Green Festival Planning Group Meeting held on Sunday 20th November at 4pm at Sumac Centre
Present: Emlyn, Max, Catherine, Kevin, Russell, Pat, Ian Hewitt, Tash, Moby
Apologies: Lynda, Audrey, Beccy, Kenny, Matt, Lucy, Phoebe
FUNDRAISING
Event aims to be self sufficient and grass roots, funded by stall holders, benefit events, etc, but grants should be welcomed for financial security.
Early engagement with potential fundraisers is preferred to searching later if in a crisis.
Last time £200 was received from each of Coops East Midlands, Trades Council & Unite.
Ian will ask Chris Richard if he could ask approach Phone Coop & Coop Party.
This could be a solidarity fund to cover insurance for those that have none, to save having to surcharge these typically small unfunded groups.
Catherine will ask a friend to contact Ecotricity.
Lush internal deadlines missed us last time, but they invite an application in March.
Moby will ask Exlibris whether Chris can reword her previous press release to include the 25 year history of the event. It would be good to know how long the Peace Festival had been running before transitioning to the green fest.
Kevin suggests Nottingham Consortium, but Moby thinks their funding priorities have changed.
Max interested to seek funding for authentic culture for the masses, to access some arts funding that otherwise goes to those that are already ‘cultured’.
STALLS
Supporting stalls booking early could get early & featured publicity, eg logs on fliers.
Offer discount for early booking, or same charge as last year, with higher charge for those booking after a set deadline.
Extra may be needed for Insurance
Set a clear timeline, for example:
– January send out applications
– January expressions of interest to hold a space by return
– February : early booking / reserved space reminder
– End May: booking deadline at 2016 prices (+ insurance)
– End July: other bookings, if categories are not filled
Some craft stalls said they couldn’t sell enough hand made real crafts at necessary price if competing with cheap recycled crafts. Advise crafter’s to judge their sales potential and consider the potential for future sales.
Booking guidelines to be reviewed, including guidelines re plastic publicity balloons. Give guidance on alternatives. Biodegradable bags available.
Arboretum franchise ice cream vendor can do vegan, but advise no plastic spoons. Ricardo’s could be invited to do something else.
Remember to use temporary bunting to rope off designated zones and indicate route from bandstand to bottom road.
Ian can send link for argos roping off pegs? Aiden has some. Veggies has some metal stakes for hazard tape.
ACTIVITIES
More motivation speakers, kids classes, how-to talks, and hands-on activities, as was done by kids space, spoken word, Hack Space, Food for a Futures.
Need to clearly define placement of Spoken Word, Kids Space and other activity zones, including protecting from encroachment from stalls.
Kevin will approach street artists for community based art activities. Nottingham Contemporary and New Art Exchange might do outreach activities.
SUBGROUPS
Due to difficulty in getting everyone together at monthly meetings, it is suggested that small subgroups might progress various areas of planning, reporting back by email & at full-group meetings.
– Cultural, bands, activities
– Stalls and trading
… Phoebe, Lu, Sally, Kevin, Beccy, Pat to try to get together to look at timeline & stalls criteria. Anyone else?
– Technical and technical, stewards etc
– Fundraising, book keeping, banking
– Publicity
PUBLICITY
Emlyn will set up ‘Mega’ with 5gig free cloud storage for photos.
(Drop box space is limited space & Google Drive uses space on personal hard drives).
Ask Phoebe about ideas for new artwork, posters, logo, incorporating 25th anniversary theme. Works with Verna Poppy.
– including letterhead
Publicity re 25th anniversary
– Seek anecdotes from past organisers … Jeremy’s photos, Doreen’s reminiscences
Highlight that event will be off-grid (if Generator-X powers the bandstand), ethical, environmental, grassroots, local, unique.
– UK’s longest established green festival; Only green festival with fully vegan ethos.
Pat to get publicity for December 10th fundraiser off Facebook and onto diaries, email & website.
FUNDS ETC
Still seeking alternative ethical bank account as Unity have imposed charges. Co-op banks signing up compliance is too strict.
Triodos, free for non-profits? but no counter service, but cash in/out might go through a 3rd party
Save The Earth have an ethical bank (St Johns?) – Emlyn will send details.
Catherine can help Moby with admin, paperwork, site visits etc.
Need non profit option for first aid, though note that current provider also brought walky talkies.
Val at Womens Centre involved with friends of arboretum, Moby has asked about water fountain
£400,000 refurbishment of arboretum starts in spring. Need to follow what facilities might change. And ensure works done by September?
FUTURE MEETINGS
It is unfortunate that many couldn’t make the meeting, but Sunday still seems OK for most. Those that can’t could still be active in sub groups.
Ian will arrange presentation for Loomio online organising tool. Will set up trial account. Links (YouTube) to be sent around for personal research before.
See https://www.loomio.org/ and https://www.youtube.com/watch?v=ZipyebSY2Lo
Next Meeting Sunday 15th Jan at 4pm, following fundraiser the night before.
However to access what times might work for most people please fill out this doodle poll to indicate which would have suited you best, and what would work for you for February:
http://doodle.com/poll/trr7qenwqqifq553
The suggestions are for Sundays at 4pm, Sunday at 6pm, Tuesday 7pm, Thursday 7pm
To do for feedback at next meeting
… Stall criteria, deadlines
… Fundraising approaches to potential funders
… Preparing application for Arboretum
Afterthoughts
Composting toilet.
Volunteer / crew expenses on par with stewards.
Adjusting publicity as per the target audience, eg varied for green publications, vegan mags, craft fairs …
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