[Fallfest] Minutes of Fall Fest Meeting, April 19th

[Lori Madden]

Hi All,
    Here are the minutes of last week's Fall Festival meeting.  Send any questions or comments to me (Lori).  Thanks to Gaye for taking minutes.
    IMPORTANT:  Teri and I are currently looking to fill a couple of chairships for the festival, most notably:  Dancer service center and Saturday night party.  If you are even remotely interested, please write to me and I'll send you a description of what's involved.  Expressing interest will not be taken as signing up for the job, I promise!  Thanks, Lori

Minutes of Fall Festival meeting, April 19, 2005

!)  Lori thanked everyone for helping to make last year's festival go
smoothly and for volunteering to help again this year.
2)  Lori reported that the Percolators will be coming for $400 each,
plus travel.  Beth Molaro will be the features caller for $500.
3)  We looked at the proposed budget line by line and accepted it  with
some changes.  The amounts are as follows:  Advertising 0, Brunch $300,
Buttons $115, Decorations $100, Featured performers $4000, Flyer mailing
$160, Flyer printing $250, Hall rental $3300, Housing 0, Lunch $50 (for
band & caller),  Potluck $150 (paper goods, beverages), Sat. Party $250,
Shoes 0, Snacks $200, Sound engineer $800, Stage rental $265, Workshops
$1500.     Notes:  *Discussed importance of each chair being informed of
what their budget is!  *Housing wants to provide breakfast for those at
camp.  The cost of the cabin will be padded to cover this additional
cost.  Lori will contact Kim to get an estimate of how much per person
should be added.  *ACCDSS will buy new brown brushes and allow festival
shoe committee to use them.  *line items for t-shirts and water were
eliminated as they are designed to be break even (or profit) items. 
*Firday dance was combined with workshops, since they are paid and
arranged by same committee chair.
4)  After much discussion, the committee decided to raise admission
price to $60 (before Sept. 1) and $70 thereafter.  People will be
welcome to come for Sunday only for $20, and Friday only for $15. 
Language will be added to the flyer for the Friday option, specifying
"first come, first served, space available".  Will will make a number 
of
extra buttons for Friday only walk-ins.  Will and Rob will communicate
about what the cut-off number should be.  
5)  Bill is planning to do 3 workshop sessions this year instead of
four.  This will reduce the number of leader/musicians hired.  We
decided to pay each performer $60, after their free admission slot.
6)  After lengthy discussion, we decided to hire one band for Friday
night's dance.  Hell on the Nine Mile was our first choice; House Red
was second choice.  Because they will be playing twice as long as during
previous festivals, we agreed to pay them one free admission (up to 4
for Hell) plus $60 each (up to 4 members for Hell).  We will ask Laura
Light and George Paul to play for an hour of swing dancing after the
contra on Friday night.  Lori will contact bands for the contra.  Bill
Feeney will contact Laura & George as part of his workshop arranging.
7)  We decided to hire 2 callers for Friday night.  Our first choices
are Shawn Brenneman and Herschel Nelson.  If Shawn says no, we will ask
Gaye.  If Herschel says no, we will ask Tom Hinds.  Lori will contact.
8)  We discussed the following items for the flyer:  Lori will contact
Tina Liza Jones to ask about gospel sing Sun. 11-12.  No shape note
sing.  Sunday waltz 10-12, recorded music for first 1/2 hour.  
9)  We decided to work with Kim again for Sat. catered lunch.  Lori
will check if price can remain the same.
10) We discussed whether band hospitality includes feeding them Friday
night and Sun. after dance.  The consensus seemd to be that we are not
responsible for feeding them.  Whoever does band hospitality will need
to be clear on this!
11) The following chairs were confirmed:  Aggie - t-shirts, David Stone
- Decorations (co).  The following committees still need a chair (or
confirmation):  Advertising, Band Hospitality, Dancer Service Center,
Facilities, Volunteers (Lori will do this for now), Potluck, Sat. party,
Sun. Brunch.  Some folks from last year may decide to take on committee
again.  Rob is looking for an apprentice who can start training, but
this is not urgent.
12) To discuss at next meeting:  clarifying job description for
volunteer chairperson, issue of whether fall festival supports local
dance (or vice versa), selecting featured band for next year (2006).
 


    

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