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 a bit.  This is for Geek Fair 2008.  Geek Fair will be held from 12-6pm.
+
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]].
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Geek Fair is an [[Outreach]] committee project.
 
Geek Fair is an [[Outreach]] committee project.
  
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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 ==
  
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Geek Fair Planning Meetings are every other Thursday at 10 AM
 
−
* <s>6/26/08</s>
 
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* <s>7/10/08</s>
 
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* 7/24/08
 
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* 8/7/08
 
−
* 8/21/08
 
  
 
== Get Involved! ==
 
== Get Involved! ==
Line 37: Line 31:
 
** 20 x 40 tent = $440 '''for food area'''
 
** 20 x 40 tent = $440 '''for food area'''
 
** 20 x 30 tent = $330 '''for kids area'''
 
** 20 x 30 tent = $330 '''for kids area'''
−
** Total=$ 1,590
+
** Labor = $150
 +
** Total = $1,590
 
* Tents - Purchase
 
* Tents - Purchase
 
** Two 10 x 20 tents = $330 '''for booths'''
 
** Two 10 x 20 tents = $330 '''for booths'''
Line 46: Line 41:
 
* Kids' area $40
 
* Kids' area $40
  
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===Current Spending===
+
===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 = $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'''
 +
 
 +
===Additional (2008) Upcoming Expenses===
 +
* 2 standard portable bathrooms
 +
** estimate = <s>$100 - pay after next Events meeting 8/7/08</s> = $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 ==
 
== Event Planning ==
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'''Coordinators''': ''Michael Kaufman, Julie Uthe, Kevin Berg''
 
'''Coordinators''': ''Michael Kaufman, Julie Uthe, Kevin Berg''
  
 +
* [[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]]
 
* [[Geek Fair Shortened Press Release]]
 
* [[Geek Fair Shortened Press Release]]
 
* [[Posting PSAs]] -- some ideas on where to post press releases
 
* [[Posting PSAs]] -- some ideas on where to post press releases
−
 
  
 
== Sponsors ==
 
== Sponsors ==
−
'''Coordinators''': ''Michael Kaufman, Kevin Berg''
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Cellar Door Coffee 
 +
Hasson Realtors
 +
New Seasons
 +
Zip Car
 +
Kettleman's
 +
Clever Cycles
 +
First Tech
 +
Green Mountain Energy
 +
CD Baby  
 +
Total Reclaim
  
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== Getting Ready to Go! ==
+
== Getting Ready to Go! ==
  
 
* Day-of preparations for '''2007''' are at [[Geek Fair Timeline]].
 
* Day-of preparations for '''2007''' are at [[Geek Fair Timeline]].
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* [[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.
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* Hard drive toss / slide  
 
* Hard drive toss / slide  
 
* Tarot card readings - '''Ali'''
 
* Tarot card readings - '''Ali'''
 +
 +
== Beer Considerations ==
 +
Move towards outside beer garden.  Include entertainment/events in beer garden.  Put the garden near music.
  
 
== Kids Activities ==
 
== Kids Activities ==
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== Raffle ==
 
== Raffle ==
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===Goals:===
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* [[Raffle]]
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* keep the prizes excellent & few
 
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* support local businesses
 
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* < 10 fabulously desireable items
 
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* $1 per ticket (bargain on larger amounts)
 
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* sell tickets in store & at front desk 2 weeks prior
 
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* find cute kids to sell tickets at GEEK FAIR
 
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** Sydney?
 
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** Grace?
 
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** other volunteers?
 
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===To Do:===
 
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* gather items
 
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* purchase or create raffle tickets
 
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** full name
 
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** phone number or email
 
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* create photo flyer of prizes
 
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===Raffle Ideas:===
 
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* generous gift certificates
 
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** Powell's
 
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** Whiz to Coho
 
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* overnight trip
 
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** Breitenbush
 
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* Rob's Kombucha kit
 
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* fancy bottle of wine
 
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===Items pending:===
 
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* FG sweet laptop
 
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* FG sweet desktop (gamer desktop?)
 
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===Folks to ask:===
 
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* Bike Gallery - tune-up? or ??
 
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* other bike shops
 
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* People's Co-op
 
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* OHS (talk to JF about adoption booth)
 
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* Local restaurants
 
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** Dave's buddy?
 
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* Local pet stores
 
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** Meat
 
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** Pets on Broadway
 
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* Trader Joe's
 
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* IKEA
 
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* Next Adventure
 
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* Bishop's
 
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===Methods:===
 
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* visit websites first to gather info
 
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* Ali prepping letterhead letter with info for donors
 
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* call & explain goal & discover contact person
 
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* explain FG & get a great item from donor!
 
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===Careful!:===
 
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* ask Michael & Kevin who they are talking to so no repeats
 
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===Help:===
 
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* Julie the intern?
 
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* ask volunteers
 
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* Erik?
 
−
 
 
 
== Food ==
 
== Food ==
 
=== Public Carts ===
 
=== Public Carts ===
 
* Staccato Gelato is checking into a permit; they do not have one yet. They will call me back.
 
* 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.
 
* 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.''
 
** ''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.
 
  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
 
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.
 
−
 
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*Wild Oats (Laurelhurst location)
 
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: Phone: 503-232-6601
 
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: Director: Store Director: Dean Turman, Assistant Store Director: Brian Conley
 
−
 
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*Whole Foods
 
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: Community contact: Suzanne Strick 503.525.4343
 
−
 
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*New Seasons (Division location)
 
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:Allison McGillivray , Community Relations
 
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: 503.292.1987 x 147
 
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: <allisonm at newseasonsmarket.com>
 
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: ''applied online June 26''
 
−
 
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*Trader Joe's
 
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: (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:
 
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:* 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.
 
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:* A valid tax ID number should also be referenced on the written request.
 
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:* Written requests should be made at least three weeks prior to the date donation is needed.
 
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: ''Donations Coordinator at SE location is '''Selena Nunez''' '', applications must be sent to SE location
 
  
 
== Booths ==
 
== Booths ==
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== Thank You's ==
 
== 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''
 
''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 ==
 
== Coordinators ==
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** Permits: ''Sergio Garcia''
 
** Permits: ''Sergio Garcia''
  
−
* [[Silent Auction Coordinator|Silent Auction]]
+
* <s>[Silent Auction Coordinator|Silent Auction]]</s>
 +
** replaced with Raffle in 2008
 +
* Raffle
 +
:*''Mary Kate''
  
 
* Booths/Food
 
* Booths/Food

Latest revision as of 10:50, 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"