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19 12 2012 Minutes
At the meeting we had the latest and final version of the legal documents for the NFP. After we read them we found there were a couple of mistakes that needed to be changed. Since there was no printer available at CoLab, the signing will be done tomorrow. Vasilis will most likely pass by and collect the required signatures
In order to conclude regarding the sponshorship packets we needed a good estimatation of the expenses we will have to cover. We tried to fill the budget excel made by Apostolos, with as much info as possible.
Some of the costs that were added were:
- 10.000 € for wifi coverage
- 10.000 € for speaker expenses (tickets, hotels)
- 5.000 € for t-shirts and gifts
- 4.000 € for filming and streaming
- 4.000 € for coffees + 2.000 € for refreshments
- 10.000 € for event management
One of the costs that needs to be investigated is of the installation of sufficient power outlets.
Regarding the expected income from tickets, there was a suggestion that the price should be less than the last euruko, so something between 50 - 60 €.
There was an extensive discussion regarding the number of slots and cost of each one of them. Some of the ideas that were on the table:
- Should we have unlimited slots for the lowest packages
- Should we have a fixed of flexible amount of slots for the gold sponshorship
- Everyone agreed that the biggest packet should have only one slot
- Maybe we should not state from day 1 all the available packages e.g. announce the smaller packages later
Since the issue is crucial and we believe we have sufficient data to decide the following were decided:
- Until Friday we should be sending our proposals to Apostolos regarding the appropriate combination of price and slots
- Until Sunday we should all vote for the most suitable combination
A few the proposals that were mentioned:
- @nikod was in favor of: 1 x 10.000 | limited (3-6) x 5.000 | unlimited x 2.500
- @pagojo proposed that we don't communicate how many slots we have available for the tier-2 and tier-3 sponsor packages
- @nolamesa suggested to keep all the packages under the psychological limit of 10.000
Finally the pdf template (in terms of design) must be created asap in order to be ready to go public.
We need a very well thought plan and immediate actions in order to be heard out there. As a first task we should have a draft of the first steps that we need to take in that direction. @pagojo will be creating a document with his proposals on this, where we should all comment.
- @pagojo will reprint the NFP contracts and @vvatikiotis will take care of gathering the signatures
- @fotos and @chief will handle the pdf design process in cooperation with the skroutz team
- @pagojo will be drafting a document with the first steps in the area of meda coverage. @teoulas might be able to assist him on this, or propose any different approach.
- @nolamesa and @fotos will be syncing the action plan document and communicate our progress to the girls
- @apantsiop will further process the sponsors PDF content in order to hand it over tou Skroutz for the design part and be in charge of the voting procedure for the sponsors price/slots.
- Sissy and Marian will be asking for a price on accounting
The next meeting will be on 2/1/2013. Also the proposed time for gathering is 20.30 sharp