DE-BRIEF MEETING - AGENDA      10/9/04

Over the next six weeks the team will hold meetings to plan for the introductory event scheduled for October 16th at Fradgley Hall. Today, to assist in our planning, could the meeting receive reports from those people responsible for the individual components of Saturday's event and together from these make a brief overall assessment of the event as a whole. If the team decides, based on these reports, that we can introduce improvements for the next event, we can arrange for these ideas to be discussed, in chronological order, at the various meetings. The pre-event components, such as budgeting and advertising etc should probably be discussed at the first meeting.

REVIEWS:

Budget / Advertising / Event Manager / Event Format / MC / Music / A V / Food / Wine / Contribution Table / Information Table / Sales / P.R / Security / Follow Up Event.

BUDGET

 
Venue:
$73.75
        
Donations:    
$872.00
Banner:
$594.00
    
Door:
$201.00
Invitations:
$256.30
Post:
$64.30
Flyers:
?
Food:
?
Wine:
$132.00
Purchases:
$72.00
Total:
    $1192.35
Total:
$1073.00

Donations from:

Kathy D.
Chris D.
Calvin M.
Greg M.
Grace A.
Martin H.
R .S. & L. D.
D. & C.
Total.            $872.00

ADVERTISING

 
Local MCs:
M. G.
Information Tables:    
M.G.
Banner:
M. H.
Brochures:
C. M.
Flyers:
L. D.
Email:
A. G.

EVENT MANAGER

 
Staff
Event Manager
C. M.
Venue Liaison
J. S.
Set Up
C. M., J. S. +
P. R.
P. S.
Security
C. D. +
Information Table        
M. G. +
Sales
M. G. +
Music
M. H. +
Food
H. P. +
Wine
C. M., G. C.
Barman
R. S.
AV
B. H.
Contribution Table
J. S.
Ushers
L. B., P. S. +
Knock Down
C. M., J. S. +

EVENT FORMAT

 
2.30 pm to 4.30 pm
Set Up. (theatre style)
4.30 pm to 5.00 pm
Briefing, Rehearsals
5.00 pm
Doors Open
5.15 pm
Live Music
5.30 pm
Start of Event
5.30pm to 5.45 pm            
Live Music
5.45 pm
MC
5.50 pm
Video- (Peace Needs To Be Felt)- 34 mins
6.25 pm
MC Announcements
6.30 pm to 7.30 pm
Live Music, Refreshments, Wine
7.30 pm
Knock Down, Debrief
8.30pm
Doors Close
MC
Andy Hoadley

Welcome script. (welcome / info about Maharaji / format / video length / announcements end of event.)

Closing script. (welcome to stay / Information Table and Contacts / Follow Up / Thanks)

MUSIC:

 
Coordinator      
M. H.
Musicians
Logistics
Self
Set Up
Rehearsals
2.30 pm to 5.00 pm

A V:

 
Coordinator      
B. H.
Logistics
Set Up
Rehearsals
4.00 pm to 5.00 pm
Video
'Peace Needs To Be Felt'- 34 mins

FOOD:

 
Coordinator
H. P.
Purchases
Logistics
Preparation
Waitresses
Kitchen

WINE:

 
Coordinator
C. M.
Barman
R. S.
Purchases
Logistics

CONTRIBUTION TABLE:

 
Coordinator
J. S.
Staff
Materials

INFORMATION TABLE:

 
Coordinator
M. G.
Staff
Logistics
Self
Materials

SALES:

 
Coordinator
M. G.
Staff
Logistics
Self
Materials

P.R.:

 
Coordinator
P. S.
Staff
Materials
Self

SECURITY:

 
Coordinator
C. D.
Staff
Materials

FOLLOW UP EVENT:

 
Venue:
Senior Citizens Centre
Date:
Sunday 5th September
Time:
4.00 pm to 5.00 pm
Event Manager:
J. S.
Format:
Music / MC / Video / MC / Refreshments
Video:
'Introducing Peace'- 27 mins 'The Unchangeable' 35 mins
M.C:
?
Staff:
?