We had our 3rd team meeting on Saturday, September 5.  

The following topics were discussed:

MEDIA

• Bel RTL: Christian
• Dutch-speaking: Christian
• French-speaking: Marie (backup Amaury/Christian)
• TV Brussels: Gregory J.

MUSIC

• Line-up = confirmed! (Amaury)
• Sound & lights: Amaury & Gregory J. are looking into solutions.
• Coverage (on our site): Marie & Gilbert

CHARITIES

• Voting is nearly final (top 6 are known and will probably not change anymore)
• Coverage (on our site): Christian & Gilbert
• Invitations (to come and present): Christian

PROMOTION

• A flyer is available for distribution (A5 format).  The jpg is available on the wiki http://tinyurl.com/lfgbkk and also on the website http://twestival.be/flyer.jpg - If you want paper copies for distribution this week, please let me know!  
• Eventful, Expatica: Gilbert
• Open Coffee Club: Christian, Robin
• Beta Group: Christian
• Facebook: Tom & Stephanie, now supported by Marie also
• Blogging: ALL (please if you have a blog, write something)
• Email distribution lists: ALL (please, if you don't want to send out the messages yourself, give me a list of 1st name, family name, email (Excel format or csv please) and I will send through Amiando
• Previous Twestival participants: Marie will prepare a text, Christian will distribute

VENUE

• Plan: available on the wiki - http://tinyurl.com/l8fopa
• Explanation: The venue is a square, about 20 meter each side.  The height is 5 meters.  Entrance is at the bottom right (2 small arrows).  There is a large corridor where we will have a table for ticketing.  The long strip along the top is NOT available to us, except for access to water & sink (left) and installation of a small Green Room for the artists (right).  Bar will be close to the access to water & sink. 
• Parking lot: there is room for approximately 50 cars, but we need to pay for access.  I am waiting for an answer as to the fee, but if it is reasonable, we can allow 50 cars in! 
• There is a lot to be moved, which is why we need a small team on Friday late afternoon/evening to free up the space!  (see below)

TICKETING

• We have launched a reduced fare action over the weekend, with very limited effect (hardly 10 extra tickets sold). 
• We need to understand why people aren't buying.  Thousands of people visit the website, but they don't click the BUY or DONATE buttons!  WHY?  It's clearly not an issue of price! 
• Many of us didn't buy their tickets yet, which is not helping.  THANK YOU Clo, Gilbert, Nadine, Tom, and Walter who already did.  As for the others: PLEASE BUY TICKETS NOW! 
• Any ideas welcome - WHO CAN HELP? 
• For the record: Current ticketing revenue is 300 euro. 

FOOD & DRINKS

• Brewer: Marie & Christian
• Ubuntu Coke: Gilbert
• Sweet snacks from Nestlé: Marie
• We don't have salty snacks/food - WHO CAN HELP? 

INSURANCE

• We need to take a special insurance (Ethias most probably) for the event: Christian. 

SHOPPING LIST - stuff we need for next week

• A4 panels (cardboard?) to show the way from the neighboring metro stations to the Addictlab
• Tape, hammer & nails, etc.
• Extension cords (extra long stuff, please)
• Wifi Routers (we have 2 from last time)
• Candles to show the way from the entrance to inside Addictlab
• Plastic glasses (beer, wine, long drinks)
• Decoration (anything goes!) - should ask the sponsors to provide banners etc.
• Bath tub or similar (to serve as a fridge)
• Ice
• Trash cans/bags
• Projectors (at least 3 for tweets, sponsors, charities)
• Computers (as many as projectors)
• Ink & Stamp (at the entrance)
• Consumption tickets (we have 1000 left from last time)
• 5 ballot boxes (for the charity selection)
• 500 twotes (voting cards for the ballot boxes)
• Cash boxes (at least 2 for entrance and consumptions)

ON-SITE TEAM

• Preparation (responsibility: Christian).  We need 6 people to be able to move all the tables and mount the walls!  (Friday)
• Technology (responsibility: Gregory?).  We need to set up wifi, projectors, sound & light, etc.)  (Saturday)
• Security (at the street level entrance, to allow people in and to direct cars to the parking lot).  We should probably hire a professional security team - WHO CAN HELP? 
• Entrance & ticketing (responsibility: Marie).  We need 4 people in total to allow for shifts. 
• Cash management (responsibility: Christian).  Cash will be removed, counted and secured every hour). 
• Bar (responsibility: Gilbert).  We need 4 people in total to allow for shifts. 
• Music (responsibility: Amaury). 
• Cleanup (responsibility: Christian).  We need 6 people to clean up & move everything back into its place. 

Now, WHAT I NEED TO KNOW FROM EACH OF YOU:

1. Will you be there? 

2. Are you available to help?  With what? 

3. Can you bring other people with you? 

4. When can you be there?  (see below)

Please note that we need people to help on:

- Friday afternoon/evening (clearing up the space & prepare for Saturday)

- Saturday daytime (installation of stage, sound & light equipment, bar, etc.)

- Saturday evening/night (helping at the event)

- Sunday daytime (cleanup)

Please answer by email - don't copy all to avoid overload! 

Thanks,

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