Planning/Minutes/2012-04-09

Last weeks actions

• Mark: "looking for logo designer" email - On holiday, still outstanding
• Russ: finish map, publish it - site map published, need to plan layout now
• Russ: who owns: the bridge under the motorways? The land next to the V11? (High elevation, potentially useful for aerial connection.) The land on the far side of the M1? - ?
• TBD: Plan site visits around weather (it may rain this week) - Visit today in rain by Mat Burnham, photos to follow?
• Jonty: Upload site visit photos -?
• TBD: Sponsorship packs to be created -?
• Paul: Follow up Barrel Bikers contact and chase up BMXers - BMXers might be able to avoid weekend of event, waiting for reply on that. Bikers advice on previous meeting minutes
• Jasper / Will-h: Speak to BlueSq about internets -?
• Mark / Will-h: Book some rooms at a local hotel -?
• Paul: Set up Google Calendar (or better: wiki page) to maintain planning schedule carry over initial dates as provided here - Calendar
• Martin/crypt: inquire for toilets/fencing: how soon do we need to commit; payment procedures - ?

Things done this week

• Water - Paul investigated water tanks, and Russ investigated stand pipes
• Fire - Some requirements and things to consider
• Furniture rental costs estimated.
• Pentabarf for talk submission was setup
• [a blurb] was started about the event

Suggested Topics / Agenda

• Liscenses/forms - what do we need to do to get these signed off?
  • MKPT Application
  • Temporary Event Notification
• Site plan
  • Location of toilets (for emptying etc)
  • Legal requirements (fire routes etc)
  • Segregation of things?
  • Number of marquees/bars/toilets etc

Minutes/Actions

Attendees

• Paul
• Sarah
• Martin (Crypt)
• Jasper
• Russ

Actions from last week

• Logo: We do need one, but certainly not a priority at the moment. Crypt to mail out for a logo

competition

• Site plan is done for perimeter - camp layout needs to be finalised for everything
• Parking is still outstanding issues. We have approx. 20-30 spaces, but need space for ~100
  • Russ to speak to MKPT about parking spaces and using the verge
  • How do we make people not park, non-parking tickets don't work(?)
• V11 land is owned by the MKPT
• M1 bridges and motocross track not included in the plan, email has been sent

• Draft event management plan to be done this week - Russ
• Outstanding issues about site emailed to MKPT except parking

• Jonty still not uploaded photos
• Sponsorship blurb should be done by end of week
• Jasper needs to email Steve Kaminsky
• A&A sponorship? needs following up - Russ/Jasper?
• Ticket pre sales
  • Early bird system (slightly cheaper, and also deposits)
• Google calendar done. Wiki page tbd

Toilets and fencing

• • Check delivery vehicle can get under the bridge! - bridge is 9ft9in - Crypt
  • We should be over generous on toilets and toilet cleaning. More toilets require less cleaning/emptying
  • Is the price for cleaning, emptying or emptying and cleaning. Should probably get emptied and cleaned once a day (and supplies? hand gel/toilet roll)
• Hand washing and hygiene, important
• Showers should be investigated if we can get mains water

• Include VAT in pricing from now on.

Water

• £~1k for a water standpipe from Anglian Water
• Gel dispensers at sinks/toilets
• MKPT has been asked is they have any experience with water
• We have to get permission for a standpipe - makes life much better if we can have one
• If we can get mains water probably want one sink and a couple of taps for use - hire or purchase of these needs to be investigated

Power

• Power team needs to get a move on - there has been no news on this front. Benny?
• This is our biggest cost/unknown at the moment.
• Budget increased to include water proof containers/datakaben/something - needs investigation

• Wristbands - Jasper to get quote for RFID, although probably no budget

BBQ/Cooking zone

• Need to get BBQs
• Designate an area, away from anything else flamable - possibly other side of M1?

Marquees

• Need to get more info - We probably want 3 x 100 capacity large marquees plus any extras
• Jasper to contact profound decisions people after their event has finished

Camp badge

• Almost certainly no budget for this, but if someone wants to do it/sponsor it then fine

Volunteers

• Need to oversubscribe so that people who can't/won't work can be covered
• Incentive: Free meals + t-shirt - added to budget