Minutes CWMF Management Meeting Sep 2003

Steve informed us that Sheilagh was considering whether to continue on the Committee & that Sean & Lorna are resigning but wish to remain in the loop

Steve spoke about 2003 being excellent but too few doing too much, we must learn the art of delegation.

All sponsors now paid with exception of two.

Wrist band audit acceptable but considered not entirely accurate

Steve thought Thank You letters were a good idea, but had they been done? Hursts for example were not thanked for their contribution of 400 rolls & no-one knows her name. Dave thinks 2 letters, one to helpers & one to sponsors but he can only name 5 helpers & it was then agreed all "Managers" write their own helper letters.

Paul suggested newsletter which could be distributed to helpers & used in info packs, agreed it was a good idea

Steve suggested generic Thank You letter which Paul agreed to write & circulate to Committee

Financial Review
· Sponsorship raised was less than originally expected.
· Bands were only £500 over budget.
· Stewart took responsibility for resolving final sponsors payments.
· Everything on budget, costs well controlled, but "last collection critically effects the outcome" therefore essential to resolve last two sponsorship issues.

Date for 2004
The Priory Craft Fair do not want the festival on the same w/end in 2004, Stewart has had a meeting with Carl Benson, the fireman who did a great deal to help CWMF this year, as Carl is also involved with Craft Fair. There was an implied "threat" that CWMF would receive less co-operation should the same date be selected & it was considered a bad move to lose this co-operation. Stewart has reserved both the Country Park & the Town Hall for the 1st & 4th w/end in July. Meeting proposed with main mover at Priory, Brian Monahan, Sherry, Steve & Howard to represent Committee, at which the advantages of sharing a date would be pointed out. General feeling that it would lead no-where so likely date was agreed as 1st w/end in July. (3rd w/end Horticultural Show, so no town hall, & last w/end too near school hols)

Stewart has received letter of reprimand from Council about problems in Station Rd, apparently we did not inform the police although they were in attendance

Ticket Prices
Consensus of opinion arrived at ticket prices as per the table below

	Adult	Children	Family (2 + 2)
Concession tickets to May 15	£15	£5	£35
Standard advertised price	£20	£7	£45
At the gate	£25	£8	N/A

Stewart has applied for 3,500 occupancy & it is looking promising

Letter from Committee to David Byford re possibly using his land for festival read out, no reply sent as yet

Council is looking for a contribution of £1250 to use site in 2004 but they will continue to supply facilities

Steve suggested Middle School as a site but Sherry did not think the Head would agree however she is going to approach him but as CC land would same rules apply?

Potential sites are
· Middle School
· Byfords land - advantages include ability to house parking & camping
· Football pitch
· Stoke College - not in Clare, unpopular
· Country Park

It was considered the it is best to keep it at the Country Park with the advantages of tradition & sound deflection but a contingency plan needed

Stewart will write to CC to reserve the Country Park

Round the table opinions on agenda item 3

Howard wants to retain family feel, picnics etc, making the festival the culmination of pre fest activities & involve town in these events to build support. Hi venue choice is to continue in the Country Park
Stewart, stay in Country Park & boost audience numbers, would like a crush for atmosphere. Re the commercial aspect there are rigorous rules re food stalls etc. likes a good band mix World/R & B/pop & local, is looking for organic growth, has already provisionally booked Terra & Alone, will put together a band proposal
Sue sees aims & objectives should be to grow & increase income sufficiently to be in position to make charitable donation(s), keep the target audience as it is including families, retaining a good range of music categories is essential, size should be maximum we can achieve in current site, duration for 2004 one day but consider longer 2005 but with Friday evening event in 2004. Would very much like to see an increase in stalls, both food & other, uncertain at present re other entertainment, reluctantly feels that to grow we should consider the field
Roger supports the field option & is very keen to develop other entertainment involving the whole town on the day, centre town events in the morning pre festival & simultaneously, target as 2003 & we should improve the commercial aspect
Dave, must attract people from outside & make it a good musical day out & pointed out that there are a lot of ex Clare residents who return for the festival & maybe there is scope for amalgamating with similar local events
Paul v keen to stay at the Country Park & if we expand too much there will then be a VAT element. V enthusiastic about other events ideas, especially street events, possibly run a food stall ourselves, maybe have a food, something to encourage shoppers. Things we do badly include raising sponsorship & promotion, we need to co-ordinate sponsorship & we need to divide tasks. Could we involve Dysons? Maybe a memorabilia or R & R auction starting at 10.00, would like to have an opera event possibly in February in the church as the Garden Opera is available, & would like something on the Friday evening prior
Steve wants £10k profit in 2004, expand the commercialisation, would like opera or classical Friday evening event, possibly a workshop or 2, mentioned African group based in Takely, could not remember name (Sue knows them too, also cannot recall name!), should have 2 or 3 bars not one & we must have fool proof bad weather plan.

Job titles or functions

	Steve - Chair & overall co-ordination
	Paul - Co Sec, Compare & Stage Manager, database management & communication
	Sue -Sponsorship Co-ordinator in conjunction with Peter Shave (v strong locally) & assisting Dave with print/design suppliers if needed + minutes etc,
	Roger -(Pre Festival) Events Co-ordinator Festival Support Manager & Backstage Assistant (band Meet 'n Greet)
	Dave - Print, Design, Records & Web Co-ordinator
	Howard - Publicity & Promotions Co-ordinator
	Stewart - Site Manager, Music Manager, CC liaison
	Sherry - Local Liaison Co-ordinator
	Peter - Local Sponsorship Co-ordinator & finance

Remaining tasks not allocated, logistics/records/bar licenses/bar management/gate management, Steve suggested Darren Ellington for the bar