Planning/Minutes/2012-08-20

Please make changes to the etherpad

Actions from Last Week

• ACTION Mark to find out about haybales
  • ACTION Clare to email leslie about haybales
• ACTION organise straw for bar flooring
• ACTION: Jonty to confirm with all speakers
• ACTION: Jonty to contact Zoe Laughlin
• ACTION: Book a van for transport/yurt
• ACTION: Jonty email music hackspace
• ACTION: Jonty to email sugru
• ACTION: Jonty to Brian Cox & Gia
• ACTION: Russ to look into fire extinguishers
• ACTION: what to award prizes for (have O'Reilly books to give away)
• ACTION: Source bags for goodies (paper bags or manila envelopes - to be stamped)
• ACTION: offcut lasercutter keyring badges for goodie bag

Team Updates

Administration / Treasury / Budget (Russ / Nick)

• 252 tickets sold, breakeven ~270 tickets, averaging 5 tickets/day
• Have £11k in the bank post paying:
  • Paid: Water (the big one), tons of expenses
  • Insurance has also been paid. More than expected, including £250k of property insurance it came to £1150.
  • No one is allowed to discuss the weather
• IMPORTANT: If you have any invoices in your inbox, send them to Russ ASAP, it helps with cashflow planning to know as early as possible when things should be paid.
• Begun contact with the Parks Trust about the final details. The only remaining documentation they need is "PLI and Food Hygiene certificates for all caterers" (Charles and Clare will be covered under our insurance)
• ACTION need to get vendor's public liability insurance
• BMX (bicycles) bikers will unfortunately be holding an event on the Sunday (their mistake, they told us they weren't going to.) Who can handle this? (Who is handling traffic management?) Will they need to cross fenced area (no.)
  • The BMX track is outside of our campsite and they do not need to cross the site
  • They may need some access but that should be at our discretion
  • ACTION traffic management (whoever that is) to liase with BMX and discuss their needs
• ACTION Confirm grass condition on the entrance side of bridge, does it need mowing
  • Last Sunday: unmowed
  • Grass is tall may be tricky to mow

Power (Russ/Will)

• Confirmed delivery times with suppliers
  • and on fit up
  • ACTION put delivery times on the fit up page - they are all on there
• Still working on scaffolding order and fuel supplier

Sanitation (Crypt)

Russ's Rubbish Calculations: If we generate one standard bag of rubbish per 3 attendees, we'll need:

• (270/3 * 113) / 4500 = 2.26 standard (6 cu yd) skips.
• All toilets arriving on Tuesday
  • Had to rearrange company due to double booking
• Showers & water arriving on Wednesday
• ACTION Confirm what we need to do to connect showers to water
• Have skip booked £173 + VAT
  • ACTION book a second skip
  • Skip will unlikey fit under bridge so will be outside
• Bins for site will be either bin bags + stakes
• ACTION: We need to know if the shower van will fit under the bridge
• Toilets are cheaper money (we may be not broke)

Internet (Davidc/Jasper)

• All switch and cable locations added to the site plan
• Backup link kit configured
• Confirmed arrival time with all suppliers
• Need our 9 portaloos onsite for the Wednesday.

Web Infra (Mark / Jasper)

• Mark has been sorting new ticket tokens
• Euros have now been disabled
• Chris has been setting up streaming (have a test card)

Vendors (Clare)

• Have a catering van £275 exlc VAT, insurance (~£500 all in)
  • Has a sous vide
  • Called baked Bytes
• Still only have two other vendors:
  • Phenoptix
  • Monkshood coffee
• Look at provinding food at cost to volunteers
  • Budget ~£2 per volunteer for those who do 3x3 hour shifts
• BBQs
  • Estimate need between 4-8 BBQs
  • can make oil drum BBQs for ~£20 each
    • Grills ~£5 each
  • Can buy 'oil drum' chic BBQs from Argos ~£25
    • possibly too small?
  • Need metal bins for Charcoal disposal
  • Chris estimates ~1/2 day to make 8
  • Can safely cut them
    • Need water disposal point after soaking drums -- This can be done at the seller's
  • ACTION buy oil drum
  • ACTION don't explode
  • ACTION mark veggie only BBQ
  • ACTION designate a BBQ Area
  • ACTION Get bulk charcoal
  • Jonty has bought 8 for BBQs and charcoal bins
  • Jonty has also bought cutters
  • ACTION add oil barrel collection to van runs
    • Clare recommends 'ignite'
• Have butcher delivering food

Venues (Charles)

• everything confirmed
  • turning up at 10am Wed
  • Comes in telehanderable boxes
  • concerned about number of minions for erection
  • ideally want ~40 people to rig marquees
• DECISION: can ONLY turn up before Friday if turning up on Wednesday (i.e. no early admission on Thursday)
• ACTION add early volunteers request to ticket e-mail
• want to look at hiring plasma screens for stages
  • large screens are £400 to hire
  • ACTION order screens for stages
• EMFM request village close to stages
• Chasing gaming villages for tent orders
• Strawbales
  • need to buy a rake
  • Want to paint them
  • 100 Straw bales the number
  • ACTION: order 100 straw bales arrange collection
    • Assume 50% returnable
  • I ROCK
  • Will use in bar

Transport (Mark)

• sorting minibuses
• Need someone on main site gate all times whilst open

Volunteers/Stewarding/Infodesk (Sam)

• Signup now works in a very basic fashion
  • Need someone to finish off the last couple of views
    • Admin view (all shifts: who's doing what, when. Possibly with printable version)
    • 'my shifts' view (just what the user is doing)
    • Jasperw was looking at sorting txtable updates this will need some sort of interface..
  • Need to finalise exactly what shifts we need and when and what they'll be
• ACTION budget perks
• ACTION email re shifts

Badge (Charles)

• it's here it's pretty
• seems legit
• need software
  • ACTION sort stuff out in github
  • ACTION HELP PROGRAMMING

Sponsorship (Alex/Jonty)

• Still waiting on OU
• Phenoptix hopefully providing goodies
  • ACTION Jonty poke them about it
• Jonty's had some success with betalayout who will hopefully be making the beacon PCBs
• possible sponsorship in kind from AQL

Bar (Russ)

• Begun making enquiries about glasses
  • ordered 2.5k cups (but PLA & biodegradable)
• Need to confirm stillage + bar collection with Bob
• Steve @ pembury will lend chiller and stillage gubbins
  • including tills and machiney bits o' commerce
  • DECISION this is payment in kind for Steve's ticket
• ACTION Organise cashboxes (bookers)
• Getting beer from milton Tuesday/Wednesday
  • ACTION Chris to talk to the flask re keg lifter

Merchandise (Stavros/Kitty)

• Inks have been ordered
• Volunteer t-shirts have arrived will be printed this week
• Getting 350 paper bags for goodies
  • ACTION make EMF logo stamp for bags and passports (perhaps separately)
  • ACTION get ink for stamps
  • Clare will get these from bookers
  • ACTION Jonty to ask moo about stickers
• 8 page booklet for attendees
  • ACTION Any items for this NEED to be given to Jonty ASAP
  • ACTION Jonty to discuss sponsorship
  • DEADLINE Thursday morning
• will chat with Charles about using offcuts to make keyrings
  • ACTION buy a load of keyring rings
  • ACTION make keyring fobs

Communication (Jonty/Martin)

• BBC access
  • BBC will be filming & interviews
  • They want to know what they'll be filming
  • Will be there on Friday
  • Anything that will be ready on Friday please tell Jonty
  • Anyone interesting should be pointed at BBC for interviews
• had a Wired article...
• Have been offered an article in the atlantic maybe
• will be in dangerous prototypes tomorrow (hopefully)
• ACTION Jonty will be doing a blitz
• Try and create one-line descriptions for all talks
• ACTION Check blog post counts for sponsors

Events (Jonty/Martin)

• Getting one or two talks per day
  • including one on lol-cats
• Villages seem stable but worried about furniture
• ACTION Jonty to email everyone for their talks to provisional schedule etc
• ACTION Sort printer on site
• Music hackers will be there on Saturday night one of the tents
  • Curated by Martin Klang
• welding
  • ACTION Chris will try to arrange PPE
  • ACTION mail LHS list about using the welding gear
• ACTION Sort smithing fuel
  • will take bucket forge
• ACTION email list & billy re CRT's old TVs for gaming
• Hexayurt want to build 2 further yurts (on top of the one from winchester)
  • Asking for ~£150 wood
  • ACTION sort delivery of wood
  • ACTION sort delivery of gas
• Talks from british interplanatry society

Shiny

• Tom Wyatt and Chris making flame throwers for gate looking for help
• Need soldering help for charles' shiny project
• Net being picked up on Monday 27th
  • rope on weds
• Russ & jonty organising ruben's tube
  • ACTION need metal order w chris
• Bar's super screen being worked on by oni
• Mark has emailed Imperial about getting big LED boards
  • ACTION organise waterproofing
• The beast is at south bank
  • ACTION nick to arrange contact details and organise collection
• ACTION talk to Tom W about genetic cocktail mixer
• ACTION Sort wood for hexyurts
• ACTION Chris to add tank to van runs

Topics of the Week

• Straw bales:
  • We have quotes (£2-3/bale with some delivery charge) but we need to order by Wednesday
  • We need to know how many we want.
    • Lockpickers have requested 12 that they'll pay for
    • Nottinghack have requested 10
    • LHS will likely want some
  • Most places will do some form of collection (normally for a fee) but won't take them painted

• What are we doing with the oreilly stuff

• Camp 'walkthrough' (what have we missed?)
  • Transport
  • Parking
  • Tickets
  • BMX
  • Shop trips
  • SIGNAGE

• ACTION booker's initial order

• Hackerspace passport rubber stamp - has this been laser cut?
  • there is an LHS stamp, but not an EMFCamp afaik

• Fitup
  • Add confirmed times for all deliveries to the wiki page please.
    • Add contact numbers
  • ACTION Mail the list: If you have access to either of these please bring it: trundle wheel, 100m flexible tape

• ACTION Organise cheap mobile phones

• ACTION mail the list the shopping list
• ACTION mail the LHS re stuff to steal
• ACTION mail the 'borrow' list
• ACTION alert LHS arriving orders

• DECISION Next meeting @ LHS

• The current plan is:
  • Collect keys at MK on Tuesday @ 10 am (we have access from 9)
  • THERE will be no water on site on Tuesday

• ACTION where are we putting things?
• ACTION sort out car -sharing