Planning/Minutes/2012-04-09

From Electromagnetic Field

Contents

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
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