Geek Fair Debrief 2008
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Mary Kate
Area(s) of Coordination
- Raffle
- made $350?? discrepancies in what was raffle vs. info booth $$
- Port-a-potties
- dropped off early, picked up late
- some coordinators & most visitors did not know they existed
- Front desk was busy, busy for first half of day that I worked there - glad we had 2 folks.
- Tents - went fine, using company to set-up/tear down was great
- Day of "Coordinator" - did a lot of running around for folks, got sweaty, had fun.
- Beancounter - counted all tills with RFS at end of fair, same day.
What, specifically, did you do?
- Raffle
- disagreement on success of raffle
- start ticket sales earlier
- Sophia/Jacob following up with floppy thank you's to donors
- Raffle Flyer - delegated to intern
- intern no-showed on 2 meetings with MK & left MK hanging with a corrupt file, which delayed publicity
- Other stuff noted above
In hindsight, what would you have changed to make things better?
- port-a-potties
- out of site = out of mind
- relocate bathrooms to more visible location
- better band mgmt w/ plan "B" for delays
- do not give $500 to one band, spread it out
- Unable to attend debriefing but really should have been there.
- Second printing of Fair flyers was a waste of money (few were posted, reprint due to errors on original)
- Raffle flyer
- do not allow intern to make flyer in a program we do not support
- design it ourselves next time, or get intern who is OpenSource capable
- make sure intern is accountable and checks in with a final
- 9/4/08 - still have a desktop & 2 zip car certificates to be picked up
- find a better way to get these distributed in a timely manner to winners
- set a deadline for picking up prizes?
- mail gift certificates and small items?
Anything we should note for next year?
- better organization & earlier flyering
- start Events meetings earlier in year
- let us see any print materials before they go to print
- committee should take accountability for their decisions as a group by keeping better notes about decisions made
- start gathering raffle prizes much earlier
- keep raffle sales separate at info booth for accuracy
Laurel
Area(s) of Coordination
- food! music coordination help
What, specifically, did you do?
- contacted food vendors (Staccato Gelato, Whole Bowl, Redwing, Red & Black, Taco Cart), coordinated with vendors about permits, arrival time, menu
In hindsight, what would you have changed to make things better?
- more food! worry less about too much competition, get more options in
Anything we should note for next year?
- make sure they will stay the WHOLE time! whole bowl left and that was sad
Jessica
Area(s) of Coordination
- Music & performers, co-sponsorship
What, specifically, did you do?
- organized & recorded KBOO co-sponsorship, organized bands (Atole, Hide & Go oHustle, Guidance Counselor, Chervona) and performers (Chain Reaction, Stiltwalkers)
In hindsight, what would you have changed to make things better?
- If I was to do this again I would get folky bands (I think Chervona worked really well), also high-energy is a qualification. I would not have given Atole $500 - they were not big enough
Anything we should note for next year?
- If I could coordinate bands for next year it would be less of them - the perfect ones togeher would be Chervona, Sassparilla, Circus Contraption. I'd also ask Chain Reaction back. High energy performances are a must. KBOO Co-sponsorship should be done again (worked wonderfully)
Michael K
Area(s) of Coordination
- helmets
What, specifically, did you do?
- set-up
In hindsight, what would you have changed to make things better?
Anything we should note for next year?
- start way earlier
Ali
Area(s) of Coordination
- overarching keeping stuff on track
What, specifically, did you do?
- picked up barricades (American Barricades, 173 NE Columbia) & Beer (Maletis Distributors, 7000 N Cutter Circle)
- ordered tents from Barbur Blvd Rentals & Portable Restrooms from American SaniCan
- overhauled volunteer task list
- pointed many of the coordinators to previous GF info (i.e. booth list and correspondence from '07)
- helped with Set-up (set-up the Bar)
- helped with tear-down
- floated around and covered areas as necessary
- coordinated volunteer work party the day before Geek Fair to clean up and prepare the building
In hindsight, what would you have changed to make things better?
- more up-beat, audience-rousing music
- less bands
- band needs communicated WELL IN ADVANCE
- place the portable restrooms in sight of the stage AND make sure that everyone (i.e. info booth volunteers, etc.) knew where they were
- fair-style food (i.e. cheap & deep-fried)
- the booths were largely boring, we should have interactive & fun booths and think about who we want to invite
- stuff to do in the bar - last year the bar was packed all day because of the FOSS Panel, Comedians, etc.
- better beer (Captured by Porches Amber was pretty terrible)
- advertise that beer is available
Anything we should note for next year?
- schedule volunteers for Tuesday morning "put everything back together"
- start way earlier
- Geek Fair brochures: "welcome to Geek Fair!" with site plan, sponsors, & schedule of events
- I'd like to find a way to have a beer garden outside
- Come up with a "mission statement" of sorts for Geek Fair so we know how to target our entertainment, audience, and sponsors
- more fun, engaging entertainment (non-scuzzy circus-style performers)
- work out money-handling logistics with Richard earlier
- the donation station was really convenient for hardware donors, we should repeat this