NonProfit Center – SleepyGreenEyes, Leah, Echo, Connor, Iris, ShiningBoy, Julie
Phone – Sid, BostonChickie, Heather S., Red, Spooky, rob, Grant
Still in process; about 90-95% complete. Have begun sharing information with hotels; determining any ‘left over rooms’ for release to public, etc.
BEOs are being worked on; expected to be done by Sat
Scrambling on getting the equipment for some play equipment for classes
Last year rented from Brewhaven – very expensive, cost prohibitive
Rent from Dark Odyssey or Crucible?
Equipment needed for Taster
Need spanking bench x 3
4’ x 8’ mats
4 St. Andrew’s Crosses
3 massage tables
Grant working on finding equipment
Echo will put together full list equipment needed
Unity NH looking to offer equipment in trade for Community Table
Suggested to check w/Choice Social Club
Julie will reach out to Q&K to see if they have equipment in kind for Community table
Echo was asked to put together a list of both short- and long-term needs for equipment. Will consider making a long-term investment but this Flea budget is mostly spent.
Additionally, Iris has connection to wood-working person; possible option for long-term
Wants to provide Danie with NELA Bucks in exchange for hosting the Taster – Request was unanimously approved by the Board
Danie would like to know if we can offer something to the vendors helping with the Taster. Suggestions are bag stuffer ($50) or NELA bucks ($25). Echo and Iris will coordinate a message and offer those two options.
Working on list to Leah for printing and info to Rob for program book.
Proposal – Every classroom gets a Safer Sex kit; would like to order 300 latex-free condoms. Global Protections – Iris will reach out to them to see if they are willing to do an ‘in kind’ exchange for advertising. Lube packets, dental dams.
Programming Volunteers: 65 Shifts left to fill, call going swimmingly, lots of following up via text or email
Hoping to finalize schedule by 1/15/19
Packet stuffing days – later in Jan/early Feb. People on the call or at the meeting are welcome to help. Email/DM Connor on Slack.
Better spot than last year – but still behind
2/3 of what we need
Lots of openings on Saturday/Sunday
Connor (Programming Volunteer Co-Captain) is hoping to have more volunteers than hours and then will send any volunteer overflow to General Volunteers
Sat/Sun PM – across the board
BostonChickie offered to help out if she is there
Heather has reached out to regular volunteers who haven’t yet signed up
Plan to send out confirmation emails w/expectations and instructions – usually sent out about 2 weeks prior
All invoices have gone out!! Some payments are received, some people are coming back with questions
Permits – sent email to outstanding. Need to have permits to us by end of day tomorrow, Thursday, 1/10/19. Sent out 13 emails, 9 still outstanding. Will be following up by phone tomorrow. Some of these have already paid in full. Will be notified that if they don’t have the permit in, they can’t vend.
Confirmed with state that we have our permit.
Has sent list of room vendors to Sleepy.
Total vendor count 76 including room vendors, maybe 77 and/or 78
89 including crafters so maybe 90-91 but does include the 9 who do not yet have their permits in
Community tables – 13
We have our show permit!!!!
Next steps is following up on invoices and payments
Vendor placement in ballroom will take place after people have paid
Access to Grand Ballroom on Thursday after 6pm – will need all hands on deck once we have access to the room.
Issues with people paying for tables – Goes back to Danny letting people take tables off the stack and ‘not seeing anything’. Ctan said typically gets $1,000 in cash for tables and wrist bands at Load In.
The form that they sign when they arrive agreeing to Ts & Cs, they attest that any help will be 18 years of age or older.
Changing to check IDs for ALL wristbands related to vendors and their assistants. Ops will provide support.
Have a handful of vendors who haven’t paid their City of Warwick fee – how do we want to handle presenting their permits to Warwick? Board consensus to take permit fee from Application fee and balance will be billed out. About a dozen vendors who haven’t paid either fee. Julie feels pretty comfortable with that who is ls left will be good for it – long time/repeat vendors.
Some flexibility to get permits into the City by next week. Julie & Heather
Need to finish email to AllCal asking for renumeration on failure of volunteer portal
Issues with website have actually been with AllCal; should be fixed
Spooky to help Leah
Pendragon – all set
Op Hammond – Just rec’d latest revision
Valet – Sleepy proposed, Julie seconded – rest of Board approved
Meeting coming up this weekend.
Briefly discussed ASL quote and revision
Has not yet received any content yet.
No artwork – cover art, filler art – Iris is working on
Rob suggested photo gallery contents
Sent to Rob – Preliminary vendor map, community table map; Programming schedule
Have rules change from last year? Yes, updated on Site. Rob will pull from there.
Need to send BoD bios to Rob (firstname.lastname@example.org)
1-2 sentence for programming team members
Include above with Diversity and Inclusion Fellowship info
Accessibility statement has changed drastically – needs to be update
Sent as much content ASAP so he can start doing lay out
Jan 15th – preliminary data
Jan 25th Absolute deadline
Jan 28th – Draft send to Board for approval
Jan 31st – Feedback to rob from Board
Rob has reached out to Tiger Press to confirm timelines
Needs to have final to Tiger Press by 2/1
Press Qty – Last year 3,500, ran out (although ‘found’ two boxes)
Price breaks? At 2,500 and 5,000 but will check and let us know.
CT Trans Advocacy Coalition has paid
200+ Contacts for ads – Iris going through round 2 this weekend
Shy away from food delivery places for advertisements
Sleepy to check w/hotel about food advertisements
Julie taking care of artwork from vendors; providing contact info for Community tables and BostonChickie will follow up
BostonChickie – thinks we should highlight BSPI’s photobooth
Leah spoke w/Society
Placing their order today purple bags w/either gold or silver
3,000 Goody bags
Bags being sent to Sleepy’s house
Bag stuffing in Rotunda – Friday Noon to 5pm
Need soda/hydration station
Thundermist Health Center – giving out pronoun buttons – Julie – will let us know
BSPI would like to proceeds of their performance to go to Thundermist (after costs are covered)
Note – Board members must have face photos on badges. Scene name Ok, pronouns
We need Adverstising and Artwork!!!