HOTEL
Committee members have submitted their choices for "top 5 hotels" to contact for RFPs (Request For Proposal). Andrew will contact these hotels and secure pricing information based on:
a) Meeting rooms only
b) Meeting rooms with block of hotel rooms set aside
c) Meeting rooms with daily catering requirements
d) Meeting rooms with hotel rooms and catering
Last year, we went with option "a". It will be useful to know the price difference.
Rick will contact his niece to see about a special bid for the Marriott.
GROUP DINNER
Once a hotel is selected, we can pick a restaurant for a "group dinner". Jenn will continue research into available area restaurants. We will also investigate costs involved with having the dinner at the hotel, providing that the price is reasonable.
Andrew suggested that the group dinner is the final event of the evening, so that people don't have to rush back for any other planned events, except further socialising.
Rick suggested the idea that people "rotate around" at the dinner, giving attendees the opportunity to sit with different people and maximise their social interactions.
Andrew will start a forum topic, asking potential attendees what they would like to get out of the group dinner, how much they would consider reasonable to pay, etc.
OTHER EVENTS
In addition to the planned Acting Contest, it was suggested to hold a contest (or "open mike") to have fans imitate their favourite performers within HF/ODY/HC.
REGISTRATION FORM
We discussed what information should be collected or displayed on a registration form:
- [li]Name, Forum Name, Email Contact, Telephone Contact, Emergency Contact, Allergies, Age check (under 18, 18 or over)[/li]
[li]Information about hotel, group dinner, pre- and post- events[/li]
If we end up going with a meeting room + hotel rooms option, we'll only have a limited amount of hotel. Perhaps we should say "Limited amount of hotel rooms available at a special rate" and provide the contact information for them.
FINANCES
Andrew will check into the legality of charging admission, rather than relying on huge personal donations. The legal "expert" will recommend the proper terminology. Jenn pointed out that all conventions (regardless if they are professional or fan/company driven) always charge an entrance fee. The basis for calculating the fee will be anticipated total room rental costs (based on RFP option chosen) divided by number of anticipated attendees. Any surplus would be directed to a registered and pre-arranged charity.
The basic philosophy:
"This is your party. We are just supplying the guests and entertainment, and setting it up for you. All we ask is that you come, have fun, and help pay the bill!"
Those that cannot attend are still welcome to "donate" to the event. ("I can't attend EB3, but included is a donation to help support the user conference.")
Attendees will still be responsible for all financial obligations relating to transportation and travel expenses, meals, lodgings.
A PayPal account will be set up exclusively for the purpose of EB3 finances.
Andrew will also make a note in a separate forum topic that we are asking for help in paying for EB3 up-front, in lieu of the anonymous donations method used last year.
NEXT MEETING - TUESDAY 16 OCTOBER 2007, 7PM PDT
Planned agenda and items to prepare for next meeting:
- [li]Evaluate RFPs received[/li]
[li]Select potential candidate hotels[/li]
[li]Prepare a draft conference schedule and present to producers for approval[/li]
[li]Discussion of financial/donation "language" and terminology[/li]
(Edit: Meeting date changed)