Greetings
Staff,
FFF #44
nelaprog.com/main
Here is the
agenda (and agenda notes, if the meeting has occurred) for the Staff: 2nd
Meeting occurring/occurred on 2014-09-03 for the FFF #44 event.
Greetings
and welcome
Next meeting
date announcement (2014-10-01)
Tech
update/testing
Notes from
previous meeting adjusted as follows:
¥ Vending
Division Head will be shared by Amanda and Dyanne
¥ Leah
and Amanda will be liaising with Amazing together
¥ Community
tables will be complimentary
Reports/action
items:
1.
Ads/Promotions - Amanda and Leah (with Dyanne) will
be laisoning with Amazing for their promotions. Leah
is reaching out to new companies to advertise with us (program book, posters,
signage, banners at the flea, website adverts, social media app). Other events to advertise FFF - Kinky Con, MoB,
TES, The Society. Choice is interested in sponsoring us. NHOT, Rope
group by Twitch and Derek, Rose and Thorn in VT., Jeff
Mach events. Leah coordinating (Iya
offered to assist if helpful). Prides - VT & CT.
Postcards will be sent to Dan by Rob (the old FFF cards as new ones
wonÕt be ready yet). Reviewed that no vulgar or nudities on posters in the
elevators or hallways on site.
Sponsors
(1st) and then Vendors will be offered programming sponsor opportunities (as
approved by Programming team/Presenter).
Call for
presenters is open - if anyone knows of anyone, please refer!
2. Con
Chair -
3.
Evening Events - no one present, tabled for now.
4.
Hotel - Late check out possibility and time will be confirmed by Jack
for Sunday for the vending bedrooms. If vendors would like to stay any
additional nights in the hotel beyond Friday and Saturday they need to register
and pre-pay their room costs directly to NELA.
The
programming numbers of available rooms at the hotels will be confirmed by
Percy, likely to decrease by two.
5.
Programming - Phyllis has taken a job in VT and will less available for in
person meetings. Percy will step in to organize meetings as needed.
6. Program
Book - Our Program Designer has been working with Agent Smith and Phyllis to
obtain previous programming book files. Will connect with PetTigress
to get the files he needs. Our Program Designer requests all vendor and
programming communications happen through NELA liaisons and then are to be no
direct communications with him. The Program Designer will work directly with
Rob to coordinate time frames and artwork themes.
Hard stop
date for program book information is December 15th.
Rob will
clarify the hard stop date to go to the printer.
Rob has two
artists who have volunteered to contribute art for the program book. Program
designer will coordinate with Rob
7.
Publications - FFF Postcards have been sent to printer and will be available
shortly. There are two ads being placed in the Wicked Women program book - one
for the FFF and one for the Tickle Intensive. Rob and Iya
to provide the files for the ads. Postcards for both events will also be
distributed at Wicked Women.
8.
Registration - Leah proposes consideration for Turtle Hill Events to handle our
registration. They charge $6/head but they may cut us a deal.
9. Safety -
Jack will be reaching out to Jerry re: security detail. No
objection was expressed by those present at the meeting, however a
recommendation was made to confer with Maggie for her opinion.
10. Vending
- more social media posting scheduled. 60 vendors have applied to date. The
email confirmations have been glitching a bit, but
Amanda is working around that. Request to confirm vending hours. Last year they
were 10:30-11 am for NELA associates, 11 - 6 pm for public, on Sunday vending
hours ended at 4 pm.
Amanda
proposes being open 10 - 10:30 for NELA associates and go to 6 pm Saturday and
4 pm on Sunday.
Discussed
going later on Saturday night, pending conflict with evening event space, and
also being open on Friday night. Decided to extend vending hours to start
Saturday 10 am to 6.30 pm, with 30 minutes from 10 -10:30 for NELA associates,
and on Sunday 10 am to 4 pm, with 30 minutes from 10 -10:30 for NELA
associates.
Amanda
wanted to double check load-in hours which will be the
same as last year. The provided load in is 10 am - 8 pm Friday.
Amanda
checked to see if there are Vendor welcome letters/packets in Zambia, Percy
stated that these have not been generated through Zambia. Amanda will try to
get past copies to create in Zambia.
Percy
confirmed that the vendor meeting would occur in the Grand Ballroom and not in
one of the programming rooms.
Rob is
checking on cost for vendor signs as were made last year.
11.
Volunteers - Iya to set up the volunteer play party
at Choice in consultation with Jack. A doodle will be set up for March/April
and sent to the Flea mail list.
12. Any
others - none
Time Table
update (Get them into Zambia, please, folks!):
Volunteers
-none
Safety –none
BEOs
Due –none
Announce
Cards -
Ad Campaign
– FetLife ad campaign, 3 months out from event.
Amanda to handle logistics/Leah to provide content/ads.
Promotions
Reachout Schedule - ASAP (Percy)
ACOS
contact - Jack to coordinate for community table application to get on the map,
will use Room 101
Police
Detail - no change
Call
for Presenters - open, no change in Zambia
Call for
Presenter Vols - hasnÕt opened yet, no change in
Zambia
Programming
team meetings start - start next week
Vendor team
meetings start - have had two meetings, request to put notes/schedules in
Zambia
Publication
book - Hard date for content to Designer is Dec 15th
Approving
the pricing structure for FFF ads - presented by Leah, details to follow
separately.
Sponsorship
levels - presented by Leah, details to follow separately
Zambia
usage - please use it
Mobile
software - Leah and Iya to create a PRO/CON list to
share one week prior to next meeting
Space
Allocation discussion -RKO will in Rotunda on Friday night
Parties -
tabled
Special
Announcements - none
New
Business – none
Adjournment
- 9:35 pm