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07 12 2012 Minutes
Fotos Georgiadis edited this page Sep 2, 2013
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(As recorded by Vasilhs and formatted by Apostolos)
(please don't ask me to translate, but if you feel like it you can do this yourself :)
(Translated from Greeklish to English by gfotos, the usual guy doing the dirty jobs :))
Find out where and why...
- 1500 EUR pre-agreement with Badminton, maybe taken care by Network21 through Sissy. After than, a formal agreement between Badminton and ΑΜΚΕ. By the end of January Sissy will need the money. By the end of next week Sissy and Marian will close the deal with Badminton. 14/12
- Sissy and Marian will ask for a contract for 600 to 800 people. They can't leave number of delegates open or variant (e.g. 600-1000). John asked whether we can pay Badminton with a ticket percentage for delegates above a certain number. For example if in the contract it says 600 and 1000 persons attend then we will pay Badminton with a % of the ticket.
- In a month after the pre-agreement we should pay Badminton 30% of the price. (1500 at Sissy and the rest to Badminton). 15/01 we get the initial contract, by 30/01/2013 we sign the contract. The contract should be between the venue and the NFP (ΑΜΚΕ).
- Sissy and Marian have some existing contracts we could use. They also have contracts with Badminton which we could use as templates (maybe without even changing anything, because the contracts have already been checked by lawyers etc.)
- After the event we pay the rest of the money (some give them one month after the event, but there is no such point in our case)
- We need a pre-agreement with Badminton, and the NFP (ΑΜΚΕ) as well as the contact of the IT person at Badminton. Panos will handle it from there. Until 20/01/2013.
- We get in touch with the IT guy of Badminton for all tech related issues.
- Charging stations, TBD later on. (John proposed something like Samsung's charging stations)
- Sissy and Marian said that from a managerial / organizational standpoint the difference between 600 and 1000 delegates is small (professional opinion). It depends on us, whether we want a cozzy or a massive conference.
- Until Wednesday we need feeback from Sissy and Marian for the Sponsorship Packages we showed to them. They will also give us a pricelist for the banners, curtains, etc.
- Chief/Skroutz... 'nough said.
- Discussed it with Panos. We might offer it to the top sponsors. TBD
- Accounting: Sissy & Marian can handle this. They need a committee decision. We are expecting an offer from them (it will be charged extra).
- Vendors: Watch after and deal with the vendors. Sissy and Marian can do this. e.g. for any contact with vendors (tshirts, catering, etc.) they can ask for prices, close deals, etc. We need a committee decision (+ extra charge).
- List of income revenues: Sissy will send us one of their more complicated spreadsheets. We'll also create on (Apostolis) in order to compare and have a common ground for discussions.
- We must, ASAP, decide on the number of delegates. In the contract this will be flexible, for example for 600 people, we'll be able to adapt up to 800 (see issue #55).
- By the end of January we should have sold the 1st batch of tickets.
- Job description: They will send us their job description until Wed 12/12
- Contract and extra services list: in the contract there will be an extra clause with a list of services and a list of extra services we might or might not need. The clause will be flexible. Extra services not on the extra services list will be negotiable.
- Cost: Depends on the budget, in essence we insurance a specific money valuation. We need the NFP (ΑΜΚΕ), number of delegates, sum of sum of sponsorships. Sissy & Marian give the insurance company the budget until Feb 10 and they give us back an offer until March 10.
- Sissy and Marian asked what options Badminton provides for the internal decoration. They are also brainstorming for the decoration.
- We are waiting for a decoration price list from the girls (Sissy & Marian) 14/12
- Price list for the banners and their dimensions from Badminton 14/12
- Cost for light displays, dimensions and print cost. 14/12
Extra tech support
- Prices for a fixed camera and a moving camera / cameraman (2-camero, 3-camero). And a mixing console. 20/12
- Plasma screens in Foyer: offer. Badminton has 2 and we can bring another 2 or 3
- We'll bring in touch Maria (who sent us an email for the Walking Tour) with Marian & Sissy. This is premature, we'll think about it later.
- To be decided later. It should be mentioned on site because some people might need it.
- Badminton has no lunch options available. We have to give the delegates the option for a lunch (selected on registration which menu options), paid by each delegate.
- Coffee and some extras are included in the the ticket price. We might give a bottle of water for free with their entrance. Everything else is paid by the delegates.
- TBD
- Doctor: will be available. It can be an acquaintance or a friend.
- Security: Badminton has no security. We might need a 2 person security.
- Eventora, Sissy knows Nikos Tsamis, and is very positive towards him.
- We should ask if we can and what kind of fields we are able to add in the ticket registration form to collect info for further decisions (tshirt size & color, cater for special needs, will attend with spouse or side event, etc)