by PC to the team were going well with DF exceeding self imposed target of £1200 in personal ticket sales. Nick Taylor had received an allocation to sell.
6	Promotion. Road signs were still in place, Haverhil and Birdbrook road signs had been repaired after wind damage. HJ's advertising plans were on target, press releases were out and What's On had us on the front page for this months edition.
7	Beer Tent Bar License in place Lager (Carling) purchased and equipment and plumbing by supplier. Nethergate were supplying the "Bunsen Burner" Festival ale at same price as last years. The wine was ordered form Nethergate Wines. Price being sought for Alcopops. Soft drinks and ice from Sainsbury's .
8	AOB HJ had handed the details of the winner of the Battle of the Bands, to SS They had committed to "clean" lyrics but PC would pull the plug if any obscenities. HJ thanked PS who had agreed to allowing some camping space in his garden or paddock at £10 per pitch HJ would write and print the programme for sale at £1 together with a bunch of prizes to be collected by SW. It was agreed to print 1000 Hospitality tent was discussed - so far A&B Glass, SASEX, STP, Vindis (but not till 7pm) Councillors, Press, Gerry (photos) DE handed over the material for the exhibition stand, all freshly laminated. ST & OPC to see that it was erected and manned on 2nd July at the BBQ SS had still not contacted Super Sausages having lost the contact and not received ST's Email. DE handed the rubber note to SS who would book them Action SS The Bouncy Castle had been booked, £120 pitch fee PC had copied album cover for pump clips for Tom Knox. SS had had dialogue with Kidds Klub but no written confirmation. SS to chase up NT reported a new team member for next year - Dave Barber, a local live wire, would be joining the team. NT wanted Mick from SASEX included in the hospitality list to make up for 2003 misunderstanding NT had talked to Colemans about "proper" hog roast - okay for next year NT said Danielle would be prepared to help, preferably not on the bar. DF spoke of offer for vintage fire engine as spectacle on site which might also resolve water butt issue. Karl to be approached by DF DF raised holiday prize again - one for 2005 DF requested up to date running order and bar prices for Web Site update DF needed monitors for site use, only 17" will do - DE offered his pc and screen SS/DF raised issue of us apparently having booked two Dinky Donuts franchises. Much confusion - resolved to have them both and be damned SS asked SW about booking of mobile bins, cutlery and crockery, football pitch parking - all done (?) New CHOC key policy in place SS to be aware The Commitments had offered to do Radio Interviews on site Action HJ ST to be given ticket sales at opening time together with number of crew on site and make the decision about "closing" the ticket sales if the limit was approached. PS raised Zephyr Security policy on brought in alcohol and the discussion enlarged to include radio contact, cash care and gate assistance. It was resolved that DF would brief Zephyrs foreman as follows: A) Emphasise to be strict on brought in alcohol B) Spare radios to be given to DE (for trouble in t'bar) and PS who was handling the cash C) Special attention was required at the gate especially from 10pm onward. D) Peter to be allocated a Zephyr "minder" and the police to be advised of cash arrangements.
9	No other business so meeting closed 10.15 pm Next meeting at The Bell at 7.15 on Tuesday 29th June 2004