Planning/Minutes/2012-07-30

Team Updates

Administration / Treasury / Budget (Russ / Nick)

• Sold 4 tickets in last week. This SUCKS 123 paid tickets so far
• 18~19 outstanding full tickets
• Require 275 full tickets & 45 day tickets
• Assuming 175 tickets sold best case loss of ~£10k
• Need to know re downscaling water, showers, etc.
• Need price for rubbish collection
• ACTION: Russ to email re situation.
• Large budget items are not scaling with number of people or easily shifted
• Need update on Marquees (Solexious to supply soon)
• Insurance need confirmation on this year's flood dates - may have underwriter if this info can be got

Power (Russ/Will)

• Power order has been confirmed
• Need to order sundries soon
• WH will book Telehandler training only two people being trained now to avoid excessive costs

Sanitation (Crypt)

• Most can't be scaled down 10k L smallest available tank, majority of budget used in fixtures etc
• Possibly reduce number of toilets and/or number of cleans
• ACTION: Crypt to get site plan and confirm quote for rubbish
• ACTION: Russ to look at reducing amount of fencing (e.g. along river)
• currently 18 portaloos booked; 350 people predicting 22 total
• ACTION: Russ & crypt to confirm number of portaloos need this 2 weeks before (i.e. 2 weeks from today)

Internet (Davidc/Jasper)

• Jasper's just back
• Cacti's now been set up
• More of the switches are configured
• UPSes are in testing at the moment and looking fine so far
• DHCP and forward/reverse DNS now auto-generated from our master spreadsheet
• Syslog server is installed
• Wireless LAN controllers are now connected to the WCS
• Icinga is installed and partly configured

Web Infra (Mark / Jasper)

• Ready to do day sales
• ACTION: go live with day sales
• EMFM want some sort of scheduling for their site (volunteers please!) contact ms7821 or EMFM team
• ACTION SamLR will try to make some basic header & footer banners to improve design
• stop accepting gocardless when 6 working days left.

Vendors (Clare)

• ACTION confirm with Clare minimum number of sales required for vendors to appear
• ACTION Based on the above cancel vendors?
• ACTION look at buying BBQs etc to run food at the event

Venues (Charles)

• Mcfly happy with quoted cost for marquee

Transport (Alison)

• There is paid parking near the train station
• There are 311 spaces near the site a site rep will be carried out
• Barrel bikers mentioned using the verge 100 spaces
• Details on wiki
• DECISION to kill minibus (not enough sales, too much to organise)

Volunteers/Stewarding/Infodesk (Sam)

• Now have a google for use in organising
• Have a google spreadsheet showing the rota & time calculations
• Need to create a sign up system (either via a google form or specific page on website)
• Need to order ~5 Tabards (2 for roaming stewards, 1~2 for car parking and 1 spare)
• Do we want to include perks for helpers during set up?
  • limiting perks to people who sign up for >3 shifts gives ~£15 /3-shifts.
  • T-shirts ~£5.5 / each (incl P&P, based on the t-shirt printer
  • Food £5 voucher, sandwiches, big thing of X....?
• Can run bar with one person, remove minibus from volunteers, only 1 car park attendant on 1 day

FirstAid (Oni)

• Equipment ordered
• Have 3 committed first aiders
• Require first aid area in HQ (bed + blankets + chairs) cordoned off from the rest of the tent

Badge (Charles)

• Shenanigans occuring re sponsorship but willing UK fabrication company located and that can go ahead
• Meeting/Hackathon on Wednesday

• We have a UK fab house that will make the badge for us at a discount.
• 15 day turn around so need to order asap (they will do their best to cut the 15 days down as much as possible)
• Please get anyone you trust to look over the design files on github (as I have been doing) https://github.com/emfcamp/TiLDA
• Meeting this Wednesday at the seabright arms to work on the game mechanics/code
• Please vote on colour for the badge (no effect on price):
  • Green
  • Red
  • Black
  • Blue
  • White

Bar (Russ / Charles)

• Bob says CAMRA will rent us stillage & bar (needs retrival with long wheel base van, trailer or similar 8'6") possible beer retrival
• ACTION ms7821 will look at rental

Merchandise (Kitty)

• Trails undergoing (tomorrow)

Communication (Martin, Jonty)

• ACTION Jontyw to contact press tomorrow (MAKE, Boing boing, BBC....)
• Jake howe to create fliers & posters

Events (Martin, Jonty)

• Jontyw would like a volunteer to help as martind and he are busy
• ACTION SamLR & Crypt to contact martind & Jontyw about this

Topics of the Week

• Look at aquiring BBQs etc for group cooking
• Look at food storage
• Whiteboard of 'person X going to supermarket...'