NonProfit Center: SleepyGreenEyes, Echo, Connor, Iris, Leah, Plum, Attorney Adam
Phone: Heather S., Sid, Luvs2bspanked, Knight Chadast, Chinci, Danielle, Rob, Cory, Mike
Hotel room allocations – 70-80%
Sleepy met w/Echo last week to do Programming allocation since that was the a significant portion of rooms held out from the public sales
Echo to finish review and return by Friday, December 21
Sleepy wants to get completed room list to hotel by next week during our visit 12/28
That way we can do secondary room release and Executive Room raffle
HGI still had 66 rooms open as of 12/3
- Working with Leah to get High Protocol Dinner tickets live on our site for sale
- Pricing is set for that event ($90/couple, individual $50)
- Question was asked why charge more for single people
- Response was that it is harder to prep event due to dynamics of providing staff to ‘train’ those uncoupled persons
- Individual registration will end 1/15; cost for couples will go up to $100
- No tickets at door
- 32 tickets available
- Boston Sisters of Perpetual Indulgence, 2 hour show, Sat night, 8pm-10pm or 9-11pm – still TBD
- Lee Harrington to possibly do a pre-show, start time and length TBD
- Ticket prices still in the works; will be available at the door but at higher price
- Sleepy to ask Crowne for room capacity depending upon set-up
- Goal is to have event info and tickets up this weekend
Programming schedule mostly done; might add on more meet and greet
Deadline for presenters re:book info is Dec 27th
Jan 15th deadline for any other information for packets, etc.
Serenity Space – Originally asked for Room 127 but concerns remain about noise, foot traffic. Argument for 1st floor room is that it’s easy access. Like the access to the two Volunteer HQs in the event that they need backup. Supposed to be Serenity Space, not silent space. Can add white noise machine, pipe & drape to mitigate some of the noise. First year doing it at Winter Flea – will take away learnings
Ops expressed concern over Safety and Security coming up and down that hallway all hours of day and night. Still concerned about the high foot traffic. Programming reiterated that they *want* the high foot traffic so that people have the awareness of the space. There is concern that if it’s out of the way, people won’t use it.
Several folks who have stayed on that hallway noted that it does get quiet, most traffic during class transitions.
Someone who has done a Serenity Space previously note that a lot can be done with keeping door NOT wide open and draping. Especially with use of white noise, etc. All hallways are chaos and busy.
Survivor Support – Signage about Space will be helpful both in terms of awareness of space and asking for people to be considerate of the space.
Programming Volunteers – Pretty good, steady stream of volunteers, system put together by Leah is amazing!!
Conversation w/Heather S. re: distribution of volunteer perks (logistically)
Issues historically with giving out vouchers/perks b/c don’t want to give too early so that they still have to earn them but then last minute distribution runs into issues with everything being packed up (T-shirts, Associates cards, etc.)
**Voice concerns over challenges with clocking volunteers in and out
**Leah working on it
Question by Ops – why not do it manually? Response – because that method doesn’t tabulate hours so they may not earn perks or possibly even owe $ for registration band
Ops suggested maybe using Excel? Response – Possibility, runs slow with so much data
Much happier with Leah’s system
Volume of volunteers – 600 spots, about 1/3 spots filled
That’s a good pace so far
Really like the notifications that people have signed up for shifts
Last count – 81/82 vendors includes 25 in Vendor Row
25 vending rooms
Still waiting on Steel Bones – has paid but hasn’t completed the registration process; not responding to emails
Booth spot for boot blacking
Booth spot for changing area
**Sleepy and Julie forgot to Programming that they had the Plaza Ballroom back for programming purposes for this year only**
Outreach – Who does boot blacks? Lounge host for boot blacks is puck (per Programming)
Adam (legal) – does contract address what happens if someone makes deposit but doesn’t actually apply?
Julie – issues with people paying both the application fee and the City of Warwick fee. First year doing an application fee so we’re learning
Needs to do reconciliation of what’s come in over the past week.
Goal is to have final bill out to vendors by end of Dec
City of Warwick – has two dates in January. If first and third Wed so deadline for vendors will be Friday prior to meeting date
BostonChickie – Asked for list of community tables so that she can contact them for graphics. Julie to send. Also, remove ShapeShifters asked to be removed from mailing list so please check list.
Outreach – have we reached out to anyone who isn’t vending but may want to still advertise? No, Julie will follow up.
Sisters of Perpetual Indulgence – want to do a photo booth. Concern is that people would be using their phones. Pipe and drape.
Have a stack of phone condoms so that people can re-condom their phone.
Put them in a different spot
Phone is property of person taking photo – need a modeling contract? Adam says no.
Jan 25 – drop dead
Jan 28 – Monday, rough draft for review to Board
Jan 31 – All edits and changes last minute OMGs
Feb 1 – off to Tiger Press
First week of Feb to do edits with Tiger Press
Proof approval should be 2/6
300dpi or better is best, 1200dpi is max
Bleed? – If they are going to have an edge or full page, 1/8”
Software license for InDesign – Rob, still has, yes
Programming – class descriptions, presenter bio; can Echo send to Rob? Yes.
Email address – use email@example.com
Tabling – nothing for now.
Julie will follow up on email sent to her by Sleepy
Sleepy will check with CTan to verify previous
Ops waiting on issuance of permit before police detail can be booked.
All set w/Pendragon
Op Hammond Contract
Concerns about cost vs. benefit. Reviewed numbers/data provided by Op Hammond over incidents
Because NELA pays Op Hammond – creates liability. Good Samaritan law no longer applies.
Check insurance coverage from Op Hammond. Confirm certifications.
If we choose not to use Op Hammond – what would we use for those services? Even the most basic.
Adam – we could ask for volunteers from the community.
Plum – Another event, could ask for volunteers (qualified) and create a rotating schedule with coordinator, back up coordinator, contact info, list of skills
Would basically need a Medical Volunteer Coordinator – need to vet people, etc.
Send out an email blast asking whether there are people willing to volunteer
Julie will send list of payment rec’d to BostonChickie/Iris so that they can chase down graphics
If ‘random people off the street’ want to advertise, direct to website
Leah will advise BostonChickie/Iris when ads are purchased so that they can chase them down for the add content.
Contacted Kinky Beverage, Hypnotiq, Home Depot, etc.
Adam – Suggested contacting FetLife for their advertising partners. Iris to follow up
Advertising at the Flea –
Review of Protocol Document
Will not be using Arisia’s IRT due to issues brought to light recently
Shining Boy willing to help with IRT
Sleepy to continue to pursue alternate options; others with IRT-type experience, etc.