NOTTINGHAM GREEN FESTIVAL . Discussion/Debrief/Post Mortem/Autopsy . 11 Oct 2015, Sumac
Present: Bob, Chris, Moby, Russell, Jeremy, Patrick, Phoebe, John, Margaret. Apology for absence: Lynda.
Review of event – Very good atmosphere. Fine weather. Survey results are tabulated and available. Only serious negative comment was from a local resident routinely disrupted by noise. Oversights … Tea & coffee – too little. Self service would have worked. Jack Romano in future? Toilets signs – too few. Standing signage – better needed. Chairs requested for sake of customers. Comedy wanted. No money collecting buckets and no collection took place. Caterers sold out and should have [brought] more supplies.
Second stage arrived, pop-up acoustic, and some preferred it. Buskers’ Corner?
Comments on stalls – suggestion to mix types of stall. ‘Campaign Alley’ syndrome. Shortage of plant stalls noticed (incl. EcoWorks’ absence) – May/June event better for these.
Councillor Richard Mallinder (Green, Lady Bay) [passed on a comment from a constituent] that the event seemed hijacked by anarchist politics, yet offering little or nothing to help ordinary people with green living. Nottm Energy Partnership booked but didn’t come. T4 Sustainability came, but not prominent. Would a specific zone of energy groups help? Idea: Penny Poyzer &/or colleagues might encourage such attendance. Energy & Green living groups tend to be professional/statutory, so less likely to attend Sunday, compared with amateur politicos.
Stalls map was made. It quickly guided volunteers and visitors to known stalls. Less help to a visitor wanting some specific topic as categorisation hard. Zoned topics would have helped, but self-placing, as used, has advantages. Apart from food stalls, zoning and mixing are conflicting ideals. Notts Nosh stalls, against expectation, spread out around site, so booking group seemed more a rent reduction stratagem [update: it was noted that there was confusion / communication issues regarding the flexibility of charges for stalls]. All caterers, it was noted, sold out. Riverside uses a combined food marquee.
The limit of 75 stalls, not stated at the outset, was reported to have excluded Green’s Windmill & perhaps others. Available space was reviewed. Perhaps the first 75 (before 10am?) could be sited in main line, than later arrivers placed elsewhere. The larger ‘picnic area’ may well be useable for this purpose. In Green Fest’s early years stallholders could turn up on the day, which most events disallow.
Financial summary – John reported total income £5552.39. Expenditure £4330.40. Veggies loan of £400 repaid. Provisional net surplus £822. Not all cheques having been cashed, the final statement is awaited.
Stalls income £2005.
Donations include those made with stall booking fees, £220. Stripe Crowdfund £33. Other donations £140.05.
Major donations, from organisations including unions, total £3375. These, John pointed out, are least likely to be repeated a second year.
Entertainments costs (incl. Children’s entertainer MC Parker) total £1530. All have been paid. Note one band did not turn up. Arboretum hire £800. First Aid £516.
Highlighting major donations, John noted all these funders were altruistic. We must decide how to encourage an equivalent total next year, and from where?
Discussion noted small publicity outlay. The mix of publicity methods used, including electronic media, posters, bus stops and broadcasters, worked well, though as always below the ideal. This was the first year without daily newspaper advertising, giving a substantial money saving, with no apparent harm to the event. Promotions to participants, stallholders, funders and potential stakeholders could appeal for help next year. Thankyou letters have already gone to major funders. We should plan far enough ahead to get free publicity and participations.
What led to September date? In recent years it was availability of the Arboretum in its tightly packed booking diary. The alternative of May has the disadvantage of being the end of organisations’ financial year. September seemed to work well, people being back from holiday. The Festival was one of the last principal events on the year’s calendar. June/July 2016 would be technically possible due to fewer band concerts. Student access is a factor in choice of date, and school terms (City and County) need to be checked. This year’s early Sept was a week after schools return.
All factors considered suggest Sunday September 11th 2016.
The Vehicle problem on site – we note Pagan Pride doesn’t allow vehicles to park. But they do allow vehicles BRINGING gear, though they must park elsewhere. We might provide trolleys for moving stall gear after a vehicle cutoff time. The Arbo is an open public park – many visitors arrived very early, trying for early stalls. One stallholder had to leave early due to sickness. Vehicle was walked through. Stallholder was full of praise. Traditionally the bottom gate isn’t open. This year it was and we hope to repeat.
Crocus Cafe did well and valued the public exposure.
Most of Nottingham’s several public sector energy and green living bodies were not at the Festival. Would an indoor one-day event especially for this sector, held beforehand (day before or during preceding week) be an answer? Penny Poyzer to be contacted for discussion.
Charges – Several potential stallholders had said they found our charges too high, claiming there are many other events charging lower rates than ours. We aren’t short of takers, but should stress we’re open to negotiation. Applicants often dither over self-categorisation. Equally, public sector info stalls might not be repelled by £20 fee. Certain stalls, though commercial, donate 100% of takings to charitable humanitarian causes – they could categorise as voluntary fundraising.
Location? By public appreciation, no change suggested.
For all reasons, aim is to book Sep 11th 2016 as early as possible. Lack of money is the biggest worry. A specific fundraising person would be very valuable. Could additional guarantors be found? Music coordination is needed. Bands programming and technical PA could be tasks for separate people, as in early years. Several potential candidates were suggested.
Fairground entertainments (trampolines and teacups) arranged to come but were absent on the day. Agreement is for no advance hire fee. Some inducement to attend reliably is needed.
Public attendance figure is desirable to attract funders and participants. Visitor count is hard without tickets and with free admission at several entrances. A technique is to issue free raffle tickets at all entrances, requiring postcode on counterfoil. The real aim is to record numbers and areas. Up to now, figure has been approx. count on site at any one time, and duration maintained. Estimate this time is between 500 and 1000 on site from noon to 5, and 8000 total.
Date for next meeting – Sunday 8th November, 4pm, Sumac Centre, Forest Fields.
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