Difference between revisions of "GEEK FAIR"

Revision as of 18:46, 19 July 2007

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.

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 meetings are Tuesdays at 7:15pm.

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.

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:

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

2007 expenses. Please keep track!

Dunk tank $175
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
- 16 - 10' legs = $160 (for 20 x 60)
- 20 x 40 tent = $440
- 20 x 30 tent = $330
- Total=$ 1,590
Tents - Purchase
- Two 10 x 20 tents = $330
Stage $144
Tables
PA
Soda for sale at event
Food for afterparty

Coordinators

Publicity
- Sponsorship
Music and Performers
Entertainment (incl. bikes, LAN, dunk tank, etc.)
Kids' Area
Beer
Construction
- Permits
Silent Auction
Booths/Food
Volunteer Coordinator
Afterparty

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.)
- 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

Event Publicity

Coordinator: Shawn

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

Ad Space:

Portland Mercury

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).
1/2 page ad (4 3/4" w x 13 1/2" h) in the 7/13 issue (deadline (7/6).

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

Coordinator(s): Jeremy H

Geek Fair Bands - List of performers and confirmation status.

Geek Fair Schedule - Timeline for the big day.

Geek Fair Hotlist - Stuff the MCs (Phil, Shawn, Sophia) should remember to say between acts.

Entertainment

Coordinator(s): revphil, D-D-D-Dave!, um everyone

Happening

Geek Arena game show - Dave
Smashtacular - Clint/Sergio?
LAN Party courtesy of Backspace - Michael - Joren?
Big screen vids - Michael - 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
Comedians and Magician - eBeth

Kids Activities

Coordinators: Sophia and Jenn Dolan

Geek Fair Kids Activities

Raffle and Silent Auction

Coordinator(s):

Silent Auction Coordinator instructions

Food

Public Carts

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

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

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

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

Mailed application on June 19, 2007

Booths

Coordinator: Tami

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

Volunteer Coordination Station

Coordinator: Ali

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

Full Sail
New Seasons
Mercury
Backspace
Pinball Publishing
maybe all the bands and entertainers? or is beer enough of a thank you?

@@ Line 154: / Line 154: @@
 == Food ==
 === Public Carts ===
+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
 * Honkin' Huge Burritos (big-ass cheap burritos, Shawn is contact)