Minutes CWMF Management Meeting May 2005

1	ST welcomed Steve Blake to the team. SB has vast pub/entertainment/buying experience and has agreed to manage & operate the bar for us. Needs no help! Will contact Nethergate etc
2	Financial review Bank balance stands close to £3200 with the £2000 temporary overdraft spent but not yet repaid Full overdraft facility - no news Otway bootleg cd international sales rocketed to 20 = £300 revenue. PC wants JO to be nominated official "sponsor" PC has applied for LEA grant from St Edmundsbury BC PC reminded us we need £10,000 to finance the floats etc
3	Sponsorship Nick / Audi no news. ST has written to Sales Manager with sponsorship pack etc and followed up by phone. He is on vac till 30th Nick has done Ipswich BS form - no response PC to resend the sponsorship list to SW and SR who have not acted upon their list yet due to holidays etc SR needs list of who PC wrote to on her behalf ST "done deal" with Cannon Avent. Tickets & posters delivered, cheque for £2400 received & ST has sales desk at factory 1 until 3pm 17/6/5. £200 received from David Burr, £250 on way from Ian Brown (IFA).Curt rejection from Woodberry Group/Bulford contracts, ST written back asking for permission to sign-write their hoarding. ST Waiting for 10 other responses hopeful of RJP PC waiting response from Daltons & IFF. Is taking supermarket letters by hand soon. SR reported Thurlow Estates was not the required name on posters form that sponsor but she asked for letter headings and received none.
4	Ticket sales Apart from the Cannon deal only about 40 tickets sold so far. Very disappointing but early days. ST proposed push on "discount ends 31st May" All agreed to apply this note to their poster sites & Box offices tomorrow 24th May Sue Ellen's Halstead box office not set up? Does PC have her tickets etc? SB offered an A board for that site, to be delivered to ST's by SB
5	Publicity Leaflet drop for Clare proposed and agreed and distribution list circulated - TD & JD taking the majority. TD has already done the prison site and will do Cavendish. SR agreed to do all the shops in Haverhill DF will do industrial sites ST to approach Drage & Tozer for window dressing, Campact Music for box office and poster / leaflet all the Sudbury tc shops DF to take 14 road boards to SASEX DF has cut them down and produced artwork - all agreed simplified information version Report that Haverhill Arts centre has no tickets was dismissed as nonsense but HJ to phone anyway & SR to go in and ask Howard has advertisement coming out next month in STICKS covering five counties, Also ads booked in Echo and HWN. DF suggested Grapevine, HJ sceptical but agreed. DF to do artwork and organise it. Also editorial prepared to accompany ads. SB & TD asked HJ to email copy to them for onward use. Focus and Festival Eye to be published in June JD reported Emailing VIBE SGR Q103 & Radio Cambridge re o/b.ST suggested he phoned. Also suggests that he offers the services of the much broadcast Paul Cooper to appear live on their show or phone-in to speak of festival history etc. PC to liase with TD re radio info Fire Service - Vintage Fire Engine exhibited fence erection. MW says no news.
6	AOB DF Entrance system to be UV hand stamp. DF established cost of kit at £120 less than wrist bands & quicker and better - to go ahead. HJ - Cool cat discussion no consensus, HJ will print some anyway and agreed to put the date on.. June 7th is Cof C presentation. PC, ST HJ plus exhibition stand. Power Point presentation needed ST or PC to do. SB went through product line, equipment requirements, staffing policy. Forecast 60% margin on sales. Discussed paying or not paying outside (Clare) bar staff - vote decided overwhelmingly to pay professionals ST. Food requirements Trish wants numbers and budget. Numbers to be advised by WM & DF to ST and £500 budget set as limit. Town Hall booked all day Saturday SR to lead hospitality team of SR, SS, Lee Juby, Julie Turley
7	Meeting closed at 22.00.
8	Next meeting The Bell at 7.15 on Wednesday 8th June.