Minutes CWMF Management Meeting Oct 2003

Lorna & Sean are leaving the pub & it was decided to remove Kevin Underwood from the distribution list as he does not respond but to retain Sheilagh in the loop. David Sleath declined the invitation to join the Management Team.

Craft Fair definitely against co-operating on the festival day but would be interested in joint signage although the Management Team was unsure how this could be achieved.

Thank you letters, SS has done 28, SE will thank G Signs & mention the possibility of more work for them & closer liaison next year. Still to be written to, Gerry Weatherhead the photographer, DF will write, & DF to arrange photos for Tim Hain.

DF has started re-designing website, meeting with Ian Longland now unnecessary, DF will register new domain name.

Speedy's quote & invoice not matching, ST handed SS all the details of their expenditure at the bar. Meeting has been set up between SS & Speedy. Speedy owe £2k & CWMF owe them £6K, SS would like to write one off against the other.

PS has had discussions with David Byford re his field but there is a problem because Set Aside stipulates that the grass cannot be cut before 15th July & a profit cannot be made from any activity on the field (the latter is not insurmountable, give profit if any to charity). Amongst the advantages is the size as it is massive, biggest problems would be security & drainage, although SS does not consider that security would be a major problem.

SW reported that the Head is not keen to see the Middle School as a venue for CWMF 04 but would consider it again when the date is known.

Votes for dates & sites were as follows:-
SW 1st w/end, C/Park,
RE ditto
DF ditto
PS ditto
SE ditto
SS ditto
ST ditto
HJ 4th w/end, Field,

Decision is therefore made. The event will be on the first weekend in July, in the Country Park but PS to talk to David Byford re Festival 2005 & use field as contingency for this year. ST thanked HJ & PS for their efforts.

PS thinks the Management Team should spend lots of time looking at issues & solutions, PS will call David Byford and keep the contact warm.

Prices
agreed as matrix below but Standard to be renamed Advanced, Children to remain £7 at all times, and family tickets to be available on the gate. Concessionary rate available until the end of May.

	Adult	Children	Family (2 + 2)
Concession tickets to May 31	£15	£7	£35 (save £9)
Advanced price	£20	£7	£45 (save £9)
At the gate	£25	£7	£55 (save £9)

Bar Manager only need make most of his arrangements at a fairly late
stage & HJ suggested Chris Darlington might be approached to do the bar.

It was agreed that PC does far too much and PS was asked to take over the financial control element of PC's job. PS agreed to manage the cash on the day but for 2003/4 is only prepared to support PC in his financial role but would consider taking it over in 2005

Further refinement of manager / support key roles

Chairman	Steve	Paul
Minute Secretary	Sue
Finance Manager	Paul	Peter
Sponsorship and Partnerships	Sue	All
Site Manager + Catering & Vendor	Stewart	Peter / Steve
Clare & district Organisation liaison	Sherry
Promotions Manager	Howard	Dave
Design and Production	Dave
Music & Band Procurement	Stewart
Stage Manager	Paul	Roger
Festival Support Manager	Roger
Bar Manager	TBF	Steve

It was agreed that by the next meeting everyone will have prepared a half page, listing the key elements of their role. The team will be contribute to this to ensure no overlaps or voids.

Any Other Business
· RE will produce plan for pre-event events for Nov 11th meeting
· PS suggested Morris Dancers.
· DF would like to publish our minutes & accounts on the website
· HJ reported that Paul Spurgeon could book the Drifters inexpensively & is much more positive about taking more part in the organising of the festival. ST would talk to him. Paul Spurgeon has booked the town hall on December 6th for a charity event scuppering our thoughts of a pre Christmas event. It was felt that notwithstanding this, as many of the Management Team who could, would support it.
· HJ mentioned Argos are offering a walkie talkie set for £100 would that be useful on the day & could perhaps be rented out to others?
· SW will write list of people for inclusion in her Liaison role & bring it to next meeting.
· Always a good idea to pre-empt situations not fire-fight.

Round the Table Comments
· HJ, SS & RE to discuss holding a Spring event in a marquee on a field.
· SS raised responsibility for road signage, HJ volunteered to take responsibility for this
· SE is pro blaggers, 2 stages & more vendors (of all types)
· SS considers 2 stages causes a serious space problem if we want to increase numbers and is proposing a single plug-and-play stage for 2004. By next meeting SS wants everyone to suggest 6 bands & think about free bands.

Next meeting November 11th same time same place.