found this info on the site reguarding what had to be in place for such an event. remember this was not a free party.
Shefstock Meeting 25/06/07
Minutes from meeting
The agenda raised at this week’s meeting included health and safety in that dogs are to be to be kept on leads and in control. Also issues such as noise level restrictions during the daytime were brought up.
It was also reiterated that no unauthorised rigs are to play in conjunction with there being a limited number of sound systems this year.
Fundraising was also brought up including the £2000 that will be coming from Club Shhh.
(this is actually not being offered and seems to have been some sort of misunderstanding.)
The issue of toilets was raised CJ is to talk to Wookie regarding plans for a trench toilet.
The idea for the Shefstock logo was raised. Jimmy has ideas for the logo and CJ for the artwork that is to be e mailed to Steve who will produce the poster. It was also suggested that roughly 5000 flyers will be needed to advertise the event.
Also suggested was the idea of Walkie Talkies. Maplins should stock these and about eight will be needed.
Going back to the issue of fundraising it was suggested that volunteers are going to be needed to run fundraising nights, names suggested were:
Camouflage Disco
Sequoia
Deep and Twisted
Clearance Sale
Carl (for live music fundraising events)
Mojo and the Beatnix (their Tuesday gig at Runaway Girl)
Red House
On the issue of health and safety it has been decided that there will be restrictions on car and van movement. These vehicles must be on the main festival site by a certain time and there is to be no moving afterwards.
There are to be no smoking signs in the marquees.
More First Aid volunteers will be needed. Five have already been hired but another five more will be needed.
With regards to noise levels the main stage is to shut down at midnight and two or three tents are to play music after this time. By 2 o’clock the music is either to be turned down or base bins be turned off. There is to be no setting up in either the car park or camping area.
Bar and Licensing was also discussed. There is to be a main Shefstock bar that Gaz has agreed to run and organise shift patterns. Jamboree will run a smaller bar selling cocktails/spirits etc. Camouflage Disco will do Coffees, teas etc. CJ is to speak to Chris Pearce regarding a tenant’s licence.
It was also suggested that free entry to shefstock be offered to those who volunteer. Leaflets with contact details are to be left at Airy Fairy, New Roots, Vine and Dulo.
The issue of groups was also raised that include kids, welfare, healing and drumming. A big fire in the centre was brought up at the previous meeting and Shaun has been suggested as someone who can build this Steve is to liase.
The welfare area is to include things such as First Aid, lost property, lost marble, a check in point and general information such as site rules, play lists and rotas.
An Adult area has also been put forward and there is still the need to look into someone to coordinate these events, CJ is to look into this. Ideas put forward here are music workshops, meditation, arts and crafts, circus skills, belly dancers (boomshanker) and healing
22:35 – 0 Comments – 0 Kudos – Add Comment
09 Jul 2007
Shefstock Minutes 9/7/07
Shefstock Minutes 9/7/07
Agenda
Pricing
Site
Staffing
Pricing
We had voted at the previous meeting on whether or not to charge. It was decided that we would charge. The vote was 5 against 2.
We also said at that meeting that we would charge £7.50 in advance and £10 on the gate. Under 14s get in free if accompanied by an adult.
The reason for this is that, it would be a good idea to encourage people to buy tickets in advance so we would have a bit of money to buy things in advance, such as wristbands and beer stock. We also need to generate more money over all to pay for those things. It would also be good if there was a bit of money to sort bands out with beers and food for the weekend. (Minutes to follow)
It was felt by some members of the group, that weren’t present at the meeting where we discussed this, that £7:50/£10 was too much. So we agreed to discuss the price again.
We voted on 3 proposals
1. £5 advance, £8 on the gate – 5 votes
2. £5 flat rate – 4 votes
3. £4 advance, £6 on the gate – 1 vote
This was a very close vote and people still weren’t happy with the result so we agreed to charge £5 in advance and more (amount not specified) on the gate.
We need to advertise this in advance.
This way we can work out how much more we need to charge when we have worked out our budgets and know how much money we have got from advanced tickets. This was voted for unanimously.
Site
There have been problems getting to view the site due to not being able to get hold of the right person. Eryl is to try and arrange for us to vist one of the 2 possible sites on Fri afternoon.
Staff
Roles and numbers needed.
Gate
Fri Midday – 4am (Then shut gate) = 16 hours x 2(people) Total 32 work hours.
Sat 9am – 4am = 19 hours x 2 (people) Total 38 work hours.
Area total for weekend = 54 work hours
Parking
1 person same times as gate. Total work hours 35
Area total for weekend 35 hours
Stewarding/Security
1 member of security for each of the main areas (5) and 2 floating members of security. Total 7 for peak times.
Fri 10pm – 5am = 7 hours x 7(people) = 49 work hours.
Sat 10am – 5pm = 19 hours x 7 (people) = 133 work hours
Sun 10 – 8pm = 10 hours x 7 (people) = 70 work hours
Fri Midday – 10pm x 5 (people) = 10 work hours
Sat 5am – 10am x 5 (people) = 5 work hours
Sun 5am – 10am x 5 = 5 work hours
+ 2 security around Thurs night to work as necessary and Sun morning.
Welfare/Info/First Aid/Lost Children Tent.
2 people at all times at least 1 of them must be a first aider.
Midday Fri until 7pm Sun Total 55 hours (110 work hours)
All staff must meet before the festival for a briefing and check in at the information point on arrival.
Other
We agreed to have a budgeting meeting on Wed at Gaz and Steve’s house. People to be present are Eleanor, Eryl, Steve, Gaz and Dom.
Eleanor, Eryl, Steve and Cj are to meet with club Shhh on Thurs afternoon to discuss getting some of the money we are owed from New Years Eve.
We are to try and find out who set up the Shefstock.some.org website and get the details so that Lee from Fuzzy Duck can update it.
We also need a partyline number to put on flyers and tickets.
14:53 – 0 Comments – 0 Kudos – Add Comment
with that information from the meetings regarding the lisence for the event at least you can make your own minds on whether every thing went to plan legally.
