Planning/Minutes/2012-07-16
From Electromagnetic Field
< Planning
Team Updates
Administration / Treasury / Budget (Russ / Nick)
- TEN was approved, we're surprised that it happened so quickly
- Account balance: £1,700 (and waiting for an invoice to come through, and potentially more GoCardless payments)
- Total tickets sold: 128 (outstanding pre-pays plus full tickets)
- Will send "full tickets now sold" email to pre-sale ticket holders
- Atm planning for 250 attendees, will adjust infrastructure budgets accordingly
- But also adding a handful of day tickets (30 slots: 90 tickets), they will cost more than a third of a price
- Day tickets to go on sale immediately (at £40 a pop)
- If we end up selling much more we will scale up accordingly (where possible)
- Insurance broker having a hard time finding event cancellation insurance: concerns that we're on a floodplain
- Public liability, employer's liability, and property insurance are fine
- Now looking at an alternative option, and trying to talk to Anglian Water etc
- Will discuss this again next week. (We don't want to do a bloc.)
Power (Russ/Will)
- Want to put a deposit down this week
- Unsure how much this is affected by scaling down our provisioning
- Options for scaling down:
- Removing power run for 9ft9 campervans on the other side of the bridge
- Reducing number of dataloos: don't spread distribution as widely
- We are discussing moving the bar towards central camp to reduce power distribution complexity, however this is :( and also has additional costs/problems in marquees, flooring, noise control, etc
Sanitation (Crypt)
- Considering removing fencing down the river
- TODO: We need to discuss this with Alex/yaxu due to u14s
- Discussing reducing the number of cleanings, as it can be increased easily later on
- Water cannot be scaled back easily
- Researching whether rubbish cost can be scaled down
- Showers are booked and invoiced, delivery is tricky, yo
Internet (Davidc/Jasper)
- Nobody present from the interwobs team
Internet update:
- Layer 2 connection between Telehouse and Milton Keynes is now live and passing traffic nicely.
- We have started configuring the on-site network devices and servers
Web Infra (Mark / Jasper)
- Web is good, but graphs are broken
- Google Checkout is functioning but adds a 5% premium
- We will deploy this by Thursday, announce Friday
- Need to add day tickets at £40
Vendors (Clare)
- No change in current vendors
- If we don't hit 450 the vendors need to be told, as they'll probably not come
- We need half oil-drums, we can plasma cut those ourselves
- Chasing a coffee stand
- Need to know if we're keeping the vendors ten days from now, Wed 25th.
Venues (Charles)
Preparing an adjusted budget
- Full: 2 Venues, HQ, Workshop, VIP, Vendors, Front Gate
- Half: 1 Venue, Workshop, HQ, Front gate (Quotes are estimated from current quotes)
Tent quote: No deposit, full amount 1 week before delivery
- Full £2020
- Half £1470
Staging, AV, Lighting, Sound: Awaiting response on deposit
- Full £1225
- Half £713.88
Furniture: 50% deposit, room for negotiation on that
- Full £1088.40
- Half £572.40
- After scaling down: One venue, a workshop, a front gate, HQ
- Saves 25%/40%, depending on what we're doing
- TODO: Need to ensure SamLR knows that we're considering not having a VIP tent (it would merge into HQ)
- We're not going to tell them that we're scaling down until shortly before, as they're ok with that
- Furniture needs a 25%/50% deposit ASAP
- Village Tents (deadline for tent rental: 5 Aug)
- Lockpickers
- Music Hackers
- Hackspace village
- Gaming village
- 3D printing village?
- TOG village?
Transport (Mark)
- No news, looking urgently
- We need to find volunteers to drive the minibus
- Someone from TOG has volunteered a minibus and to drive it
Volunteers/Security (Sam)
- We have more volunteers. Sam will attempt to get a first draft of the brief done this week
- ACTION Will produce plan for volunteers by Friday
FirstAid (Oni)
- We have another first aider, we're fully stocked!
- We no longer need to hire anyone
Badge (Charles)
- Sponsored by UCL MakeSpace (see below), money coming through by Monday/Tuesday
- They're offering to help us with component sourcing too
- Charles is going ARRGH, but is calm
- Batteries are a problem (shipping concerns), but Charles is tracking them down and learning Chinglish as he goes
- We desperately need a manufacturer
Sponsorship (Alex)
- UCL MakeSpace is sponsoring our badge! They're very excited about the camp
- They're also suggesting excellent speakers
- Waiting for responses from two other sponsors we're currently talking to
- Starting additional conversations with a few other companies
Bar (Russ / Charles)
- Nothing to say about beer. Russ is working on it, needs help.
- Bob b3cft will hopefully be helping.
- Lets talk to the Germans about club mate and sponsorship.
- We will build a fountain of club mate. A FOUNTAIN OF CLUB MATE. They have to sponsor us.
- Mark has acquired two fridges. We need more fridges.
- Discussion about getting a fridge van for storing things that need to be cold.
Merchandise (Stavros)
- Discussing screen printing, we need someone to take lead on that and work out how feasible it is.
- Somebody needs to take point on a camp guide.
- Going to need printers on site.
Communication (Martin, Jonty)
- We have a poster generator.
- We need to get an EMF poster made and sent off to everyone to put up in spaces, we'll ask Roberto to design it.
- Martind will be point man for this.
- We need to email every group we can think of talking about the event.
- We need to update the website with a better description of the event and a list of things that are occurring.
- Need more public lists: villages, examples for confirmed talks/workshops
- Start publishing early drafts of some of the "shiny" projects?
- Have a new pad with suggestions for regular tweets https://wiki-archive.emfcamp.org/2012/wiki/Team/Communications#Blog_Posts_and_Tweets -- Martind will take this on
- Now collecting media/independent media contacts
- Talk to Boingboing (Cory)
- Talk to the Guardian tech blog
- Talk to Makezine
- Martind to investigate his options (wiretap contacts etc)
- Need to talk about everything cool around the site.
- Need to email everyone on our mailing lists.
Events (Martin, Jonty)
- Now starting to collect the first talks we can later promote, aiming to have a first list by the end of the week
- Talk to ALL THE UCL people about talks.
