Tourney Meeting 7/3/22
Apologies: Laila, Lou, Tom M, Kimmer, Ru, Jack D, Colin
Present:
Didier, Linner, Natalie, Holly, Sensimilia, Soooooz, Dan, Owen J, Vic, Zoe G, Sue, Becca, Lizzie W, Peace, Harry, Annie Haines, Angelo, Jesse T te, Sally Fucking Wood, Phil Goldsmith, Kazz, Ben.
Site
2x full size football pitches
2x 7 a side pitches
2x netters courts
We’ll need a TENS licence (not a big job) and Kerry (hotel owner) wants us to stick to the rules of the licence. This means we should apply for the latest licence we can. Angelo to take this on and will send his docs to Kerry. He will liaise with the folk running the bar (Sensi, Pearcey, Mandie).
The hotel is not taking public bookings for that weekend in the hope that some of us will book rooms. See last meeting’s minutes for deets. We need to let the teams know that this is an option. Peace and Soooz for footie, Linner for netters.
The campsite has been told that we will be late (voices, not amplified music) and loud. They are fine with it as plenty of room and plenty of hedges to muffle sound. Didier made this very clear. There is also plenty of room for parking both next to tents and by the hotel. Owner is saving one field for public camping. We will have it all in writing soon. There are 8 showers on the campsite as well as in the hotel. Food info to come. Previous worries about strangers rocking up are now deemed unnecessary as it’s pretty secluded and the road doesn’t go anywhere so no passing traffic.
Marquees needed for seating for catering stand and for bar, also for CACKK and merch/Cowfolk history tent. Site team will get on this as soon as everything 100% confirmed (sizes etc). We will ask Dave and Fiona as well as Owen and other contacts (Zoe G had a contact too).
Money
Dan wants 25% as a deposit to be paid now and the rest paid the week after the event.
He is charging £14,700 for the whole weekend (Friday – Monday).
We will be saving £4,000 on other costs.
We will not charge a team registration fee, just a camping fee (unless they stay in the hotel).
Kerry will supply a generator for free – we will pay fuel costs. What ampage do we need? Someone from ents team to let her know please.
To monitor payment, we will have people on the gate giving out wristbands. No wristband, no service at the bar. We will, obvs, give concessions to anyone who can’t afford it.
Kerry will have security in the hotel.
She will also make money on catering (see below).
How do we nail down numbers? This will help massively with costings.
Steve will help Vic look at the budget from the last tourney.
Food
Meat, veggie and vegan will be catered for, both on campsite and at hotel.
Hotel:
Breakfast 6-11am
Lunch 12-3pm
Tea 4-9pm
Campsite:
Breakfast 8.30-11.30am
Lunch 12-2pm
Tea 6-9pm
All meals will be under a tenner.
Need to find out rough idea of ratio of meat/veegs etc. Soooooz and Peace to ask teams?
We will ask everyone to bring own plates, cups, cutlery etc, in order to minimise waste. We will liaise with caterers re waste.
There is water access for the bar.
Name of tourney
Pearled Cup was decided, with Dirty Thirty as the strapline. Thanks to whoever thought of the name, it didn’t need a lot of discussion to get voted in!
Teams
8 women’s/non binary teams confirmed
11 men’s teams confirmed, 7 possibles. Aiming for 20 all together.
Netball have one team confirmed (plus them), will keep asking footy teams if they can bring one. Will also create teams on site if need be.
Fundraiser
Date is 23rd April
Tom has designed a ‘Hold the Date’ poster (already up in HQ) as no artists confirmed yet.
Pato and Paul looking at line-up
CACKK event in the day. See Peashooter for deets (kids’ rave).
Hall and Baggator booked
Next fundraising meeting is 21st March
Decision still to be made about catering at fundraiser. Looking likely it will be samosas though.
Fundraising activities on the night tbc. Shot for a Shot always a winner.
Décor
Add Jake
Ben also involved
Lou leading décor for fundraising – going well with some excellent plans. Can also be used for tourney.
Team fundraising
Netters (Blacks) doing a cake sale
Logo
Annie has designed three (all fab!) and will send out for voting soon
General
Soooooz to ask Neil about doing sound tech for tourney
Sally FW to lead on programs – include telling people to bring cutlery and crockery, explaining Safe Space etc
Women/non binary to send more formal invites
QR code needs sorting. Harriet from HQ can probs help with this and Phil’s going to get on it
Phil is also gonna send some words to Sal about the site, including the option of room hire at the hotel, to include in the programs.
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