Planning/Minutes/2012-04-16

From Electromagnetic Field

Contents

Agenda

Open Tasks:

  • Logo
  • Plan site visits around weather (it may rain this week) - Visit today in rain by Mat Burnham, photos to follow?
  • Sponsorship package
    • OPEN: A&A sponsorship? needs following up - Russ/Jasper?
  • OPEN: Paul: chase up BMXers: will they be able to avoid the weekend?
  • OPEN: Mark / Will-h: Book some rooms at a local hotel -?
  • OPEN: Wristbands - Jasper to get quote for RFID, although probably no budget

Agenda:

  • Toilets & fencing
  • Waste disposal
  • Internet
  • Parking
  • Power
  • Site plan
  • License/applications
  • Ticket Sales
  • Water

Minutes

Cf. Logo

  • Shall we resume competition?
  • Suggestion: keep the submissions, but choose a designer and show them the proposals
  • Let's not call it a competition
    • Martind:
    • "Send us your suggestions" email, incl just text; ends Sunday
    • Start preparing a shortlist of designers
    • Goal: finalise within a month
  • There's always going to be design work: let's build up contacts
  • When chosen designer: iterative development

Site Visits

Sponsorship

Cf. Sponsorship

  • got great advice on the list
  • also currently seeking more feedback from netaudio crew; initial feedback is "this is looking good already"
  • lots more details to fill in, esp:
  • Martind happy to start with: benefits to sponsors, audience, future possibilities
  • but needs help with:
    • projects to sponsor
    • other deals we offer (e.g. logo on our site)
  • We probably don't want any big on-site branding (if we can avoid it), rather have it on the website
  • how much branding was there at other camps?
    • CCC very very little
    • HAR only had a few banners
  • Already have two relatively firm offers, after barely any research

Toilets & fencing

  • Martin has updated quotes; some open tasks
  • OPEN Toilets - finalise the quotes, including emptying/cleaning
  • OPEN Fencing - finalise the quotes
  • OPEN Martin/crypt: for toilets/fencing: Check delivery vehicle can get under the bridge
  • OPEN Martin/Paul: solid recommendation for number of toilets, including frequency of emptying *and* cleaning
  • OPEN Martin/Paul: reserve toilets
  • Jonty offers help sending emails

Rubbish

  • OPEN: no idea how much we expect to produce :) Paul started a wiki page, contributions welcome

Internet

  • Ideas/sponsorship
  • Jasper reviewed list of points of presence; atm BlueSquare looks best, but may also be worth considering backup plans (FTTC!)
  • Jasper / Will-h: Speak to BlueSq about internets -?
  • OPEN Jasper emailed Steve Kaminsky, still chasing
  • OPEN Jasper: share list of companies where he needs contacts (and Jonty volunteers his help)
  • OPEN: Martind: talk to James Stevens (?), even if only for contacts
  • OPEN: Jasper/Jonty: email UK NOT list for suggestions

Power

  • Beeny sent some updates on IRC
  • atm looks it'll be cheaper than expected
  • OPEN: more details to sort out
  • MKPT: power supply on site is max 200A (but predates their ownership which is 1994; they don't know it)
  • OPEN: Also what about waterproof cabinets for distro etc?
    • OPEN: need to check regulatory requirements (for self-made boxes)
  • OPEN: check height of bridge (9'9) against height of delivery truck
  • OPEN: Martind to get in touch with Beeny

Water

  • Russ speaking to MK
  • Survey is free if we go ahead with installation
  • We'll pay for connection (digging & laying pipes)
  • Disconnection is free
  • Beeny posted a link: standards for temp water installation. Russ was delighted.

Site Plan

  • OPEN: How are we laying out the event?
    • there will be two 100 person marquees for talks, some smaller ones for workshops/social areas, concessions, first aid, bar, power, toilets and camping areas...
  • OPEN: Russ: finish map, publish
  • OPEN: Russ: who owns M1 bridges and motocross track? Current answer "depends on what you want to do with it"
  • OPEN: Jonty: Upload site visit photos
  • Parking: Where are the 100 spaces going to be... How are we going to organise that?
    • OPEN Russ to speak to MKPT about parking spaces

License

  • OPEN: applications - Has this gone in yet?
  • MK form not sent yet; they won't need it very soon
  • safety advisory group form not sent yet; need to finish event management plan first, would be good if others can help (it's on Github)
    • OPEN: Martind to review and amend
  • "Preservation of Freedom Act" (?!) may mean that our stewards have to be CRB-checked! Argh

Ticket Sales

Ticket pricing policy:

  • are there free tickets for sponsors or speakers?
    • consensus is: no. Everyone will pay for their ticket. (Maybe with some very, very rare exceptions.)
    • we esp don't want people getting free tickets and then selling them

Crowdfunding?

  • do we want to consider crowdfunding? (e.g. sponsume)
  • e.g. for first batch of ticket sales? Or for karma?
  • open question; Russ will be building the payment system, lots will depend on that

Budget

  • total expected expense so far: £50k
  • ~20% of that in next 2-3 months

Pre-sale

  • ~400 email addresses collected so far
  • pre-sale price should be ~50% of ticket price
    • it's likely a non-refundable deposit! ("Best effort to pay back"; e.g. pro-rata payback after deducing fixed expenses)
    • event won't happen without this pre-sale
  • Current proposal: £25 pre-sale
    • we could treat it as a suggested minimum; anything beyond the final ticket price will be considered a donation
    • And we'll open up the budget as part of the pre-sale
  • Let's pick a pre-sale deadline!
    • OPEN: Jonty: We need a list of milestone dates! (On a wiki page)

"PR"

  • now's the time to start talking to friendlies
    • OPEN: Jonty to invite list to tell friends, friendly contacts
  • should start open announcements one week before pre-sales

Kids

  • OPEN: how much do we charge for kids?
    • every child counts against misc licensing limits
    • misc cost of making the area safe (first-aid)
  • OPEN: Jonty: run a survey: Are you coming by car? Will you bring kids? Will you need any specific power requirements? How many Internet devices will you bring? Etc

Community

  • OPEN: how can we include local MK community?
  • Jasper found out: we can get marquees from Profound Decisions
  • OPEN: need to start planning villages (did someone volunteer for that?)

Advice

  • OPEN: should organise Skype call or meeting with organisers of HAR, CCC etc
    • need to prepare our questions, and make sure the right people from our side are involved (Jonty and Russ mention they would like a weekend of travels for this)

Venue for next week

  • Sebright arms? (Cambridge Heath station)
  • Anything on Broadway Mkt? The Dove? Cat and Mutton?
  • Time moved to "7:30 for 8"
  • IT IS DECIDED: The Dove, 7:30 for 8pm.

Next Steps

Loads.

  • Mark / Will-h: Book some rooms at a local hotel
  • Martin/crypt:
    • solid recommendation for number of toilets, including frequency of emptying *and* cleaning
    • Toilets - finalise the quotes, including emptying/cleaning
    • Fencing - finalise the quotes
    • for toilets/fencing: Check delivery vehicle(s) can get under the bridge
    • reserve toilets
  • Paul:
    • chase up BMXers: will they be able to avoid the weekend?
    • Help Martin/crypt with quotes, reservations
  • Jasper:
    • Wristbands: get quote for RFID, although probably no budget
    • chase Steve Kaminsky
    • share list of companies where you need contacts (Jonty volunteers his help)
    • email UK NOT list for Internet connectivity suggestions (again, Jonty can help)
  • martind
    • get in touch with Beeny to forward new power-related questions
    • review and amend Russ' event plan
    • Logo designs: rephrase current "competition" to an "open call for ideas"; in parallel prepare a shortlist of designers we want to contact
    • Finish sponsorship package, get it reviewed
    • More prep for event planning (talks, workshops, performances); mostly working towards the RFP
  • Russ:
    • A&A sponsorship needs following up (if busy then ask Jasper, or someone else)
    • chase MKPT about use of M1 bridges and motocross track, parking spaces
    • finish applications
    • finish site map, publish
  • Jonty:
    • Upload site visit photos
    • make list of milestone dates (on a wiki page)
    • invite EMF mailing list to start telling friends, friendly contacts ("informal PR", but also to have early conversations about contributions)
    • run a survey: Are you coming by car? Will you bring kids? Will you need any specific power requirements? How many Internet devices will you bring? Etc
    • Help Jasper chasing Internet uplink contacts (e.g. finding contacts at companies; sending NOT email)

Agenda for next week and beyond:

  • need to check regulatory requirements for self-made power boxes
  • how can we include local MK community?
  • how much do we charge for kids?
  • need to start planning villages (did someone volunteer for that?)
  • should organise Skype call or meeting with organisers of HAR, CCC etc
  • how much rubbish do we expect to produce? Pls contribute to Rubbish
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