Planning/Minutes/2012-07-16

From Electromagnetic Field

Contents

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.
  • 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.

Topics of the Week

  • Have been offered a huge fishing net (5x1x15m trawler net) for the hammock project; can we fund this? £100 -- SamLR
  • If we are looking at down scaling and trying to scrape £40 and £50 off rental prices we should not be making purchases at the moment -- Natm
  • Need to talk to villages
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