GEEK FAIR

GEEK FAIR is Free Geek's annual celebration and summer fundraiser. It is a day-long block party in front of the FG Community Technology Center and inside a bit. This is for Geek Fair 2008.

Here's the latest Geek Fair Timeline.

Geek Fair is an Outreach committee project.

It is one one many Events that Free Geek does every year.

Current

Geek Fair Planning Meetings are every other Thursday at 10 AM

• 6/26/08
• 7/10/08
• 7/24/08
• 8/7/08
• 8/21/08

Get Involved!

If you are interested in helping out this year, as a coordinator, volunteer or sponsor, contact Ali, Laurel or Mary Kate, send an email to <events at freegeek dot org> or just come to the next meeting. You can also go to Geek Fair Volunteers.

Budget

Year 2007 geek fair spending

• Printing 200 (for 230 full-color 11x17 posters)
• Temp Food Permit for Redwing $52.50 (total was 105, but they'll reimburse us half)
• Block Party Permit $5 (for No Parking bags)
• Fire Permit $150
• Noise Permit $110
• OLCC permit $50
  • City fee $35
• Beer taps rental $24 ($300 deposit)
• Tents - Rental
  • 20 x 60 tent = $660 for music area
  • 16 - 10' legs = $160 (for 20 x 60)
  • 20 x 40 tent = $440 for food area
  • 20 x 30 tent = $330 for kids area
  • Total=$ 1,590
• Tents - Purchase
  • Two 10 x 20 tents = $330 for booths
• Stage $144
• Tables ~$80
• PA $100
• Soda for sale at event + food for volunteers at event $50
• Kids' area $40

Event Planning

Coordinator(s): All

• Fair Ideas - brainstorms about how to make the fair awesome!
• Permits - legal stuff needed to have events.
• Geek Fair Site Plan - what's happening where.
• Geek Fair Equipment - stuff we need to have for the event (tents, tables, etc.)
• Geek Fair Signage - signs we need to make, whether by hand or on the compooter

Event Publicity

Coordinators: Michael Kaufman, Julie Uthe, Kevin Berg

• Geek Fair Website
• Geek Fair Press Release with Bands
• Geek Fair Shortened Press Release
• Posting PSAs -- some ideas on where to post press releases

Sponsors

Coordinators: Michael Kaufman, Kevin Berg

Getting Ready to Go!

• Day-of preparations for 2007 are at Geek Fair Timeline.
• Geek Fair Setup Schedule: this thing's from 2005

Music and Performers

• Geek Fair Bands - List of performers and confirmation status.

• Geek Fair Schedule - Timeline for the big day.

• Geek Fair Hotlist - Stuff the MCs should remember to say between acts.

Entertainment

Happening

• Geek Arena game show - Dave
• Smashtacular -
• LAN Party courtesy of Backspace - Michael - Joren?
• Hard drive toss / slide
• Tarot card readings - Ali

Kids Activities

Geek Fair Kids Activities

Raffle

• < 10 fabulously desireable items
• $1 per ticket (bargain on larger amounts)
• sell tickets in store & at front desk 2 weeks prior
• find cute kids to sell tickets at GEEK FAIR
  • Sydney?
  • Grace?
  • other volunteers?

To Do:

• gather items
• purchase or create raffle tickets
  • full name
  • phone number or email
• create photo flyer of prizes

Raffle Ideas:

• generous gift certificates
  • Powell's
  • Whiz to Coho
• overnight trip
  • Breitenbush
• Rob's Kombucha kit
• fancy bottle of wine

Items pending:

• FG sweet laptop
• FG sweet desktop (gamer desktop?)

Folks to ask:

• Bike Gallery - tune-up? or ??
• other bike shops
• People's Co-op
• OHS (talk to JF about adoption booth)
• Local restaurants
  • Dave's buddy?
• Local pet stores
  • Meat
  • Pets on Broadway
• Trader Joe's
• IKEA
• Next Adventure
• Bishop's

Methods:

• visit websites first to gather info
• Ali prepping letterhead letter with info for donors
• call & explain goal & discover contact person
• explain FG & get a great item from donor!

Goals:

• keep the prizes excellent & few
• support local businesses

Careful!:

• ask Michael & Kevin who they are talking to so no repeats

Help:

• Julie the intern?
• ask volunteers
• Erik?

Food

Public Carts

• Staccato Gelato is checking into a permit; they do not have one yet. They will call me back.
• Redwing will be there selling coffee, iced tea, pastries, and pies. Joey is Redwing Contact.
  • we will need to mail in for permit. FG will split fee with Redwing.

Next year we should ask for a deposit for distributing food so that they don't cancel at the last minute.

http://www.mchealthinspect.org/tempfood.html

Hospitality

Do we want to do this again?  It was kind of a bust last year.

Food given to volunteers and performers.

• Wild Oats (Laurelhurst location)

Phone: 503-232-6601

Director: Store Director: Dean Turman, Assistant Store Director: Brian Conley

• Whole Foods

Community contact: Suzanne Strick 503.525.4343

• New Seasons (Division location)

Allison McGillivray , Community Relations

503.292.1987 x 147

<allisonm at newseasonsmarket.com>

applied online June 26

• Trader Joe's

(from their website) "All donations are to be arranged with the Donations Coordinator at your neighborhood Trader Joe’s. The following information is necessary for a donation to be considered:

• A written request, on the non-profit group’s letterhead, delivered to the store by your organization’s representative, explaining the nature of the organization, why the donation is needed and what kind of donation is being requested.
• A valid tax ID number should also be referenced on the written request.
• Written requests should be made at least three weeks prior to the date donation is needed.

Donations Coordinator at SE location is Selena Nunez , applications must be sent to SE location

Booths

Coordinator: Jacob Fain

Yep, this is where you find out about Geek Fair Booths.

Volunteer Coordination Station

Geek Fair Volunteers

Thank You's

These organizations/people need thank you's when Geek Fair is over. Maybe we can send them a little thank you card with a rad picture from Geek Fair

Coordinators

• Publicity

• Michael Kaufman
• Julie Uthe
• Kevin Berg

• Sponsorship

• Michael Kaufman
• Kevin Berg

• Music and Performers

• Jessica Rand
• Julie Uthe

• Entertainment (incl. bikes, LAN, dunk tank, etc.)

• Kids' Area

• Sophia Luchini-Dexter

• Beer

• Morgan

• Construction
  • Permits: Sergio Garcia

• Silent Auction

• Booths/Food

• Laurel Bates

• Volunteer Coordinator

• Afterparty