Difference between revisions of "GEEK FAIR"

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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 the event space.  In 2005 and 2006, Geek Fair was held on the 16th and 15th of July, respectively.  This year, it'll be on July 21st from about 1-7pm.
+
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.  Geek Fair will be held from 12-6pm.  Please be sure to ponder the [[Geek Fair Meta Question]].
  
 
Here's the latest [[Geek Fair Timeline]].
 
Here's the latest [[Geek Fair Timeline]].
Line 5: Line 5:
 
Geek Fair is an [[Outreach]] committee project.
 
Geek Fair is an [[Outreach]] committee project.
  
−
It is one one many [[Events]] that Free Geek does every year.
+
It is one of many [[Events]] that Free Geek does every year.
  
 
== Current ==
 
== Current ==
  
−
Geek Fair meetings are Tuesdays at 7:15pm.
 
  
 
== Get Involved! ==
 
== Get Involved! ==
  
−
If you are interested in helping out this year, as a coordinator, volunteer or sponsor, contact Shawn, Ali, Ebeth or RevPhil, send an email to <events at freegeek dot org> or just come to the next meeting. You can also go to [[Geek Fair Volunteers]].
+
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==
 
==Budget==
−
In 2006, Geek Fair spent ~$2,600 on creating the event.  This was over-budget.  Our goal this year is to spend $2,300 max.
 
  
−
Year 2006 geek fair spending:
+
===Year 2007 geek fair spending===
−
* tents 1600
 
−
* P/A 200
 
−
* stage ??
 
−
* food permit 50
 
−
* fuel for fire people 40
 
−
* block party permit 50
 
−
* noise permit 54
 
−
* OLCC permit 50
 
−
* coolers (perhaps) 25
 
−
* dunk tank 175
 
−
* incidentals 50
 
  
−
===Current Spending===
+
* Printing 200 (for 230 full-color 11x17 posters)
−
2007 expenses.  Please keep track!
+
* 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'''
 +
** Labor = $150
 +
** 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
  
−
* Dunk tank $175
+
===Current (2008) Spending===
−
* Printing 200 (for 230 full-color 11x17 posters)
+
* Permits
−
* Temp Food Permit for Redwing $105 (they'll reimburse us half)
+
** Block Party/Community Event Permit: $5
 +
** Noise Variance Permit: $58
 +
** Fire Permit: $150
 +
** OLCC Permit (for separate event): $85 ($50 for OLCC, $35 for ONI)
 +
** Temp Food Permit for Redwing $52.50 (total was 105, but they'll reimburse us half)
 +
* Printing Costs: $270.00
 +
* Tents - Rental
 +
** 20 x 60 tent = $660 '''for music area'''
 +
** 16 - 10' legs = $160 (for 20 x 60)
 +
** 20 x 40 tent = $450'''for food area'''
 +
** 20 x 30 tent =  $350 '''for kids area'''
 +
** Labor = $150
 +
** Total = $1770
 +
* Barricade (from American Barricades on NE Columbia) = $25
 +
*** '''2008 Grand Total so far = $2415.50'''
  
−
== Coordinators ==
+
===Additional (2008) Upcoming Expenses===
−
* [[Publicity Assistant|Publicity]]
+
* 2 standard portable bathrooms
−
** Sponsorship
+
** estimate = <s>$100 - pay after next Events meeting 8/7/08</s> = $150 (since no ADA bathroom purchased)
−
* Music and Performers
+
** MK gave CC# to Jessica @ AmericanSaniCan 8/8/08.  They will run card for $150 on 8/25/08
−
* [[Entertainment Assistant|Entertainment]] (incl. bikes, LAN, dunk tank, etc.)
 
−
* [[Kids Area Coordinator|Kids' Area]]
 
−
* Beer
 
−
* [[Construction Assistant|Construction]]
 
−
** Permits
 
−
* [[Silent Auction Coordinator|Silent Auction]]
 
−
* Booths/Food
 
−
* Volunteer Coordinator
 
−
* Afterparty
 
  
 
== Event Planning ==
 
== Event Planning ==
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* [[Geek Fair Site Plan]] - what's happening where.
 
* [[Geek Fair Site Plan]] - what's happening where.
 
* [[Geek Fair Equipment]] - stuff we need to have for the event (tents, tables, etc.)
 
* [[Geek Fair Equipment]] - stuff we need to have for the event (tents, tables, etc.)
−
** Friends Of The Children has committed to 2 40' x 15' tents and no booth w/ also a cash donation as well as art supplies with a 17seater van for bringing printers and extra equipment for the fair although at 6:30 on the day of they are having a grad party and will have to take the tents and vans
 
 
* [[Geek Fair Signage]] - signs we need to make, whether by hand or on the compooter
 
* [[Geek Fair Signage]] - signs we need to make, whether by hand or on the compooter
  
 
== Event Publicity ==
 
== Event Publicity ==
 +
'''Coordinators''': ''Michael Kaufman, Julie Uthe, Kevin Berg''
  
−
Coordinator: Shawn
+
* [[Geek Fair Poster]]
−
 
 
 
* [http://freegeek.org/geekfair Geek Fair Website]
 
* [http://freegeek.org/geekfair Geek Fair Website]
 
* [[Geek Fair Press Release with Bands]]
 
* [[Geek Fair Press Release with Bands]]
Line 72: Line 83:
 
* [[Posting PSAs]] -- some ideas on where to post press releases
 
* [[Posting PSAs]] -- some ideas on where to post press releases
  
−
Ad Space:
+
== Sponsors ==
−
 
+
Cellar Door Coffee 
−
Portland Mercury
+
Hasson Realtors
−
 
+
New Seasons
−
* 1/8 page ad (4 3/4" w x 3 1/4" h OR 2 1/4" w x 6 5/8" h) in the 7/6 issue (deadline 6/29).
+
Zip Car
−
* 1/2 page ad (4 3/4" w x 13 1/2" h) in the 7/13 issue (deadline (7/6).
+
Kettleman's
−
 
+
Clever Cycles
−
=== Sponsors ===
+
First Tech
 +
Green Mountain Energy
 +
CD Baby  
 +
Total Reclaim
  
−
Coordinator(s): Oso
+
== Getting Ready to Go! ==
−
 
 
−
* Portland Mercury - 2 ads 1/8 page and 1/4 page.
 
−
* Belmont Computers - cool raffle prizes
 
−
* BackSpace - promotion, LAN gaming and gaming machines for prizes.
 
−
 
 
−
== Getting Ready to Go! ==
 
  
 
* Day-of preparations for '''2007''' are at [[Geek Fair Timeline]].
 
* Day-of preparations for '''2007''' are at [[Geek Fair Timeline]].
Line 94: Line 102:
 
== Music and Performers ==
 
== Music and Performers ==
  
−
Coordinator(s): Jeremy H
+
* [[Geek Fair Bands]] - List of performers and confirmation status.
  
−
* [[Geek Fair Bands]] - List of performers and confirmation status.
+
* [[Equipment for Bands]] - Information about what we have and need for bands
  
 
* [[Geek Fair Schedule]] - Timeline for the big day.
 
* [[Geek Fair Schedule]] - Timeline for the big day.
  
−
* [[Geek Fair Hotlist]] - Stuff the MCs (Phil, Shawn, Sophia) should remember to say between acts.
+
* [[Geek Fair Hotlist]] - Stuff the MCs should remember to say between acts.
  
 
== Entertainment ==
 
== Entertainment ==
  
−
Coordinator(s): revphil, D-D-D-Dave!, um everyone
+
'''Happening'''
 +
* Geek Arena game show - '''Dave'''
 +
* [[Smashtacular]] -
 +
* LAN Party courtesy of Backspace - '''[[User:Inhuman|Michael]] - Joren?'''
 +
* Hard drive toss / slide
 +
* Tarot card readings - '''Ali'''
  
−
'''Happening'''
+
== Beer Considerations ==
−
* Geek Arena game show - Dave
+
Move towards outside beer garden.  Include entertainment/events in beer garden.  Put the garden near music.
−
* [[Smashtacular]] - Clint/Sergio?
 
−
* LAN Party courtesy of Backspace - Joren?
 
−
* Big screen vids - Joren?
 
−
* Hard drive toss / slide - Phil
 
−
* Dunk Tank - Oso
 
−
* Kazum - Phil
 
−
* Puppet show - Phil and Ali
 
−
* Fashion show - Phil
 
−
* Zoobomb mayhem - Shawn and Phil
 
−
* Tarot card readings - Ali
 
−
* Linux clinic - Ali
 
  
 
== Kids Activities ==
 
== Kids Activities ==
  
−
Coordinators: Sophia and Jenn Dolan
+
[[Geek Fair Kids Activities]]
 +
 
 +
== Raffle ==
 +
* [[Raffle]]
 +
== Food ==
 +
=== Public Carts ===
 +
* Staccato Gelato is checking into a permit; they do not have one yet. They will call me back.
 +
* Red and Black confirmed on a voice mail. We are still playing phone tag.
 +
* Redwing will be there selling coffee, iced tea, pastries, and pies. Joey is Redwing Contact.
 +
* The Whole Bowl confirmed. Phone: (503) 757-BOWL. Contact is Tali.
 +
** ''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.
  
−
[[Geek Fair Kids Activities]]
+
This would not be a bad place to talk about how trash is handled for future generations.
  
−
== Raffle and Silent Auction ==
+
http://www.mchealthinspect.org/tempfood.html
  
−
Coordinator(s):  
+
== Booths ==
 +
'''Coordinator''': ''Jacob Fain''
  
−
* [[Silent Auction Coordinator]] instructions
+
Yep, this is where you find out about [[Geek Fair Booths]].
  
−
== Food ==
+
[[2008 Geek Fair Booths]]
−
=== Public Carts ===
+
 
−
http://www.mchealthinspect.org/tempfood.html
+
== Volunteer Coordination Station ==
−
* Honkin' Huge Burritos (big-ass cheap burritos, Shawn is contact)
 
−
* Veggielicious http://www.veggielicious.net (all cheap vegan food, Jeremy is contact)
 
−
* Redwing will bring coffee, pastries, and some pre-made food (Ali is contact at FG, Rachel is Redwing contact)
 
−
** ''temporary restaurant permit application mailed in 6/15/07 with check for $105''
 
−
** FG & Redwing will split $105 fee
 
  
−
=== Hospitality ===
+
[[Geek Fair Volunteers]]
−
Food given to volunteers and performers.
 
  
−
*Wild Oats (Laurelhurst location)
+
== Thank You's ==
−
: Phone: 503-232-6601
+
''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''
−
: Director: Store Director: Dean Turman, Assistant Store Director: Brian Conley
+
Sponsors were already thanked over the phone by Kevin.  Additionally a thank you note will be sent to both sponsors, bands, and chain reaction.  Beer guy donor, Seamus, Redwing, Helmets people (legacy), restore, tables donor, etc.  h
  
−
*Whole Foods
+
== Coordinators ==
−
: Community contact: Suzanne Strick 503.525.4343
+
* [[Publicity Assistant|Publicity]]
 +
:* ''Michael Kaufman''
 +
:* ''Julie Uthe''
 +
:* ''Kevin Berg''
  
−
*New Seasons (Division location)
+
* Sponsorship
−
:Allison McGillivray , Community Relations
+
:* ''Michael Kaufman''
−
: 503.292.1987 x 147
+
:* ''Kevin Berg''
−
: <allisonm at newseasonsmarket.com>
 
−
: ''applied online June 26''
 
  
−
*Trader Joe's
+
* Music and Performers
−
: (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:
+
:* ''Jessica Rand''
−
:* 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.
+
:* ''Julie Uthe''
−
:* 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
 
−
: Mailed application on June 19, 2007
 
  
−
== Booths ==
+
* [[Entertainment Assistant|Entertainment]] (incl. bikes, LAN, dunk tank, etc.)
 +
 
 +
* [[Kids Area Coordinator|Kids' Area]]
 +
:* ''Sophia Luchini-Dexter''
  
−
Coordinator: Tami
+
* Beer
 +
:* ''Morgan''
  
−
Yep, this is where you find out about [[Geek Fair Booths]].
+
* [[Construction Assistant|Construction]]
 +
** Permits: ''Sergio Garcia''
  
−
== Volunteer Coordination Station ==
+
* <s>[Silent Auction Coordinator|Silent Auction]]</s>
 +
** replaced with Raffle in 2008
 +
* Raffle
 +
:*''Mary Kate''
  
−
Coordinator: Ali
+
* Booths/Food
 +
:* ''Laurel Bates''
  
−
[[Geek Fair Volunteers]]
+
* Volunteer Coordinator
  
 +
* Afterparty
  
 
[[Category:Events]]
 
[[Category:Events]]
 
[[Category:Geek Fair|*]]
 
[[Category:Geek Fair|*]]

Latest revision as of 09:50, 2 September 2008

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. Geek Fair will be held from 12-6pm. Please be sure to ponder the Geek Fair Meta Question.

Here's the latest Geek Fair Timeline.

Geek Fair is an Outreach committee project.

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

Current

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
    • Labor = $150
    • 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

Current (2008) Spending

  • Permits
    • Block Party/Community Event Permit: $5
    • Noise Variance Permit: $58
    • Fire Permit: $150
    • OLCC Permit (for separate event): $85 ($50 for OLCC, $35 for ONI)
    • Temp Food Permit for Redwing $52.50 (total was 105, but they'll reimburse us half)
  • Printing Costs: $270.00
  • Tents - Rental
    • 20 x 60 tent = $660 for music area
    • 16 - 10' legs = $160 (for 20 x 60)
    • 20 x 40 tent = $450for food area
    • 20 x 30 tent = $350 for kids area
    • Labor = $150
    • Total = $1770
  • Barricade (from American Barricades on NE Columbia) = $25
      • 2008 Grand Total so far = $2415.50

Additional (2008) Upcoming Expenses

  • 2 standard portable bathrooms
    • estimate = $100 - pay after next Events meeting 8/7/08 = $150 (since no ADA bathroom purchased)
    • MK gave CC# to Jessica @ AmericanSaniCan 8/8/08. They will run card for $150 on 8/25/08

Event Planning

Coordinator(s): All

Event Publicity

Coordinators: Michael Kaufman, Julie Uthe, Kevin Berg

Sponsors

Cellar Door Coffee Hasson Realtors New Seasons Zip Car Kettleman's Clever Cycles First Tech Green Mountain Energy CD Baby Total Reclaim

Getting Ready to Go!

Music and Performers

Entertainment

Happening

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

Beer Considerations

Move towards outside beer garden. Include entertainment/events in beer garden. Put the garden near music.

Kids Activities

Geek Fair Kids Activities

Raffle

Food

Public Carts

  • Staccato Gelato is checking into a permit; they do not have one yet. They will call me back.
  • Red and Black confirmed on a voice mail. We are still playing phone tag.
  • Redwing will be there selling coffee, iced tea, pastries, and pies. Joey is Redwing Contact.
  • The Whole Bowl confirmed. Phone: (503) 757-BOWL. Contact is Tali.
    • 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.

This would not be a bad place to talk about how trash is handled for future generations.

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

Booths

Coordinator: Jacob Fain

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

2008 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 Sponsors were already thanked over the phone by Kevin. Additionally a thank you note will be sent to both sponsors, bands, and chain reaction. Beer guy donor, Seamus, Redwing, Helmets people (legacy), restore, tables donor, etc. h

Coordinators

  • Michael Kaufman
  • Julie Uthe
  • Kevin Berg
  • Sponsorship
  • Michael Kaufman
  • Kevin Berg
  • Music and Performers
  • Jessica Rand
  • Julie Uthe
  • Sophia Luchini-Dexter
  • Beer
  • Morgan
  • [Silent Auction Coordinator|Silent Auction]]
    • replaced with Raffle in 2008
  • Raffle
  • Mary Kate
  • Booths/Food
  • Laurel Bates
  • Volunteer Coordinator
  • Afterparty
Retrieved from "http://wiki.freegeek.org/index.php?title=GEEK_FAIR&oldid=34204"