Minutes - 20050307
Open: 15:10
Present: PRK, Tori, SDedman, Ghoti, Alistair, Steveg
Apologies: Tiki, Elaine, Cathy
Correspondence Received:
o Mad Man video - sending fliers for con bags.
o Short story competition entries.
o Ongoing liasal with Charles de Lint re guitars.
o Lee Battersby - bag stuffing in exchange for fliers in bags.
o Conversation with Grant Stone - publicising con.
o Invited Juliette Marillier to the con.
o Program updates gone out to everyone on the program.
o Fliers have been dropped off at Supernova.
WASFF Update:
o Haven't received cheque for money yet.
o Audit tentatively booked for next weekend.
CF Action: Steveg continue correspondence with Rohan - ongoing.
Programming Update:
o Program starting to become fairly static.
o Pocket program - 4 pages.
o Not expecting new suggestions to make it onto the program at this
stage.
PR4:
o Tin Duck ballot needs to go in PR4.
o Waiting until about March 12th (after Tin Duck nominations).
o SDedman to collate / produce PR4 - Tin Ducks / Final Program.
o $20 for A5 advertisment if professional, free if fan.
Tin Ducks:
o Artwork forwarded to list.
o Steveg forwarded art to Gary.
o Steveg has three nominations.
Action: Steveg to follow up with Gary re art.
Action: Tori to simplify artwork to B&W and email list.
Action: SDedman to foward details to Steveg where to send nominations.
CF Action: Elaine to check out Officeworks / Jacksons for certificate
parchments.
CF Action: prk to update website with Tin Duck info and link to email
swancon30@westnet.
Con Bags:
o Bags still not arrived.
o Waiting on Mad Man fliers & Jesters stuff.
o Get in touch with non swancon branches of swancon - Mars / JAFWA /
etc.
o Need bags by Monday before con.
Action: Steveg to give JAFWA contact details to SDedman.
Action: SDedman to ask Grant for details.
Action: SDedman to get UNISFA details.
Program Book:
o 2 page blurb on Charles de Lint.
o page each for rest of guests.
o Simono short story.
o Detailed list of program items.
o Anything else.
o $50 for A5 advertisement.
Posters / Badges:
o Posters photocopied and distributed.
Memberships:
o Updated spreadsheet of members - currently 183 members on list.
o Also 7 at UNISFA, 5 at Tactics.
o Close books on the 18th of March, no more external membership sales
after that.
CF Action: Steveg to put membership counter / breakdown.
CF Action: Elaine to email NZ folk a letter stating $75 membership at
the door.
CF Action: prk to update website again.
Dinner with Charles de Lint:
CF Action: prk to update website - dinner moved to Tuesday. Email list
as well.
Action: prk to email Sarah and find out how many people are coming.
Treasurer's Report:
o Accounts are up to date.
o $12,000 in credit of which $2,500 is in the bank.
o Rest is in the form of cheques due from Tactics and WASFF.
o Have about $5,000 of essential expenses - GoH + Hotel facilities.
o $4,000 budgeted for video projectors at hotel rates.
o Not quite on track to cover full budget - but nor are we so under
budget it will affect the con.
o Expecting more membership sales anyway to make the budget.
o We'll at least break even, just depends how frugal we have to be.
Equipment List:
o Projectors
o Computers
o A/V gear
o VCR
o Video Camera
o Guitar
o Whiteboards & Markers / Erasers.
o Easels
o Concert stuff.
Action: PRK to manage equipment list.
Fund Raising:
o No update.
Masquerade:
CF Action: SDedman to follow up wiht Mike O'Brien re sound setup /
DJing.
Day Managers / Gophers:
o Need to hit up people for Day Managers.
o Swancon 31 day managing Monday.
o Ju managing Thursday.
o Ghoti managing Friday.
o Sat / Sun day managers.
SDedman to start asking specific people.
First Aid:
o SDedman and Elaine have purchased phones for themselves with own
money.
o Purchased $30 of calls with Swancon Money for the purpose of the con.
Action: prk to compile list of phone numbers for everyone.
Video Equipment:
o Need to get a few whiteboards.
o Damien McGee requires video presenter.
Action: Cathy emailing academic presenters for equipment list.
Action: Need to arrange a couple of whiteboards & easels / etc.
Action: Steveg to speak with Ken re projector availability.
Art Show:
o Booked 17 panels for art show.
o Supplier will set panels up for us.
Hotel Liason:
o Storage for Panels / martial arts gear.
o Broadband availability.
o Footware policy.
Short Story Competition:
Action: Email Cath Ortlieb re prize money for competition.
EFTPOS:
o Talking with Bankwest Merchant Services re EFTPOS.
o Need to send fax in, with delivery address.
Action: prk to send Steveg fax number.
T-Shirts:
o T-Shirt atwork sent to Elaine.
CF Action: SteveG to put order in for shirts.
Close at 16:50
Next Meeting:
3pm, 12th March at 165 Gibbs St, East Cannington.