Minutes CWMF Management Meeting Oct 2003

1	Nick Taylor was welcomed to the team. Nick has been following the published minutes of the meetings and wants to help the Festival effort, particularly with the commercial aspects. His partner, Danielle, will also assist when able. SW reported that Lee Juby also agreed to help on the day. SVT had seen Sheilagh Scarff and she too has agreed to assist with Sponsors hospitality "on the day". The Gate Team was discussed HJ is organising this.
2	Support gigs The Friday night extension was again discussed and the idea postponed for another year.
3	Permits & Permissions & site ST & SS still to fix the gate in the fence for access to Town Hall through Fire station. SW to ask the Bowls Club about some parking facilities SS indicated the license fee would be £750 this year and the site fee £1500 PC had written to Ralph Barrett at SCC protesting about the site fee.
4	Sponsorship SVT reported five positive responses form his mail shot and follows up. So far £100, £100, £200 received and another 2 x £500 on the way PC had received £500 from IFF. PC also has potential big sponsor for next year, but this may be nuts. HJ has a list to go at but has not started SW has not got a list to work to PC to supply DF has a list and has begun work on it but was very uncomfortable with the task SS felt he had done his bit with Cannon Avent but was also working on Marchant DE was not happy with the task and could get no further with his employers A&B Glass, who had not responded to ST's letters, or calls. Nick Taylor said he would do a telephone campaign on all the sponsors on our list and asked for the information asap. ST suggested he concentrated on those not yet approached. ST & PC to meet NT to agree strategy for Nick ST reminded everyone that this was the single biggest task facing the team. Without achieving the budgeted target we would be facing a financial deficit probable roughly equal to any shortfall from the budgeted figures
5	Tickets & stationery Tickets were going well - £1000 taken at Ships stores already, some sold via web site (need cc system next year) The tickets allocated by PC to the team were yet to be sold. ST confessed to having misplaced his entire allocation and DF thoughtfully reminded him they were to be treated as "CASH" and every ticket had to be accounted for! (ST proudly announces he has now found them!) Nick Taylor asked for an allocation to sell. Action by PC Festival Eye issue 2 had been delivered by SVT and HJ but it seemed nobody else !! Action by all still with a batch to distribute.
6	Promotion. Road signs. SW had researched the "rules" about these and could get us certain permission from the LA if she could provide a list of the proposed sites. SS said he had this information and would pass it to SW. (who is away from 29th May) Urgent action by SS SS said we have about 15 undamaged sign boards and needed another six. NT undertook to approach Sasex to secure these. DE to attempt to secure the lettering we need to update the road signs by next week DF reported the web site had received 2778 hits. We all thought ( but were not sure), that this was good !
7	AOB HJ reported that the winner of the Battle of the Bands were not a suitable act for the festival due to their explicit language. The runners up (other winners ?) would therefore be invited instead. SS reacted strangely to this old news. HJ raised the camping issue, proposing use of the Festival site for this and long debate ensued and the idea of "providing" camping facilities was put to the vote - resulting in a 3 to 3 tie. The Chairman decided against to proposal but all agreed there was nothing to stop HJ finding "unofficial" off site facilities - not CWMF endorsed HJ asked how many "Friends of the Festival" cards had been issued - Seven it appears was the answer HJ asked SS whether there was a hospitality tent for the Management Team and SS confirmed that there would be a tent available as the Sponsors reception tent would be vacated quite early on. HJ had been tipped off that there may be another local authority grant available and would set up a meeting with Mr Warmington to discuss - ST and or PC to accompany him. Action by HJ SW request some headed note paper be Emailed through Action by DF DE confirmed he had received PC's tee shirt SOR deal details SS confirmed that he had resolved all outstanding stage and sound issues and that all site and permit issues were "sorted" DF reported having an exhibition stand available - this could be used at the Stoke College Barbecue which was a week before the festival and where coincidentally they were performing "The Commitments" It could also go into the beer tent on the day covered in Sponsors logos a la sports events tv interviews. Action by DF NT suggested that the smaller businesses in Clare might prefer to make a small monthly donation by standing order rather than a big lump at the end. NT strongly suggested that we were not exploiting the Vendors sufficiently. Three vendors for perhaps 3000 people was insufficient and we should have another two at least and that £250 per pitch was far too cheap. SS finally agreed and would set about finding another two food outlets - say sandwiches and/or veggies. Or could we do sandwich/baguette stall ourselves ?? ST had no other business and the meeting closed at 10pm
8	Next meeting at The Bell at 7.15 on Tuesday 15th June 2004