Debrief Meeting April 2013
Come and help us examine what happened and plan for the future. Open to anyone. RSVP for numbers.
Date:
Thursday, April 11, 2013 - 7:30pm to 10:30pm
Venue:
Agenda/Issues:
| ID | Detail | Raised By | Suggested Solution | Suggested By |
|---|---|---|---|---|
| 1 | Improve advertising & promotion | Ray | Dedicated officer for advertising & promotion | Ray |
| 2 | Should paid venues pay for sound | Ray | Ask venues to contribute to sound | Ray |
| 3 | Stop using progress hall | Ray | ||
| 4 | Advertise Big Break straight away | Ray | Poster and banner designs are needed | Graeme |
| 5 | Story ideas to publicize in local paper | Graeme | e.g. Bio on last years winner | Graeme |
| 6 | Poster and banner designs are needed | Graeme | Graphic design competition for posters | Graeme |
| 7 | Date for Big Break | Graeme | ||
| 8 | Venue for Big Break | Graeme | ||
| 9 | Poster details required for Big Break | Graeme | ||
| 10 | Set date for next years festival | Graeme | ||
| 11 | Tell venues the dates for next year | Graeme | ||
| 12 | Contact details on website unclear | Sabrina | All committee to be listed with roles and contact details | Sabrina |
| 13 | Remove Bank Account details from website | Sabrina | ||
| 14 | Explore need for an advertising budget for local newspapers | Sabrina | ||
| 15 | Musicians should advertise their performances | Sabrina | We should ask musicians to advertise their performance | Sabrina |
| 16 | Musicians don’t register at the information tent | Sabrina | We need to give clearer information to musicians | Sabrina |
| 17 | Musicians don’t register at the information tent | Sabrina | Direct musicians from the venues/sound guys to the information tent using signs | Dan |
| 18 | Musicians don’t behave getting on and off stage | Sabrina | We need to give clearer information to musicians. Possibly a flyer. | Sabrina |
| 19 | Marketing & Sponsorship Plan | Anthony | ||
| 20 | Split Marketing and Sponsorhip | Graeme | ||
| 21 | Find someone to do marketing | Graeme | ||
| 22 | Find someone to do sponsorship | Graeme | ||
| 23 | Eastern Radio do a mobile broadcast from the site | Anthony | Needs to be done before July | Anthony |
| 24 | Contact Sammy Owen RE Big Break | Ray | ||
| 25 | Contact Khristian Mizzi RE Big Break | Ray | ||
| 26 | Contact Andrea RE Big Break | Ray | ||
| 27 | Contact Rock Garage RE Big Break | Ray | ||
| 28 | Why less volunteers | Mark | ||
| 29 | Need more volunteers for setup | Mark | ||
| 30 | Need more volunteers for break down | Mark | ||
| 31 | Stage managers did not register/turn up | Mark | ||
| 32 | Stage setup must be on time | Mark | ||
| 33 | Review change over times | Mark | ||
| 34 | No run sheets with band details | Mark | ||
| 35 | Program finalised 4 weeks before festival | Mark | ||
| 36 | Need more coordinators to oversee tasks | Mark | ||
| 37 | How to present the program on the website | Mark | ||
| 38 | Create a web site issues list | Mark | ||
| 39 | Resolve web site issues | Mark | ||
| 40 | Find someone to do public relations | Mark | ||
| 41 | Create a productions issues list | Mark | ||
| 42 | Resolve production issues | Mark | ||
| 43 | Streamline management - tasks go to appropriate committee member | Mark | ||
| 44 | Discourage badly behaved musicians, members etc from participating | Mark | ||
| 45 | Grow the committee team | Mark | ||
| 46 | Clear event structure | Anthony | ||
| 47 | Event documentation completed | Anthony | ||
| 48 | Event risk assessment completed | Anthony | ||
| 49 | Review the event documentation | Anthony | ||
| 50 | Adopt some Hume City Council Stall holder application | Sabrina | ||
| 51 | Collect gas appliance information from stall holders | Anthony | ||
| 52 | Artists/Musicians are not given enough information | Jan Dandridge | Make artist information on the website open and not dependant on online registration | Graeme |
| 53 | If venues want to be involved, they should do something to encourage people to come in! | Jan Dandridge | Venues that are not operating should not be given musicians. e.g. Coffees and lunch was not available at the Thai Restaurant. | Graeme |
| 54 | Regular customers for the retailers are lost due to parking | Basin Bakery - Fee | Signs earlier. Put message on the website. | Basin Bakery - Fee |
| 55 | 5% Discount was not offered to volunteers this year | Basin Bakery - Fee | Should offer discount to volunteers from retailers. 10% discount is a possibility | Basin Bakery - Fee |
